Human Resources & Academic Staff Research Program

The Vice Provost and Dean of Research (VPDoR) Human Resources team is here to help all Academic and Non-Academic staff with guidance, resources and support during your tenure with us! We hope our website provides you with quick and easy references to your human resources inquiries.

Our purpose is to foster a work environment that develops, rewards and retains a talented, productive and diversified workforce. We aim to embed our work environment with our core values of accountability, collaboration, growth and adaptability, and people first. We work in partnership with staff and managers through all HR-related matters including recruitment, staff engagement, performance management, and learning & development opportunities. We want to support a culture of wellness, diversity and inclusion, as well as encourage work-life balance while connecting you with the best that Stanford has to offer. It is our goal to continuously improve upon our processes and services through various initiatives. We welcome your feedback on an ongoing basis – simply email VPDoR HR with your suggestions. Please do not hesitate to contact our team with additional questions – we are here to help!

Please contact us via email with your inquiries.

Community & Belonging

• Staff Affinity Groups
• Diversity and Access Office
• Staff Disability Resources
• BeWell Programs
• Stanford Recreation & Wellness
• Cardinal at Work
• Faculty Staff Help Center
• Office for Religious & Spiritual Life
• Disability & Leave Services
• Campus Safety (plus Summary of Resources)

Ethics & Compliance

• Office of Ethics and Compliance

Employment Law Postings

The latest versions of the state and federal workplace postings electronically, and as PDFs may be found on the Cardinal at Work website here.

HR and AS-R Monthly Highlights

VPDoR HR and AS-R Monthly Highlights

Stanford Administrative Champions (SAC)

• Stanford Administrative Champions
• Success Partners Peer Mentorship Program

LinkedIn Learning

LinkedIn Learning

STAP Funds

STAP provides reimbursement for tuition, registration fees and required textbooks for any training activity directly related to your job or a career development effort. We encourage you to learn more about this program here (upon login, click on either "Sign in with your company account" or "Sign in with Google" buttons to login with your SUNet ID credentials).

• Dynamic View for ADs & Local HR - Overall Unit Data (updated quarterly; can export as .csv file)
• Dynamic View for ADs & Local HR - Unit Data by Employee (updated quarterly; can export as .csv file)

Manager Forums

Manager Forums

Administrative Guide

Administrative Guide

 

Research Policy Handbook for AS-R

Research Policy Handbook Ch. 10: AS-Rs

Working While Abroad Request Process

Working While Abroad Request Process

Working Abroad Request Form

Onboarding - Start Here

• New Staff Welcome Center
• Key Actions for Hiring Manager
• Key Actions For New Employee
• Welcome, Benefits & Retirement Presentations
• Resources, Offices, and Services Every Stanford Employee Needs
• Complete Flexwork Agreement (if applicable)

Onboarding at VPDoR

As new staff onboard at VPDoR, we encourage you to please be on the lookout for an invitation to join our New Hire Orientation. This quarterly event is hosted by the VPDoR HR and Academic Appointments Team and is a great opportunity to meet many of the following Dean's Office central teams who you may encounter during your time with VPDoR.

Central Finance	IT Strategy & Services	Facilities	Research Alliance Relations
Research Development Office	Faculty Affairs	Research Administration & Compliance	Shared Research Platforms

 

General Onboarding Resources at Stanford

We also invite you to explore the following resources at your leisure during your initial onboarding.

• Campus Life
• Campus Events
• Stanford Virtual Tour
• Stanford Virtual Visit
• Facts about Stanford
• History of Stanford

Grow & Perform @ Stanford (GPS) Program

• GPS
• GPS Resources and Tools
  • Goal Planning/Setting
    • 2023/24 Dynamic View for ADs and Local HR - Overall Unit Data(Updated each week on Monday morning; can expert as .csv file)
    • 2023/24 Dynamic View for ADs and Local HR - Unit Data by Employee(Updated each week on Friday morning; can expert as .csv file)
• Help Ticket for IT/System-related Issues in GPS

