VIEWS: 3 PAGES: 3 POSTED ON: 9/29/2011
Department of Electrical Engineering Postdoctoral Scholars Definition Postdoctoral scholars are students who: - Have obtained a Ph.D. within the last 3 years. - Are invited to work with an EE faculty member (for a maximum of 5 years). Please see the Postdoctoral Studies section of the Stanford website for more information on the postdoctoral student category. Inviting a Postdoctoral Scholar Please submit the following to Mimi Qian, in the Student Services Office, at least 8 weeks prior to the start date of the appointment: o Doctoral diploma. If postdoctoral fellows do not have a diploma, an official letter from their university showing the completion of doctoral degree requirement is necessary. o A copy of the photo page of the postdoctoral fellow’s passport, showing their full legal name. *If the postdoctoral fellow is not US citizen, please include any previous visa- related documents such as IAP-66, DS-2019, US Visa stamps on passport, OPT application or OPT-EAD Card, any receipts of pending change of status petitions. o Postdoctoral fellow’s email address (that is very important and will be used for the web form processing until the postdoctoral fellow arrives at Stanford.) o A copy of their current C.V. (or resume). o A recommendation form with the start and end dates of appointment, area of research, date of degree conferral, funding sources, signed by sponsoring faculty. o Proof of support/funding attestation document (e.g. award letter or letter from the paying institution) if the postdoc will be paid directly by an agency, home country institution, PAVAMC, SUH, etc. If the postdoc will be paid by the faculty please provide the funding source with a current and active PTA number. Webform Process Please refer to the Implementation Guidelines below for complete process Initial Invitation Once Mimi receives the information listed above, she will initiate the invitation to the postdoc via the postdoctoral web forms, which will require the postdoc to go online and upload all the required documents. Mimi will then review these documents and submit the recommendation web form (an FYI will be sent to the sponsoring faculty). Once approved by the department, the postdoc will login to the portal to accept or decline the invitation. Once the postdoc accepts their offer, the transaction is routed to the OPA for review and approval (an FYI is sent to the Bechtel center). Reappointing a Postdoctoral Fellow Submit reappointment letter signed by the faculty and postdoc as well as supporting documents to Mimi. Mimi will process the changes via the postdoc web forms. If the change is related to a salary change, the updated postdoc payment form is required. If the payment is for separate academic years, please submit 2 payment forms (for each academic year). Mimi will process the changes through GFS. For DS-2019 extension, please send Mimi a copy of the new DS-2019. Terminating a Postdoctoral Appointment Send the termination form and the cancellation payment form to Mimi; she will process the termination via the web forms and process the payment cancellation in GFS. Benefits Session All postdoctoral scholars must attend a mandatory Postdoc Benefit Session that is the opportunity for new incoming postdocs to learn about the benefits offered to them. Benefit Session Time: 10:00AM - 11:30 AM, Thursday Postdoc Benefits Session location unless otherwise noted: Redwood Hall G-19, 243 Panama Street, Stanford, CA 94305 Once the Scholar has completed the benefit session, he/she must complete the Patent and Copyright Agreement (SU-18). International Scholar Faculty who invite international scholars should consult the J visa page of the Bechtel International Center for information concerning any required visa. Once the application packet has been submitted to the student services office, the faculty administrator should proceed J Scholar Visa Requests in Axess. Paying a Postdoctoral Scholar The University establishes minimum pay levels based on the years of cumulative research experience a postdoctoral scholar has when appointed. More information on Stanford’s Funding Guidelines can be found online. The postdoc registration fee is $125/quarter. If the postdoc’s salary is paid through Stanford University, the registration fee will be covered by university funds, otherwise the sponsored faculty will supplement it. Postdoctoral Scholar Benefits Scholars are entitled to receive a student photo identification card, which permits use of the University Library at the same level as other non-matriculated students and use of recreational facilities. Postdoctoral fellows are also eligible for a Stanford email account at no charge. On-campus housing is available for postdoctoral scholars only after all matriculated Stanford students have obtained housing. Given that student housing is extremely limited, for planning purposes, it is best to assume that student housing will not be available for a scholar. Implementation Guidelines for Initial Invitation The EE Student Services Office is the liaison between the EE Faculty (or Faculty Administrator) and the University’s Postdoctoral office. As such, it is the responsibility of the Faculty (or Faculty Administrator) to gather the necessary materials for submission: Faculty Administrator EE Student Services (Mimi Qian) Collects all data as listed above and submits documents Reviews, verifies and processes to Mimi Qian. invitation to Postdocs (Mimi begins the online process of inviting the postdoctoral fellow via the web forms). Submits DS-2019 by using the unrestricted PTA for the Visa Processing fee $125 and lists Mimi Qian as a contact for the EE department in the DS-2019 request form. Picks-up DS-2019 from the Bechtel Center and mails it to the Scholar. Provides a copy of the DS-2019 to Mimi Qian. Confirms the Postdoc arrival date to Mimi Qian. Registers the Postdoctoral Scholar for Benefit Session Provides a copy of the J visa, I-94 card to Mimi Qian Keeps I-94 card in the Postdoc file. (once the Scholar is at Stanford). Submits the unrestricted PTA for Postdoc health Enters to the Postdoc health insurance insurance if supported by outside funding or less than system. 50% of university funding. Submits the Postdoc payment form to Mimi Qian for Completes the employment paper salary payment if supported through the university. work. Submits the supplement form by using the unrestricted PTA for Postdoc tuition $125/qtr if supported by Processes payment in GFS. outside funding. Submits the amendment letter for any change (start Submits the change web forms to OPA date, salary, funding source, etc.) to Mimi Qian. for approval. Submits the reappointment letter when continuing a Submits the change web forms to OPA scholar’s appointment beyond the dates of for approval. recommendation form. Submits termination information to Mimi Qian at least Submits the termination web form ti 30 days prior to the termination date. OPA for processing. Submits the Postdoc payment cancellation form. Process payment in GFS and requests the termination checks.
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