Department Administrative Guide

Conference Room/Classroom Reservations at 401 Quarry

To reserve a conference room at 401 Quarry Road, email Denise Knab at denisejk@stanford.edu and include the date, time, meeting type, and # of people attending.

If your plans change, please be sure to cancel your room reservation so that others may use the space.

Please be sure to return the room to the standard arrangement if you move the furniture during your reserved time.

To request A/V components and support for meetings at 401 Quarry Road, email Quynh Dang at qdang@stanford.edu and include the meeting date, time, location, and A/V type needed (laptop, projector, etc). Please be sure to return all A/V with adapter cords after use.

Copier Help

To request a copy code, email Chia-Yu Cardell at ccardell@stanford.edu and include the PTA for the associated costs. Also contact Chia-Yu for copier paper refills and copier driver installation.

Department Policies and Guidelines

Department of Psychiatry and Behavioral Sciences Internal Policies and Guidelines can be found at:  http://med.stanford.edu/psychiatry/about_us/internalpolicies.html

This page summarizes important internal policies around a range of important matters that affect day-to-day practice and longer-term planning.  Also included is information on the best contact person for each particular item/area.

Department Structure

The Department of Psychiatry and Behavioral Sciences is an academic medicine department within the School of Medicine at Stanford University. 

We also have adult, sleep, and child inpatient and outpatient clinics where our faculty provide clinical care, which are operated by Stanford Health Care (formerly Stanford Hospital and Clinics) and Stanford Children's Health (formerly Lucile Packard Children's Hospital).

We have six Divisions:

  1. Division of Child and Adolescent Psychiatry and Child Development
  2. Division of General Psychiatry and Psychology
  3. Division of Interdisciplinary Brain Sciences
  4. Division of Public Mental Health and Population Sciences
  5. Division of Sleep Medicine
  6. Major Laboratories and Clinical & Translational Neurosciences Incubator

Our Chair, Vice Chair, Associate Chairs, and Division Chiefs can be found here:
http://med.stanford.edu/psychiatry/about_us/leadership.html

Our Central Administrative Staff (with emails) can be found here: http://med.stanford.edu/psychiatry/about_us/leadership.html#central-administrative-staff

Our department has people in a number of locations in the bay area.  Our central administrative team is split between 401 Quarry Road (Executive Office, Research Development, Academic Programs, and Faculty Affairs)  and 1520 Page Mill Road (HR, Clinical Finance, and Research Finance).

Disposal and Recycling

To get rid of excess office furniture, printers, computers, or other large items, please contact Chia-Yu Cardell at ccardell@stanford.edu.

Donations and Gifts

Our development officer is:

Deborah Stinchfield
dstinchfield@stanford.edu
Medical Center Development
3172 Porter Drive, Suite 210
Palo Alto, CA 94304

For online information or a link to share with those interested in philanthropy, please see: http://med.stanford.edu/psychiatry/contact/donate.html

Email Lists

allpsychiatry@lists.stanford.edu: everyone in Psychiatry (faculty, staff, affiliates, adjunct, students, etc)
- Administrator Denise Knab

psychadmin@lists.stanford.edu: Central Administrative Team and Division Administrators
- Administrator Denise Knab

psychfaculty@lists.stanford.edu: Professoriate faculty (MCL, UTL, NTL lines)
- Administrator Heather Kenna

clinicianeducators@lists.stanford.edu: Internal CE faculty
- Administrator Jacqueline Ching

ceaffiliated@lists.stanford.edu: Affiliated CE faculty
- Administrator Diana Kim

instructors_psych@lists.stanford.edu: Non-CE Instructors (internal and affiliated)
- Administrator Jacqueline Ching

acf_psychiatry@lists.stanford.edu: All Adjunct Clinical Faculty
-Administrator Diana Kim

adjunctfaculty_psychiatry@lists.stanford.edu: Adjunct Faculty (not Adjunct Clinical Faculty) and Consulting Faculty
-Administrator Heather Kenna

cap_fellows@lists.stanford.edu: Child and Adolescent Fellows

child_psychology_postdoc_fellows@lists.stanford.edu: Child and Adolescent Psychology Postdocs

child_psychology_predoc_interns@lists.stanford.edu: Child and Adolescent Psychology Interns

psychiatryresidents@lists.stanford.edu: Psychiatry Residents

psychpostdocs@lists.stanford.edu: All Postdoctoral Scholars in our department

FedEx Online at Stanford

Set up an account linked to a specific PTA here:
http://web.stanford.edu/group/fms/fingate/staff/buypaying/fedex.html
 

Hospital Web Portal (Stanford HC)

Housekeeping, Maintenance, Facilities, Key, and Phone Requests

To submit a facilities work request for your office or inform us of building maintenance issues, and for any issues related to housekeeping, including trash emptying, office cleaning, common area cleaning, and for key and phone requests, please submit your request using this form:

IT help

Submit IT requests via Stanford HelpSU, found here: https://helpsu.stanford.edu/   They will triage and assign your request to the appropriate departmental or central IT group that can assist.

