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Appoint Postdoctoral Scholars

 If you are a new Postdoc Administrator, read the section to "Gain Access to Postdoc Web Forms System"

Overview of appointment process:  See Job Aids for Invite and Recommendation Form for details

  • Step 1:  The appointing Faculty member/PI identifies a candidate for a postdoctoral position
  • Step 2:  Postdoc Admin initiates an invite to the Prospective Postdoc in AXESS
  • Step 3:  Prospective Postdoc goes online to complete and submit a Data Form and upload supporting documents
  • Step 4:  Postdoc Admin reviews and approves the Information Sheet
  • Step 5:  Postdoc Admin creates and submits a Recommendation Form
  • Step 6:  Departmental Manager reviews and approves Recommendation Form, generating the offer letter
  • Step 7:  Prospective postdoc goes online to accept the offer letter
  • Step 8:  Postdoc Admin completes final review of Recommendation Form and submits to OPA for approval
  • Step 9:  OPA reviews and approves Recommendation Form

Download a Flowchart of this process  Postdoc Web Forms Workflow Roles and Responsibilities

Documents required for appointment:

General requirements (should be uploaded in PDF format):

  • Copy of the doctoral diploma or degree certificate; English translation required if issued in foreign language
    • In the absence of a diploma or degree certificate, a Letter of Completion is acceptable, IF:
      • Letter is issued by a Registrar or equivalent central office (letters issued by the academic department are not accepted)
      • Letter confirms the date ALL degree requirements were completed, including submission and acceptance, defense of thesis, and the expected date of degree conferral
      • See examples:  Sample Degree Verification Letter 1 and  Sample Degree Verification Letter 2
  • Recent and complete Curriculum Vitae
  • Any external Notice of Award/Funding Letters
    • Notice/Letter must provide dates of the award, the funding total, and a breakdown of any amounts intended for benefits or other coverages beyond the salary amount
    • Currency conversion printout is required if Notice/Letter indicates payment in a foreign currency
  • For international scholars: copy of bio-demographic passport page, and any prior US immigration documents (DS-2019s, I-20s, etc.)
    • For J-1 Scholars, Postdoc Admin submits a DS-2019 request web form along with the Recommendation Form
    • For F1 OPT Scholars, Prospective Postdoc uploads a copy of the EAD card or proof of application for EAD
    • For H-1B visa holders, Prospective Postdoc uploads a copy of the most recent I-797 approval notice
    • For Permanent Residents, Prospective Postdoc uploads a copy of the green card
  • New Requirement for Scholars who have previous postdoctoral research experience or if any previous research experience is being discounted:
    • Complete a Research Experience Calculator spreadsheet to support the number of months entered in the "Research Experience noted by Department" field on the Recommendation Form
    • Save the Research Experience Calculator spreadsheet as a PDF document and upload to the Recommendation Form
    • See the Calculate Research Experience page for more detailed assistance

Processing Guidelines:

  • Recommendation Form Processing Timelines:
    • For U.S. Citizens, Permanent Residents and F1 OPT visa holders: 5 - 7 business days in advance of the requested appointment start date
    • For J-1 Scholars: A minimum of 8 weeks is required to for DS-2019 processing, 9-10 weeks is preferred in advance of the requested appointment start date
  • Appointment start and end dates must coincide with J-1 DS-2019 program start and end dates
  • Funding levels in the Recommendation Form must match those attested to in the DS-2019 Form
    • Exception: If DS-2019 period is more or less than a one year increment, funding should be prorated accordingly
  • Recommendation Form and DS-2019 Forms should be submitted concurrently to OPA for review and approval
  • If proof of degree (diploma, degree certificate, sufficient Letter of Completion) is not submitted on or before the postdoctoral appointment start date, the appointment may not start and the department must appoint him/her as a Visiting Student Researcher until proof of doctoral degree can be furnished. Information on Visiting Student Researcher status can be found at:
  • Proof of outside support must be provided If the postdoc will receive funding support from fellowships, scholarships or awards outside of Stanford
    • The award letter should be uploaded by the candidate with the other documents listed above
    •  No support by personal or family funds is allowed
    • Typical examples of this type of support is the home country government, educational institution, Stanford Hospital (SUH), Palo Alto Veterans’ Administration Medicine Center (PAVAMC), fellowship paid directly to the scholar, etc.
    • This proof is normally a copy of a letter from the sponsoring institution; an English translation must be included, if appropriate
    • The letter must include the start and end dates of support, the amount of the support and the name of the institution or fellowship which is supporting the fellowship training while at Stanford
    • Exchange rates can be easily retrieved from the Oanda currency converter
    • The total annual pay to the scholar, from all sources, must meet a minimum level based on years of research experience
  • MD holders who will be performing clinical duties outside of a fellowship program or who will be billing for services must sign the  Agreement For Services Outside of Fellowship
    • The signed copy must be provided by either the postdoc/fellow or the postdoctoral administrator via an upload into the online form

Searching for a Student ID (EmplID):

Be aware that it takes 24-48 hours (or longer during high volume times) for the Student ID to be created after appointment approval. If you do not have access to PeopleSoft or GFS to search for the student ID#, please use this method:

  1.  From AXESS, click the Postdoc Administrative Forms tab
  2.  Click the Change Transactions button
  3.  Click "Add"
  4.  Click the magnifying glass to the right of the Student ID field
  5.  In the Look Up box, enter the postdoc’s first and last names
  6.  Click "Look Up"
  7.  The student ID is displayed in the Search Results
  8.  Write down (or copy and paste) the ID number
  9.  Exit the look up box; exit the change form without saving or submitting.

For Clinical Trainees:

For Joint Clinical Instructor appointees in the School of Medicine:

  • Signed copy of the CI letter
  • In the case of a clinical postdoctoral trainee, signed agreement of services outside of the fellowship