First Things First Checklist for
New Postdoctoral Scholars
Mandatory Postdoctoral Introductory and Orientation Course
Orientation is held in 1215 Welch Road, Modular A every Thursday at 9:00 a.m, unless otherwise noted on an e-mail sent to department administrators each week. During orientation you will be provided with a student ID number that you will use to create a SUNet ID. If you did not receive a student ID number at orientation, your file may not have been processed for several reasons. Please check with your department administrator after orientation to ensure that your postdoctoral scholar file is complete. You will be notified when your file is processed & a student ID is created, via email or phone.
Creating a Stanford University SUNet ID and setting up an e-mail account
Go to http://www.stanford.edu/dept/as/mais/applications/sunetid/ for an overview of services provided when you obtain your SUNet ID. In SUNet ID pages section, click on Request a SUNet ID link to start process. You will then be asked to enter your student ID and give some additional identification to verify that you are the person who owns this ID. The SUNet ID creates a @stanford.edu email account. If you have been sponsored by your home department with a SUNet ID prior to postdoctoral appointment, this affiliate sponsorship does not entitle you to postdoctoral privileges. Go to Check Status paragraph on http://sunetid.stanford.edu/ to check the current status of your SUNet ID. You will only be entitled to Postdoctoral privileges after you have been set up in AXESS as a Postdoctoral Scholar by our office.
Enroll in health benefits within 31 days
Postdoctoral Scholars are required to have medical insurance while at Stanford. Please review http://postdocs.stanford.edu/benefits/ for plans offered and enrollment information.
SUPD Mailing List
After getting your e-mail account, subscribe to the Stanford University Postdoctoral Association (SUPD) mailing list by sending an e-mail to supd-members-join@lists.stanford.edu. Whatever you put in the header or subject will be ignored. The list server will reply with an acknowledgement. Please check this response as further action may be required by you.
Update your profile and add Emergency Contct Information in AXESS
The day after getting your SUNet ID, logon to axess.stanford.edu, the student information system and go to your Student Services Center. Select Personal Information to add or edit your Mailing, Stanford Directory (local), Permanent Home, Campus Work, Email addresses and phone numbers. You have the option to keep some information private and make it unavailable in the Stanford Directory and other sources. Be sure to click on Privacy Settings to restrict access to your personal information.
Registering your contact information in AXESS ensures that you will receive communications from central university offices (Registrar's Office, Student Financial Services, etc.) in a timely fashion. University tax documents are among the forms sent to the mailing address provided in AXESS. Most communications from our office are sent using the BISNet mailing list, but important information and opportunities for postdoctoral scholars are also relayed through the SUPD mailing list.
You can also verify tuition payments by logging into AXESS. Go to your Student Services Center and click on Finances. Notify your department administrator and the Office of Postdoctoral Affairs to resolve problems regarding tuition payments and account balances.
Entrance Medical Requirement Forms
All newly-appointed postdoctoral scholars need to complete certain health-related forms, immunizations, and tests administered by Stanford's Vaden Health Center. Complete your online Entrance Medical Requirement Forms at: http://vaden.stanford.edu/new_students/entrance_req.html. Postdoctoral Fellows with patient contact satisfy this requirement via submission of Patient Care Contact Sheet and proof of immunizations in appointment packet.
Complete Patent and Copyright Agreement Form (SU-18)
Complete this form electronically in Axess. Individuals can sign, and can view the status of their agreement in the Academics tab of the Student Services Center.
CITI, Healthstream and STARS
CITI, Healthstream and STARS (Stanford Training and Registration System) are web-based tools to help Postdoctoral Scholars register & take the training they need (e.g., for regulatory compliance, environmental health & safety, desktop training & career development). For CITI training go to www.citiprogram.org, for HealthStream is found at https://med.stanford.edu/survey/healthstreamopa/. STARS can be found in AXESS; click on the "Training" tab.
Get a Stanford Postdoctoral Scholar ID card
Please allow at least one day after registration before getting your card as a Postdoctoral Scholar. The ID Card offices are located at:
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Tresidder Union,
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George Forsythe Hall, |
You may call the ID Card office before you go over to ensure that a card can be made for you. Bring a picture ID (driver's license, passport, etc.) with you to confirm your identity.
You may also wish to bring your spouse/domestic partner along so he/she can get his or her own Affiliate card at a cost of $15. The Campus Card office will request some proof of long-time partnership such as a marriage license, joint checking account, proof of living at same address, etc.
For more information please review the Stanford Card Office web site.
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Get a Social Security Number or Individual Taxpayer Identification Number (TIN) |
Postdoctoral scholars are required to have a SSN or tax identification number (TIN). If you do not have a number, apply for one at your local SSA office as soon as possible. Hours are Monday-Friday, 9-4. Call 1-800-772-1213 to schedule an appointment. The three closest offices are:
Mountain View: Suite 350, 700 E. El Camino Real Mountain View, CA 94040
Redwood City: 601 Allerton St., 2nd Floor, Redwood City, CA 94063
San Mateo: Suite 101, 800 South Claremont Street, San Mateo, CA 94402
Go to the Social Security Administration web site for more details, www.ssa.gov. When you receive your number, please give it to your department & the Office of Postdoctoral Affairs.
Buy a parking permit/ Register your bike
If you will be parking on campus, you will need to purchase a parking permit (Stanford ID card or offer letter and photo ID required for proof). Parking permits are purchased from Parking and Transportation Services (Bonair Siding). Prices are posted on transportation.stanford.edu. Bicycles are also required to be licensed with the Santa Clara County & should be registered at the Parking & Transportation Office.
Getting Paid – Salary or Stipend or Outside Support
Sign up for Automatic Deposit in Axess, https://axess.stanford.edu.
Salary – paid 2 x monthly, 7th and 22nd. View online pay statements in Axess. Stipend – paid 1 x month, on last day. Pay statement is sent to Campus Work address in Axess – no online statement. Outside Support- paid at discretion of outside institution.
Get informed about paying US and State of California taxes
Stanford University staff and faculty are not allowed to provide tax advice; however, we can direct you to some helpful web sites. For international students, check the Bechtel International Center web site. The Office of Postdoctoral Affairs web site offers tax information in the Postdoc Handbook and includes government websites. Stanford provides some information at http://fingate.stanford.edu/students/index.html. We encourage scholars to seek advisors or pay for services if there are any questions about personal tax issues.
Search for Housing
Please check out housing information in our online handbook to help with housing searches.