Postdoc Administrator Blog http://postdocs.stanford.edu/admin/blog/ 2012-05-15T14:31:40-08:00 New Funds to Support Postdocs - Family Healthcare Fund Subsidy Increase and New Grant-in-Aid (Hardship) Fund http://postdocs.stanford.edu/admin/blog/archives/2012/05/new-funds-to-su.html Dear Postdoctoral Scholars,

I am pleased to announce good news that is the result of the advocacy of the Stanford University Postdoctoral Association and the generosity of Provost and Acting President John Etchemendy and Dean Phil Pizzo of the School of Medicine.

The Family Healthcare Fund (FHF) which benefits postdoc families in order to offset the costs of health insurance premiums in 2012 has been doubled. This change increases the subsidy amounts from a maximum limit of $120/month to $240/month. The change is effective retroactively to January 2012. Those currently receiving subsidies will see a credit on their University Bill within the next couple of weeks going back to January 2012, doubling the monthly amounts that had been received.

Nearly half of postdoc families with children have yet to take advantage of this subsidy program. In light of this change, the deadline to apply is extended to Monday, May 21. Information on how to apply and eligibility is online at http://postdocs.stanford.edu/incoming_scholars/PD_emergency_fund.html.

Additionally, the Office of Postdoctoral Affairs has established a separate Emergency Grant-in-Aid (aka Hardship) Fund to assist postdocs who experience an emergency or unanticipated expenses (e.g., medical, dental, or legal) causing financial hardship. This Fund is designed to assist any postdoc regardless of family, insurance or citizenship status.

It was a true team effort that led to the provision of those new financial resources. SUPD demonstrated wisdom and leadership in tackling the issue of insurance premiums for families. It is a pleasure to see the dedication of the SUPD council and the commitment of University leadership in recognition of the role each one of you plays as a member of Stanford’s research community.

Do not hesitate to contact me directly if you have questions or concerns. Feel free to reach out to the staff in the Office of Postdoctoral Affairs or the Student Services Center with questions. I have provided some common questions and answers below.

With Best Wishes,

Rania Sanford, Ed.D.
Assistant Dean for Postdoctoral Affairs * Stanford University


1. I am currently receiving FHF subsidy but it is not the maximum $120 (now $240)/month, how can I ask for a different amount?

The FHF committee considerations include household income and assets, expenses, and number of children. If your circumstances changed or if you wish to be reconsidered for a different subsidy amount, submit a complete new application by May 21, 2012, describing the reasons for the change request.

2. I do not have children, but the cost of covering my spouse’s insurance is significant for me, is there any aid available?

The purpose of the FHF subsidy is to support dependents (as defined by the US tax code) and following the guidelines of similar programs available to faculty and staff. However, if the cost of providing health insurance to your spouse is causing hardship, you are eligible to apply to the Emergency Grant-in-Aid (Hardship) Fund.

3. I dropped my dependents from the Stanford plan but I would like to re-enroll them if I receive this new FHF support. What do I do?

First, check with Postdoc Benefits (postdocbenefits@stanford.edu) about adding your dependents mid-year. Then, be sure to submit an application for FHF consideration by the May 21, 2012 deadline. You will be notified of your subsidy amount and based on that information you can decide to proceed with the change in your medical coverage enrollment. Then email Postdoc Benefits (postdocbenefits@stanford.edu) no later than June 15, 2012 to add your dependents with a June 1, 2012 effective date.

4. How do I apply for the Emergency Grant-in-Aid (Hardship) Fund?

Stay tuned for information on this new fund to be posted on the OPA website at http://postdocs.stanford.edu in the next few days. The application form and instructions will be done online.

5. What is the deadline to apply for the Emergency Grant-in-Aid Fund (Hardship Fund)?

Recognizing that the nature of the fund is to deal with emergencies and unexpected expenses, there is no deadline. Applications will be accepted and reviewed on a rolling basis, as they come in.

6. I have a question about my University Bill…?

Start with the Student Services Center by submitting your question online at http://helpsu.stanford.edu. Alternatively many questions and answers about the Bill and other postdoc-related matters are available on http://askjane.stanford.edu.

