University IT (UIT):

UIT provides numerous tools and resources for you to productively collaborate with others on projects. Check out some of the options below. You can also request help here.

• Stanford Medicine Box - easy-to-use platform for document management and collaboration
• Cardinal Print - managed print services program that lets you securely print, copy, and scan documents
• Google's "G Suite" - access to Google document management, groups, and sites
• Google Forms - service to create polls, quizzes, surveys, and more within Google Drive
• Mailing Lists (Mailman) - manage lists via a web-based tool that allows you to view your lists, request new lists, add/remove members, approve subscription requests, and change list properties
• Qualtrics  - easy-to-use, full-featured, web-based tool for creating and conducting online surveys
• Smartsheet - popular online project management/collaboration tool
• Slack - provides a platform for individual and groups to chat live online and keep conversations organized and accessible from anywhere, anytime
• Zoom Video Conferencing - lets you schedule, host, and attend video conferencing meetings
• Technology Training courses - offerings are updated each quarter and can be paid for using STAP funds

SoM Technology & Digital Solutions (TDS):

TDS is here when you need us —how you get help depends on your type of request and your preferences. You can contact us any way you'd like, but it's best to call for high priority or complex issues.

TDS Service Desk

Service Desk Phone Number: (650) 725-8000
Monday – Friday, 7:00 a.m. – 6:00 p.m

Stanford Medicine Virtual Tech Bar

Start a Virtual Tech Bar Session
Monday – Friday, 8:00 a.m. – 4:00 p.m.

Computer Security Incident:

Contact the University's Information Security Office via a help ticket or by calling (650) 723-2911.

Administrative Guide Memo 6.6.1 describes the procedures to be followed when a computer security incident is discovered to have occurred involving an Academic or Administrative Computing System operated by Stanford University, its faculty, students, employees, consultants, vendors or others operating such systems on behalf of Stanford. It also describes the procedures to be followed when Prohibited or Restricted Information residing on any computing or information storage device is, or may have been, inappropriately accessed, whether or not such device is owned by Stanford.

Jabber at Stanford:

Increasingly, many of us find ourselves working outside the office. So having access to the communication channels you need from anywhere is a requirement to stay productive. Stanford’s Jabber service gives you that while simultaneously simplifying and unifying your communications with your colleagues. With your computer or a mobile device — and an Internet connection — you can instant message, place voice and video calls, share your desktop, conference, and more.

Here are just some of the features available to you when using Jabber.

• Softphone — use your computer as your Stanford telephone, including placing, receiving, and forwarding calls.
• Chat — instant message with other Jabber users, individually or in group chats, including your colleagues in Stanford Health Care (SHC) and Stanford Children’s Health (SCH).
  (Note: If you work with High Risk data that includes protected health information, you must use Jabber for an instant messaging tool. Otherwise, Stanford Slack is the primary instant messaging tool for university faculty and staff.)
  (Note: Chat history is only available for Stanford University users. This feature is disabled for Stanford Health Care (SHC) users for security reasons.)
• Video conferencing — place ad hoc video calls when in a chat or softphone conversation with your university colleagues.
  (Note: Zoom is the primary video conferencing tool for university faculty and staff.)
• Screen sharing — share your computer screen when chatting or in a video conference.
• Screen capture — take and share a screenshot when chatting or in a video conference.
• File sharing — share files with your colleagues.
  (Note: File sharing is only available for Stanford University users. This feature is disabled for SHC users for security reasons.)
• Contact lists — create contact lists of those you collaborate with most often, including an easy-to-use contact search feature.
• Presence — set your availability so others see whether you are available for a chat or call; see the availability of others.

Click here for more information about Jabber and to download: https://uit.stanford.edu/service/jabber

Spok Mobile SmartPaging App is the most reliable and secure method of receiving messages of the current messaging methods.  Spok Mobile is available for iOS and Android operating systems and enables users to send HIPAA compliant secure two-way messages (including photos and videos).  Spok Mobile utilizes WiFi and Cellular connections to send/receive messages, providing increased reliability. Spok Mobile includes an imbedded Directory, users can send messages without having to know the recipient’s Messaging ID.

Click here to visit the Spok Mobile site at Stanford

• Administrative Guide (all policies)
• Stanford University Code of Conduct Policy
• Privacy Policy
• Human Resources (employment policies)
• Trial Period
• Workplace Accommodation for Disability
• Lactation Accommodation

Internships

The Department of Pathology offers a variety of educational opportunities and community outreach efforts to support education, learning, and community involvement. If you are considering providing an opportunity for a student intern/trainee, please contact HR in advance of any individual starting an internship.

