Stanford University
Postdoctoral Scholars

Monthly Update

Postdoc Administrator Update – December 2011


Postdoc Administrator Update – December 2011

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1. 2012 Benefits Costs and Providing Aid to Postdocs
2. Postdoc Emergencies During Closure – Local and International
3. Upcoming Postdoc Courses and Workshops
4. Save the Date: Winter Quarter Postdoc Administrator Quarterly Meeting

(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)

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1. 2012 Benefits Costs and Offering Aid to Your Postdocs

Several departments have inquired about ways to assist their postdocs who are impacted by the increase in medical insurance costs in 2012. Some faculty would like to help their postdocs with the additional cost in covering their children or families. That may be done by entering the amount that the faculty member wishes to give the postdoc towards the scholar’s out-of-pocket monthly insurance bill in GFS, using MON_OTH Charge Priority and entering a line under the FLSHP Stipend tab. Administrators may do so, which will apply the aid amount directly to the postdoc’s University Bill, thereby reducing the amount due to be paid by the postdoc towards dependent coverage.

Entering that aid directly towards the charge on the University Bill is the recommended method only because it applies the aid directly to the charge on the bill and reduces the amount that the postdoc would have to pay in after-tax dollars. That said, funding source restrictions apply and increasing the salary may be another possible approach (or the only one) available to a faculty member to help their trainees. This is a local decision and we suggest you consult with your department manager or DFA on an appropriate process in your division/department to manage this in your area.

Refer to the job aid below for instructions on processing these aid lines directly in GFS. If you have questions about entry, please come to the Open Lab scheduled for Friday, January 6, 9:00 am – noon, at 427 Arguello Way. Click on the campus map for directions.


2. Postdoc Emergencies During Closure – Local and International

In case of emergencies that postdoc experience which may require University assistance or intervention, refer to the list of resources below:

- Assistance while traveling, especially abroad (medical, legal, transportation assistance): MEDEX Travel Assist is the provider for postdocs. In the US, call 800.527.0218. In other locations worldwide, call +1.410.453.6330 collect. MEDEX Group #9061. Information about the postdoc MEDEX coverage is at: http://postdocs.stanford.edu/benefits/PDF/MEDEX_brochure(2).pdf.

- Postdoc is in a crisis, leave a message to Rania Sanford, Postdoc Assistant Dean, at (650) 725-5075 (messages checked regularly), or page the Graduate Life Dean at (650) 723-8222 ext. 25085.


3. Upcoming Postdoc Courses and Workshops

Postdoc Academic Chats #4:
Professors James L. McClelland and Russell D. Fernald
Establishing and Managing A Research Program – Insights For Beginners.
Friday, January 13, 2012; 12:00-1:30 PM.
Li Ka Shing Center for Learning and Knowledge (LKSC), Room 101. http://postdocs.stanford.edu/education/academicchats.html.

Advanced English Writing Skills for Non-Native Speakers II: Academic and Professional Writing.
Tuesdays, January 17-March 6, 2012; 4:30-6:30 PM.
Phil Hubbard, Senior Lecturer in Linguistics and Director of the English for Foreign Students program in the Stanford Language Center.
Course Fee: $285, fee includes textbook, pay be payable by PTA.
Registration deadline: January 3, 2012. https://www.onlineregistrationcenter.com/register.asp?m=267&c=122

Topics in Scientific Management (INDE 230).
Thursdays, January 12-March 15, 2012; 5:15-6:30 PM.
LKSC 130 and Hopkins Marine Station (via video-conference).
Introduction to laboratory or research management skills that are critical to launching independent productive careers in academic and other settings through weekly topics presented by the perspectives of senior faculty and other prominent experts.
The series is intended to complement the HHMI/BWF book, Making the Right Moves – A Practical Guide to Scientific Management for Postdocs and New Faculty.
Register: https://www.onlineregistrationcenter.com/register.asp?m=267&c=123

OFF CAMPUS: 2012 Workshop for Postdocs Transitioning to Independent Positions, National Institute of General Medicine Sciences (NGIMS).
March 12-13, 2012. Natcher Conference Center, Bethesda, Maryland.
Registration deadline: January 6, 2012. http://nigmsworkshop.org/NIGMS/pages/default.aspx
This workshop brings together approximately 150 postdoctoral scholars who will soon be seeking their first independent positions. While the transition to independence is a challenge for all, young investigators who are members of groups that are underrepresented in the biomedical or behavioral sciences may have an especially difficult time finding and establishing themselves in their first independent positions. For this reason, emphasis will be placed on members of these groups.
The workshop covers a broad range of topics to make a successful transition to independence, including making the right career choice, finding the right institutional fit, applying for a position, succeeding in the job interview and seminar, negotiating a start up package, establishing a lab, finding a mentor, networking and forming collaborations, applying for and getting a grant, undergoing the tenure process, teaching, and balancing research with many other commitments. Although the focus is on academic positions, the participants will also have an opportunity to learn about other scientific careers.
Travel support available to all eligible attendees through FASEB. Contact: Tyrone C. Spady, Ph.D., Science Policy Analyst, at 301-634-7658 or tspady@faseb.org.


4. Save the Date: Winter Quarter Postdoc Administrator Quarterly Meeting
Thursday, February 9, 10 – 11:30 am. Stay tuned for location confirmation and agenda.


The Office of Postdoctoral Affairs will be closed starting 5 pm today, December 16. We will return on Tuesday, January 3, 2012


Job Aid – Entry of Medical Insurance (Dependent Coverage) Subsidy by Department Staff

Purpose
Postdocs who enroll children or families in the Stanford-offered medical postdoc plans may receive subsidies from the University’s Family Healthcare Fund upon application. The subsidies apply directly to the insurance charge on the University bill on a monthly basis and are processed in GFS by OPA. In addition, departments and faculty may wish to provide additional subsidies to offset those insurance charges. To do so, GFS may also be used to apply those subsidies directly to the charge on the University Bill.