7. I have a question about the FHF that isn’t mentioned here, where do I go?

OPA maintains over 100 questions and answers online at http://askjane.stanford.edu, including many that are related to the FHF. If you cannot find the answer to your question on AskJane, you may contact the Office of Postdoctoral Affairs at postdocaffairs@stanford.edu or Beth Leman, the associate director, at leman@stanford.edu.

8. I have a question about the Emergency Grant-in-Aid (Hardship) Fund, where do I go?

This is a new fund. Please send your questions directly to the Office of Postdoctoral Affairs at postdocaffairs@stanford.edu. Materials and information will be available on the OPA website in a few days.

For other general questions, feel free to reach OPA by going to http://helpsu.stanford.edu > Request Category: "Student Services" > Request Type: "Postdoctoral Affairs"

]]> tjwilson 2012-05-15T14:31:40-08:00 Engineering, Humanities & Science, Earth Science, and Education - Changes in the University's Term Limit Policy for Postdoctoral Scholars http://postdocs.stanford.edu/admin/blog/archives/2012/04/engineering-hum.html
To: Faculty and Department Postdoctoral Administrators

We are writing to announce several important policy changes and mentoring guidelines that Provost Etchemendy approved after recommendation from the University’s Advisory Committee on Postdoctoral Affairs. These changes add flexibility in supporting a positive experience of postdocs and in responding circumstances where you may find it necessary to extend a new or current postdoctoral appointment beyond the limits of the existing policy. The following highlights these changes and guidelines:

1. An annual meeting of research progress and goal setting between the faculty mentor(s) and the postdoc is strongly encouraged.

Considering that an annual discussion of progress and goal setting invite conversations about long-term goals that can be often missed, several faculty utilize a formal process with their postdocs. This process reviews accomplishments and maps the next set of short-term objectives along a career path. Faculty and postdocs have found this review to be rewarding and motivational. Towards facilitating this conversation, a template of suggested guidelines and questions was developed (http://postdocs.stanford.edu/faculty_mentors/PDF/Meeting_Template_Form.pdf).

We recognize that individual mentoring styles vary and they are valued; there is no implication that this suggested template is the only format that these discussions should follow, but the conversation should be carried out on an annual basis and notes kept.

2. A set of policies has been developed to regarding the four-year term limit for postdoctoral appointment eligibility:

a. An extension for a fifth year may be granted with the filing of a written plan that has been discussed and agreed upon by the postdoc and faculty mentor(s) with the Office of Postdoctoral Affairs.

b. A set of standard exceptions to the limit is now allowed: discounting up to one year of training in the thesis lab; extensions that bridge time to a job that has been offered; and extensions to complete a nationally or internationally competitive fellowship.

c. In rare circumstances, a sixth year is allowed after review by a subcommittee of faculty. To be eligible for consideration, the annual formal goal setting and progress meetings must have occurred from the initial year of appointment at Stanford and notes provided to the subcommittee.

3. The policy adds new provisions that aim to support postdocs who are new parents that include a clarification that paid maternity/paternity leave time is discounted from the term limit, and a provision to allow a reduction in effort when it is necessary for the postdoc to take care of significant family obligations or due to medical reasons.

The full text of the policy and the relevant details are available online at http://rph.stanford.edu/9-4.html. Feel free to contact your department’s postdoctoral administrator if you have questions about these changes, or reach out to Rania Sanford (raniasanford@stanford.edu ; 5-5075) or Tammy Wilson (tjwilson@stanford.edu) at the Office of Postdoctoral Affairs if you have further questions or wish to offer feedback.

