Postdoctoral Scholars in Degree Programs (GAP 5.11)
Summary
Provides for the simultaneous enrollment of a postdoctoral scholar as an advanced nonmatriculating graduate student and as a matriculated student in a Stanford graduate degree program
Rationale
Postdoctoral scholars are appointed at Stanford to a role that is defined within the category of advanced nonmatriculated graduate students. In some cases, the pursuit of an additional graduate degree can significantly enhance the specialized training and career preparation of the individual. Stanford has established a program called Advanced Residency Training at Stanford (ARTS) to facilitate these dual appointments.
1. POLICY
When it is determined by the faculty mentor that completion of a graduate degree program is in the best interests of an appointed postdoctoral scholar, the postdoc may apply to be simultaneously appointed to both matriculated and nonmatriculated Stanford status. Upon approval, the individual may apply to, and upon acceptance, enroll in a Stanford graduate degree program, while maintaining the status and benefits of a postdoctoral scholar appointment.
The individual is expected to abide by all policies pertaining to both postdoctoral scholars and graduate students. In cases when such policies conflict, such as access to benefits, the postdoctoral appointment supersedes (for example, these individuals have access to additional benefits as postdoctoral scholars, but do not have graduate student priority in housing).
In addition to the matriculation described in this policy, postdoctoral scholars at Stanford are permitted to audit, on an occasional basis and with the permission of the instructor, individual Stanford classes. Such auditing will not be recorded on a Stanford transcript, nor is it intended to lead to an additional degree.
1.1 Eligibility
This policy provides enhanced opportunities for individuals who have already been appointed as a Postdoctoral Scholar at Stanford. Appointment as a Postdoctoral Scholar at Stanford is subject to the policies outlined in Research Policy Handbook 10.3, Postdoctoral Scholars; postdoctoral scholar status is not available to enrolled graduate students.
Enrollment in a graduate degree program, while holding a postdoctoral appointment at Stanford, is contingent on: 1) approval by the postdoctoral scholar’s Stanford mentor, and 2) a successful application to and acceptance by the graduate degree program. Graduate program application procedures are defined in GAP 2.1, Admitting Graduate Students to Matriculated Study. All decisions regarding admission are made by the admitting department, subject to verification of credentials by the Graduate Admissions Office.
1.2 Financial Considerations
Postdoctoral scholars who are also enrolled in a graduate degree program under the provisions of this policy must be supported financially at the level required by Stanford for postdoctoral scholars (see minimum levels of compensation). During their enrollment in the degree program, these individuals remain eligible for the benefits of a postdoctoral scholar.
In addition, the scholar will be charged the tuition associated with the degree program in which they will enroll. Agreements related to the payment of the graduate tuition must be confirmed before the start of the degree program.
Postdoctoral scholars who make their own arrangements to enroll in courses or degree programs at Stanford, outside of the provisions of this policy, are responsible for paying associated tuition and fees.
1.3 Period of Postdoctoral Scholar Appointment
Postdoctoral scholar appointments are limited to five years. Postdoctoral scholars pursuing a graduate degree remain subject to this limitation on the period of postdoctoral appointment. Extensions may be granted on a case-by-case basis.
1.4 Leaves of Absence
If it becomes necessary for the postdoctoral scholar to take a leave of absence, it is expected that he or she will separate from BOTH the postdoctoral (PD) and graduate (GR) careers. Readmission will require reactivation of both careers.
1.5 Withdrawal from Program
A postdoctoral scholar may elect to voluntarily terminate EITHER the postdoctoral appointment or the matriculation in the Stanford degree program. Termination from one status will not necessarily end the other.
2. IMPLEMENTATION GUIDELINES
The separate procedures related to appointment as a postdoctoral scholar and admission to matriculated graduate study at Stanford are defined in the relevant documents (RPH 10.3, Postdoctoral Scholars and GAP 2.1, Admitting Graduate Students to Matriculated Study, respectively). The procedures below describe activating the postdoctoral scholar in a graduate degree program and providing the necessary financial support.