The facts and circumstances of each situation must be reviewed to determine the appropriate status or, in the case of student placement, whether or not an internship is feasible. There are also special concerns related to this group regarding liability that has been carefully considered in creating these guidelines. 

Corporate Work Study Program (CWSP) 

The Corporate Work Study Program (CWSP) involves students from Cristo Rey Jesuit High School working one day per week at partner organizations, such as Stanford University, to fund half their tuition and gain relevant and meaningful work skills training. While working in entry-level positions, students acquire desirable job experience and marketable skills and also graduate high school with an impressive resume and exposure to a wide variety of careers. In turn, CWSP helps address workforce development challenges most companies face by developing minority candidates with the social and technical skills to perform the jobs of the future. 

CWSP internships start on August 25 and run through the end of May 31 the following year.

More information about the CWSP can be found here. If you are interested in an intern from the CWSP, please contact Jordone Shane-Sánchez at jordone@stanford.edu.

Stanford-HBMC Summer Research Program 

The Stanford-HBMC Summer Research Program provides a stipend to students from historically Black medical colleges (HBMCs). The stipend covers travel and living expenses for a summer internship at Stanford University plus an additional stipend for discretionary funds, such as day-to-day expenses or emergencies.

For more information on the criteria for unpaid internships or to start the process, please contact Sonoo Israni at sonoot@stanford.edu.

Unpaid Internships

Unpaid internships can be virtual or on-site and are limited to 6 months. The unpaid internship program is available to high school students and non-Stanford University undergraduates. Students can receive academic credit for a course of study or class if it supports the training being received at the School of Medicine under the supervision of a faculty member (or his/her designee). Alternatively, the training can prepare the individual for future, not current coursework—for example, a student who receives training during the summer months or after school. Training used to obtain academic credit requires a training plan that outlines expectations from the school and what the student will learn over the course of the training.

Criteria for Internships:

• Training is for the benefit of the intern, not the university
• Stanford gains no immediate advantage from the activities of the intern
• Intern does not displace regular, temporary, or casual employees
• Intern is not entitled to a job when the assignment is concluded
• Intern understands he/she is not entitled to wages for time spent in training
  
  

For more information on the criteria for unpaid internships or to start the process, please contact Karla Rodriguez at karlarq@stanford.edu.

As the holiday season approaches each calendar year, we remind supervisors and employees of the Administrative Guide 2.1.13 requirement regarding part-time benefitted employees. If a part-time benfitted employee does not regularly work on a day that is considered a University holiday (i.e. Friday 12/23/22 and Monday 12/26/22), then the supervisor must identify an alternative day in the same workweek to allow the employee to use as his/her University holiday. 

For example, if an employee's schedule is Monday, Wednesday and Friday for this week, the employee could take either Monday or Wednesday as a holiday (replacing Thursday) so that s/he receives credit for both days of holiday pay.

• Non-exempt:  Enter this time as you would vacation, but use the leave code of Holiday instead of Vacation
• Exempt:  No leave needs to be noted on your timecard

If an employee's schedule is usually Monday – Friday working four hours per day, then s/he does not need to adjust his/her schedule as it will automatically be calculated on the timecard.

Please note that this requirement applies to the Thanksgiving holidays and Winter Closure. The University holiday dates for this year's Thanksgiving are 11/24/22 and 11/25/22. The University dates for this year's Winter Closure are 12/19/22 - 01/1/2023.

Please visit here for Stanford Holidays and Official Winter Closure Schedule

Stanford Travel Program

Per the Administrative Guide Policy 5.4.2: Business and Travel Expenses, to be reimbursed for university-sponsored travel, faculty, staff, postdoctoral scholars and students must use Stanford Travel when booking airfare, hotels or car rentals (with limited exemptions). Complete policy details are available in the Business and Travel Expense Policies overview.

Stanford Travel comprises booking channels that, within them, feature over 50 travel partners, who provide airline, lodging and ground transportation booking services under negotiated rates and terms. Each channel offers various benefits that are described below. Stanford faculty, staff, postdoctoral scholars and students are free to choose any channel to book university-sponsored travel. All channels are integrated with ISOS, which provides traveler assistance in the event of an emergency. 