The following are the instructions for department administrators who would like to enter aid that would offset the amount owed by a postdoc for covering children or families in the Stanford postdoc medical plans (EPO and PPO) which is payable to the University via Stanford ePay.

Aid may be entered directly in GFS, as described below. This will apply a credit to the dependent charges for either the EPO or PPO postdoc plans which appear on the University Bill. This would then reduce the amount owed by the postdoc to the University every month.

Questions: submit a HelpSU Ticket: helpsu.stanford.edu > Student Services > Postdoctoral Affairs

1 Setup the Item Type for the PTA you intend to use: Steps:
a. Once you know the PTA that will be used to provide the subsidy, you will need to Item Type it accordingly. Under Item Type Setup, enter your PTA information, and navigate to the main Item Type screen.
b. Select MON_OTH as the Charge Priority and Save.
c. Once you have received confirmation that the Item Type has been set up, the subsidy can be entered in GFS.

2 Steps to enter Department Subsidy:
a. Log in to PeopleSoft and navigate to the GFS Aid Entry screen.
b. Enter the EmplID of the postdoc and the current Aid Year and press Search.
c. On the FLSHP Stipend tab, add a new Aid Line, and enter in the following information:
Ident: Fam Hlth Prem Supp
Pay Org: your school or department’s Pay Organization
Monthly Amount: the amount you would like to cover. This may not exceed the amount billed to the postdoc (postdoc contribution towards coverage) .
Start Date: the first day of the month in which you would like to start the subsidy
End Date: the last day of the month in which you would like to end the subsidy
d. Click on the Detail button, and enter in the Item Type and PTA information that you created earlier. Be sure to click on the Copy to All Terms button, if necessary. Then click OK.
e. For status, change it to C to complete, and then click Save at the bottom of the page to route for Approval. The subsidy will be applied on a Monthly basis (between the 15th-20th of each month, depending on when the Student Bill is run).

Important Notes:
 Only postdocs who have either PD + Children coverage or PD + Family coverage is eligible to receive the subsidy.
 The NM-Fee is only applied to Student Accounts in whole dollars. Please take this into account when entering the Monthly Amount.
 Currently, the system only allows subsidies be made to the Medical coverage for a postdoc+children or postdoc+family plans.
 If a Medical subsidy is entered for a month in which there is no dependent postdoc charge, the subsidy will sit as Unapplied Aid. Make sure you run your Unapplied Aid reports regularly.
 If you see a payline on the FLSHP Stipend with a Postdoc Family Fund Ident entry, that means the postdoc is receiving aid from the Family Healthcare Fund towards his/her family coverage. Either reduce your amount or contact the postdoc to decline the FHF subsidy if you will be covering the postdoc bill in full.

Postdoc Administrator Update - June 2010

Postdoc Administrator Update – June 2010
(sent to supdssworkinggroup list on June 30, 2010)

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1. Mark Your Calendar: Quarterly Administrator Meeting, July 8, 10 am, Clark Center, S360
2. New Forms!!
a) Payroll Form (W-11) for Use with I-9 in Setting Up New Postdocs
b) Leave of Absence Request Form for Postdoctoral Scholars
3. Who’s Who in Postdoc Affairs: Updated Responsibilities and New Staff
4. Coming Up!
a) Stanford Policy on H1B Sponsorships for Postdocs
b) Postdoctoral Orientation Website
c) PeopleSoft Web Forms – Postdoc Appointment Actions Go Online

(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)

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1. Mark Your Calendar: Quarterly Administrator Meeting, Thursday, July 8, 10 am, Clark Center S360
This meeting is for all administrators campus-wide who implement the university’s policies and procedures regarding postdocs. The upcoming meeting next week will announce and answer your questions regarding procedures and policies-- including the process for H1B requests for scholars and two big projects underway at OPA: the online postdoc orientation and the PeopleSoft Postdoc Forms Web Project. We look forward to seeing you!


2. New Forms!! Payroll Form (W-11) for Use with I-9 in Setting Up New Postdocs
Recently enacted legislation, the Hiring Incentives to Restore Employment (HIRE) Act, provides two tax credits to employers who hire previously unemployed workers during the period of February 3, 2010 through January 1, 2011. For Stanford to claim the tax credit, each eligible new employee must complete a brief, voluntary affidavit. This includes postdoctoral scholars who are on university payroll (paid a salary through GFS), who are US citizens or permanent residents and who have not worked for anyone for more than 40 hours during the 60 day period prior to the postdoctoral appointment start date. If your new postdoc was attending school and not concurrently receiving wages while going to school prior to beginning the appointment at Stanford, the postdoc is eligible.

University Payroll sent a message to 40 eligible postdocs who were hired before the announcement was made about this new Act. Going forward, please include the W-11 form with the other forms that you require your new postdocs to complete upon arrival (I-9) if the postdoc is eligible. This form is voluntary. Send the completed form to Payroll. The W-11 is downloadable online at http://fingate.stanford.edu/docs/new_employee_affidavit_w11.pdf. .

