Purpose: To generate an offer letter for the postdoctoral appointment

Confidentiality: Information entered in Postdoc Web Forms is part of Student Records. Confidential or sensitive information should not be entered into PD Web Forms.

Processing Timeline Requirements

  • For U.S. Citizens, Permanent Residents and F1 OPT visa holders:
    • 5 - 7 business days in advance of the requested appointment start date
  • For J-1 Scholars:
    • For DS-2019 processing, a minimum of 8 weeks (9-10 weeks preferred) in advance of the requested appointment start date

In AXESS: OPA/Bechtel Center Tab > Postdoctoral Administrative Forms > Recommendation Form OR: CS Admin > Campus Community > STF Postdoc > Postdoc Transactions > STF Postdoc Recommendation

 

  • To create a new Recommendation Form, click “Add”
    • TRANSACTION DETAILS BOX
      • Select Postdoc Data Form Field: Click the magnifying glass
        • In the Look Up Box enter the postdoc surname in the Last Name Field, click “Look Up”
        • From Search Results, click the name of the postdoc
        • The Look Up Box closes and the Transaction Details Box is populated
      • Postdoctoral Request Type Field: Click on the drop down menu arrow and select “Clinical” or “Research,” as appropriate
        • Appointee Information, Department Applied, and Education Details Boxes are populated
      • Is this request for Department Transfer Field: Defaults to “No”
        • If the postdoc is transferring to your department as a postdoc from another Stanford department, click the drop down arrow and select “yes”
        • It is important to coordinate the transfer date with the transferring department to comply with visa policies, and ensure continuation of pay, benefits, and ID Card privileges, and avoid a gap in dates from the end date to the new start date

 

  • TRANSACTION DETAILS LINKS
    • Comparative Display of Biographic Data Link – mouse over to compare the postdoc’s biographic data from the Information Sheet and DS-2019
    • Offer Letter Link – after you have entered all appointment information, click “Save” at the bottom of the form to review the Offer Letter
      • Please review for punctuation and grammatical errors where text you entered in the Recommendation Form populates the Offer Letter – dates of appointment, funding source(s), and any additional text
    • Complete Information Sheet Link – review the postdoc’s Information Sheet via this link

 

  • ACADEMIC INFORMATION BOX
    • Academic Career Field: Click the magnifying glass, click “Look Up,” click the appropriate career (GR or MED)
    • Academic Program Field: Click the magnifying glass, click “Look Up,” click on the appropriate Academic Program Description (must use Academic Program of the Faculty Sponsor)
    • Academic Plan Field: Click on the magnifying glass, click “Look Up,” click on the Academic Program Plan Description (search results will be blank if Academic Program field is blank)
    • Academic Sub-Plan Field: For School of Medicine only - If the program has a sub-plan, repeat the same steps above to enter a sub-plan
    • Other Stanford Associations Field: Non-degree granting programs (Independent Labs, SLAC, BioDesign, etc., must use this field. Click on the magnifying glass, click “Look Up,” click the appropriate association for the postdoc

 

  • APPOINTMENT INFORMATION BOX (“Request Type: Clinical” does not include all Fields noted below)
    • Area of Research/Training - Position Description Field:
      • Text entered here will complete the Offer Letter sentence that begins “During this appointment you will be involved in…”
      • DO NOT ENTER A PERIOD at the end of your text; it is coded in the offer letter text
    • Appointment Start Date Field: Enter the requested appointment start date
    • Appointment End Date Field: Enter the requested appointment end date
    • Offer Letter Date Field: Enter the preferred date of issue of the offer letter
    • Will the postdoc conduct research outside of Stanford campus Field: Defaults to “No”
      • If changing to “Yes,” please enter the research location(s)
    • Will the postdoc work in a laboratory Field: Defaults to “No”
      • If changing to “Yes,” complete the follow up question
    • Is this a joint appointment Instructor/Clinical Instructor Field: Defaults to “No”
      • If changing to “Yes,” complete the follow up questions.
    • Research Experience since last conferral date Field: Months are pre-populated based on employment information provided in the postdoc’s Information Sheet
      • KNOWN ISSUE – the pre-populated number of months may include pre-conferral employment data or other work experience that should be excluded
      • CAREFULLY REVIEW the CV for the correct number of months of research experience and enter in the next field. For assistance with calculating research experience, see https://postdocs.stanford.edu/postdoctoral-administrators/how-quick-links/calculatemonths-experience-research-non-clinical
    • Research Experience noted by department Field: Enter the correct number of months of research experience.
      • After the Recommendation Form is approved by OPA, the research experience field CANNOT be corrected. Please be sure to enter the correct number of months. Minimum salary and the length of the postdoc appointment are impacted by incorrect months.
    • If postdoc is an MD will he/she have patient contact Field: Defaults to “No”
      • If changing to “yes” complete the Additional Information regarding Patient Contact Field
    • Additional Information regarding patient contact Field: Complete if postdoc will have patient contact
    • Additional details regarding this appointment to be included in the offer letter Field:
      • Entered text creates a new paragraph in the Offer Letter (page 2, third from last paragraph)