Stanford University
Postdoctoral Scholars

May 2010

Posdoc Administrator Update - May 2010

Postdoc Administrator Update – May 2010
(sent to supdssworkinggroup on May 13, 2010)
Special Issue On:

DS-2019 Changes
1. Go Live Date for DS-2019 Workflow in PeopleSoft: Monday, May 17, 2010
2. Known Issue: Alternative Process for DS-2019 Exceptions for Some Postdocs Appointed Prior to 2008

Clinical Trainees
3. Clarification Regarding School of Medicine Policy on Trainee Funding and Benefits
4. REMINDER: Required Paperwork for Clinical Trainee Appointments Due Friday, May 14, 2010

5. Berry Fellowship Competition Now Open
6. Upcoming Training for Administrators


1. Go Live Date for DS-2019 Requests: Monday, May 17, 2010

Starting this Monday, May 17, 2010, ALL DS-2019 requests (initial, extensions, changes) will be submitted, reviewed/approved, and sent to Bechtel using PeopleSoft Workflow. As of that date, Workflow will be the ONLY WAY to request the DS-2019.

Instructions on how to access the new form:
The J Scholar Visa Request form is available at

1. Click the login button
2. Enter your SUNet Id and password and click login
3. The J Scholar Visa Requests form is available on the Employee Information tab. If you do not automatically find yourself on this tab, you will first need to click the tab to navigate here. If you do not see J Scholar Visa Requests, please contact the Bechtel International Center at so that you can be granted access to the page.
4. Then click the J Scholar Visa Request link.
5. The main page for J Scholar Visa Requests opens, displaying a menu of available options. Select the transaction you need and click Continue.

2. Known Issue: Alternative Process for DS-2019 Exceptions for Some Postdocs Appointed Prior to 2008

Some postdoc visa records, for those who started at Stanford prior to 2008, are not in PeopleSoft. If an administrator goes to the online PeopleSoft Workflow interface in order to make a DS-2019-related change, an error message will appear when the administrator types in a SEVIS number. For example, for extensions, the message will read:

The specified ID N------------ is invalid as there is no DS-2019 in PeopleSoft (25301,23). Please verify that you have correctly entered the J1 (not J2) number. If the scholar has been at Stanford for three or more years, the record may not exist in PeopleSoft. In that case, please send the relevant information including SEVIS number to

If you get this message, send an email to that contains the following information: SEVIS number, the postdoc name, and the purpose of the request (extension, adding dependents, etc).

You will be instructed by Bechtel to complete the following and send it to OPA for approval:

DS-2019 EXTENSION REQUEST FOR (Surname, First name)

SEVIS number:
Last or Family Name:
First or Given Name:
Middle Name:
Email address of scholar:

Stanford Department:
Name of Stanford department administrator:
Email address of Stanford department administrator:

Program dates on Current DS-2109
Start date:
End date:

Requested Extended Program end date:

Funding Sources and Amounts by Source for extension period ONLY:

When received by OPA, OPA will review and notify approval of the extension to Bechtel and to you.

This issue is expected to impact a limited number of records, and this issue will dissipate quickly as the scholars move on into other visa statuses or their appointments end.

3. Clarification Regarding School of Medicine Policy on Trainee Funding and Benefits

With respect to the memo sent on March 29, 2010 and the follow-up meeting with postdoctoral coordinators in clinical departments at the School of Medicine, the following is a clarification regarding the policy requirements and policy recommendations for clinical trainees starting in July 2010.

The policy described in the memo applies to clinical fellows in training programs. It does not apply to MD holders whose current appointments at Stanford is to do basic science/ research activity but may, or may not, be engaged at the hospital through in-house/on call services. If a fellow’s clinical activity is ONLY through in-house/on call that is not part of a clinical training program, the fellow does not qualify to be appointed as a clinical trainee.


1) During a clinical training program, fellows are required to be paid at the SHC PGY level effective 7/1/10. “Clinical” programs includes both ACGME and non-ACGME training programs. Research fellowships are separate and the policy doesn’t apply to research scholars.

a. Each program should clearly define and communicate to fellows, in the offer letters and appointment paperwork with OPA what is considered a clinical training program period. Certificates of completion of a clinical training program, and any subsequent verifications of clinical training, will refer back to those documents.

b. Clinical trainees may not be designated as Research Scholars during an intensive research period during their clinical training program.