Thank you in advance for providing this form to your new postdocs! If there are any questions, please submit a HelpSU ticket to Payroll at: http://remedy-prod.stanford.edu/cgi-bin/helpsu2?pcat=Payroll


New Forms!! Leave of Absence Request Form for Postdoctoral Scholars
Effective immediately, requests for unpaid leave of absence for postdocs must be made via the Leave of Absence Request Form available online at http://postdocs.stanford.edu/admin/pdf-forms/LOA%20Form%20v2%202.pdf. The form includes a summary of Stanford’s policy regarding unpaid leaves and must be completed by the scholar and completely signed by the individuals noted on the form before a request is made to OPA. We hope that this new form will clarify the policy regarding leaves and streamline the process. When submitting a leave form to OPA, email the completed PDF to postdocaffairs@stanford.edu and indicate in the subject heading: [LOA] or [Leave].

3. Who’s Who in Postdoc Affairs: Updated Responsibilities and New Staff
OPA has partnered with Administrative Systems for a major enhancement in the PeopleSoft system in order to better meet the business and postdoc/administrator needs, ensure university compliance with policy and regulations, and expedite the administrative processing of appointment actions. Due to this project, and other internal re-organization of responsibilities, Tammy J Wilson joined the OPA team last week on a long temporary assignment for the coming few months. The following list describes the current job responsibilities for all staff in OPA. All communication remains through the central office mailbox postdocaffairs@stanford.edu, but you may now hear from different people!

- Reappointments are now reviewed by Tammy Wilson. This includes all standard reappointment, exception requests and approval of DS-2019 extensions.
- New appointment processing in PeopleSoft (which creates the student ID number) is now done by Jaclyn Lam. This includes approval of initial DS-2019 requests as has been the case in the past. Jaclyn also now handles Termination of appointments.
- Ravina Thuraisingam, OPA’s fantastic student assistant, continues this summer. She is responsible for the printing of new appointment paperwork, checking it for completion and letting you know if we are missing documents that would stop the file from getting reviewed.
- You will hear from Al Murray if his review of initial appointment paperwork reveals policy or compliance issues (we hope to see fewer of those). Al will consult with the Assistant Dean as necessary. Al continues to handle postdoc transfers to other departments or to other statuses at Stanford, and his responsibilities continue as the School of Medicine’s GFS expert and PS Authority Grantor.
- Shannon Monahan continues to manage the postdoc insurance billing and her financial role expands to the post-award financial activities of the School of Medicine fellowships. In addition, Shannon will assume significant reporting and auditing responsibilities and systems analysis. Shannon no longer handles reappointments, terminations or other appointment actions for individual postdocs.

4. Coming Up!


  1. Stanford Policy on H1B Sponsorships for Postdocs

  2. Postdoctoral Orientation Website

  3. PeopleSoft Web Forms – Postdoc Appointment Actions Go Online

Attend Thursday’s meeting to learn more! Further email communication will follow after the meeting.

Happy 4th of July and have a good long weekend everyone!

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu


Posdoc Administrator Update - May 2010

Postdoc Administrator Update – May 2010
(sent to supdssworkinggroup on May 13, 2010)
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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

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

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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 http://axess.stanford.edu

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 internationalscholars@stanford.edu 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 internationalscholars@stanford.edu

If you get this message, send an email to internationalscholars@stanford.edu 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.

STIPEND/SALARY

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.

BENEFITS

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:
Required:
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 http://postdocs.stanford.edu/admin/forms.html 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
Or
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 http://postdocs.stanford.edu/berry/. 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 | postdocs.stanford.edu | postdocaffairs@stanford.edu

Postdoc Administrator Update – April 2010

Postdoc Administrator Update – April 2010
(sent by email to supdssworkgrou on April 11, 2010)
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In this Issue:
1. Important Policy Update: Sixth-year Reappointments
2. 2010 Funding Levels for Research Scholars and Clinical Fellows
3. Call for Nominations: Postdoctoral Mentoring Awards 2010
4. REMINDER: Administrator Quarterly Meeting: April 19, 9:30 – 10:30
5. Postdocs in the News!!
6. Upcoming Talks
7. Upcoming Training Sessions for Administrators

(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)

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1. Important Policy Update: Sixth-year Reappointments

At recommendation from the Advisory Committee on Postdoctoral Affairs, The provost has approved an exception to the maximum of five total years for a postdoctoral appointment will be permitted without special approvals, allowing postdoctoral scholars to remain in that status through a sixth year of appointment, not to go beyond September 30, 2011.

This is a temporary provision in the current term limits, first allowed by the Provost in April 2009, and re-authorized for another year in April 2010.

If a Postdoctoral Scholar's fifth year ends before September 30, 2011, the faculty sponsor may request a sixth year through the normal reappointment process. The postdoctoral appointment may not be extended beyond a sixth year, and the extended appointment must end on or before September 30, 2011. Postdoctoral scholars whose fifth year ends after September 30, 2010 may be extended only for the period of time through September 30, 2011.

This means that a postdoc may remain in postdoc status through his/her sixth year of postdoctoral research training, not to go beyond September 30, 2011.

The Research Policy Handbook has been updated to reflect this change: http://rph.stanford.edu/9-4.html


2. 2010 Funding Levels for Research Scholars and Clinical Fellows

The funding minimums for postdoctoral scholars for the coming year have been announced.

For postdoctoral scholars who are at Stanford in research-only appointments, the salary scale for 2010 was recently announced, reflecting a 1% increase across all steps. Remember that your postdocs must receive a step increase every October based on their postdoc research years if they are paid at the minimum level. It is never too early to review your postdoc funding and bring it to your faculty’s attention in preparation for any necessary adjustments in October. The 2010 scale and salary calculator are online .

For clinical trainees at the School of Medicine, funding is required at the appropriate PGY scale effective July 1, 2010. There is no restriction on the source of the funds—it would be acceptable that a combination of sources is used and it would be preferable that fellows who are funded by the hospital hold a 50% appointment through Graduate Medical Education in order to avoid disruption in benefits. Please refer to the memo of March 29 for more details—posted on Administrator Blog.


