First Things First Checklist for
New Postdoctoral Scholars
The following is a list of important to-do items that new postdoctoral scholars at Stanford must or should do in order to prepare for a smooth transition to Stanford University. New scholars should also check-in with their department administrator with regard to division- or department-specific tasks related to their new appointments. International Scholars should also refer to the Orientation Guide for New International Students and Scholars online prior, as well as upon, arrival. The Guide, published through the Bechtel International Center, covers a wide range of topics related to preparation for a successful transition to the United States and to Stanford for the scholar (and his/her family).
Prior to Arrival:
Start the search for Housing
Please check out housing information in our online handbook to help with housing searches.
Upon Start of Appointment
Attend the Mandatory Postdoctoral Scholar Orientation
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.
Create a Stanford University SUNet ID and set 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.
Confirm your arrival (for international scholars only)
Postdoctoral Scholars who are in the United States on visas must confirm their arrival in the United States (aka establish their physical presence) upon arrival at Stanford. This is a government requirement that is part of validating the scholar’s record in SEVIS. After an international postdoctoral scholar enters the US and arrives at Stanford, s/he must confirm the arrival with the I-Center. This should be done no later than the 25th day after the "From" date on the DS-2019 form. Please read the "Limited Validity of the DS-2019" for instructions on how to do so.
Sign-up for the 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 information on 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 (Office of Postdoctoral Affairs, University Payroll, 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.
Verify and add your information to your Community Academic Profiles (CAP)
Basic information on each scholar, such as academic appointments, faculty advisor and professional education, are imported into CAP from the university records system. Once in CAP, postdocs will be able to access their profile and add additional information such as research interests, honors and awards, a photo and much more. CAP provides a tremendous opportunity to publicize your research, publications and academic work to the outside world.
To access your profile go to http://med.stanford.edu/profiles/, and click on the "Update Your Profile" link in the left navigation. An online resource is available at the CAP help page.
Complete your Entrance Medical Requirement
All newly-appointed postdoctoral scholars must 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 whose appointments have contact with patients 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.
Complete your HealthStream Training
HealthStream is mandatory for all non-faculty School of Medicine (SoM) research personnel. All new scholars must complete the online form at https://med.stanford.edu/survey/healthstreamopa upon starting their Stanford appointment.
HealthStream Training is a joint effort of the Spectrum Office of Compliance, Training and Operations and the Office of Postdoctoral Affairs, in collaboration with Lucile Packard Children's Hospital (LPCH), and Stanford Hospital and Clinics (SHC). Questions may be directed clinicaltrials@med.stanford.edu.
Obtain a Stanford 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:
Tresidder Union, |
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.
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.
Get 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.
Be 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.
Be informed about other required training
CITI is the Collaborative Institutional Training Initiative: www.citiprogram.org, where you may be required to complete online training in order to conduct research at Stanford. You should also check STARS: axess.stanford.edu, where you may be required to complete courses on HIPAA, animal and environmental health and safety.
Be aware of postdoctoral scholar policies
Two websites provide the university’s postdoctoral policies and procedures: the Stanford Postdoc Handbook (http://postdocs.stanford.edu/handbook) contains information regarding registration, tuition, codes of conduct and postdoc responsibilities, and the Research Policy Handbook section on Postdoctoral Scholars (RPH 9.4) (http://rph.stanford.edu/9-4.html) contains additional information on the policies governing terms of appointments, visas, salaries and stipend and other benefits for Postdoctoral Scholars at Stanford.