2) Fellows who stay beyond completion of clinical training program in order to continue research training must be appointed through OPA as Postdoctoral Research Scholars. Research scholars do not need to be paid at the PGY level.

a. Research Scholars may devote a small portion to patient care in order to maintain a continuity clinic or supplement income, and may do so through a combined 90% Research Scholar and 10% Clinical Instructor appointment.


1) During clinical fellowship years, it is recommended that programs supplement and make available a similar level of medical care benefit throughout the training period.

a. Clinical trainee benefits cost is fully funded by the hospital when the trainees are appointed through GME. When fellows are appointed through OPA, departments currently cover 70% of medical insurance premium for trainees with dependent plans. To maintain a similar level of medical care benefit throughout the training period, departments/programs are recommended to pay for 100% of the Stanford medical insurance dependent plans.

2) This recommendation does not apply to research scholar/postdoc

4. REMDINER: Required Paperwork for Clinical Trainee Appointments – DUE TOMORROW, FRIDAY MAY 14, 2010

Reminder, as announced at the training session on April 26, complete appointment packets for clinical trainees with start dates of July 1, 2010 must be received in OPA by May 14, 2010.

Required appointment forms for new clinical fellows who are initially OR only appointed at Stanford through OPA:
1. Recommendation Sheet for Clinical Trainees
2. Information Sheet
3. OPA offer letter
4. Current CV
5. Copy of Diploma(s) showing conferral of all degrees
6. Copy of CA Medical License

Appointment forms for continuing clinical fellows who were initially appointed at GME and are moving to OPA:
1. Recommendation Sheet for Clinical Trainees
2. Information Sheet
3. OPA Offer Letter
Preferred but not required:
1. CV
2. Copy of Diploma
3. Copy of CA Medical License

Please refer to the forms online at and to the PowerPoint presentation slides on the Administrator Blog for more information regarding the policies and procedures for clinical trainees at OPA.

Please note that during this transition year with forms, OPA will accept appointment paperwork that:

1. Used the previous version of the Department Recommendation Form, Information Sheet & Patient Care Contact Sheet and packet has already been submitted to OPA
2. Appointment packets you are about to submit and you have already obtained signatures on the Department Recommendation Form, Information Sheet & Patient Care Contact Sheet forms.

5. Berry Fellowship Applications Now Being Accepted
Applications are now being accepted for the Walter V. and Idun Berry Postdoctoral Fellowship for 2010-2011. In establishing the fellowships, the Berrys' goal was "to benefit humanity through advancing and expanding the understanding of children's health and disease in both the clinical and basic medical sciences." Applications are accepted from individuals interested in pursuing post-residency or postdoctoral training in the clinical or basic medical sciences aimed at advancing and expanding our understanding of children's health and disease as defined in the broadest sense, under the mentorship of a faculty member at the Stanford University School of Medicine.

The fellowship provides an annual support of up to $55,000 over twelve months as either stipend or salary, guaranteed for the first of a three year award period. Funding may be used for health insurance coverage. An additional sum of $5,000 per year is awarded to offset fellow-related laboratory expenses.

Information about the fellowship, including eligibility, application guidelines, selection process and funding policy may be found online Deadline to apply is June 15, 2010 at 12 noon.

6. Training Sessions for Administrators: Ending the Appointment of a Postdoctoral Scholar Successfully

For postdoctoral administrators, this 90-minute training session will cover the different procedures involved in ending postdoctoral appointments at Stanford. Topics covered will include the early termination policy and process, the administrator role in transferring a postdoc to another department, changing employment status to a faculty or staff position, how to notify Bechtel if foreign scholar ends appointment more than 30 days prior to J-1 program end date, and how to end H1B employment correctly.

The session is led by Alistair Murray, Monday, May 24th, 2010, 10 a.m. to 11:30 a.m. Location: 1215 Welch Road, Modular A, Room 62. Register in STARS (OPA-1151-052410)

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | |

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