3. Call for Nominations: Postdoctoral Mentoring Awards 2010

The Stanford University Postdoc Association (SUPD) is pleased to announce the third annual SUPD Postdoctoral Mentoring Award. If you have a great postdoctoral mentor, we invite you and his/her postdocs to send in a nomination for this award, which carries a cash prize of $2500. The deadline to submit the nominations is Friday April 23, 2010. Postdocs may nominate individuals who are not their faculty sponsor. Nominations are not limited to faculty ranks; Research Associates are eligible, for example. Two awards will be given. To learn more about the award or to submit a nomination, please go to: http://supd.stanford.edu/award


4. REMINDER: Administrator Quarterly Meeting: April 19, 9:30 – 10:30

The Administrator Quarterly Meeting will on “Policy Updates and Tips & Tricks.” The meeting will cover the recent policy updates in addition to administrative procedures and effective and efficient time-saving ways to manage your support to postdocs. There will be time for an open forum and Q&As. Join us in the Clark Center, room S360 at 9:30 on April 19.

5. Postdocs in the News!

If you haven’t seen it already, read the Stanford Report story on postdocs at the university, profiling two postdocs and highlighting the continuous rise in postdocs appointments.

6. Upcoming Talks – Please Forward!
Work Life Balance - Effectively Balancing the Demands of Academic Life as part of the Scientific Management Series. April 15, 2010; 5:00-6:00 PM. More information and registration
Creating and Sustaining Successful Scientific Collaborations, last session of the 2010
Scientific Management Series, April 22, 2010; 5:00-6:00 PM. More information and registration
STARTING OUT RIGHT AS A PROFESSOR - It's More Than Just Looking Out For #1. Postdoc Academic Chats. May 7, 2010; 12:00-1:30 PM. More information and registration


7. Training Sessions for Administrators

Monday, April 12th, GFS Entry & Policy

This training session will cover the basics of policy and entry of postdoctoral funding. Topics include: determining correct funding levels for postdocs; fellowship vs. salary; entry of pay lines in GFS, including multiple sources of funding, salary and fellowship combinations, information lines for externally-supported/direct-paid scholars; when and how to terminate pay lines; making retroactive adjustments; and all you need to know in order to administer your postdoc financial support! Note that this training does not fulfill the requirement for entry access to the GFS system. Monday, April 12, 2010, 10 a.m. to 11:30 a.m., 1215 Welch Road, Rm 62. Register in STARS (OPA-1051-041210). Led by Alistair Murray.


Monday, April 26th, Appointment Processing for Clinical Fellows

There are several policy and procedural changes in the appointment of clinical fellows this year. Be sure to attend this session if this is part of your responsibilities. This 90-minute training session will cover the nuts and bolts of hiring clinical fellows, coordination with the Graduate Medical Education Office, mandatory training requirements for the fellows, issues of pay and benefits, and the policies applicable to the fellows on the SHC and SoM sides of the house! Monday, April 26, 2010, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1201-042610). Led by Alistair Murray.

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu

Postdoc Administrator Update – March 2010

Postdoc Administrator Update – March 2010
(sent by email to supdssworkgroup on March 24)
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In this Issue:
1. Mark Your Calendar: Administrator Quarterly Meeting: April 19, 9:30 – 10:30
2. Procedure Updates: Calculating Funding Amount on DS-2019 Extensions
3. Workplace Injuries: How to Report Them for Postdocs
4. Orientation Sessions in April
5. Upcoming Talks
6. Upcoming Training Sessions for Administrators

(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)

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1. Mark Your Calendar: Administrator Quarterly Meeting: April 19, 9:30 – 10:30

The topic of the upcoming Administrator Quarterly Meeting will be “Tips & Tricks.” The meeting will cover several key areas related to procedures, policies plus effective and efficient time-saving ways to manage your postdoctoral business. There will also be a policy update, and hopefully time for an open forum and Q&As. Join us in the Clark Center, room S360 at 9:30 on April 19.


2. Procedure Updates: Calculating Funding Amount on DS-2019 Extensions

This may be a procedural change for some of you, and a clarification for others. Regarding the funding amounts listed in reappointment letters and in DS-2019 extensions, just like the start and end dates of the reappointment period in the reappointment letter and in the DS-2019 must match, so should the funding amount listed in both.

This means that as you prepare reappointment letters for your postdoc, first verify the salary against the Salary Scale Table in order to confirm that your reappointment salary meets the university’s minimum based on the postdoc’s years of experience at the time of reappointment. Indicate that amount in the reappointment letter. Indicate the same amount in the DS-2019 extension request. Make sure you always include the mandatory sentence regarding the October increase in the reappointment letter (template).

What about reappointments that are less than a year-long? Or those that span different fiscal years? How to account for the October adjustment in the DS-2019? What if the Salary Scale for the next fiscal year is already available, what amount should I use?

Answers to those questions will be discussed at the Postdoc Administrator Meeting on April 19!


3. Workplace Injury Reports for Postdocs (salaried vs. stipend)

In the rare occasion you may have to report a workplace injury for a postdoc, two different forms are used depending on how the postdoc is funded:

• SU-17 Accident, Incident or Exposure Report (salary-paid postdoc) available online at http://www.stanford.edu/dept/Risk-Management/docs/forms/su-17.html.

• SU-17B Non-Employee Incident Report (stipend-paid postdoc reporting work injury) available online at http://www.stanford.edu/dept/Risk-Management/docs/forms/su-17b.html.

Either form should be sent to Risk Management, Mail Code: 6207. Questions about those forms or reporting work place injuries may be directed to Janet Bleecker, Workers’ Compensation, Risk Management at 723-7400.


