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Change Form Job Aid

What to do if Your Postdoc Wants to Work Overseas

 

Purpose: To update records with appointment date, faculty, or funding changes. Multiple changes can be processed on the same Change Request Form.

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

From AXESS: Mouse over the OPA/Bechtel Center Tab Click the Postdoctoral Administrative Forms link Click Change Transactions

1. To create a new Change Transaction, click “Add”

a. REQUEST TYPE BOX

i. From the change types listed, click the applicable box(es) for the change(s) to be made:

  • Appointment dates change
  • Faculty Change
  • Research Experience/PGY change

b. BIO DEMO BOX

i. Enter the student ID number, OR

ii. Click the magnifying glass to “Look Up” the student ID

1. Enter name in the Last Name Field and click “Look Up”

2. From Search Results, click the name

3. Current Bio Demo info appears

iii. Review current bio/demo data for outdated information that should be updated with this change form

 

c. APPOINTMENT DATE CHANGE BOX

i. New Appointment Start Date Field:

1. DO NOT ENTER A DATE IN THIS FIELD FOR APPOINTMENT EXTENSIONS

2. Enter a new start date only if the actual start date of the appointment has changed, (i.e., a deferred start date due to visa delays)

ii. New Appointment End Date (Extensions) Field: Enter the new appointment end date

iii. “Total Experience with Reappointment Term Included” and “Applicable Research Experience To Date” Fields are auto-updated with new totals after you tab out of the New End Date Field

iv. SUPPORTING DOCUMENTS FOR A SIXTH TRAINING YEAR EXTENSION ARE REQUIRED WHEN “TOTAL EXPERIENCE WITH REAPPOINTMENT
TERM” EXCEEDS 60 MONTHS

 

d. NEW FACULTY SPONSOR INFORMATION BOX

i. Faculty Sponsor ID Field: Enter the Faculty Sponsor ID number, OR

1. Click the magnifying glass to “Look Up” the Faculty Sponsor ID

ii. Faculty Research Mentor Field: Repeat the above steps if there is a Research Mentor change

iii. Comments Field: Enter any relevant comments

iv. If Faculty Sponsor name is not found, you will need to add the faculty to the Advisor Table:

1. Add Faculty to Advisor Table
2. Contact the Registrar’s Office directly with questions about adding faculty

 

e. RESEARCH EXPERIENCE / PGY CHANGE BOX

           i. For revision of previous research experience noted by department on the recommendation form:

                        1. 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

                        2. Notes Field: Enter details explaining reason for revision of number of research months noted on the recommendation form

                                    a. Upload to Nolij a PDF copy of the research experience calculation supporting the revision of research experience

           ii. For reduction of number of research months at Stanford due to unpaid leave:

                        1. Enter Additional Months Leave Field: Enter the number of months of unpaid leave taken by the postdoc

                        2. Notes Field: Enter details explaining the reason and date of unpaid leave

                                    a. Upload to Nolij a PDF copy of the research experience calculation supporting the discount of the unpaid leave period    

 

f. ADDITIONAL INFORMATION REGARDING TERMS BOX

i. Enter any additional information to explain changes being made to the postdoc record

 

g. COMMENTS BOX

i. Enter any comments for Approvers or OPA (comments are visible to all, including the postdoc)

 

h. Click “Save” to save the form and return later; OR click “Submit” to route the form for approval

 

i. Email notification to Postdoc is automatically sent

 

2. To search for a previously saved or submitted Change Form

a. From Postdoctoral Administrative Forms, select “Change Transactions”

b. To search for all Change Forms, click “Search”

c. To search for a specific Change Form use the search criteria fields

 

 

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