Michael Longaker, MD, FACS
Chair, Provost’s Committee on Postdoctoral Affairs
And Professor of Surgery

Rania Sanford, Ed.D.
Assistant Dean for Postdoctoral Affairs
Stanford University

]]> Administrator Training tjwilson 2012-04-11T13:33:10-08:00 School of Medicine - Changes in the University's Term Limit Policy for Postdoctoral Scholars http://postdocs.stanford.edu/admin/blog/archives/2012/04/school-of-medic.html
Dear Colleagues,

As you know, there is a delicate balance between providing sufficient and optimal training time for a postdoc and the need to ensure their timely transition to employment. While the majority of postdoctoral scholars across the University are here for two to three years, the optimal time span varies significantly by discipline, individual, and sub-discipline, and is highest in the Biosciences. After much discussion with colleagues, who were concerned about the limitations of postdoc term limit policy in addressing many circumstances that faculty and trainees face on a regular basis, the Provost has approved the following recommendations made by the Advisory Committee on Postdoctoral Affairs. These changes aim to increase the flexibility in responding to the training needs of individuals who find it necessary to continue longer than our average as well as encourage advisor-trainee discussion and mentorship (see also http://rph.stanford.edu/9-4.html):

1. An extension of postdoctoral training for a fifth year required petition to the Office of Postdoctoral Affairs. Going forward, such petition is grantable with the filing of a well-worked out written plan that has been discussed and agreed upon by the postdoc and faculty mentor(s). This written plan provides a mechanism to ensure clear communication between the faculty mentor and postdoc of immediate goals and to aid in recognizing realistic future options. This plan may be submitted as an informal paragraph. However, we recommend using the template for discussions, and accompanying form, that is available at http://postdocs.stanford.edu/faculty_mentors/PDF/Meeting_Template_Form.pdf. An earlier version of this template has been in use by many faculty over the past few years. Revisions were piloted with several faculty in the fall quarter, across Stanford schools, who provided positive feedback and modest changes incorporated in the current form.

2. The policy now formalizes a set of exceptions to the term limit: discounting up to one year of training in the thesis lab; allowing extensions that bridge time to a job that has been offered; and allowing extensions to complete nationally or internationally competitive fellowships.

3. The policy now grants a sixth year of training for individuals who are pursuing a second postdoctoral position in a new field upon review by a subcommittee of faculty who are members of the Provost’s Advisory Committee on Postdoctoral Affairs.

4. Petitions for a sixth year of postdoctoral appointment (for current or new trainees) who are not pursuing training in a second postdoc in a new field may be reviewed by the subcommittee. The subcommittee will balance flexibility with efforts to ensure that training is highly effective and is as compact as possible in the interest of the postdoc. The review will be consider criteria that include the scientific merit of the case, the record of mentoring from the initial year of appointment at Stanford, the postdoc’s research activity, the faculty mentor’s trainee history and outcomes. The postdoc and the faculty mentor will be asked to provide an agreed-upon transition plan to pursue during the extension period. Additionally, the subcommittee will look favorably on intervening significant family obligations that might have delayed progress of a trainee, and will work within the applicable constraints of immigration and labor laws. The University will evaluate those requests (and the results of the review) after a year of those decisions.

Importantly, in order to be eligible for continuing into a sixth postdoctoral year, postdocs and mentors must have carried out a yearly review of progress and a discussion of goals, starting from the postdocs first year in the lab. For current postdocs, such yearly reviews are required starting in 2012. Forms to guide these meetings are available online at http://postdocs.stanford.edu/faculty_mentors/PDF/Meeting_Template_Form.pdf. Notes or summaries from previously completed meetings should be provided to the subcommittee. We encourage filling of yearly meetings with your department’s postdoctoral administrator, for later retrieval. If requested, the forms can be filed electronically with the Office of Postdoctoral Affairs at any time.

Several faculty and postdocs took part in formalizing this policy and developing the mentoring meeting guidelines. They and the committee feel that an annual review of progress invite discussions of long-term goals that are often missed otherwise. Several faculty utilize these templates and find the process to be motivational to their trainees, rewarding, and even transformative—reinforcing mutual interests while offering an opportunity for feedback, difficult conversations, and exploration of possible new directions. Individual mentoring styles are valued and there is no implication that the suggested templates be the only format that these discussions should follow, and documentation of their occurrence will be required only in case of requests that appointments be extended as described above. Nevertheless, we hope that you consider implementing this yearly review and goal setting process for all your postdocs.