4. Orientation Sessions in April

Orientation sessions in April are scheduled on April 1, 15, 22 and 29th. If enrollment is under 5 in a given session, the session will be canceled and registrants will be moved to the following week.

The session on April 8th is canceled due to renovation work at 1215 Welch Road. Please plan accordingly for your new appointees!

5. Upcoming Talks – Please forward to your postdocs!

Scientific Management Series: Virginia Walbot on Getting Published, Thursday, April 1, 2010. 5 - 6 pm. Always Building, Room M106 (School of Medicine, Dean’s Courtyard).

Postdoc Academic Chat with Tobias Meyer, John Krumboltz and Stephanie Eberle: Applying for Academic Positions – And You Thought Getting a Postdoc Was Hard. Friday, April 9, 2010. 12:00 -1:30 pm. Terman Engineering Building, Room 217.

Registration required for both talks. To register, follow the appropriate link at http://postdocs.stanford.edu/events/.

6. Training Sessions for Administrators
OPA will offer four upcoming training sessions—open to all administrators, new as well as those who would like a refresher.
Two back to back sessions this Monday, March 29th:
Appointing New Postdoctoral Scholars (10-11:30)
This 90-minute training session will cover the nuts and bolts of bringing new postdocs at Stanford. Topics covered will include the administrator role in reviewing and submitting the appointment paperwork, how to initiate and complete a visa request for foreign scholars, and what to do after you submitted the appointment paperwork in order to prepare for your postdoc’s arrival and after the postdoc arrives. Monday, March 29, 2010, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1301-032910). Led by Alistair Murray.
BISNet Training & Refresher for Administrators (11:30 – 12:30)

Another small session BISNet training is being held for those who either need access to the system (because they are replacing a BISNet admin who has since departed) or for those who would like a refresher on the system and all of its fine quirks. Monday, March 29, 2010, 11:30 a.m. to 12:30 p.m. Register in STARS (OPA-1501-032910). Led by Shannon Monahan.


April 12th, GFS Entry & Policy

This training session will cover the basics of policy and entry of postdoctoral funding. Topics include: determining correct funding levels for postdocs; fellowship vs. salary; entry of pay lines in GFS, including multiple sources of funding, salary and fellowship combinations, information lines for externally-supported/direct-paid scholars; when and how to terminate pay lines; making retroactive adjustments; and all you need to know in order to administer your postdoc financial support! Note that this training does not fulfill the requirement for entry access to the GFS system. Monday, April 12, 2010, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1051-041210) starting Friday, March 26. Led by Alistair Murray.


April 26th, Appointment Processing for Clinical Fellows

There are several policy and procedural changes in the appointment of clinical fellows this year. Be sure to attend this session if this is part of your responsibilities. This 90-minute training session will cover the nuts and bolts of hiring clinical fellows, coordination with the Graduate Medical Education Office, mandatory training requirements for the fellows, issues of pay and benefits, and the policies applicable to the fellows on the SHC and SoM sides of the house! Monday, April 26, 2010, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1201-042610) starting Friday, April 9. Led by Alistair Murray.

Happy Spring!

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu

Postdoc Administrator Update - February 2010

Postdoc Administrator Update – February 2010

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In this Issue:
1. Forms Update: Revised Language in the Reappointment Letter template
2. New Postdoc Orientation tomorrow– CANCELED February 18, 2010
3. Upcoming Postdoc Talks
4. Dean’s Fellowship Now Accepting Applications. Deadline: March 16, 2010 noon
5. New H1B Process
6. Postdoc Benefits Update
7. Housekeeping Details

(Access this issue, archives of past issues and other important memoranda from Postdoc Affairs online at the Administrator Blog http://postdocs.stanford.edu/admin/blog/)

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1. Forms Update: Revised Language in the Reappointment Letter template

Please update your file and use the current version of the reappointment letter template, online at
http://postdocs.stanford.edu/admin/Reappt_Letter_Template.html updated February 12, 2010. The new language is a clarification. No change in policy or procedures.


2. New Postdoc Orientation – CANCELED February 18, 2010

Due to various staff leaves in OPA, the Orientation session for February 18, 2010 is canceled. New appointees may attend the following session on February 25. Please plan accordingly.


3. Upcoming Postdoc Talks – Please forward to postdocs in your area!

Scientific Management Series: Talk #2: Jessica Notini on Negotiation Skills, February 18, 2010. 5-6 pm

Postdoc Academic Chat: Teaching as a Postdoc—Why It Really Matters. March 5, 2010. 12:15-1:30 pm

Registration required for both talks. Postdoc talks calendar for 2010 is now online at http://postdocs.stanford.edu/events/.

4. Dean’s Fellowships Now Accepting Applications. Deadline: March 16, 2010 noon
The spring cycle of the Dean’s Postdoctoral Fellowship is now open. These fellowships are awarded to postdoctoral scholars in order to carry on postdoctoral research training in the Stanford University School of Medicine and who are under the mentorship of faculty in the School of Medicine. With the goal to support current postdocs at Stanford and to facilitate the recruitment of new postdoctoral scholars, the partial support of a Dean's fellowship is often used as "seed" money while outside funds are sought, providing up to $20,000 in stipend for one year.
Information about the fellowship, including eligibility, application guidelines, selection process and funding policy may be found online at http://postdocs.stanford.edu/scholars/fellowships_dean.html


4. New H1B Process

Effective March 1, 2010, new changes to the H1B processing will be in place for better compliance and centralized record-keeping. Details of the new procedures and the role of the department administrator in this process are described in a memo from the Bechtel International Center, posted on OPA’s Administrator Blog at http://postdocs.stanford.edu/admin/blog/.