2.1 Processing Concurrent Appointments
| PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Discusses whether concurrent matriculation in a graduate degree program is appropriate for a postdoctoral scholar’s professional training and development. | Postdoctoral Scholar and Mentor |
| 2. | Provides guidance to the postdoctoral scholar and to the involved departments and programs. | ARTS office |
| 3. | Applies to the relevant Stanford graduate degree program. | Postdoctoral Scholar |
| 4. | Upon admission, notifies the Office of Postdoctoral Affairs of the postdoc’s intended matriculation. | Postdoc’s home department |
| 5. | Upon admission, notifies the Office of the Registrar of the postdoc’s intended dual registration. | Graduate Degree Program |
| 6. | Term-activates and matriculates the postdoc in a graduate career in the degree-granting program (NOTE: The postdoc will already have been term-activated as a nonmatriculated student with a PD career. The individual will therefore be appointed simultaneously in two careers in PeopleSoft SA). | Registrar |
| 7. | Activates the graduate tuition charge applicable to the graduate degree, and cancels the postdoc registration fee. | Registrar |
| 8. | Monitors the postdoc’s progress through the graduate degree program. | Advisor and Graduate Department |
| 9. | Determines, on a case-by-case basis, whether an extension of the “postdoc clock” is appropriate, and if it is, extends the maximum number of years for the appointment. | Postdoc Office |
2.2 Financial Support
| PROCESS STEPS | RESPONSIBILITY | ||
|---|---|---|---|
| 1. | Processes all financial support for the postdoc, including payments of graduate tuition in GFS. | Postdoc’s home department | |
| 2. | Provides guidance to the postdoctoral scholar and to the involved departments and programs. | ARTS office | |
| 3. | Aid-year activates the postdoc in GFS each year, selecting EITHER the TAL category of PD or GR. The choice of TAL category will direct how the individual’s financial support will be processed, either as a postdoc or as a matriculated student. | Postdoc’s home department | |
IF
PROCESSING THE SCHOLAR’S SUPPORT
AS A POSTDOC (TAL category = PD), USE THIS PROCESS FOR FINANCIAL SUPPORT. |
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| 4. | Enters and approves the postdoc’s agreed-upon financial support in GFS, charging half as salary on an appropriate research grant or contract, and the other half as fellowship tuition. | Postdoc’s home department | |
| 5. | Cancels the TAL line associated with the postdoc’s salary (this cancel’s the payment of the postdoc’s registration fee). | Postdoc’s home department | |
| 6. | Enters and approves the postdoc’s graduate tuition using the Fellowship Tuition panel in GFS. | Postdoc’s home department | |
| 7. | Monitors the postdoc’s financial support. | Postdoc’s home department | |
IF PROCESSING
THE SCHOLAR’S SUPPORT AS A GRADUATE
STUDENT (TAL category = GR or ENGR, depending on degree), USE THIS PROCESS FOR FINANCIAL SUPPORT. |
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| 8. | Enters and approves the postdoc’s agreed-upon financial support as either stipend or salary, or a combination of both, in GFS. | Postdoc’s home department | |
| 9. | If paying the postdoc with salary, enters the Research Assistantship appointment for a maximum of 20 hours/week. Either adjusts assistantship salary, or provides additional fellowship support, to provide compensation at the agreed-upon postdoctoral level. | Postdoc’s home department | |
| 10. | If paying the postdoc with salary, approves the associated TAL to pay the scholar’s graduate tuition. | Postdoc’s home department | |
| 11. | If paying the postdoc with stipends, or if additional graduate tuition is needed, processes the tuition payment using the Fellowship Tuition panel in GFS. | Postdoc’s home department | |
| 12. | Monitors the postdoc’s ongoing financial support | Postdoc’s home department | |