Coaching & Development Resources

• Building a Coaching Culture: Improving Performance Through Timely Feedback
• Coaching and Developing Employees
• Coaching Skills for Leaders and Managers
• Setting Team and Employee Goals Using SMART Methodology

Recruiting: Benefits-Eligible Staff

• Inclusive Talent Acquisition (ITA) Resources
• Recruitment Checklist (start here)
• JCRF Templates (additional library resource for ADs & local HR)
• Staffing Request Form
• Job Posting Best Practices
• Job Posting Template (Non BU)
• Diversity Sourcing and Recruitment Services (partnership with Another Source)
• Interview Tools & Guides
• Managing Implicit Bias in the Hiring Process: Quick Guide
• Best Practices for Creating a Diverse Search Plan
• Reference Check Guidelines & Tips
• Reference Check Template
• Checkster (Automated Reference Checking tool; training video)

Hiring: Benefits-Eligible Staff

• New Hire Justification Form
• Manager Toolkit for Offers
• Offer Letter Templates
• Complete Candidate Disposition in Taleo
• Background Checks
• Stanford Secure Hiring Portal (New Hires Only)
• Hire & Welcome Center Enrollment Form

Hiring: Contingent Staff (Casuals/Students/Temps)

• VPDoR Contingent Hire Process
• Cardinal@Work - Overview of Hire Process
• CardinalTemps Services (Optional: if using 3rd party agency)
• CardinalTemps Training & Best Practices
• FY24 Temp/Casual Employee Pay Structure
• FY24 Temp/Casual Employee Compensation System
• Stanford Employment Application SU-29
• Temporary/Casual Assignment Letter - must be acknowledged by employee prior to conducting a background check
• Assignment Letter Enclosures
• Background Checks
• Stanford Secure Hiring Portal (New Hires Only)
• Onboarding Checklist (Casuals/Temps/Students)
• Complete Form I-9 - to be completed within 3 days of hire
• Student-Temp-Casual Hire Form (for those not on Manager Center)
• Temp Casual FAQ_Updated 11.1.23
• How to Classify your Temp/Casual Employee

Form I-9 Process

Verify Eligibility for Employment (Form I-9)

To comply with U.S. law, Stanford must verify eligibility for employment for all new employees – within three days of hire – by collecting a Form I-9 (basic version or smart version) and reviewing original documents establishing the employee's eligibility to work in the U.S. The employee, the hiring department and Payroll all have roles and responsibilities in the I-9 collection process.

Policy: Rules and Regulations for I-9 Compliance.

The following are the current options for processing the Form I-9:

• Onsite I-9 Verification: Local HR Representative provides employee with I-9 on or before first day of work to be completed by an in person verification.

• Form I-9 Co-Op Sessions

  • Units under the VPDoR can direct new and current employees to schedule an appointment at the I-9 appointment webpage (UHR Locations). This service is available to benefits-eligible, contingent and student employees.

  • Please note that Postdocs must complete their Form I-9 with their local unit.

• Remote I-9 Verification

  • I-9 Anywhere: I-9 Anywhere is a service that enables new hires and existing employees who need to complete/reverify their I-9 document to choose from a network of commercial verifiers located throughout the U.S. 

  • Authorized Agent: Complete the I-9 with our local partner universities or colleges.

See more information about these options here.

New hires or returning employees should submit their completed Section 1 of the Form I-9 by the end of the first day of work, and present original documents to the local unit/HR Contact within three business days from the first day of work.

• Collect and review the completed Form I-9

• Have the Employee sign and date the form

• Verify original documents

• Make document copies and return originals to the employee

• Unit/HR Contact complete section 2 and submit documents to payroll

Please visit Fingate for a detailed overview of the verification process.

