HR Policies & Procedures

The DoR HR staff is available to assist you and your employees. Please review the below material as an added resource and reference. 

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.

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Admin Guide 2.1.20: Staff Telecommuting and Remote Working

2.1.20 of the Stanford Admin Guide 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 DoR office. Please review this policy and reach out to your HR Manager with any questions.

 

1. Telecommuting - Required Documents 
 
2. Remote Working - Required Documents
 
3. Out of State Employees - Required Documents

 

 

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Admin Guide 2.3.5: Disability and Family Leave

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

  • 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:

Josh Etherington (DoR Units A-M) and LaShunda Eddings (DoR Units N-Z)
DLS Leave Coordinators
Email : 3-hrleaves@stanford.edu
Phone: 736-2465 (Josh) and 724-0120 (LaShunda)
Fax: 723-7669
  • Instruct employee to contact Josh or LaShunda (DLS Coordinators) to begin the leave process. Provide an Employee Information Card.  See Related Items below

  • Notify the appropriate DLS Coordinator 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

  • Workers’ Compensation process is slightly different and requires additional steps for you and the employee. Contact Josh or LaShunda for further assistance

ROLE: EMPLOYEE

  • Contact Josh or LaShunda (DLS Leave Coordinators) to begin the leave process and to answer any question you have about leave or pay while on leave

  • Keep your supervisor, Associate Director/local HR Associate and Josh/LaShunda advised of any changes in your work status or return-to-work date

ROLE: DLS LEAVE COORDINATOR

  • Contact Associate Director/local HR Associate and/or the employee to confirm the first day out and date of return

  • Reach out to Associate Director/local HR Associate and/or the employee at certain points during a disability leave

  • 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

  • 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:

  • What type of leave is needed

  • How to file a claim with Liberty Mutual

  • Answer any questions about leave policy, benefit payments, and salary continuation

  • Your  responsibilities 

Disability and Family Leave Workflow

Employee Information Card

Frequently Asked Questions

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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:

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.

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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:

Position

Course Name

Course Code

Registration

Faculty or

Supervisors (regardless of title)

Harassment Prevention Training for Faculty and Supervisors

SHP-0001

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

 

Sexual Harassment Policy Office

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Human Resources for the Independent Labs, Institutes, and Centers