Stanford University
Postdoctoral Scholars

November 2012

OPA Deadlines for Winter Closure Processing

Dear Administrators,

In accordance with the University winter closure period, the Office of Postdoctoral Affairs will be closed from Monday, December 24th to Friday, January 4th. Regular operations will resume on Monday, January 7th, 2013.

The following deadlines apply to transactions that need to be reviewed and processed prior to the winter closure:

• Initial Postdoc Appointments (Recommendation Form) and DS-2019 with a
January start date: December 5th in order to meet Bechtel’s deadline of
December 12th

• Appointment Extension (Change Form) and Extension of DS-2019: December
10th in order to meet Bechtel’s deadline of December 17th

• Changes in start date* or early termination and the accompanying amendment of
existing DS-2019: December 10th in order to meet Bechtel’s deadline of
December 17th
*If there is a change in start date, process a Change Transaction to indicate
new start date after Recommendation Form has been approved and record
loaded to PeopleSoft.

• Initial Appointments (Recommendation Form) or Extension of Appointment
(Change Form) for holders of H1B visas**: November 26th in order to meet
Bechtel’s deadline of December 3rd.
**This applies to petitions that do not require Review Board decision. Please
contact Tammy Wilson,, with questions.

• US citizens or permanent residents only: any/all transactions submitted by
Wednesday, December 19th will be approved and a PeopleSoft student record
created/updated no later than the end of business on Friday, December 21st.

OPA reviews and approves appointment actions (new appointments, terminations and changes) within five business days from receipt, provided that the submissions are accurate and complete.

International Scholars require additional processing steps of the related visa documents in two offices, so additional time has been added to the deadlines listed above to allow for the full review and approval process to take place.

The Office of Postdoctoral Affairs

Winter Closure: Postdoctoral Scholars

To: Postdoctoral Scholars, Faculty and Administrators

The University’s 2012 winter closure holidays and time off schedule has been announced. There will a University-wide winter closure period starting Monday, December 24, 2012 through Friday, January 4, 2013. Please note the above guidelines regarding postdoctoral scholars.

1. Postdoctoral Scholars typically observe the official University designated
holidays on the dates below or at a time agreeable with their faculty/PI's
depending on the research group/lab schedule. Postdoctoral Scholars may not
cover the designated holidays with their accrued days of paid sick or vacation
leave. Designated Holidays are:

• Thanksgiving Holiday: Thursday, November 22 and Friday,
November 23, 2012
• Winter Closure Designated Holidays: Monday, December 24, 2012,
Tuesday, December 25, 2012 and Tuesday, January 1, 2013

2. In addition to the Designated Holidays, postdoctoral scholars will receive 3
additional paid days off on Wednesday, December 26; Thursday, December
27; and Friday, December 28 if their research groups/laboratories are
observing the mandatory shutdown during those 3 days and staff in those
areas are receiving additional paid days off.

3. For other days during the closure period, University staff are required to take
vacation or unpaid time off for January 2, 3 and 4, 2013. Postdocs take these
vacation/unpaid time off days as well if required by the PI in cases when the
research groups/laboratories are shut down. However, postdoctoral scholars
may accomplish their assigned work remotely, without taking vacation days
during those days, with prior PI approval.

Postdoctoral scholars are encouraged to talk directly with their PIs and department administration about the operating schedules for the research activities within their areas. As in previous years, areas with critical responsibilities and many laboratories and research activities continue to operate during all or part of the closure period (i.e., clinical units, lab animal facilities, some research labs, Lane Library, etc.).

In accordance with this holiday and closure schedule, the Office of Postdoctoral Affairs (OPA) will be closed for Thanksgiving on Thursday, November 22 and Friday, November 23, 2012 and during winter break starting 5:00 pm on Friday, December 21, 2012 through 8:00 am on Monday, January 7, 2013. If you have questions about the winter closure schedule, please contact the Office of Postdoctoral Affairs at or your Human Resources administrator.

Best Wishes,
Office of Postdoctoral Affairs

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