650-725-4357 (5-HELP)

Mondays-Fridays: 7:00 a.m. to 7:00 p.m. (except University holidays)
Saturdays and Sundays: 8:00 a.m. to 5:00 p.m.

After-Hours Support for Critical System Problems and Phone Issues: 7x24x365

Lactation Room at 401 Quarry

Room 3373 at 401 Quarry Road is a designated Lactation Room for faculty, staff and trainees.  The room is private, has a lock and a sink. Please use the sign on the door to let others know when the room is in use.  Make a right off of the elevator, first right, first left.  It’s the second office on the right.

Lobby Screens

To submit an announcement or new faculty photo (high resolution required) for the main lobby screen at 401 Quarry Road, email Mindy Hantke at mhantke@stanford.edu.

For the CAP screen, contact Beth Archibald at earchiba@stanford.edu.

Please keep in mind announcements should be succinct due to viewing time limitations.

Logo, Letterhead, and Guidelines - FOR STANFORD BUSINESS ONLY

Print toolkits and guidelines

Identity Toolkit is where you can see  and learn how to use the Stanford signature, fonts, colors and photos in your projects.

Stanford Medicine Identity is where you can find guidelines on using the Stanford Medicine brand and logo in your projects.

Printers in the area

PIP Printing — Palo Alto

PIP Printing offers a full range of printing services to the Stanford community. They are ready to take orders for business cards and stationery using the Stanford identity designs shown. You can place orders online using a Stanford P-Card, or you can contact their store location.

Questions? Contact Jennifer Allen, Manager, PIP Printing & Marketing, jennifer@pippaloalto.com .

Store Location
2233 El Camino Real
Palo Alto, CA 94306
650-323-8388 
www.pippaloalto.com

FedEx Office — Tresidder Union, 2nd Floor

Conveniently located on campus at Tresidder Union. Visit their office to view samples and get assistance with all approved Stanford Identity designs for business cards and stationery. Use your P card, credit card or invoiced account to order online or at their Tresidder location.

Store Location
Tresidder Center Union
459 Lagunita Drive
Stanford, CA 94305
Phone: 650.723.3132   Fax: 650.725.8397
usa1332@fedex.com

Maps

Mail Codes

401 Quarry Administration (some Faculty and Emeritus Faculty, General Psych):  5717

Redwood City Administration (Clinic Finance, HR, Research Finance): 8849

Sleep (Redwood City): 5704

Child & Adolescent Psychiatry: 5719

Palo Alto Veteran Affairs HCS (Palo Alto or Menlo Park): 5550

Psychosocial: 5722

Adult Psychiatry: 5723

Residents (Adult): 5723

CIBSR: 5795

Mail Codes for the rest of the University can be found here: http://mailcodes.stanford.edu/index.cfm

News and Media

If you have been featured in the news recently and you have a link to the coverage that you'd like suggest for the Department's home page at: med.stanford.edu/psychiatry email Mindy Hantke at mhantke@stanford.edu

To submit a story suggestion to the School of Medicine for coverage, fill out the "Have a story suggestion?" form on the right side of this page: http://med.stanford.edu/mednews/staff.html  or contact our Department liaison, Jane McMillan at jmariemc@stanford.edu for assistance.

Parking

Parking Map (PDF): find parking locations on campus.

Visitors at Stanford Redwood City must use the ParkMobile App on their phones for parking. It is recommended that you install the ParkMobile App on your phone ahead of arrival as WiFi service in the area can be sporadic. Zone number and License Plate Info are required to complete payments. 

Kiosk and ParkMobile App payments are accepted at our 401 Quarry Road location.

Zone Information

  • ZONE 7200 for SRWC
  • ZONE 7220 for 401 Quarry Road
     

For more parking information, please visit Parking and Transportation's website.

People and Directories

How do I find people?

StanfordWho University directory: https://stanfordwho.stanford.edu

Stanford CAP Profiles

Stanford Hospital and Clinics Find a Physician

LCPH Find a Doctor

How do I update my personal information?

Stanford You: stanfordyou.stanford.edu. You can even add who you support, or who supports you, under "Profile." Information you update here will populate Stanford Who: stanfordwho.stanford.edu

How do I page people?

Smart Page: smartpage.stanford.edu. Find pager numbers, send pages.

Photos and Headshots

If you are an SHC clinical provider, you can schedule a Physician Portrait here:
http://stanfordhospital.simplybook.me/sheduler/manage/event/1

If you are a LPCH clinical provider, you can schedule a Physician Portrait here:
https://lpch.ticketleap.com/

If you would like the department to take a photo of you to use on our affiliated websites, the annual academic update, or in your CAP, please contact Lingfei Ni at lingfei@stanford.edu

Research Administration

In an effort to be more fully engaged and attuned to research laboratory and program development needs, we have reorganized the structure of the Department research finance group.  Our goal is to provide investigators with a central point of contact within the Department who can act as a “case manager” for projects.  Towards this end, we are moving to team-based Clinical Research and Innovation Units (CRIU) that are cross-trained and work together to support your work. If you have any questions, please contact Aimee-Noelle Swanson, PhD, Director of Research Development, Integrity, and Strategy.