The full text of the policy is available online at http://rph.stanford.edu/9-4.html. Please do not hesitate to contact us or Rania Sanford (raniasanford@stanford.edu; 5-5075) if you have questions or would like to discuss these policies and mentoring expectations.


Daniel Herschlag, PhD
Professor of Biochemistry and
Senior Associate Dean
Graduate Education and Postdoctoral Affairs
School of Medicine

Michael Longaker, MD, FACS
Professor of Surgery and
Chair, Provost’s Committee on Postdoctoral Affairs
Stanford University

]]> Administrator Training tjwilson 2012-04-11T13:23:10-08:00 Presentation Slides - Quarterly Administrator's Meeting April 2012 http://postdocs.stanford.edu/admin/blog/archives/2012/04/presentation-sl-10.html Quarterly Postdoc Administrator's Meeting 04-05-2012 UPDATED.pdf

]]> Administrator Training tjwilson 2012-04-11T11:40:31-08:00 2012-2013 Minimum Postdoctoral Scholar Salary/Stipend Levels http://postdocs.stanford.edu/admin/blog/archives/2012/03/2012-2013-minim.html Dear Colleagues,
The Vice Provost for Graduate Education Patricia Gumport and Provost John Etchemendy have approved new minimum postdoctoral research scholar salary/stipend levels for 2012-2013, after recommendation from the Advisory Committee on Postdoctoral Affairs chaired by Dr. Michael Longaker.

The University will continue with a salary/stipend baseline adjustment in the postdoctoral scholars funding scale. The new minimum levels reflect a 2% baseline increase for the first two of postdoctoral years, and a 1% baseline increase in years 3 and 4 (note that postdocs who remain here beyond 4 years have the 4th year level as their applicable minimum). This baseline increase took into account cost of living in the bay area for food, transportation, personal items and housing, the extent of fellowships available to scholars who are funded externally, and the shrinking funding sources available to faculty. Recommendations are also compared with NIH guidelines.

Please note that on October 1, 2012, active postdoctoral scholars must receive a step increase so that their total funding for the year is equal to or above the minimum that is appropriate to them based on the years and months of experience on October 1. This means that postdocs who are currently receiving the minimum support will see a higher than 2% or 1% in their take home pay starting October 1. Please review your records, determine any necessary adjustments and discuss with your faculty to plan the budgets for FY13. The salary calculator tool (linked below) is there to assist you in this process.

For more information:
Funding policies and procedures: http://postdocs.stanford.edu/admin/paying_postdocs.html.

Postdoc 2012-2013 salary/stipend guidelines: http://postdocs.stanford.edu/handbook/salary.html.

Downloadable PDF of the 2012-2013 Table: http://postdocs.stanford.edu/handbook/pdfs/2012_2013_PD_SalaryScale.pdf

Downloadable 2012-2013 Applicable Minimum Funding Calculator: http://postdocs.stanford.edu/handbook/pdfs/2012SalaryCalculator.xls.

For questions:
Please contact your contact at the Office of Postdoctoral Affairs, by school:

School of Medicine: Alistair Murray: alistair@stanford.edu.

Schools of Humanities & Sciences, Engineering (including Bioengineering), Earth Sciences and Education : Tammy Wilson: tjwilson@stanford.edu.

General questions may be sent to the Office of Postdoctoral Affairs at http://helpsu.stanford.edu. Request Category: Student Services. Request Type: Postdoctoral Affairs

Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Stanford University
Email: raniasanford@stanford.edu
Web: http://postdocs.stanford.edu
Tel.: 650-725-5075

]]> tjwilson 2012-03-20T16:12:57-08:00 Appointment Processing for Clinical Fellows 2012 http://postdocs.stanford.edu/admin/blog/archives/2012/03/appointment-pro-1.html Appointment Processing for Clinical Fellows_03072012.pdf

]]> Administrator Training tjwilson 2012-03-16T15:48:35-08:00 Presentation Slides - Administrator Quarterly Meeting February 2012 http://postdocs.stanford.edu/admin/blog/archives/2012/02/presentation-sl-9.html Quarterly Postdoc Administrator's Meeting 02-09-2012.pptx

