Who We Are
The Vice Provost and Dean of Research (VPDoR) Human Resources team is here to help all Academic and Non-Academic staff with guidance, resources and support during your tenure with us! We hope our website provides you with quick and easy references to your human resources inquiries.
Our purpose is to foster a work environment that develops, rewards and retains a talented, productive and diversified workforce. We aim to embed our work environment with our core values of accountability, collaboration, growth and adaptability, and people first. We work in partnership with staff and managers through all HR-related matters including recruitment, staff engagement, performance management, and learning & development opportunities. We want to support a culture of wellness, diversity and inclusion, as well as encourage work-life balance while connecting you with the best that Stanford has to offer. It is our goal to continuously improve upon our processes and services through various initiatives. We welcome your feedback on an ongoing basis – simply email VPDoR HR with your suggestions. Please do not hesitate to contact our team with additional questions – we are here to help!
Please contact us via email with your inquiries.
Senior Human Resources Manager
Senior Human Resources Associate
Senior Human Resources Manager
Senior Human Resources Manager
Director of Human Resources
- Community & Belonging
- Wellness, Support & Guidance
- Ethics & Compliance
- Employment Law Postings
Learning and Development
Stanford Administrative Champions (SAC)
Stanford Administrative Champions, is a multi-department process improvement team, that identifies and develops solutions for problems that are administrative in nature.
The Success Partners Peer Mentorship Program is a voluntary peer mentorship program that is university wide and is intended to bridge the knowledge gap for new administrative staff at Stanford.
Cardinal@Work Course Catalog
We encourage you to explore the Cardinal@Work website for professional development courses that are updated regularly.
We encourage people leaders to explore the Manager Forums for professional development sessions that are offered by University HR regularly.
Inclusion, Diversity, Equity, and Access in a Learning Environment (IDEAL)
Growing Leaders at DoR (GLAD)
HR Policies & Procedures
In response to the ever-changing status of COVID-19, VPDoR has collated resources to assist our units and their staff with a safe approach for returning to work. Please view the resources below at your convenience.
- Admin Guide 2.0: Human Resources
The Admin Guide Chapter 2 covers all policies related to employment, including the hiring process, compensation, benefit programs, workplace conduct, training, performance reviews, insurance, and protection of privacy. For further questions on HR policies, please contact your HR Manager.
- Admin Guide 2.3.5: Disability and Family Leave
Stanford has a new disability and leaves administrator: AbsenceOne, which is a partnership between Prudential, who underwrites the insurance coverage, and Sedgwick, who manages claims for Prudential.
AbsenceOne makes it easy for you to navigate your leave when you need to care for yourself or for a family member. Common leaves include maternity leave, parental bonding time, helping a loved one recover from surgery, or recovering from your own non-work-related illness or injury. For any given disability or leave claim, there are state and federal laws that may provide job protection, and at Stanford, you may also continue to receive some or all of your regular pay from a combination of disability insurance and your accrued time off. But you don’t need to be an expert in these areas; that is one reason AbsenceOne exists, to guide you through the process.
About the new portal
Employees, managers and local HR will also have access to the AbsenceOne portal, an easy-to-use hub to view the status of your leave. You will be able to:
check your claim status
upload medical certification and doctor’s notes
set up communication preferences (mail, email or text) and direct deposit
send an email to your claims examiner
access a resource library.
Your manager and local HR will also be able to check your claim status and confirm your return to work date from the portal. To access the portal, look for the My Leaves button in Axess or in the Time Away section of Cardinal at Work, and you will be able to log in with Single Sign On using your SUNet ID. You can also start or check a claim by calling AbsenceOne.
Steps for taking a leave and other resources
Cardinal at Work is updated to reflect the new vendor contact information, but the first few steps in this process remain the same: If you believe you need a leave of absence, talk to your HR manager about the type of leave you need, notify your manager of the leave and call AbsenceOne to start a claim. AbsenceOne will let you know what information they need from you and will confirm your eligibility for different leave types; they will also work with the Disability and Leaves Services team within University Human Resources, who will manage your timecard and ensure that your Stanford pay is correct.
- Admin Guide 1.8.1 Protection of Minors/Mandated Reporters
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 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.
