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!
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.
Advance your professional development with LinkedIn Learning's 13,000+ courses covering business skills, technology, creative topics and interpersonal skills vital to your effectiveness. Videos are available 24 hours a day, 7 days a week and can be viewed on your mobile device.
We invite you to explore the following learning opportunities curated to support your everyday skills development needs. The opportunities below consist of short videos and full courses, including numerous exercises and activities to help you reinforce your learning. You can complete them at your own pace or simultaneously as a team with your colleagues.
You can find LinkedIn Learning recommendations for the University's Core Competencies here. Additional recommendations for unit-specific competencies can be explored below.
STAP provides reimbursement for tuition, registration fees and required textbooks for any training activity directly related to your job or a career development effort. We encourage you to learn more about this program here (upon login, click on either "Sign in with your company account" or "Sign in with Google" buttons to login with your SUNet ID credentials).
The Vice Provost and Dean of Research is committed to fostering a climate that supports talent development and career growth opportunities for staff in all DoR units.
Through a series of workshops, the Growing Leaders at DoR (GLAD) program offers participants the opportunity to build competencies, strengthen connections, enhance job effectiveness, and embrace the values of Inclusion, Equity, and Diversity.
During January through June 2022, the GLAD program offered monthly virtual workshops focused on a variety of topics (registration now closed; Stanford email required to access). GLAD is now taking a brief recess to plan for future programming in the coming fiscal year. As we adapt future programming based on recent participant feedback, we will focus on making your learning experience as engaging and valuable as possible.
Who is eligible to attend GLAD workshops?
All staff including
Non-Academic,
Academic Staff-Research,
Bargaining Unit, and Contingent.
What will be the time commitment?
There is not a requirement on the number of classes staff are required to take. Each workshop will be offered individually (not cohort-based) and will last up to 2 hours.
The Selection Process:
Since managers play an essential role in an employee's career development, staff should receive their supervisor's support/approval before self-nominating to a GLAD workshop. VPDoR HR will take into consideration the following elements to select workshop participants:
Workshop capacity (varies by workshop)
Representation of participants across VPDoR units
Relevance of workshop topic to each participant's current role
We look forward to supporting your continued growth! Please email VPDoR HR if you have any questions about our program offerings.
Stanford GSB Impact Coaching
This is an outstanding opportunity for building effective, nimble leadership throughout your organization. Stanford Graduate School of Business (GSB) and BetterUp have partnered to offer Impact Coaching, a unique educational opportunity for aspiring leaders at all levels that will help them achieve professional and personal goals.
January 25, 2023 - Axess Manager Center - Job Aids
February 22, 2023 - Disability and Leave Services - Slide Deck
March 8, 2023 - Taleo Applicant Tracking System - Slide Deck
Upcoming: April 26, 2023 - Worker's Compensation - Slide Deck
HR Policies
Covid-19 Interim Policies & Resources
In response to the ever-changing status of COVID-19, VPDoR has collated interim policies & resources to assist our units and their staff with a safe approach for working on-site. Please view the information below at your convenience.
The Admin Guide Chapter 1 covers the cornerstone policies of Stanford University including standards of conduct, conflict of interest, harassment & discrimination, as well as numerous other important matters. For further questions on HR policies, please contact your HR Manager.
Stanford University is committed to providing a place of work where individuals can raise workplace concerns regarding possible violations of University policy or local, state, or federal law without fear of retaliation. Individuals who take retaliatory actions will be subject to corrective action, up to and including separation from the University.
Admin Guide 1.7.1: Sexual Harassment Prevention Policy
The SHARE Title IX 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 and Supervisors (regardless of title)
Harassment Prevention Training for Faculty and Supervisors
Everyone within the Vice Provost & Dean of Research, except graduate 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 Directors/local HR team members 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 SHARE Title IX at 650-497-4955 or titleix@stanford.edu.
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 team members must contact VPDoR HR for discussion.
Mandated reporters are tracked locally in each of VPDoR’s units. Once a faculty, staff member or student is identified as a mandated reporter, associate directors/local HR administrators will:
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.
Stanford's disability and leaves administrator is 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 portal
Employees, managers, and VPDoR HR have access to the AbsenceOne portal, a central hub to view the status of your leave. Within the portal, you are 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
view payments
send an email to your claims examiner
access a resource library
Your manager and VPDoR HR are also 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 - you are be able to login with Single Sign On using your SUNet ID. You can also start or check a claim by calling AbsenceOne at 866-566-1906.
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 & Leaves Services team within University Human Resources, who will manage your timecard and ensure that your Stanford pay is correct.
As new staff onboard at VPDoR, we encourage you to please be on the lookout for an invitation to join our New Hire Orientation. This quarterly event is hosted by the VPDoR HR team and is a great opportunity to meet many of the following Dean's Office central teams who you may encounter during your time with VPDoR.
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: Local 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 direct new and current employees to schedule an appointment at the I-9 appointment webpage (UHR Locations). This service is available to benefits-eligible, contingent and student employees.
Please note that Postdocs must complete their Form I-9 with their local unit.
Remote I-9 Verification
I-9 Anywhere: I-9 Anywhere is a 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.
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 local unit/HR Contact 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
Unit/HR Contact complete section 2 and submit documents to payroll
Please visit Fingate for a detailed overview of the verification process.
Reclassification Request Form (please note: reclassification requests will not be reviewed between the months of May through August due to the annual salary planning program)
Stanford Admin Guide Sections 2.1.20 (Hybrid) and 2.1.21 (Remote) 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 all of the items below prior to initiating a new hybrid or remote work 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.
*Please note that unit leaders can generate and review flexible work agreements for their unit(s) using the "Work Agreement Audit Report_PS_HRS205" report within the OBI HR Reporting system.
When you are ready to submit a flexible work agreement, please complete the steps below.
*Please note that for remote work agreements with a work location outside of California, please also complete the following form while the remote work agreement is being processed in Axess.
Employee and retiree records are managed using PeopleSoft (HR Information System). To update an employee's data in PeopleSoft, please email your VPDoR HR contact.
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 VPDoR HR contact
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 VPDoR HR can send the update to the HR Ops team for system updates
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. W-2s 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: payrollhelp@stanford.edu
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
BI HR Operational Reporting: Outlines information on the reporting structure, how to run reports with screenshots and quick steps, and helpful tips and guidelines for expected results.
The Axess Timecard Learning System should be reviewed 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.
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 2.1.8 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
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):
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
For technical support, please submit a help ticket
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.
For new benefits-eligible non-academic 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
CardinalTemps is a new system that offers a one-stop solution for managing the hiring of temporary staff at Stanford through the ZeroChaos platform.
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 following the steps outlined in the section above titled "Hiring: Contingent Staff (Casuals/Students/Temps)".
OpenText
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. Navigation Log into Open Text by navigating to https://ecm.stanford.edu with your SUNet ID and Password. Please contact your VPDoR HR contact to request authority. Resources and Support For additional resources, visit Digital Personnel Files (e-files).
