Employee Relations Information

Corrective Action:
The University's corrective action policy, Administrative Guide Memo 22.15, provides steps to take when an employee is not performing the job tasks and responsibilities as expected. The Employee Relations staff is a resource for supervisors and/or employees who may face a situation involving corrective action, including any disciplinary action. All formal (written) disciplinary action, including discharge from employment must have prior approval by Employee Relations.

Worker's Compensation
The School of Medicine has numerous workers' compensation claims each year, as well as many short disability claims unrelated to workplace injuries. Disability laws and policies are complex and can involve questions or concerns about benefit coverage, leave of absence, eligibility for leave of absence, requests for accommodations, and staffing issues when an employee is unable to work due to an illness or injury. You are encouraged you to contact us with questions regarding any issues related to disability. The link below will provide additional resources, including description of benefits, contacts and necessary forms: Risk Management Department

Family Leave
Additional information will be available soon.  If you need School of Medicine disability leave information, including sample disability letters for Family Medical Leave, click here.


Short Term Disability(STD)
The Employer's Notice of Claim for short-term disability should replace all other forms.

Voluntary Short Term Disability Insurance (VDI)
All employees are enrolled automatically in Stanford's short-term disability plan. Employees pay the cost. For more information call:
BenefitSU at (650) 736-2985

Long Term Disability (LTD)
Stanford offers a comprehensive Long Term Disability (LTD) plan which replaces lost income in the event of long term illness or injury. Stanford provides you with enough Choice Dollars to purchase coverage at the 66-2/3% income replacement level, but also offers a 50% option at no cost. You choose the level that's right for you. http://benefitsu.stanford.edu/disability/ds_long.html


Supervisors and employees should try to resolve workplace problems or disputes initially by talking directly with the person's involved. The staff grievance procedure, Dispute Resolution, may be found at http://adminguide.stanford.edu/22_10.pdf. The academic staff grievance procedure may be found in the Research Policy Handbook, and the bargaining unit grievance procedure may be found at http://hrweb.stanford.edu/information/usw.html.

Leaves of absence:
Stanford policy provides for various types of leaves. They include:

Bereavement Leave
Military Leave Civic Duty Leave
Military Training Leave
Court Appearances Personal Leave
Disability Leave
Personal Time Off (PTO) Educational Leave
Pregnancy Disability Leave
Election Leave Sick Family Leave
Family & Medical Leave
Sick Leave Holidays
Vacation Leave
Jury Duty Workers' Compensation

A description of some of these leaves may be found at Admin Guide Memo 22.6, Sick Leave and Other Paid Disability Leave
Laws and policies providing for disability leave, workers' compensation, and other types of leaves can be complex. Some require certain notice to employees or requirements for certain accommodations. Consult with Employee Relations staff if you have questions. Additionally, periodic training sessions are offered by Employee Relations for supervisors to assist in managing leaves of absence.
Sexual harassment:
Stanford strives to provide a workplace free of sexual harassment. Supervisors and managers should immediately report any sexual harassment claims brought to their attention to Employee Relations. Staff may raise sexual harassment concerns or claims with Employee Relations or a number of other offices at Stanford. Investigations of sexual harassment complaints involving staff are done by Employee Relations staff. These investigations are extremely sensitive and we will work closely with employee and supervisor to manage these cases. Stanford's sexual harassment policy and resources including a list of sexual harassment advisors across campus may be found at the Sexual Harassment Policy Office web site at http://www.stanford.edu/group/SexHarass/.

There are some circumstances when it is permissible to use a volunteer for work or services at the School of Medicine. However, it is usually not permissible to use a volunteer to perform work we normally pay someone to perform. Volunteers must have authorization to work in the United States, just the same as a paid employee. Usually an internship program will meet the criteria for volunteer, as long as it is a part of an existing school or vocational program. Contact the Employee Relations staff to discuss the appropriateness of having a volunteer. For further examples and definition of volunteer vs. employee status go to the Toolkit under Employee Realtions.

Layoffs/reduction in fte's:
Layoffs or reductions in FTE may occur for several reasons. Lack of funding, change of research focus/programmatic reasons, or reorganization of duties and functions in a department may result in the decrease of FTE or elimination of position(s).  Employee Relations is responsible for review and approval of all layoffs or FTE reductions at the School of Medicine.  Supervisors are encouraged to contact an Employee Relations Specialist as early as possible, allowing enough time to review and provide required notice to effected employee(s).  Employees may also contact Employee Relations with questions and/or concerns regarding layoff. The layoff policy may be found at http://adminguide.stanford.edu/22_16.pdf.  For further information for supervisors, click here to review the steps necessary to process layoffs.