The changes affect the Labor Condition Application, the I-129 form and the public access file. The current process requiring Postdoc Affairs review and approval of all H1B requests and extensions remains unchanged. Please read Bechtel’s memo online at http://postdocs.stanford.edu/admin/blog/ if you handle ANY H1B petitions. Contact postdocaffairs@stanford.edu or Bechtel if you have questions.


5. Postdoc Benefits Update

The Stanford Postdoc Benefits website is now updated with 2010 Health Care Plan information. If you or your Postdoctoral Scholars have questions related to Postdoc Health Care benefits, please visit http://postdocs.stanford.edu/benefits/


6. Housekeeping Details

The OPA staff would like to update you and remind you of a few housekeeping details in 2010.

Several members of our group have been out or will be on various leaves in January and February. During this time, we appreciated your due diligence in utilizing our comprehensive website to get answers to your questions—including the little SEARCH box in the top right-hand corner that is quite useful and the Administrator Blog!

During those absences, OPA met the standard turnaround processing time of two weeks for new appointees, but please note the change regarding Orientation above!!

Remember that OPA is open to staff and postdoc walk-ins Monday 1:30 to 4 and Tuesday through Thursday 1:30 to 4:30 only or by appointment.

To ensure that your email message gets to the right staff member on the OPA team, if your message pertains to one of the commonly-used areas below, adding the applicable subject header followed by the subject of your email when writing to postdocaffairs@stanford.edu will expedite its processing. The common headers are:

[New Appointment] Last Name, First Name…
[Reappointment]
[Transfer]
[Visa]
[Termination]
[Benefits]

Lastly, the OPA team alerts you that PDFs sent directly from Xerox machines may not reach the inbox of postdocaffairs@stanford.edu. Please send important documents directly from an email account where you can be notified by the system if there is a bounce back!!

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu


Postdoc Administrator Update – December 2009

Postdoc Administrator Update – December 2009

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In this Issue:

1. Forms Update: New Termination Form now online

2. New Postdoc Orientation, January 7, 2010: Location Change

3. Upcoming Training Session: Postdoctoral Scholar Appointments Policies and Procedures—Training for New Administrators

4. Upcoming Postdoc Events: Planning Successful International Research Careers

5. Inventory of Ongoing Postdoctoral Programs at Stanford

1. New Termination Form

Please update your records and start using the current version of the Termination Form (updated December 1, 2009; http://postdocs.stanford.edu/admin/pdf-forms/Termination_Form.pdf). The new form asks for the reason for the postdoc termination from a list (check all that apply): if the postdoc accepted another position, if the termination is due to personal or family reasons, if it is a resignation, if the postdoc quit without notice, if the postdoc failed to return from leave, if the termination is due to the end of the appointment term or if it is an early termination. Those fields are required.

The new form also adds that the postdoctoral administrator will notify Bechtel if the scholar is on a Stanford-sponsored visa.

Questions about the policies and procedures associated with ending postdoctoral appointments may be directed to postdocaffairs@stanford.edu.

2. New Postdoc Orientation, January 7, 2010 – Location Change

Due to the large enrollment in the upcoming New Postdoc Orientation scheduled for January 7, 2010, the orientation session will be held in the Medical School Office Building (MSOB) X303 (map online at http://campus-map.stanford.edu/index.cfm?ID=07-560). Make a note of this location change and please direct your new postdocs who plan to attend that session accordingly.

3. Upcoming Training Session: Postdoctoral Scholar Appointments Policies and Procedures—Training for New Administrators

This training session is required for all new staff handling the appointment and visa administration of postdoctoral scholars at Stanford. Topics covered: preparation of the appointment and extensions paperwork; visa requests; new scholar orientation; paying postdocs; transfers between Stanford departments, and ending postdoctoral appointments. The session is led by Alistair Murray, Monday, January 25, 2010, 9:30 a.m. to 11:30 a.m. Register in STARS (OPA-1001-012510) starting Monday, January 4.

4. Upcoming Postdoc Events: Planning Successful International Research Careers

Dr. Sarah Poynton, Associate Professor of Molecular and Comparative Pathobiology at the Johns Hopkins University School of Medicine, will lead a workshop examining the factors that support international research ceareers whether in academia, the private sector or elsewhere for scholars in the biosciences. Postdocs are expected to leave the workshop with knowledge of the key factors for success in an international research career, with a critique of their professional networks and an outline of a strategy for the kind of international career they wish to have. Open to all postdoctoral scholars. Registration strongly recommended in order to ensure adequate seating for all participants. The workshop will be held on January 27, 2010, 12 noon – 1:30 pm, Clark S360.

Dr. Poynton’s visit to Stanford is jointly sponsored by The Stanford University Office of Postdoctoral Affairs in collaboration with the Visiting Scholar and Postdoc Affairs Program at the University of California, Berkeley and with the Office of Career and Professional Development at the University of California, San Francisco. To register and for any questions, write to postdocaffairs@stanford.edu.

5. Inventory of Ongoing Postdoctoral Fellowship Programs at Stanford

If you manage an ongoing postdoctoral fellowship program in your department or division, we’d like to hear about it! The Postdoctoral Affairs website is a hub for many prospective postdocs in search for opportunities at Stanford. We are currently developing our section of the site where we link to current Stanford postdoctoral programs in all schools. If you have a well-developed formalized postdoctoral program which you announce widely (in publications or online, for example) and receive applications, send OPA the program description or announcement, or where that information may be on your department/division website. We’ll add the information to our growing inventory of Stanford’s postdoctoral programs.


Happy Holidays!!