Classifications & Salary Planning

• Staff Job Description Library
• Staff Compensation
• Manager Toolkit - Recognize & Reward
• JCRF Templates (additional library resource for ADs & local HR)
• Reclassification Request Form (please note: reclassification requests will not be reviewed between the months of May through August due to the annual salary planning program)
• Bonus Template Letter
• Annual Salary Template Letter
• GPS Pay for Performance Guidelines (manager tool for assessing teams)
• Resources for Local Unit Salary Planning Administrators

Transaction Forms & Template Letters

• Employment Update Form (Process this request in Manager Center, single transactions)
• Position Management Change Form (Process this request in Manager Center, single transactions)
• Bulk: STF Reports To Changes for Contingents/Students

• Bulk: Reports To Changes for RBE/BU

• FTE Change Memo Department Request
• FTE Change Memo Employee Request
• Manager Toolkit
• Offer Letter Templates

Flexible Work Agreements (Hybrid and Remote)

Flexible Work – Cardinal at Work

Student Internships

• Guidelines & Checklist for Hosting Minors in Labs
• Guidelines & Checklist for Hosting Undergraduate from Other Institutions
• For more information about working with minors, visit Stanford's Protection of Minors website.
  • Video of Updated Protection of Minors Information
  • POM Policy Overview Slides
• 2021 Policies on Stanford Funded Experiential Learning for Undergraduates
• Office of STEM Outreach (OSO)
• California Work Hour Restrictions for Minors (applies to internships)

PeopleSoft HR Management

HR Systems Information

Transaction Request Forms

Oracle Business Intelligence (OBI) HR Reporting

OBI HR Reporting provides authorized HR users to pull information from PeopleSoft for reporting functions by org code or employee.

• HR users may generate reports at bi.stanford.edu > Catalog > Share Folders > HR-Payroll-Benefits System
• BI HR Operational Reporting: Outlines information on the reporting structure, how to run reports with screenshots and quick steps, and helpful tips and guidelines for expected results.
  • Common HR reports include: Emergency Contact, HR Supervisor, Activity, Contingent Workforce Audit, Dates, Gross Pay, Print-A-Person, Salary List, Supplemental Pay, Work Agreement Audit Report

Axess Timecard

• Meal Break Penalty Waiver
• Meal Break Penalty Waiver (only for Part-Time Non-Exempt Employees)
• HOW TO: Delete the Meal Break Penalty from Axess Timecard
• Managing Non-Exempt Employees (FAQ Sheet) 
• Time & Leave Administrator (TLA) - Roles & Responsibilities
• Make-Up Time Request Form
• Out of State Approval Form
• The Axess Timecard Learning System should be reviewed by all new hires, supervisors, Time and Leave Administrators, employees transitioning to/from an exempt/nonexempt roles, and employees who need a refresher on how to use the Axess timecard.
• Paying People – Fingate
• Time and Leave Policies - Admin Guide

Taleo Applicant Tracking

Taleo is Stanford's Applicant Tracking System that assists in the recruitment process for benefits-eligible staff. 

Hiring Manager tools-Cardinal at Work

CardinalTemps

Cardinal Temps

OpenText

OpenText is Stanford’s current web-based electronic filing program used by Human Resources for electronic personnel file storage.
 
Resources and Support
For additional resources, visit Digital Personnel Files (e-files). 

Employment Transitions

• Transfers within Stanford University
• Transfer Request Form
• Record Release Form
• Departures from Stanford University
  • Termination Request Form
• Retiring from Stanford University
  • Termination Request Form.

Payment Requests

• Supplemental Pay Request Form (Process this request in Manager Center, single transactions)
• Off-Cycle Check Request Form (Complete this HR Ops form and submit it to your VPDoR HR contact)
• Bulk Payments: One-Time, Supplemental Payment (Use for Multiple Bonuses, 5 or more transactions)
• Bulk Payments: Recurring, Supplemental Payments (Use for Multiple Bonuses, 5 or more transactions)
• Bulk: Internet (DSL) or Cell (CEL) Stipends (Use for Multiple Bonuses, 5 or more transactions)
  • Admin Guide policy 8.1.3 Provision of Mobile Equipment and Related Services
• Bulk: Bargaining Unit Step & Rate Increase
• Bulk: Hourly Rate and Standard Hour Changes for Contingents/Students