Job Aid: Change Form

Purpose:  Update changes to a postdoc record over time

Confidentiality:  Change forms are a part of Student Records. Do not enter confidential information.

Jump to:  How to Upload Document to Change Form or How to Determine FY25 Minimum Funding for Current Postdocs

To Create a Change Form:

• In AXESS:  click the OPA/Bechtel Center Tab > Postdoc > Postdoctoral Administrative Forms > Change Transactions
• Click "Add" (leave search fields blank)

Change form data entry

• REQUEST TYPE BOX
  • Multiple changes can be processed on the same change form
  • Change type checkboxes:  Click the applicable box(es) for the change(s) to be made:
    • Appointment dates change
    • Faculty Change
    • Research Experience
    • Policy Exception
• POSTDOC AND APPOINTMENT INFORMATION BOX
  • Student ID field: Enter the student ID number, OR
    • Click the magnifying glass to “Look Up” the student ID
      • Enter the postdoc first and last names, click “Look Up”
      • From Search Results, click the postdoc name
    • Current postdoc data appears
    • Review current data for outdated information that should be updated with this change form!
• APPOINTMENT DATE CHANGE BOX
  •  DO NOT CHANGE THE PRE-POPULATED START DATE IN THIS FIELD FOR APPOINTMENT EXTENSIONS
  • Enter a new start date only if the actual start date of the appointment has changed, (i.e., deferred start date due to visa delay)
    • Are you changing the Start Date for this appointment field:  If yes, check this box
      • New Appointment Start Date field:  Enter the new start date
    • Are you changing the End Date for this appointment field:  If yes, check this box
      • New/Extended End Date for Appointment field:  Enter the new end date
  • “Total Experience with Reappointment Term Included” and “Applicable Research Experience To Date” fields: auto-populated with new totals after you tab out of the New End Date Field
• NEW FACULTY SPONSOR INFORMATION BOX
  • Faculty Sponsor ID field: Enter the Faculty Sponsor ID number, OR
    • Click the magnifying glass to “Look Up” the Faculty Sponsor ID
  • Additional Research Mentor field: Repeat the above steps to add or change a Research Mentor
  • Comments field:  Enter any relevant comments
    • Note: If the faculty sponsor name is not found, contact the Registrar’s Office for instruction on adding faculty to the Advisor Table
• RESEARCH EXPERIENCE CHANGE BOX
  • The Prior Research Experience table is imported from the recommendation form and displayed here
    • Admin Explanation field: If applicable, explain the revision(s) that are made in the Correction to Prior Month Research section
  • Correction to Prior Month Research section:
    • ​Currently listed as field: Displays the current number of months of prior research experience calculated on the postdoc record
    • Prior months research at start of appointment should be field: Enter the number of months of previous research experience before the start date of the current appointment
  • Research months discount for leaves section:
    • IMPORTANT:  DO NOT ENTER DISCOUNTS FOR UNPAID LEAVES OF ABSENCE; unpaid leave discounts are calculated on the leave of absence web form
    • Total months of leave to date field: Displays the total number of months of paid leave already discounted
    • Enter additional months leave field: Enter the new number of months of paid medical disability/maternity/paternity leave taken
    • Paid Leave of Absence dropdown menu: Select the appropriate reason for the paid leave
    • Notes field: Enter details explaining the reason and specific dates of paid leave
    • Previous Change Transactions link:  Displays a summary of any prior research experience or discount change transactions
      • If there were no previous research experience transactions, the dialogue box will be empty
• POLICY EXCEPTION BOX
  • ​Select Policy Exception(s) you wish to request:  Select the checkbox for "Temporary reduction of FTE" or "Other"
    • If the "Temporary reduction of FTE" checkbox is not displayed, the postdoc is not eligible for that policy exception at this time
    • Temporary reduction of FTE section:
      • ​Purpose:  Allows temporary reduction of work hours for recovery from medical illness or injury, or additional baby bonding time after maternity/paternity leave
        • Important:  DO NOT submit a Temporary Reduction of FTE IF:

1. Postdoc has filed or will file a disability claim with the Postdoc Benefits Office for the same issue
2. The Postdoc is a J-1 visa holder; J-1 visa regulations do not permit reduced FTE​​
   Contact postdocbenefits@stanford.edu for more information.