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu

Postdoc Administrator Update – November 2009

Postdoc Administrator Update – November 2009 (emailed to supdssworkgroup on November 5, 2009)

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In this Issue:

1. Policy Changes: terms of appointment and visa start and end dates

2. Procedural Changes: corrections or changes to signed offer letters

3. Preparing for Winter Closure: Key Dates and Deadlines

4. Upcoming Postdoc Event: Postdoc Academic Chats, November 6, 2009, 12 – 1 p.m.

5. 2010 Open Enrollment and Insurance Rates

6. Upcoming Training Session: Ending the Appointment of a Postdoctoral Scholar Successfully

7. Archives of OPA memos and this Update

8. Presentation slides attached—Postdoctoral Administrator Quarterly Meeting, November 4, 2009

1. Policy Changes: terms of appointments and visa start and end dates

The university’s Advisory Committee on Postdoctoral Scholars has voted to allow for multiple-year initial or continued appointments of postdocs at Stanford. This policy replaces the earlier practice of limiting a postdoctoral scholar appointment at Stanford to a maximum of 12 months at a time. It is expected that postdoctoral administrators as well as hiring faculty ensure that funding commitment exists when entering into a multiple-year agreement with the postdoctoral scholar. Any termination action prior to the end date of the appointment will be subject to the early termination guidelines posted online at http://postdocs.stanford.edu/admin/Sample_Notice_of_Early_Termination.htm.

OPA encourages departments to set their internal policy with respect to initial postdoctoral offers. Best practices may develop such that an initial offer may be made for a year, followed by a reappointment for two years, for example.

The Committee also confirmed that start dates of Stanford-sponsored postdoctoral scholar visa requests coincide with the appointment start and end dates at Stanford.

2. Procedural Changes: making corrections or changes to signed offer letters

Please note that after an offer letter has been signed, it is a binding agreement between the university and the postdoc. Therefore, following the offer letter template online is of the utmost importance. Please update your files with the new offer letter template online at http://postdocs.stanford.edu/admin/Sample_Postdoc_Offer_Letter_November_2009.htm. Going forward, with any offer letter, the postdoc must receive the enclosure titled “Terms and Conditions of Offer” available online at http://postdocs.stanford.edu/admin/pdf-forms/Terms_and_Conditions_of_Postdoctoral_Offers.pdf

There are circumstances when corrections must be made after the offer letter has been signed—common examples have been if there is a significant change in the start date of the appointment due to visa processing delays, to denote a change in salary, or to rectify important omissions that must be included as part of the offer to come to Stanford as a postdoctoral trainee. In such situations, the administrator must prepare an amendment (or correction) to the offer letter, noting the issue warranting the correction. You should always check with OPA before generating such amendment. The amendment must be signed by the PI and the postdoc and submitted to OPA.

OPA will limit a complete re-write of a signed offer letter to cases when OPA determines that significant omissions were made or extensive corrections are needed. Our regular practice remains unchanged that Jaclyn Lam in OPA will notify you if and when an offer letter amendment is needed for an appointment that you submitted to OPA.

3. Preparing for Winter Closure: Key Dates and Deadlines

The last business day in 2009 for OPA will be December 18, 2009. OPA will be closed from December 21, 2009 through January 1, 2010. The office will re-open on Monday, January 4, 2010. Remaining New Postdoc Orientation sessions in 2009 will be on: November 12 and 19 and December 3, 10 and 17. No Orientation session will be held on November 26, 2009 due to the Thanksgiving holiday.

Please note that the deadlines to submit complete appointment paperwork to OPA for processing before winter closure are:

- For postdocs appointees requiring visas: November 25, 2009

- For US Citizens or foreign postdoc appointees with valid EAD card: December 1, 2009

Administrator deadline to submit any DS-2019 initial or extension requests for OPA approval for processing before winter closure: November 25, 2009.

OPA does not guarantee that appointment or visa paperwork submitted after those dates will be processed before OPA re-opens in 2010.

4. Upcoming Postdoc Event: Postdoc Academic Chats, November 6, 2009

How Academia Really Works- What You Don’t Know Can Surprise (and Bite) You will be the topic of two simultaneous Postdoc Academic Chats on Friday, November 6, 2009:

1. Hugh O’Brodovich and Russ Fernald will be the guests of the Chat for medical and biosciences postdoctoral scholars, 12 – 1:30 in Clark S360

2. Curtis Frank and David Brady will be the guests for the chat with postdocs in engineering, social and natural sciences and education, 12 – 1:30 in the Assembly Room at the Bechtel International Center.

5. 2010 Open Enrollment and Insurance Rates

Postdoc Open Enrollment starts this week and continues through November 17, 2009. Medical rates remain the same as 2009 rates. The dental plan and short term disability premiums have a nominal rate increase, but the vision rates decreased. Highlights of the 2010 postdoc benefits plans include several NEW! Programs:

· Anthem Medical: Future Moms

· Postdoc Assistance Program

· Vision: Increased frame and contact lens allowance; Diabetic Eyecare Program

Visit the postdoc benefits website for insurance rates (which include your department contributions in 2010) and all the information related to the plans, upcoming benefit fairs, free flu shots and open enrollment: http://postdocs.stanford.edu/benefits/.

6. Upcoming Training Session: 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, November 23rd, 2009, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1151-112309) starting Friday, November 6.