]]> Administrator Training rhegazi 2012-02-16T15:23:29-08:00 Clinical Fellow Patient Care Information Sheet Still Required http://postdocs.stanford.edu/admin/blog/archives/2012/01/clinical-fellow.html Patient_Care_Form_2012.pdf

Colleagues,

We learned last week that GME and the Hospital continue to require a signed paper Patient Care Information Sheet. OPA removed the form from website in early Fall because we captured the information in the PeopleSoft Postdoc Web Forms (on the Recommendation Form for Clinical Trainees). However, the information won’t do for GME and SHC purposes for access to MedHub and other required setup. We are adding the form back to the OPA website. In the meantime, please

1. complete it for your clinical fellows who were appointed with OPA *after* the PS
Web Forms went live in September AND
2. send it to the GME office. (Keep a copy on file and for OPA)

If you appointed clinical fellows *before* the University went live with the PS Web Forms, you do not need to do anything.
If you appointed clinical fellows using the PS Web Forms, complete the attached and send it to GME and OPA.

Apologies for the mix-up and thanks for all your work as we wrap up these fine details with this transition.

Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Stanford University

]]> Administrator Training tjwilson 2012-01-18T16:01:55-08:00 Job Aid for Department Administrators - GFS Entry of Medical Insurance Subsidy http://postdocs.stanford.edu/admin/blog/archives/2012/01/job-aid-for-dep.html Job Aid Department-Paid Postdoc Dependent Coverage.pdf

]]> tjwilson 2012-01-04T17:29:29-08:00 Postdoc Administrator Update – December 2011 http://postdocs.stanford.edu/admin/blog/archives/2012/01/postdoc-adminis-7.html
Postdoc Administrator Update – December 2011

****************************************************************************************************
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/)

*****************************************************************************************************

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.

]]> Monthly Update tjwilson 2012-01-03T10:19:13-08:00 Appointment and Visa Processing Deadlines for OPA Winter Closure http://postdocs.stanford.edu/admin/blog/archives/2011/11/opa-winter-clos.html
Dear Administrators,

In accordance with the University winter closure period, the Office of Postdoctoral Affairs will be closed from Monday, December 19th to Monday, January 2nd. Regular operations will resume on Tuesday, January 3rd 2012. The following deadlines apply to transactions you submit to OPA which you would like reviewed and processed before Winter Closure.

OPA reviews and approves appointment actions (new appointments, terminations and changes) within 2 to 5 business days from receipt, provided that the submissions are accurate and complete. As such, requests received by Wednesday, December 14th will be approved and a PeopleSoft student record created no later than the end of business on Friday, December 16th. This deadline applies to postdoctoral scholars who are US citizens or permanent residents only.

International Scholars require additional processing steps, in two offices, of the related visa documents, and therefore additional time. As such, the following deadlines apply to new appointments, terminations and change requests for international postdocs:

• Initial Postdoc Appointments (Recommendation Form) and DS-2019 with a January start date: November 28 (in order to meet Bechtel’s deadline of December 5)
• Appointment Extension (Change Form) and Extension of DS-2019: December 6 (in order to meet Bechtel’s deadline of December 12)
• Changes in start date or early termination and the accompanying amendment of existing DS-2019: December 14 (in order to meet Bechtel’s deadline of December 14)
If there is a change in start date, process 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 30 (in order to meet Bechtel’s deadline of December 2). This applies to petitions that do not require Review Board decision. Please contact Tammy Wilson, tjwilson@stanford.edu, with questions.

]]> tjwilson 2011-11-07T13:50:47-08:00 Holidays and Winter Closure - Postdoctoral Scholars - 2011 http://postdocs.stanford.edu/admin/blog/archives/2011/11/holidays-and-wi.html
To: Postdoctoral Scholars, Faculty and Administrators

In accordance with University holidays and Winter Closure, the Office of Postdoctoral Affairs (OPA) will be closed during winter break starting 5:00 pm on Friday, December 16, 2011 and will re-open at 8:00 am on Tuesday, January 3, 2012. OPA will be also closed for Thanksgiving on Thursday, November 24 and Friday, November 25, 2011.

