Stanford School of Medicine
Department of Medicine Resource Guide (DOMRG)–

Academic Staff - Teaching and Research

Nonprofessorial academic staff is comprised of:

These appointments are made for a specific period of time, for a continuing term (subject to satisfactory performance, programmatic need, or financial support), or for the duration of an administrative appointment or project. Procedures for Academic Staff-Teaching appointments are established in the Medical School by the Senior Associate Dean for Academic Affairs. Procedures for Academic Staff-Research are established by the Office of the Dean of Research. Academic staff are not members of the Academic Council (Admin Guide 23.1).

The Research Policy Handbook, Chapter 9, contains information and Appointment forms for Research Associates and Senior Research Associates (Academic Staff-Research). These are academic staff working in a capacity that ordinarily requires a Ph.D. or M.D. or its equivalent in research skill and subject knowledge, a Research Associate is involved directly in the execution, and frequently the design of a Principal Investigator's research activities. The level of contribution to the PI's research is greater than an LSRA.

Academic Staff Policies and Procedures

Below are some useful links that can provide you with Stanford's policies and procedures for your Academic Staff:

Workflow Guidance

Click on the personnel action below for specific DOM guidance and procedure. If you do not see your request addressed, have a question, or see that information is missing from the steps below, please email us at . **NOTE: The procedures on this page pertain to HR actions ONLY! For assistance with searches, appointments, promotions and other Academic Staff specific needs, please see the SoM Handbook.

ACADEMIC STAFF
STEPS
 RESOURCES/ FORMS

Create/ Update a Position

For procedures on appointing Academic Staff, please refer to the Med School Handbook - Chapter 4.

Academic Staff (Research) - The appointment process for AS-Rs begins with the Dean of Research office. Once the appointment has been approved, SoM will create a position number for your AS-R. For information about position numbers, contact Greta Lazaro.

Academic Staff (Teaching) - The appointment process for teaching academic staff begins with the SoM Academic Affairs office. For guidance with those procedures and information about position numbers, please visit the OAA web site.

 
     
Create A Requisition

Requisitions for Academic Staff are created as "waivers" in order to hire a candidate into a new appointment. These requisitions are not posted on the Stanford Jobs web site. If you do not have a candidate to hire, you may advertise for the open position and start by contacting Bridget Grant for the next steps.

1. To create a waiver Requisition in Trovix, e-mail the "Create a New Requisition" form to DOM HR. Every field must be completed, unless it is marked "Optional." Attach the following documents:

  • Appointment approval e-mail from Bridget
  • Electronic copy of candidate's resume

2. After the requisition has been created, DOM HR will e-mail the requisition number to the Hiring Manager.

3. Process a "Hire" web form in PeopleSoft.

Create a New Requisition Form
     

Hire the Candidate

1. Once the new appointment has been approved, forward the approval e-mail to DOM HR.

2. Create a Hire Web Form using the appropriate action code:

  • Hire - new to Stanford
  • Rehire - terminated employees, employees transferring from a contingent to regular position
  • Additional Job - employee already has a job record 0 or 70
  • Transfer from Existing Job - employee works in a different dept. and is now transferring to DOM

Note: If the candidate is currently employed by Stanford in a contingent position, complete a Termination Spreadsheet and mail it to payroll@stanford.edu. If the candidate is currently employed by a different department, request a release of his/her PeopleSoft job record.

3. For your Department Personnel File (7 Year Retention Following Termination):
  • Copy of Job Description
  • Copy of Offer Letter
  • Copy of Job Requisition
  • Copy of Resume
  • Copy of Stanford Application
  • Transfer or Promotion Request
4. Fax the following documents to HRG, Attention: Greta Lazaro:
  • Copy of signed Offer Letter
  • Copy of Stanford Application or resume
5. Send the following documents to Payroll, MC 6112:

6. Request a SUNet ID for the employee. Once a SUNet ID has been created, the employee can then submit/edit the following documents online, via Axess:

  • W-4 and DE4 Witholding
  • Direct Deposit
  • Opt to receive a paper Paystub
  • SU Patent Agreement (SU-18)

7. Create Labor Schedule in Oracle.

8. Email an FYI notice of the new hire to your Kronos Administrator.

9. Email STARS Enrollment Administrator to request registration for New Employee Orientation for employee (if applicable).

