Access to Postdoc Web Forms

Access to the Postdoc Web Forms System

(Do not submit SNOW ticket for Role 1 Admin authority - follow instructions below)

• Access requires appointing departments to designate at least one staffer for each of the following roles:
  • Postdoc Admin (Role 1) - typically the Student Services Manager
  • Approver (Role 3) - typically the DFA or Department Manager
    • Optional: Coordinator (Role 2) - reviews Role 1 work before submission to Role 3 for approval
• One person cannot hold multiple roles
• We highly recommend designating a back up staffer for Roles 1 and 3 to cover vacations, leaves, etc.

Required Trainings

For Postdoc Admin (Role 1) and Coordinator (Role 2) system access/authority

PeopleSoft (Visit STARS)

• PeopleSoft Concepts and Compliance (enroll in AS-9000-WEB)
• FERPA Training (enroll in AS-4000-WEB)

Postdoc Policy and Web Forms

• Zoom sessions are scheduled for the first Tuesday of every month, from 10:00am-11:30am (unless otherwise noted in the Training Request Smart Sheet linked below)
• Request enrollment in a training session by Zoom here:  Postdoc Admin Training Request Smart Sheet
• Attendance in the Zoom session requires:
  • Completion of a Google Quiz using this web site as a resource
  • Approval of the DFA/Department Manager (Role 3) for your department
    • In the Smart Sheet form, enter the name the Role 3 Postdoc Web Forms Approver / DFA / Department Manager for your department.
      • If you are not sure who your postdoc web forms approver is, DO NOT guess; contact OPA for the correct approver name before submitting a training request. 

Other Postdoc Admin Trainings

(Requirements vary by department):

• Benelogic Training:  For managing postdoc insurance
• GFS Entry:  Two online modules are required
• J-1 Scholar Visa and H-1B Employment Visa:  Training for basic visa processing
• Orientation and Onboarding of New Postdocs:  Toolkit and best practices for support of new postdocs
• Postdoctoral Administrators Quarterly Meetings:  Policy and procedures updates, issues and concerns
  • Past meeting slides available at Administrator's Blog

Adding Approver (Role 3) and Changing Existing Postdoc Web Forms Authority

Follow this process for:

• First time Approver (Role 3) authority requests
• Change existing authority for staff who have previously completed the required training:

 

• Changes in existing authority are granted at the request of the DFA/Department Managers (Role 3) via SNOW ticket
  • Information needed to change authority:
    • Department name
    • Staff full legal name
    • SUNet ID and EMPLID
    • Email address
    • Phone number
    • Postdoc Web Forms Role number
      • Role 1 Admin
      • Role 3 Approver
        • Roles 1 and 3 cannot be the same person
    • Name of staff member who currently has authority for requested role
      • Should the current staff authority be removed?