Although the University observes a mandatory shutdown for the two-week Winter Closure period, areas with critical responsibilities and many laboratories and research activities will continue to operate during all or part of the closure period (i.e., clinical units, lab animal facilities, some research labs, Lane Library, etc.). The mandatory time off and use of vacation days required from staff during Winter Closure do not apply to Postdoctoral Scholars.

Five days are designated University holidays in November and December 2011:
Thanksgiving Holiday: Thursday, November 24 and Friday, November 25, 2011
Winter Closure: Friday, December 23; Monday, December 26; Monday, January 2, 2012.

Postdoctoral Scholars may observe the official University holidays on the dates above or at a time agreeable with their faculty/PI's designated holiday research group/lab schedule. Postdoctoral Scholars may not cover the five designated holidays with their accrued days of paid sick or vacation leave.

Postdoctoral Scholars may request paid time off from their annual balances through the usual channels. Postdoctoral Scholars may accomplish their assigned work, without taking leave, from remote locations during Winter Closure if their labs are: not fully staffed or closed and their PIs approve of this arrangement. If neither paid leave nor remote work arrangements have been approved, then Postdoctoral Scholars are expected to report daily except for the designated days during the break that the laboratories will be completely closed. Postdoctoral scholars are encouraged to talk directly with their PIs and department administration about the operating schedules for the research activities within their areas.
Best Wishes,
Office of Postdoctoral Affairs

]]> tjwilson 2011-11-04T12:17:27-08:00 Presentation Slides - Administrator Quarterly Meeting October 2011 http://postdocs.stanford.edu/admin/blog/archives/2011/11/presentation-sl-8.html Quarterly Postdoc Administrator's Meeting 10-25-2011.pptx

]]> Administrator Training rhegazi 2011-11-01T13:12:03-08:00 Postdoctoral Medical Insurance Plan and Rate Change - 2012 http://postdocs.stanford.edu/admin/blog/archives/2011/10/postdoctoral-me.html Colleagues,

As you know, issues around health insurance for faculty, staff, and students have been challenging this year at Stanford—and nationwide—due to the increasing costs of health care and other factors. The medical insurance coverage for our postdocs is no exception and, indeed, has been the most vulnerable partly because of the small pool size and a rate of turnover of insured individuals. Earlier this month, the 2011 carrier for postdoc insurance, Blue Cross, informed us that our higher premium rates in 2012 could not be guaranteed and they would reserve the right to re-rate the plan mid-year. Because guaranteed and set monthly premiums are essential for a stable benefits program, Stanford selected a new insurer for the plan next year. We received a bid from Blue Shield of California guaranteed premium rates in 2012 and prevented a serious disruption of service to nearly 900 postdocs and their families who were at risk of losing access to Stanford Hospital and Clinics. However, as is true for faculty and staff plans, the cost in 2012 will be significantly higher than in the past. For 2012, the employer cost will be 52% more than 2011 for the postdoc plan.

The University will continue to provide coverage for postdocs without spouses or dependent coverage at zero cost to them, and will continue to subsidize the monthly postdoc contributions towards children and family coverage.

This anticipated rate increase will not impact the majority of our faculty whose postdocs are salaried on sponsored grants and contracts. The provisional postdoc fringe rate announced for FY12 of 19.8% will unlikely change at this point in time, per recent consultation with Thomas Wong at Cost and Management Analysis.

However, this rate increase will be realized in two ways:
1. Departments in which postdocs are on fellowship support, and which pay for insurance costs out of unrestricted funds, will have a 52% increase in their costs covering these postdocs.
2. All postdocs who cover dependents, regardless of their funding type (salary or stipend) will have a 30-50% increase in out-of-pocket contributions.

To assist our postdocs who cover their families, we are doubling the subsidies available through Family Healthcare Fund in 2012 up to $120/month. This aid program is jointly funded by the School of Medicine Dean and the Provost. This program accepts applications from postdocs from all schools on a quarterly basis. Fall applications are due November 9. More information can be found on the Office of Postdoctoral Affairs website at http://postdocs.stanford.edu/incoming_scholars/PD_emergency_fund.html.

