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Orientation Toolkit for Administrators

Postdoc Admins are instrumental in new postdocs' successful transition to Stanford as well as in providing postdocs with necessary and effective support. Postdoc Admins handle much of the orientation to the new department or lab environment, requirements for training, access to various equipment and facilities, and troubleshooting of initial issues.

Best Practice Recommendations

  • Does your postdoc need a SUNet ID sponsored prior to the start date of the appointment? If so, do you know how to sponsor one?
    • Sponsorship requires special attention to avoid creating a duplicate ID -- a messy process to fix! Be sure to conduct a proper search to determine there is no existing SUNet ID!
  • Does your postdoc need assistance with arrival logistics, like which airport to fly into, where to look for housing, where to stay the first few days, banking info, DMV locations, or transportation to/from campus?
  • Review and share the Incoming Postdocs page.
  • Review the orientation materials/checklists for new staff.
  • Develop your own checklist for new postdocs that includes:
  1. Postdoc Benefits Orientation Registration
  2. Documentation: required payroll forms, SU-18, any missing appointment or funding-related documents
  3. Direct your postdoc to the Incoming Postdocs section on the OPA website
  4. Set up: keys, key cards, laptops, and/or codes. Orientation to office space, lab space, department or building facilities, use of department/lab office, supplies
  5. Community: email distribution lists, organizational chart, who’s who in the research group or the department, information regarding regular seminars, talks and how to receive announcements
  6. Who to go to for help within your Department/Division/Lab
  • Prepare a new postdoc folder that includes the essential information—including a campus map, building/facility map, emergency contacts, etc.
  • What are the particular needs you have seen your international postdocs have upon arrival? Include information such as shopping, credit cards, and consult the Bechtel website for resources and events for new students and scholars.
  • Have a 30-minute appointment with your new postdoc and schedule it prior to their arrival. Go through your checklist and the contents of your folder. Give your postdoc their Stanford ID number and direct them to get their Stanford ID Card right away.
  • Recommend that your postdocs register at the Respectful Workplace Training (via AXESS)—offered quarterly by HR at the SoM.
  • Ask if they have questions.
  • Explain when they could come to you for assistance and tell them about the people and offices that support postdocs.
  • Review Associate Vice Provost Russell Furr's email from May 21, 2020 about COVID-19 protocols: russell_furr_email_covid.pdf