Click here to visit the Stanford Travel Program

Travel During COVID:

Given uncertainty surrounding the Omicron COVID variant, Stanford recommends that individuals contemplating travel during the winter quarter as part of university programs or group travel defer making firm financial commitments until further notice. Undergraduate students, however, continue to be guided by the travel policy.

Click here to read about the travel policy during COVID

Please visit the Cardinal at Work Manager's Toolkit here

All new and replacement position requests must be reviewed and approved by the Pathology’s HR and Finance teams prior to posting a benefitted position or hiring a contingent worker. Please click the appropriate button below to complete and submit the Pathology New Staff Hiring Request. Once submitted, the request will be automatically routed to the Pathology’s HR and Finance teams for review and approval.

Visit one of these links below that pertains to you request:    

New Staff Hiring Request

New Contingent/Temp Hiring Request

New ASR Hiring Request

Hiring Legal Reminder

As a result of New Fair Hiring measures, Assembly Bills (AB) 1008 and (AB) 168, steps have been taken to align our current hiring practices with these new laws effective January 1, 2018.

KEY CHANGES TO CURRENT HIRING PRACTICES

Ban the Box (AB1008)

• Job applications no longer include questions requesting an applicant’s criminal history
• We cannot inquire into or consider an applicant’s conviction history until the applicant has received a conditional employment offer
• We may initiate background checks only after we make a written conditional offer of employment

Salary History (AB168)

• Job applications no longer include questions requesting an applicant’s salary history
• We can no longer ask about an applicant’s salary history
• We cannot rely on salary history when determining whether to offer employment or what salary to offer (unless voluntarily provided)
• If an applicant voluntarily discloses salary history without prompting, we may consider that information to determine the salary for that applicant along with other factors in setting salary offer
• Upon request, we must provide the pay scale for the position to which an applicant applied

In an effort to ensure a consistent method for evaluating candidates across the School of Medicine, the Pediatrics Department would like to offer hiring managers the following resources to use during their interview processes.

• Applicant Recruiting & Tracking System for Hiring Managers
• Legal considerations
• Interview tip sheet
  
• Interviewer Guide and Evaluation Template
• Candidate Reference Check Guidelines
• Candidate Reference Check Template
• Reference Check Guidelines
• Reference Check Template
• Salary History Tip Sheet

Please let us know if you have any questions when using these resources during your interview processes.

HR Recruitment Services:

Pathology HR offers the following services to assist you with your recruitment. Please let us know which of the following services you would be interested in utilizing or if you would like a full recruitment done by our team.

• Screening of resumes so that only applicants meeting the minimum required qualifications are sent to you. This means that we will also complete the applicant disposition process throughout the resume screening process.
• Conducting screenings of the most qualified applicants, based on their resumes and applications, using Spark Hire.
• Creation and/or selection of interview questions using a interview question bank (includes candidate evaluation form).
• Conducting reference checks of your final candidate(s) using Checkster.

Please read the following carefully and completely:

• All positions must remain open to applicants for at least ten (10) calendar days before final selection and offer are made.
• Please visit the Stanford Careers webpage and enter your Job Req. number to view the job posting live: http://stanfordcareers.stanford.edu/.
• All applicants must apply through the Stanford Careers webpage to be considered for any benefits-eligible position: http://stanfordcareers.stanford.edu/.  
• All candidates with layoff preference who meet the minimum required qualifications of the position must be considered for hire prior to any other candidate being selected.
• Upon an applicant's request, we must provide the pay scale for the position to which the applicant applied. In order to ensure a transparent hiring process, it is strongly considered best practice to discuss salary requirements with each candidate at the beginning of the hiring process.
• Once you have identified a final candidate and completed a minimum of two (2) professional reference checks, a formal job offer must be made in writing prior to initiating a background check. For internal applicants, a personnel file review must be completed by our Pediatrics HR team prior to formally hiring the internal candidate.

• Please contact Lina Trautz on the recruitment service and process: ktrautz@stanford.edu

The Inclusion, Diversity, Equity, and Access in a Learning Environment (IDEAL) initiative provides resources and community events to support Stanford's long range vision and commitment to an inclusive, equitable community.

We encourage you to explore the University's IDEAL Engage website for educational content and support resources that are updated regularly.

We encourage you to explore the School of Medicine's Process Excellence website for Lean-related content and resources that are updated regularly.