Please work with your faculty as you see fit to prepare for these increases. We realize that the rising costs create an untenable situation, and several individuals across the University, the Postdoc Advisory Committee, and Human Resources are considering creative solutions to address it. If you have questions, feel free to reach me at 725-5075 or by email at raniasanford@stanford.edu or contact the Postdoc Benefits Manager, Sandra DeGaine, at sdegaine@stanford.edu.

Examples that describe in real terms how the change may affect different groups, and sample rates, are included below. Complete rates and information about Open Enrollment is on the Postdoc Benefits website at http://postdocs.stanford.edu/benefits/.

Sample Rate Comparison between 2012 and 2011 Monthly Rates*. Complete rates for all coverage levels and plan types are online at
http://postdocs.stanford.edu/benefits/PDF%20Documents/Postdocs%202012%20Monthly%20Contribution%20Rates%2010-27-11.pdf


2012 Medical-Blue Shield EPO
Full Cost (employer/postdoc split)
Postdoc Only $687 ($687/$0)
Postdoc+Family $2,060 ($1,442/$618)

2011 Anthem Blue Cross HMO
Full Cost (employer/postdoc split)
Postdoc Only $452 ($452/$0)
Postdoc+Family $1,358 ($951/$407)

% Change = 52%
*Most postdocs are on the HMO plan and will be in the EPO plan in 2012.

Employer (i.e., University or Department) pays 100% of Postdoc Only premium and 70% of premium for Postdoc+Spouse/Domestic Partner; Postdoc+Child(ren); Postdoc+Family coverage. Postdoc is billed for 30% of premium for Postdoc+Spouse/Domestic Partner; Postdoc+Child(ren); Postdoc+Family coverage.

Case 1: Postdoc JS is fully salaried on Professor AM’s research grant. Grant is assessed 19.8% fringe rate in FY12 regardless of insurance coverage or funding source.

Scenario A: If Postdoc JS is single—No charge for department (other than the fringe). JS pays nothing.
Scenario B: If Postdoc JS is insuring a family—No charge for department (other than the fringe). JS’s monthly premium contribution increases from $407 to $618/month.

Case 2: Postdoc TM is fully funded on a fellowship and receives a monthly stipend. Per University policy, a departmental PTA is charged for the employer contribution towards his insurance costs. That is 100% of single coverage and 70% of dependent coverage.
Scenario A: If Postdoc TM is single— department charge increases from $452 to $687/month. TM pays nothing.
Scenario B: If Postdoc TM is insuring a family— department charge increases from $951 to $1442/month. TM’s monthly premium increases from $407 to $618/month.

Case 3: Postdoc CB is on a blended fellowship and salary support.
Scenario A: If the salary amount is higher than 50% of CB’s total funding, refer to Case 1.
Scenario B: If the salary amount is less than 50% of CB’s total funding, refer to Case 2.

Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Stanford University
Email: raniasanford@stanford.edu
Web: http://postdocs.stanford.edu
Tel.: 650-725-5075

]]> tjwilson 2011-10-31T09:24:28-08:00 Postdoctoral Administrators Quarterly Meeting Dates http://postdocs.stanford.edu/admin/blog/archives/2011/10/postdoctoral-ad-1.html
Colleagues,

Our next Postdoctoral Administrators Quarterly Meeting will be held on Tuesday, October 25th from 10-11:30 AM in Clark S360.

Please save the following dates for the 2011-12 Administrators Quarterly Meetings:
•
Feb. 9, 2012, 10-11:30 AM
April 12, 2012, 10-11:30 AM
July 26, 2012, 10-11:30 AM
Oct. 25, 2012, 10-11:30 AM


Friendly Reminder: Please submit questions or requests to OPA via HelpSU.
(Please note: HelpSU tickets submitted to OPA via the following routing within HelpSU go directly to OPA staff.)
http://helpsu.stanford.edu : Request Category = Student Services; Request Type = Postdoctoral Affairs

To request to join this email list, please visit: https://mailman.stanford.edu/mailman/listinfo/supdssworkgroup

]]> Administrator Training tjwilson 2011-10-17T17:54:24-08:00