• Select reason for request checkboxes:  Select the applicable checkbox to indicate the reason for the request
• Start Date of Reduced FTE field:  Enter the date the reduced FTE period will begin
• End Date of Reduced FTE field:  Enter the date the reduced FTE period will end
• FTE (decimal) field:  Enter the percentage of FTE that will be worked (e.g., .75)
• The postdoc's faculty sponsor has approved the request for temporary reduction of FTE checkbox:  Click the checkbox if the faculty sponsor approved the request
• Provide a detailed statement supporting the policy exception text boxes: Enter detailed responses to each of the five questions that support the policy exception request
• Supporting web forms and document(s):
  • Change web form
  • Upload any relevent document(s) that support the reason for the request

• Other Policy Exception (request a policy exception based on a postdoc's specific circumstances)
  • Purpose:  OPA review of other circumstances that may justify a policy exception
  • Provide a detailed statement supporting the policy exception text boxes: Enter detailed responses to each of the five questions that support the policy exception request
  • Supporting web forms and document(s):
    • Change web form
    • Upload any relevant document(s) that support the reason for the request

• DOCUMENT TYPE / UPLOAD FILE
  • ​NEW! Postdoc admin may upload documents directly in the change form when:
    • The recommendation form is approved; e.g., upload of EAD card or other documents that become available after rec form approval
      • Do NOT Save or Submit the change form when only uploading a document, simply exit the form after the upload is complete
    • Needed to support a policy exception request
  • Document Type dropdown menu:  Select the document type being uploaded
    • Click "Upload File"
    • Click "Choose File" to select the document from your hard drive; click "Upload"
    • Confirm the document title displays in the Attachments box; click "View File" to confirm document opens
• COMMENTS BOX
  • Enter any comments for Approvers or OPA (comments are visible to all, including the postdoc)
  • Click “Save” to save the form and return later; OR click “Submit” to route the form for approval
  • Email notification to postdoc is automatically sent

NEW! How to Determine FY25 Minimum Funding for Current Postdocs

• In AXESS:  click the OPA/Bechtel Center tab > Postdoc > Postdoc Administrative Forms
• Click the "Change Transactions" radio button
• Click "Add" (leave search fields blank)
• Click the "Appointment dates change" checkbox
• Enter the student ID in the Student ID field (or click the magnifying glass to search by postdoc name)
• Tab out of the Student ID field to populate the "Postdoc and Appointment Information" box with postdoc data
• In the "Appointment Date Change" box, click the checkbox for "Are you changing End Date for this appointment?"
• In the "New/Extended End Date for Appointment" field, enter end date 09/01/24, then tab out of the date field
• The "Total Experience with Reappointment Term Included" calculates the number of research experience months as of 09/01/24
  • Copy or note the number of research experience months, then EXIT the change form (DO NOT SAVE OR SUBMIT!)
• Return to the FY25 Minimum Funding table to find the minimum amount required based on the number of months of research experience you noted
• Go to GFS to enter a new 09/01/24 pay line using the minimum funding (or higher) amount

Returned Transaction Codes:

• Change forms that are returned to the originating postdoc admin now include return codes to help identify the reason for return, make edits, and resubmit to workflow for resumed processing
• Postdoc admin must indicate all return codes are resolved to resubmit the change form to workflow
• A list of Returned Transaction Codes is available here

Search for a Previously Saved or Submitted Change Form:

• In AXESS:  click the OPA/Bechtel Center tab > Postdoc > Postdoc Administrative Forms
  • Click the “Change Transactions” radio button
  • To search for all change forms, click “Search”
• To search for a specific change form:
  • In the search criteria fields, enter the postdoc's first and last names, and click "Search"
  • From the Search Results, click the Transaction ID of the change form

Search for a Student ID:

Please allow 24-48 hours (longer during high volume times) for Student IDs to be created after appointment approval

If you do not have access to PeopleSoft or GFS to search for a Student ID, use this method:

• In AXESS:  click the OPA/Bechtel Center tab > Postdoc > Postdoc Administrative Forms
• Click the "Change Transactions" button
• Click "Add"
• Click the magnifying glass to the right of the Student ID field
• In the Look Up box, enter the postdoc’s first and last names
• Click "Look Up"
• The student ID is displayed in the Search Results
• Write down (or copy and paste) the ID number
• Exit the look up box
• Exit the change form without saving or submitting

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