- Admin Guide 1.7.1: Sexual Harassment Prevention Policy
The Sexual Harassment Policy Office offers three different harassment prevention programs. The following table outlines the appropriate training programs for specific positions:
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 firstname.lastname@example.org
Onboarding Resources for New Hires
- Virtual Onboarding at Stanford
- Virtual Onboarding at VPDoR
GPS Program & Performance Evaluations
Grow & Perform @ Stanford (GPS) Program
Recording of Manager Training Session from June 2021 (Goal Planning/Setting; includes system demo starting at 33:30)
Consolidated List of Ideas for DEI Goal (includes helpful links to DEI resources on 1st page)
Recording of Manager Training Session from November 2021 (Midyear Check-ins; includes system demo starting at 24:51)
Recruiting: Benefits-Eligible Staff
Job Posting Template (Non BU)
Stanford Recruitment Brochure (provide to potential candidates)
Stanford Benefits Flyer (provide to potential candidates)
Hiring: Benefits-Eligible Staff
Complete Form I-9 - to be completed within 3 days of hire
Hiring: Contingent Staff (Casuals/Students/Temps)
CardinalTemps Services (Optional: if using 3rd party agency)
Temporary/Casual Assignment Letter - must be signed by employee prior to conducting a background check
Complete Form I-9 - to be completed within 3 day of hire
Form I-9 Process
Verify Eligibility for Employment (Form I-9)
To comply with U.S. law, Stanford must verify eligibility for employment for all new employees – within three days of hire – by collecting a Form I-9 (basic version or smart version) and reviewing original documents establishing the employee's eligibility to work in the U.S. The employee, the hiring department and Payroll all have roles and responsibilities in the I-9 collection process.
The following are the current options for processing the Form I-9:
Onsite I-9 Verification: HR Representative provides employee with I-9 on or before first day of work to be completed by an in person verification.
Form I-9 Co-Op Sessions
Units under the VPDoR can utilize any co-op Form I-9 location for their new benefits-eligible employees and re-verification of the original documents that were previously completed virtually.
For contingent and student employees, they can schedule an appointment with two of the UHR locations or at a VPDoR co-op
Postdocs should visit the VPDoR co-op only
Please direct your new and current employees to schedule an appointment at the I-9 appointment webpage
Remote I-9 Verification
I-9 Anywhere: I-9 Anywhere is a pilot service that enables new hires and existing employees who need to complete/reverify their I-9 document to choose from a network of commercial verifiers located throughout the U.S.
Authorized Agent: Complete the I-9 with our local partner universities or colleges.
See more information about these options here.
New hires or returning employees should submit their completed Section 1 of the Form I-9 by the end of the first day of work, and present original documents to the department/HR administrator within three business days from the first day of work.
Collect and review the completed Form I-9
Have the Employee sign and date the form
Verify original documents
Make document copies and return originals to the employee
Department/HR Administrators complete section 2 and submit documents to payroll
Please visit Fingate for a detailed overview of the verification process.
- Employment Transitions
- Payment Requests
Supplemental Pay Request Form (Process this request in Manager Center, single transactions)
Off-Cycle Check Request Form (Process this request using the HRO form and submit to your HRM)
Bulk Payments: One-Time Payments (Use for Multiple Bonuses, 5 or more transactions)
Bulk Payments: Recurring Payments (Use for Multiple Bonuses, 5 or more transactions)
Bulk: DSL Internet Stipends (Use for Multiple Bonuses, 5 or more transactions)
- Axess Timecard Resources
Meal Break Penalty Waiver (only for Part-Time Non-Exempt Employees)
Time & Leave Administrator (TLA) - Roles & Responsibilities
- Transaction Forms & Template Letters
Employment Update Form (Academic Staff)
Employment Update Form (Regular Non-Academic Staff & ASRs)
- Hybrid (Telecommuting) and Remote Working Agreements
Stanford Admin Guide Section 2.1.20 provides definitions, requirements, and obligations for all staff that request a flexible work arrangement. All flexible work arrangements must be approved by the department and VPDoR office.
Please review and complete all of the items below prior to initiating a new hybrid (telecommuting) or remote working agreement. Please also ensure that the employee contacts the Stanford Benefits office to verify any impact that may be associated with the new work location.
- Student Internships
- PeopleSoft HR Management
Employee and retiree records are managed using PeopleSoft HRMS. To update an employee's data in PeopleSoft, please email your DoR HR Manager along with the corresponding HR form.
HR users may access PeopleSoft from the Axess system under the HR Admin tab
PeopleSoft Job Aid - Job Data: View employment-related information for an active or terminated employee
PeopleSoft Job Aid - Personal Data: View personal information such as Date of Birth, addresses, STF Service Date, citizenship, etc.
PeopleSoft Job Aid - Search Match: Verify if an incoming employee has an existing Employee ID or University ID at Stanford before requesting to hire the person to PeopleSoft
Update an employee's legal name:
Verify the employee's new legal name via a Social Security Card or other legal document
Send the employee's new legal name (First, Middle, Last) and the effective date to your HR Manager
Employees can update their preferred name in StanfordYou
Update an employee's address:
Employees can log in to StanfordYou and update their address at any time under the 'Maintain your directory information' tab
Employees can also maintain their emergency contact information in StanfordYou
Information changes saved in StanfordYou update PeopleSoft on a nightly basis and flow to the benefits system automatically within a few days
Former employees should email their updated address to the local HR contact and then DoR HR can send the update to HRT to update the system
Note: W-2s for former employees are mailed out to the address on file by January 31. It is up to the department to keep the address up to date. W2s are not emailed to former employees. To request a W-2 reprint starting February 15, please follow instructions on Fingate
For additional assistance, former employees can contact the Payroll Office directly: email@example.com
- OBI HR Reporting
OBI HR Reporting provides authorized HR users to pull information from PeopleSoft for reporting functions by org code or employee.
