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

Other Teaching Titles

Appointments to the following positions require approval of the department chair and school dean. These appointments may be for a specific period of time or for a continuing term (subject to programmatic need and/or funding), with or without salary, and for various percentages of time (Admin Guide 23.1).

The DOM Faculy Affairs web site describes the functions of "Other Teaching" positions in detail. These positions include:

Policies and Procedures for Other Teaching Titles

Below are some useful links that can provide you with Stanford's policies and procedures for your Teaching 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 specific needs that pertain to these Teaching appointments, please see the SoM Handbook.

OTHER TEACHING STEPS RESOURCES/ FORMS
create/ update a position For the appointment process visit the DoM Faculty Affairs web page. If the appointment has been approved and you need a position number please contact Nancy Winningham.  
     
Create A Requisition Requisitions are not created for Other Teaching Titles.  
     

Hire the Candidate

 1. Once the appointment has been approved by the appropriate departments (Dean's Office, Chair's Office), forward the approval email 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. Send the following documents to Payroll, MC 6112:

4. 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)

5. Create Labor Schedule in Oracle (if being paid by Stanford).

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

7. Email STARS Enrollment Administrator to request registration for required SoM Respectful Workplace Briefing (Note: The next session is scheduled for August 2, 2006 from 2-3pm; please use Catalog # MHRG-1000-080206 when enrolling in STARS).

Termination Spreadsheet    

Job Aid: Hire Web Form

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.)

Clinician/Educator Benefit Package - see Liz or Shauna

     
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 position, but is changing FTE or salary. Contact DOM Faculty Affairs if there is a change in FTE/salary. All changes in FTE and/or pay must be approved by the Dean's Office before proceeding with the following steps.

1. Email the approval to change FTE and/or pay (this usually comes from Dean's Office or Nancy Winningham) to DOM HR.

2. Create an Employment Update Web Form, using the appropriate action/reason codes. If you need assistance determining the correct action/reason code, email DOM HR. Make sure to update both APPSAL and PAYSAL, if applicable.

3. Confirmation of the FTE/Pay change will be emailed to the Web Form Originator once it has been loaded into PeopleSoft.

Job Aid: Employment Update Web Form
     
job reclassification Other Teaching positions are not reclassified, visit the DoM Faculty Affairs web page for Appointments, Reappointments, and Promotions.  
     
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. After the supp pay has been approved, create a Supplemental Pay Web Form.

Note:

  • Earn Start Date and Earn End Date should be the dates you want the Supp Pay to be paid out (retro dates should NEVER be used)
  • Be careful that your Earn Dates do not cross over more than one pay period (unless you are setting up a recurring pay over a certain time period)
  • If you are paying more than than one supp pay with the same Earn Code in the same pay period, make sure the Sequence #s are different and you use different Earn Start Dates within the same pay period.

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
     
Leave of Absence - Personal/ SABBATICAL

Visiting, Consulting, Acting: Please contact DOM Faculty Affairs regarding personal leave issues.

Instructors:

  • Vacation and sick leave do not accrue
  • Subject to the same personal leave policies as regular Exempt Staff
  • Not eligible for Sabbatical
Clinician/Educators:
  • Granted one month of time off with pay each year, which may be taken all at once or in increments throughout the year
  • Eligible for leave related to Professional Development
  • Subject to the same personal leave policies as regular Exempt Staff
  • Not eligible for Sabbatical

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/ retirement

To initiate the Layoff/Termination/Retirement procedure for these Teaching positions, please contact DOM Faculty Affairs.

Stanford Termination Policies and Procedures for Other Teaching Titles:

If the employee is transferring to a position outside of the Department of Medicine but staying at Stanford:

1. Email DOM HR with a request to Release the Job Record, including the following information:
  • Effective Date of Hire (into new job)
  • New Dept Org Code
  • New Position Number
  • Paid Annually or Hourly?

If the employee is leaving Stanford:

1. Submit a Termination Web Form.

2. The employee should contact BenefitSU for termination benefits eligibility, including Retirement Eligibility.

3. Contact BenefitSU for termination benefits eligibility, including Retirement Eligibility.

4. Send a copy of the termination letter to DoM Faculty Affairs.

5. Pick up and deliver the final paycheck to the employee, if applicable.

6. Complete the Termination Checklist.

HR Admin Termination Web Site

Job Aid: Termination Web Form

Termination Checklist

Termination Spreadsheet

 

 

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