Please click here to determine your CRIU and finance person. 

Security - 401 Quarry

Dial 650-723-7222 or 1-0762 from your office phone

On and Off Campus Security Services are provided 24 hours a day, 7 days a week, every day of the year.  All services are offered to both on and off campus occupants.

Space Request Form

Faculty members requesting a change in space (amount, location) should first work with their division chiefs (or DFA in the case of Major Laboratories) and submit requests directly via the form button below.

Communications from the Department related to space can be found on our Internal Policies and Guidelines page here.

STAP funds - Staff, CEs, and Instructors

Staff Training Assistance Program (STAP)

STAP provides reimbursement for staff for tuition, registration fees and required textbooks for any training activity directly related to your job or a career development effort (such as conference attendence).

To see if you have STAP funds avilable, login to Axess (https://axess.sahr.stanford.edu/) and look in the "Benefits" box for "STAP balance."

To submit a STAP fund reimbursement request, please contact your finance administrator, see a list here: http://med.stanford.edu/psychiatry/about_us/leadership.html#central-administrative-staff

Study Recruitment on the Department Website

To submit an IRB approved study for posting on our Currently Recruiting Studies page, please fill out this form.

To update or remove the study information listed on this page, please email mhantke@stanford.edu

Study Eligibility:

  • PI is faculty or staff in Psychiatry and Behavioral Sciences
  • Study is IRB approved for recruitment of human subjects

By uploading your study information for posting on the Department's website, you certify that:

  • The material, graphics, wording, and study information is approved by the IRB for posting online.
  • That you will inform us when recruitment materials need to be updated with IRB approved changes.
  • That you will inform us when recruitment had ended so that we may remove your study posting.

Videoconferencing, Paging, and Voicemail

Videoteleconferencing

Stanford University has multiple video and teleconferencing options that are free with SUNet login.  For more information, please see: https://uit.stanford.edu/videoconferencing  

Paging

SmartPage provides a simple web interface for sending text pages to SUMC clinical staff:  https://smartpage.stanford.edu/

Voicemail

There are many ways to manage your Stanford Voicemail.  Instructions are here:  https://itservices.stanford.edu/service/voicemessaging/univ_phone_interface

A great feature of voicemail is that you can forward all messages to email.  Instructions are here:  https://itservices.stanford.edu/service/voicemessaging/univ_web_forward_to_email

Visiting Faculty, Scholars, Postdocs, RA's, etc

There are many different ways to bring researchers into the department and the different types of roles can be confusing.  You may call this person a visiting scholar, a postdoc, an RA, etc.   

Type of Position and Whom to contact

 Research Associate (RA) HR
Linda Vargas
 Postdoc HR Chris Medina
 Visiting Student Researcher HR Linda Vargas
 Visiting Scholar  Faculty Affairs Diana Kim
 Visiting Faculty*  Faculty Affairs Diana Kim

General Information

  • Any visitor needing a visa must be appointed for at least two months
  • Be sure to start appointment at least 3 months in advance of start if visa is needed
  • Be sure there is physical space (desk/bench) for the visitor for the duration

Website Development and Maintenance

Email Mindy Hantke at mhantke@stanford.edu for web requests if your group does not have its own web author.  She is available to help with new and existing websites.

Wellness

PRN Support

As physicians, it is not uncommon to experience clinical, professional and personal stressors in our profession. Whether you are overwhelmed with managing a patient, a catastrophic outcome, concern about a difficult inter-colleague communication or other life stressor, we all need someone to help us through some tough moments.  

If you are in need for some informal support, perspective, options and resources, consider connecting to PRN SUPPORT.  Physician Resource Network, is a group of volunteer Stanford Medicine physicians who have been trained as peer supporters. All conversations are confidential and legally protected.  They may offer a place to talk and can offer resources that may be useful.  For more information, visit https://wellmd.stanford.edu/get-help/prn-support.html or email prnsupport@stanford.edu

Gratitude Cards

Many surveys have shown that people are less likely to express gratitude at work than any where else. Let’s change this! There is strong evidence that expressing gratitude at work, as awkward as it may feel at first, makes everyone feel happier.

To make expressing gratitude easier, we have created a gratitude card that you can download and print.  You can use the Department’s Gratitude card to anonymously thank a staff, learner or faculty member for the little things they do that inspire or support you, other colleagues or their teams. Please feel free to print this card, complete it and leave in the recipient’s mailbox or their desk and brighten your day and theirs. If you have any questions regarding this card or want hard copies of it please contact: Maryam S. Hamidi, PhD at Maryam.Hamidi@stanford.edu