10. Email STARS Enrollment Administrator to request registration for required SoM Respectful Workplace Briefing.

Termination Spreadsheet

Job Aid: Hire Web Form

Sample Offer Letters

Stanford Employment Application

Payroll Forms

Patent & Copyright Agreement Form

Personal Physician Pre-Designation Form

New Employee Orientation Registration

Staff Benefits Summary (or pick up at 655 Serra St.)

     
update personal data 1. Refer the employee to Stanford.You to change his/her personal information. Such as:
  • Name
  • Address
  • Phone Number
  • Mail Code
  • Email Address
  • Business Title
2. If it is not possible for the employee to do so (ie. employee does not have a SUNet ID, recently terminated employee who needs to change address, etc.), email DOM HR with the request.		  
     

Change PAY/FTE without changing the Position Number

 Complete this process if employee is not changing positions, but is changing the number of hours worked or has a change in salary (ie. merit, midyear increase).

1. Change in FTE and salary should first be approved by the Division Manager.

2. E-mail DOM HR with a request to change FTE and/or pay. DOM HR will then review the request, and submit it to HRG for approval.

4. E-mail or FAX a copy of the change documentation to Greta Lazaro.

5. Once all approvals are gathered, create an Employment Update Web Form.

Job Aid: Employment Update Web Form
     
paying a supplemental pay The Supplemental Pay Web Form is used for paying out multiple types of pay, including one time salary payments, bonuses, supplements, etc.

1. Request an approval from DOM HR to pay out your supplemental pay.

2. After you have received an approval notice, create a Supplemental Pay Web Form.

3. If you would like to disperse the supplemental pay before the next pay period, create an Off-Cycle Check Request Web Form. A $35 processing fee will be incurred.

4. To change the end date, amount of pay, or paying PTA of a Supplemental Pay that is being paid over multiple pay periods, submit an Additional Recurring Pay Form with the appropriate changes to Payroll, MC: 6112.

Job Aid: Supplemental Pay Web Form

Job Aid: Off-Cycle Check Request Web Form

OTP/Pay Reduction Form

Additional Recurring Pay Form
     
joB reclassification Academic Staff positions are not reclassified, see the Faculty Handbook, Chapter 4, for procedures on Appointments, Reappointments, and Promotions and contact Greta Lazaro in HRG.

 
     

Leave of Absence - Personal

Academic Staff are not eligible for sabbatical leave. If the employee is requesting an unpaid personal leave, approval must be first granted by the supervisor, then by the appropriate department (Teaching - Academic Affairs, Research - Dean of Research Office):

  • AS-Rs: Personal leaves should be less than 12 months. Notify both Bridget Grant and Denise Hofer via e-mail along with the date of leave and expected date of return
  • AS-Rs: If the leave is for more than 12 months, first contact Denise Hofer in the Research Office before proceeding with the leave process.
  • Academic Staff (Teaching): Leave Policies are described in the Faculty Handbook Ch. 7
  • If the appointment expiration date occurs during the requested leave period, you must reappoint the employee first.

1. Once the leave has been approved, forward the approval e-mail to DOM HR and create a Leave of Absence Web Form.

2. Send a letter to the employee to document the leave.

3. Send or fax a copy of the leave documentation to Greta Lazaro in HRG.

4.Coordinate with your Kronos Administrator to record the leave as appropriate.

5. If this leave is going to be extended, notify Greta Lazaro for approval. Once approved, forward the approval to DOM HR with a request to update the new Return from Leave date in PeopleSoft. Send a letter to the employee to document the new return from leave date.

6. If the employee is returning from leave, create a Leave of Absence Web Form.

Job Aid: Leave of Absence Web Form

HR Admin Leave Web Site
     
Leave of Absence - disability

Benefits Website- Disability

Disability & Leave Authorization Card

What To Do When Sick - Staff

Voluntary Disability FAQ

Long Term Disabilty FAQ

Family Temporary Disability Benefits FAQ

Long Term Disability Plan Summary

Short Term Disability Plan Summary
     

layoff/ termination/ non-renewal

 Stanford Termination and Non-Renewal Policies and Procedures for Academic Staff:

1. Contact Greta Lazaro to determine next step based on the employees current status. Be sure to note if the employee is in a Trial Period, Senior Staff, H1-Visa or any other extenuating circumstance.

3. The employee should contact Benefits for termination benefits eligibility.

4. Create a Termination Web Form.

5. Send or FAX to HRG a copy of the termination documentation to Attn: Greta Lazaro.

6. Contact your Kronos Administrator to close the Kronos Record.

7. Pick up and deliver the final paycheck to the employee.

8. Complete the Termination Checklist.

HR Admin Termination Web Site

Job Aid: Termination Web Form

Termination Checklist

Termination Spreadsheet

Footer Links: