HR Policies & Procedures
The Dean of Research HR staff is available to assist you and your employees.
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Disability and Family Leave Process
Disability and family leave is managed from beginning to end by University HR Disability and Leave Services (DLS). This process provides associate directors, local HR associates and employees with full support and guidance on disability or family leave.
They will coordinate directly with Stanford’s disability insurance vendor, the employee and the associate director before, during and if necessary, after the employee returns to work. DLS will ensure the leave and the employee’s pay are administered correctly and everyone involved is fully informed.
The Process
Role: Associate Director or Local HR Associate
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Notify DLS as soon as you know an employee is planning to take disability or family leave. Obtain basic information about the leave request (employee name, employee ID, last day of work and projected return to work date) and e-mail the information to the DLS Leave Coordinator as follows:
Kristi Martik
DLS Leave Coordinator
Email : 3-hrleaves@stanford.edu
Phone: 721-2970
Fax: 723-7669
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Instruct employee to contact Kristi Martik, DLS Leave Coordinator to begin the leave process. Provide an Employee Information Card. See Related Items below
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Notify Kristi Martik with leave updates. For example, if the employee tells you his or her leave is extended or if he or she has been released to return with restrictions or at a reduced schedule
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Workers’ Compensation process is slightly different and requires additional steps for you and the employee. Contact Kristi Martik for assistance
Role: Employee
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Contact Kristi Martik, DLS Leave Coordinator to begin the leave process and to answer any question you have about leave or pay while on leave
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Keep your supervisor, Associate Director/local HR Associate and Kristi Martik advised of any changes in your work status or return-to-work date
Role: DLS Leave Coordinator
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Contact Associate Director/local HR Associate and/or the employee to confirm the first day out and date of return
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Reach out to Associate Director/local HR Associate and/or the employee at certain points during a disability leave
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Assign the DLS Extended Leave Specialist to work with Associate Director/local HR Associate and the employee if he or she has been released to return to work with temporary work restrictions or will transition to long term disability
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Keep Associate Director/local HR Associate and the DoR Human Resources Manager updated
The DLS leave coordinator will have a confidential conversation the employee at the beginning of the leave to discuss:
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What type of leave is needed
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How to file a claim with Liberty Mutual
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Answer any questions about leave policy, benefit payments, and salary continuation
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Your responsibilities
Mandated Reporting for Child Abuse Process
California law requires individuals that have regular contact with minors (anyone under the age of 18) at Stanford to report known or reasonably suspected child abuse or neglect to the authorities. These individuals are known under the law as "Mandated Reporters." As employment, internship, program and research opportunities which involve regular contact with minors become known, associate directors/local HR administrators must contact DoR HR for discussion.
Mandated reporters are tracked locally in each of DoR’s units. Once a faculty, staff member or student is identified as a mandated reporter, associate directors/local HR administrators will:
- Present the identified individual with the mandated reporter communication memo, together with the text of the Acknowledgement Form and the California Penal Code Statutes, and place a copy of memo in the individual’s personnel file
- Ask the individual to follow the instructions on the memo to complete and sign the Mandated Reporter Acknowledgement Form in STARS
- Obtain a copy of the completion email sent from STARS to the individual. Place the email in the individual’s personnel file
- Keep an electronic list of mandated reporters in the unit
For comprehensive information and access to the above mentioned forms regarding Stanford’s response to mandated reporters, please visit http://uhr.stanford.edu/mandatory-reporting-child-abuse-and-neglect.
Sexual Harassment Prevention Training Policy
The Sexual Harassment Policy Office offers three different harassment prevention programs. The following table outlines the appropriate training programs for specific positions:
Position |
Course Name |
Course Code |
Registration |
|
Faculty or Supervisors (regardless of title) |
Harassment Prevention Training for Faculty and Supervisors |
Faculty and supervisors will be notified by email (Classroom or web training) Supervisors (regardless of title) |
|
| Non-supervisory Staff | Harassment Prevention Training for Non-Supervisory Staff | SHP-0002 | Via STARS (Classroom training) |
| Everyone Else (e.g. lecturers, graduate TAs, research associates, Post docs, Visiting Professors/Scholars) | Harassment Prevention Training for the Academic Workplace | SHP-0003 | Via STARS (Web Training) |
Everyone in the Dean of Research Office, except grad students (who are not TA's) and undergraduates, is expected to take one of the three harassment prevention courses.
We will rely on the associate director/local HR associate of each unit to notify individuals about this sexual harassment prevention training policy and to maintain records of completion. A certificate of completion is available for download and printing upon completion of training. Copies of these certificates should be kept in the department file, available upon request by the Dean's Office or other central University offices.
For assistance in running reports in STARS to provide records of completion for your review, contact the SHPO at 4-2120 or shpo-training@stanford.edu
