Purpose:  Ensure accurate data is entered in the postdoc record

Confidentiality: Data Forms are part of Student Records.

General Information:

  • When the postdoc candidate receives the appointment invite email, they go to the SecurePortal to complete a data form and upload supporting documents
  • The completed data form routes to the postdoc admin for review and approval
  • This job aid will help the postdoc admin complete the data form review and determine if it is ready for approval, or if corrections are needed
  • When returning a data form to a postdoc candidate for corrections, click "Return"
    • Do not click "Decline" - declining the data form ENDS the invite process; restarting the invite process requires sending a new invite to a new postdoc candidate email address
  • IMPORTANT: After postdoc admin approval, the data form is LOCKED; errors can no longer be corrected by the postdoc candidate
  • NEW! Postdoc candidates now enter discounts/leaves of absence in the previous work experience on the data form; no more external research experience calculators!

Finding the Data Form (formerly called Info Sheet):

  • In AXESS: click OPA/Bechtel Center tab > Visit Workflow Home Page
    • Select "My Approvals" from the Work Flow Transaction list
    • Select "PD-INFO-SHEET" from the Activity drop-down menu
    • Pending data forms are listed
    • Click on a data form transaction number to open it

Reviewing the Data Form:

  • PERSONAL DETAILS BOX
    • Compare postdoc candidate's name and birth date to passport data (international) or I-9 documents (U.S. citizen)
    • If any of the following information is incorrect, the data form can be returned to the postdoc candidate for correction
      • If international scholar:
        • Name entered must match the machine-readable name data on the passport (letters and spaces only; no symbols)
        • Birth date must be in U.S. format (mm/dd/yyyy)
          • Watch for birth dates entered in European format (dd/mm/yyyy)
          • Watch for birth dates with current year rather than birth year
        • Birth city must be provided (must match passport except when passport displays province rather than city, e.g., China, Korea, former Soviet Union, etc.)
        • If a postdoc holds dual citizenship, all data must match the passport under which they are requesting the visa
      • If U.S. citizen:
        • Data must match documents provided for I-9 form (e.g., driver's license, social security card, etc.)
  • ETHNICITY INFORMATION BOX
    • This section does not require postdoc admin review
  • PERSONAL ADDRESSES BOX
    • This section does not require postdoc admin review
  • FUNDING DETAILS BOX
    • If postdoc candidate has outside funding, a Notice of Award (NOA) or funding letter must be uploaded in the supporting documents
    • Review the NOA or funding letter to ensure it meets requirements (see How to Appoint Postdocs, Required Documents, Notice of Award/Funding Letters)
      • If you are unsure the NOA/funding letter meets requirements, submit it to OPA for pre-review
    • Note: Use of outside funds for benefits charges requires an approved policy exception. Follow these instructions:  Exception to Policy Postdoc Pay All Health Insurance
  • FAMILY/DEPENDENT DETAILS BOX
    • ​This section does not require postdoc admin review
  • EDUCATION DETAILS BOX
    • Click "View All" to view multiple institutions
    • Review doctoral degree information
      • Compare degree conferral date noted to the actual degree/diploma/letter of completion conferral date
  • WORK EXPERIENCE BOX
    • Click "View All" to view multiple positions
    • Compare positions and start/end dates noted to the research experience shown on the CV
      • Сheck if:
        • the work activity type is correct (determines what counts as research experience and what does not)
        • the discount calculations are correct and documented accurately
        • the discount for time overlap with another position is applied to only one of the overlapping positions
        • for more details on validating work activity and research experience, please refer to Research Experience Calculation Guidelines
        • if any research experience or discount needs correction, return the data form to the postdoc candidate for revision
  • POLICY EXCEPTIONS BOX
    • ​The data form is programmed to find data that may not meet postdoc policy
    • A warning message will display to indicate that further review is needed for any data found not meeting postdoc policy
    • Review any policy exceptions noted here for potential additional actions required on the recommendation form
  • SUPPORTING DOCUMENTS BOX
    • The Supporting Documents box displays a list of required documents the postdoc candidate must upload in order to submit the data form
  • DOCUMENT TYPE / UPLOAD FILE
    • NEW! Until the recommendation form is approved by OPA, the postdoc candidate may return to SecurePortal to upload documents not in hand when the data form was submitted
    • PDF is the only compatible document file type; incompatible file types such as JPEG, PNG, DOCX will not open and must be uploaded again in PDF
  • ATTACHMENTS BOX
    • Review all uploaded documents by clicking "View File"
    • Compare the Supporting Documents list to the Attachments "Document Type" column
      • All Supporting Documents listed must appear as the document "type" in the Attachments box (missing document "types" will trigger an error message)
        • e.g., if the Supporting Documents list says CV and proof of doctoral degree, then the Attachments box must show uploaded document "types" for both CV and proof of doctoral degree
        • A CV categorized as an "Other document" rather than as a "CV" will trigger an error message; a new CV must be typed as a "CV" and uploaded to Attachments to remove the error
    •     International scholars must include:
      • Passport:  Postdoc candidate uploads copy of bio-demographic page (with picture)
      • J-1 visa holders:  Postdoc admin submits a DS-2019 request web form
      • F1 OPT visa holders:  Postdoc candidate uploads a copy of EAD card (application/receipt if card is not yet issued)
      • H-1B visa holders:  Postdoc candidate uploads copy of most recent I-797
      • Permanent Residents:  Postdoc candidate uploads a copy of the permanent resident (green) card

 

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