Stanford University
Postdoctoral Scholars

Ending Postdoctoral Appointments

For any postdoctoral appointment that is ending, the postdoctoral administrator must submit a Termination Form in PeopleSoft at least 30 days prior of the end date of the appointment. The form is necessary in order to end the appointment, benefits, and update SEVIS.  The department is responsible for:

  1. submitting any necessary forms to Bechtel in order to amend the J1 program in case of appointments ending prior to their term date. 
  2. ending all pay lines associated with the scholar.
  3. obtaining a forwarding address from the postdoc and entering that information in the online Termination Web Form.

The postdoc will be mailed COBRA (insurance) materials to the forwarding address provided; s/he is eligible to extend existing medical and/or dental insurance coverage.

Terminations submitted after the 30-day window are considered late.  The department may incur charges for premiums beyond the termination date on the form.  Additional penalties may be incurred in relation to compliance with the insurance and visa regulations.

Early Termination: When the sponsoring faculty ends the postdoctoral appointment prior to the current appointment end date, an early termination process applies.  Faculty sponsors should give the postdoc an early termination notice at least 30-60 days before the early termination date occurs, with a copy to the Assistant Dean for Postdoctoral Affairs. In cases of funding shortfall 90 days is typical. The notice must follow the University’s template.

If the postdoc is on a visa, the faculty sponsor must also provide a written/e-mail notice of the early termination date to the Bechtel International Center. Check here for more information regarding the early termination process.  An early termination process does not apply if the scholar is resigning from the appointment prior to the end of the appointment contract.  A Termination Form is still required in the case of Early Terminations.

Terminating an Approved Appointment That Did Not Begin: In a case where the appointment has been approved but the scholar rescinds the appointment acceptance prior to the appointment start date, a termination web form is required to end the appointment and stop the accrual of tuition fees and benefits charges. When creating the termination web form, please enter the appointment start date in the New End Date field to show the appointment did not begin.

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