7. Archives of OPA memos and this Update

Important business memos from OPA as well as an archive of this email monthly update may be found in the Administrative Updates blog on OPA’s website http://postdocs.stanford.edu/admin/blog/

8. Presentation slides attached—Postdoctoral Administrator Quarterly Meeting, November 4, 2009!

Postdoc Administrator Update - October 2009

Postdoc Administrator Update – October 2009 (emailed to supdssworkgroup on 10/8/2009)

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In this Issue:

Introduction

1. Salary Adjustment Reminder - October 1, 2009

2. Postdoc Open Enrollment: November 3 to 17, 2009 and Postdoc Benefits Fair

3. OPA Record Audit. Thank You!

4. The Henzl-Gabor Travel Fellowship for Postdoctoral Scholars: Deadline, October 30, 2009, 12 noon.

5. Recent Web Updates: First Things First; Early Termination Notice

6. New Email Account

7. Upcoming Training: Appointing New Postdoctoral Scholars

Introduction

This is the first issue of an online newsletter from the Office of Postdoctoral Affairs (OPA). In light of discussions over the past few months, OPA will plan to send this newsletter once a month. Its purpose is to consolidate important notifications, reminders and updates from OPA regarding policies and procedures. We hope it will also be a vehicle to announce upcoming events and programs for postdocs university-wide. We ask that you read this newsletter and forward items from it to colleagues or postdocs in your department as you see fit. Issues of this newsletter will be archived on the OPA website for later retrieval. We hope you find this email update useful!

Rania Sanford

1. Salary Adjustments October 1, 2009

It’s now time to work on completing your review the salary/stipend levels of all postdocs in your area of responsibility in order to ensure that they meet the university’s minimum levels of support. We are now in the first pay period where new minimums will have to be met. Even though you may be giving salary increases on yearly anniversaries, you must ensure that all postdocs are funded at or above the university minimum levels starting October 1.

The deadline to make sure that your GFS entries are all updated with the 2009-2010 funding information and paylines approved is October 15, 2009. If your postdoc is externally-funded, make sure you enter an “info only” line in the “FLSHP Stipend” tab in GFS.

To help determine where your postdoc might be on the salary scale, you may use the Salary Calculator, a tool that is downloadable from the OPA website: http://postdocs.stanford.edu/handbook/salary.html. The table showing Stanford’s 2009-2010 minimum levels is also downloadable from the same page.

For a refresher on GFS-entry for postdocs, you may want to view the screen-by-screen demo of GFS using the Online Learning Player on the PeopleSoft Learning Center (follow GFS Entry> GFS Monthly Stipend or >GFS Postdoctoral Assistantship Salary). For issues related to GFS and new user access, please write to Alistair Murray, Registrar and Student Services Training Coordinator, at Alistair@stanford.edu.

2. Postdoc Open Enrollment: November 3 to 17, 2009 and Postdoc Benefits Fair

The Open Enrollment period for Postdoctoral Scholars is three weeks away! From November 3 to 17, postdocs will have an opportunity to make changes to their elections under the Postdoc Benefits Plan for 2010.

The Postdoc Benefits Fair will be held on November 6 and again on November 13, from 1 to 4 p.m. in CCSR, Room 4205. All postdocs are encouraged to drop by! Seasonal flu shots will be available to postdocs at both fairs!!

3. OPA Record Audit. Thank You!

We are grateful to all of you who responded promptly to our record audit plea several weeks ago. It was a tremendous success. We very much appreciate the due diligence that many administrators showed in this clean-up and compliance effort. THANK YOU!

4. Henzl-Gabor Travel Fellowships: Deadline, October 30, 2009, 12 noon

The Henzl-Gabor Travel Fellowship competition is currently open. Applications will be accepted from currently appointed Postdoctoral Research Scholars in the School of Medicine and School of Humanities & Sciences who have demonstrated a positive attitude through professional teamwork and collaborations to help with their travel: airline tickets, accommodations, and registration expenses for participation at scientific conferences. These awards are meant to help defray the costs of attending a national or international meeting for travel taking place during December 1, 2009 - November 30, 2010. For more information and to submit an application, go to http://postdocs.stanford.edu/scholars/henzl-gabor_travel.html. Questions may be directed to Teri Hankes, Program Support Coordinator, at thankes@stanford.edu or 736-0129.

5. Recent Web Updates: First Things First; Early Termination Notice

The OPA website has had several updates in the last several weeks:

- Revised First Things First Checklist for New Scholars updated to include new information on the transition to Stanford (http://postdocs.stanford.edu/scholars/orientation.html).

- The instructions and required language in the Notice of Early Termination template have been updated for more detail regarding the steps administrators should ensure as part of that process (http://postdocs.stanford.edu/admin/Sample_Notice_of_Early_Termination.htm).

6. New Email Account

Postdoctoral Affairs has moved to a central email account (group IMAP). Going forward, use postdocaffairs@stanford.edu as the email account where you might reach OPA. This email account is a shared mailbox by OPA staff. Email messages sent to postdoc.services@stanford.edu are automatically forwarded to the new group inbox. We ask that you DO NOT USE postdoc.services@stanford.edu as we will be phasing it out… eventually!!

7. Upcoming Training Session: Appointing New Postdoctoral Scholars

For new postdoctoral administrators or other who need a refresher, this 90-minute training session will cover the nuts and bolts of bringing new postdocs at Stanford. Topics covered will include the administrator role in reviewing and submitting the appointment paperwork, how to initiate and complete a visa request for foreign scholars, and what to do after you submitted the appointment paperwork in order to prepare for your postdoc’s arrival and after the postdoc arrives. The session is led by Alistair Murray. Monday, October 26, 2009, 10 a.m. to 11:30 a.m. Register in STARS (OPA-1301-102609) starting Friday, October 9.

Produced by the Office of Postdoctoral Affairs, Stanford University, 1215 Welch Rd., Stanford, CA 94305 | postdocs.stanford.edu | postdocaffairs@stanford.edu

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