HR users may generate reports at bi.stanford.edu > Catalog > Share Folders > HR-Payroll-Benefits System
OBI HR Reporting Job Aid: Outlines information on the reporting structure, how to run reports with screenshots and quick steps, and helpful tips and guidelines for expected results.
Common HR reports include: Emergency Contact, HR Supervisor, Activity, Contingent Workforce Audit, Dates, Gross Pay, Print-A-Person, Salary List
- Axess Timecard
The Axess Timecard Online Learning System should be completed by all new hires, supervisors, Time and Leave Administrators, employees transitioning to/from an exempt/nonexempt roles, and employees who need a refresher on how to use the Axess timecard
Time and Leave policies
AG 2.1.5 Compensation of Staff Employees: Hours of work, rest/meal periods, non-exempt vs exempt, overtime compensation, alternative work schedule, special compensation situations
AG 2.1.6 Vacations: Accrual rates and use of vacation
AG 2.1.8 Miscellaneous Authorized Absence: Paid absences (voting, jury duty, court appearances, PTO, Bereavement, Military, Organ Donor), other absences, policies for leaves, guide to supervisors
AG 2.1.13 Paid Holidays: Eligibility, Schedule, Floating Holiday, holiday pay special scenarios
AG 2.1.21 Sick Time for Temporary and Casual Staff Employees: Contingent employees accrue sick time at the rate of .03334 hours per hour of straight time, or one (1) hour for every 30 hours worked
- Taleo Applicant Tracking
Taleo is Stanford's Applicant Tracking System that assists in the recruitment process for benefits-eligible staff.
User Roles (in order from highest - lowest authority):
Recruiter - Access is limited to HR Directors, HR Managers and Employment Specialists. This access enables you to view all requisitions and candidates (excludes confidential requisitions). You must complete pre-requisites to gain access. To learn more about Recruiter Authority, reference the Recruiter Authority FAQs.
HR Rep - School and VP area human resources staff have administrative access to creating requisitions, and candidate management for the requisitions assigned to their school or area.
Hiring Manager - Managers hiring a staff member can view assigned requisitions and can change step and status for candidates up to the interview completion step. See the Hiring Manager tools in the Cardinal at Work website.
Collaborator - Others participating in the selection process can view requisitions assigned to them, review and compare candidates, and share resumes with others. See the Watcher/Collaborator tools in the Cardinal at Work website.
Your access can be found on Authority Manager under Human Resources > Applicant Tracking System
Taleo Job Aids
- HireRight Background Checks
Stanford seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. A background check provides independent verification of information about a job finalist before the offer to hire is final. The background check always includes a criminal court record search, and may also include independent verification of the highest level of education.
HR users may access HireRight at Hireright.com/login
Review the Stanford Background Check Policy
All background check policies and procedures, instructions, and forms can be found at hr.stanford.edu/processes/background-checks
For new hire staff, background checks should be initiated directly from the Taleo requisition after the offer letter has been extended
For new contingents and academic staff, background checks should be initiated directly from HireRight after the offer letter has been extended
CardinalTemps is a new system that offers a one-stop solution for managing the hiring of temporary staff at Stanford through the ZeroChaos platform.
Create a CardinalTemps account by emailing your SUNet and Department name to firstname.lastname@example.org
Login to iProcurement > Favorites > iProcurement Home > CardinalTemps icon
Use the CardinalTemps tools and resources to navigate the ZeroChaos platform, create a requisition, and manage candidates
Note: CardinalTemps will not affect temp/casual employees hired directly onto Stanford's payroll. You may continue to hire temp/casual employees onto Stanford's payroll by submitting the HR form to email@example.com
OpenText is Stanford’s current web-based electronic filing program used by Human Resources for electronic personnel file storage.
There is an overnight feed from PeopleSoft to OpenText when an employee is hired into a benefits-eligible position or when transferred from one department to another. The new organization will have access to the employee’s file the day after the transaction has been uploaded into PeopleSoft. The employee’s folder will be created in OpenText based on the action date for hires and rehires and the effective date for transfers and position movement (lateral, promotions and other movement) in PeopleSoft.
Log into Open Text by navigating to https://ecm.stanford.edu with your SUNet ID and Password. Please contact your HRM to request authority.
Resources and Support
For additional resources, visit Digital Personnel Files (e-files).