Termination

Termination REWRITE

The Termination form is required for any postdoc leaving his or her appointment regardless of the reason for leaving, this includes cases when the postdoc is terminating appointment in one department in order to join another department at Stanford.More information on the termination policy and procedures can be found at http://postdocs.stanford.edu/admin/how-to/.To complete a Termination, you will begin by launching a browser session, navigating to Axess (http://axess.stanford.edu) , and logging in with your SUNet ID and password. Before you can complete the form and Submit for Approval, be sure you have the following information from the postdoctoral scholar:

1. Appointment End Date;2. Forwarding Address;3. Reason he is leaving;4. Information of new position;5. Request for Certificate of Completion.

Termination

Step 1

After you have entered your SUNet ID and password, click the Employee Information link.

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Step 2

Click the Postdoc Administrative Forms link.

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Step 3

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Step 4

Click the Continue button.

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Step 5

Termination

Step 6

A transaction ID has not yet been created so we need to Add one.

Click on the Add button.

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Step 7

The Postdoctoral Scholar Termination form is displayed.  We now need to find the Postdoctoral Scholar that is leaving our Department.

Click the Look up Student ID (Alt+5) graphic.

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Step 8

If we know the Student ID we can enter it in the Emplid field.  This is the best way to find the correct student record.  We do not want to terminate the wrong scholar!!

Click the 05571412 link.

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Step 9

The information is displayed for the scholar we are terminating.  Name, email and phone is displayed, as well as the Academic Program and Academic Plan that "owns" the appointment.  We must fill in the form before submitting for approval.  The first field we enter is the Appointment End Date.  Press Enter to continue.

Termination

Step 10

In the Dates of Appointment Section, the Appointment Dates are shown.  In the New End Date field we must enter the end date of the appointment.  This is the last day the postdoctoral scholar will work in your Department.

Point to the Choose a date (Alt+5) graphic.

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Step 11

Click the Choose a date (Alt+5) graphic.

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Step 12

Now a Calendar is shown.  We choose the correct end date by navigating to the correct month (December) and clicking on the day (31). 12/31/2010 will show in New End Date field.

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Step 13

We must now enter the Program Action (DISC should always be used for a Termination) and Action Reason.Click the Look up *Program Action (Alt+5) graphic.

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Step 14

Click on Look Up to see the list of Program Actions.

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Step 15

Click the Program Action DISC.

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Step 16

Now we must choose the appropriate reason to indicate why the postdoctoral scholar is leaving. Click the Look up *Action Reason (Alt+5) graphic.

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Step 17

Click the Look Up button.

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Step 18

This postdoctoral scholar has accepted a position as a Postdoctoral Fellow at University of Calgary.  So we choose the PACC Action Reason.

Click the PACC link.

Otherwise, select the appropriate reason from the list below:PACC: Accepted another position PDEP : Department Transfer PEAR : Early TerminationPEND : End of Appointment TermPPER : Personal/Family ReasonsPQWN : Quite without Notice PRES : Resignation RRTN: Failure to Return from LOA

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Step 19

The postdoctoral scholar is expected to provide a forwarding address. Enter the forwarding address into the *Address Line1, City and State: fields and any other forwarding information such as Email address and Phone.

Enter the forwarding address into the Address Line 1: field and press tab to continue.

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Enter the New Position Title “Research Scientist"

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Enter as much information as you can about the new Position.  Press the Enter key to continue.

Point to the Look up *Type of Position (Alt+5) graphic.

Type of Position refers to the category where the new position may be classified. This information is collected for institutional research purposes.

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Step 22

Enter the name of the future employer in  *New Institution or Company: field, for example “Ford Foundation".

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Step 23

To obtain a Certificate for the postdoctoral scholar you must complete the Certificate of Training section. Click the drop-down cells and enter Yes if the postdoc would like to receive a certificate and the postdoc’s degree.

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Step 24

The final step before Submitting the Termination form for approval is to add any Comments and READ and check the "I understand that:" box.

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Step 25

We are not ready for Approval so Click the Save button.

If you are ready to submit the form, Click Submit. The form will then be sent to the Office of Postdoctoral Affairs.

Upon final approval, the visa for the foreign scholar (if applicable) will terminate and so will all Stanford benefits (medical and other insurance coverage)

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Step 26

End of Procedure.