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

  • Appointment dates change
  • Faculty change
  • Funding 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 Review current bio/demo data for outdated information that should be updated with this change form

1. If you are only extending the appointment, but the funding shown is out of date, please include the funding update too

 

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. NEW ANNUAL SALARY/FUNDING BOX

i. New Annual Salary Eff Date Field: Enter date the new annual salary is effective

ii. New Funding Description Field(s): In the appropriate New Salary, New Stipend, or New Outside Support Description fields:

1. Provide the following information: US or Foreign; Agency/Fellowship Name; Dates of Funding

a. Example 1: Foreign; Swiss Natl Funding Fllshp; 05/01/20-04/30/21

b. Example 2: US; John Doe Gift Funds; 10/01/19-09/30/20

iii. Amount Fields: Enter funding amount(s), ensuring that the total (or combined total) meets or exceeds the Required Salary listed

 

f. ADDITIONAL INFORMATION REGARDING TERMS BOX

i. Enter any additional information regarding funding term

 

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. REQUIRED for Outside support: Please upload a copy of the new funding letter to Nolij

 

j. 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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