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 to/. to/ To complete a Termination, you will begin by launching a browser session, navigating to Axess ( 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.

Termination Step 2 Click the Postdoc Administrative Forms link.

Termination REWRITE Step 3 Click the Termination Form radio button. You will use the Recommendation Form for New Appointments and the Change Transactions form for Reappointments, funding, faculty advisor and appointment date changes.

Termination Step 4 Click the Continue button.

Termination REWRITE Step 5 To Initiate a New Termination form, Click the Add a New Value link. To look-up an existing Termination form that you submitted, Find an Existing Value, Axess would search for terminations we have created in the past. We are adding a transaction to Terminate an "Active" postdoctoral scholar so,

Termination Step 6 A transaction ID has not yet been created so we need to Add one. Click on the Add button.

Termination 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.

Termination 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 link.

Termination Step 9 The information is displayed for the scholar we are terminating. Name, 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.

Termination Step 11 Click the Choose a date (Alt+5) graphic.

Termination 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.

Termination 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.

Termination Step 14 Click on Look Up to see the list of Program Actions.

Termination REWIRTE Step 15 Click the Program Action DISC.

Termination 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.

Termination Step 17 Click the Look Up button.

Termination 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 Termination PEND : End of Appointment Term PPER : Personal/Family Reasons PQWN : Quite without Notice PRES : Resignation RRTN: Failure to Return from LOA

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

Termination REWRITE Step Enter the New Position Title “Research Scientist"

Termination REWRITE Step 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.

Termination REWRITE Note new screen shot Step 22 Enter the name of the future employer in *New Institution or Company: field, for example “Ford Foundation".

Termination REWRITE 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.

Termination 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.

Termination REWRITE 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)

Termination Step 26 End of Procedure.