Stanford University
Postdoctoral Scholars

November 2011

Appointment and Visa Processing Deadlines for OPA Winter Closure

Dear Administrators,

In accordance with the University winter closure period, the Office of Postdoctoral Affairs will be closed from Monday, December 19th to Monday, January 2nd. Regular operations will resume on Tuesday, January 3rd 2012. The following deadlines apply to transactions you submit to OPA which you would like reviewed and processed before Winter Closure.

OPA reviews and approves appointment actions (new appointments, terminations and changes) within 2 to 5 business days from receipt, provided that the submissions are accurate and complete. As such, requests received by Wednesday, December 14th will be approved and a PeopleSoft student record created no later than the end of business on Friday, December 16th. This deadline applies to postdoctoral scholars who are US citizens or permanent residents only.

International Scholars require additional processing steps, in two offices, of the related visa documents, and therefore additional time. As such, the following deadlines apply to new appointments, terminations and change requests for international postdocs:

• Initial Postdoc Appointments (Recommendation Form) and DS-2019 with a January start date: November 28 (in order to meet Bechtel’s deadline of December 5)
• Appointment Extension (Change Form) and Extension of DS-2019: December 6 (in order to meet Bechtel’s deadline of December 12)
• Changes in start date or early termination and the accompanying amendment of existing DS-2019: December 14 (in order to meet Bechtel’s deadline of December 14)
If there is a change in start date, process Change Transaction to indicate new start date after Recommendation Form has been approved and record loaded to PeopleSoft.

• Initial Appointments (Recommendation Form) or Extension of Appointment (Change Form) for holders of H1B visas: November 30 (in order to meet Bechtel’s deadline of December 2). This applies to petitions that do not require Review Board decision. Please contact Tammy Wilson,, with questions.

Holidays and Winter Closure - Postdoctoral Scholars - 2011

To: Postdoctoral Scholars, Faculty and Administrators

In accordance with University holidays and Winter Closure, the Office of Postdoctoral Affairs (OPA) will be closed during winter break starting 5:00 pm on Friday, December 16, 2011 and will re-open at 8:00 am on Tuesday, January 3, 2012. OPA will be also closed for Thanksgiving on Thursday, November 24 and Friday, November 25, 2011.

Although the University observes a mandatory shutdown for the two-week Winter Closure period, areas with critical responsibilities and many laboratories and research activities will continue to operate during all or part of the closure period (i.e., clinical units, lab animal facilities, some research labs, Lane Library, etc.). The mandatory time off and use of vacation days required from staff during Winter Closure do not apply to Postdoctoral Scholars.

Five days are designated University holidays in November and December 2011:
Thanksgiving Holiday: Thursday, November 24 and Friday, November 25, 2011
Winter Closure: Friday, December 23; Monday, December 26; Monday, January 2, 2012.

Postdoctoral Scholars may observe the official University holidays on the dates above or at a time agreeable with their faculty/PI's designated holiday research group/lab schedule. Postdoctoral Scholars may not cover the five designated holidays with their accrued days of paid sick or vacation leave.

Postdoctoral Scholars may request paid time off from their annual balances through the usual channels. Postdoctoral Scholars may accomplish their assigned work, without taking leave, from remote locations during Winter Closure if their labs are: not fully staffed or closed and their PIs approve of this arrangement. If neither paid leave nor remote work arrangements have been approved, then Postdoctoral Scholars are expected to report daily except for the designated days during the break that the laboratories will be completely closed. Postdoctoral scholars are encouraged to talk directly with their PIs and department administration about the operating schedules for the research activities within their areas.
Best Wishes,
Office of Postdoctoral Affairs

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