"Goal Setting" Training

The SoM Process Excellence team has created a series of online training courses to help you and your team set goals for the fiscal year. Click here to learn more.

Voice & Influence

The Voice & Influence online curriculum is designed to empower women and men to realize their professional potential, and help them create organizations where workers can excel, belong and thrive. This online curriculum features education modules with faculty from leading universities. Watch the videos individually or with a group, using discussion guides to share experiences and discuss what "One Action" you can take to increase your own voice and influence.

Redesigning, Redefining Work Videobook

The Redesigning, Redefining Work Videobook offers innovative ideas and leading-edge research to help you create inclusive workplace cultures where people thrive and companies win in the global marketplace.

Our suggestion is to use the RRW Videobook as a resource to spark new ways of thinking about your own workplace. The frameworks presented here provide a broad overview of the challenges facing individuals and companies and offer new ways of thinking about solutions. Whether used as a company training video, or as an online resource for a flipped classroom, the RRW Videobook can provide a solid foundation for engaging in important conversations about the future of work.

We encourage you to explore the Stanford Human Resources Group for great content and resources that are updated regularly.

• Leadership Education Access Power (LEAP)
• Learning Channels & Resources
• Staff Learning & Development Programs
• Supervisory Academy

We encourage you to explore the Cardinal@Work website for professional development courses that are updated regularly.

The trial period is an initial 12-month period of service during which the department assesses the performance of a newly hired, benefitted employee to determine if the employee meets the requirements and expectations of the position. Please click the button below to review the Trial Period policy. Supervisors are expected to contact Sochietta Kao or Lina Trautz immediately with any performance concerns.

Trial Period Policy

Supervisors may click the form below to download the current Performance Evaluation. Please work closely with Pathology HR to submit the completed Performance Evaluation upon an employee's Trial Period completion.

• Performance Appraisal Form
• 2021 Annual Staff Performance Appraisals Presentation

Performance Management involves continuous and regular check-ins between employees and supervisors to achieve excellence in aligning organizational performance goals with personal performance goals. The performance management process helps to insure that employees have the opportunity to strive towards improving their job performance.

Annual Performance Evaluations in the Department of Pathology are typically completed between February and April of each calendar year. A performance evaluation must also be completed upon the successful completion of each employee's 12-month trial period.

Please download and review the following performance management documents, including the performance evaluation form and additional resources to use throughout the performance cycle. Supervisors are expected to contact Sonam Desai or Jordone Shane-Sánchez immediately with any performance concerns.

Digital personnel files in OpenText are currently for active benefits-eligible employees (no temps or casuals). E-files are not available for employees who terminated prior to 2012, when e-file usage began.

We are available to assist with all personnel file review requests (e.g. employee request or hiring manager request for internal final candidate) in a confidential manner.

If you would like to request a personnel file review, please contact Sochietta Kao or Lina Trautz.

For detailed information, please refer to the Work Arrangement Policy.

“Telecommuting” means performing Stanford work on a regular, part-time basis from a location other than the employee’s Regular Stanford Work Location, provided the location is not the Stanford Campus or a Stanford Alternative Work Location.

“Remote employee” means a Stanford employee who is approved, assigned, or designated by Stanford to work from a site other than the Stanford Campus or a Stanford Alternative Work Location as their primary work location. This also includes an employee who is approved, assigned or designated by Stanford to telecommute on a full-time but temporary basis (more than 4 consecutive weeks) from a location other than the employee’s Regular Stanford Work Location.

• Information Technology Resources for Work Anywhere
• Mobile Ergonomic Resources for Telecommuting and Remote Work
• Phone/Internet Stipend Policy & Resources  

Please note that we have created resources for individuals working from home on our Wellness Resources page.

If you would like to request a FTE change, please contact Sochietta Kao or Lina Trautz.

Please contact Sochietta Kao immediately to discuss this matter accordingly.

This Guide Memo outlines Stanford University's policies and procedures for carrying out the separation of employment for regular employees and academic staff. Please click the button below to learn more.

• Separation from Employment Policy
• Information Security Exit Form
• COBRA
• COBRA FAQ
• Employment Ends - Termination or Resignation

Please contact Sochietta Kao with questions and to discuss this matter accordingly.

This Guide Memo describes the retirement income plans, health care coverage, and other perquisites available to employees who retire from the University. Please click the button below to learn more.

Terminal vacation is a benefit the university offers to employees who are retiring, in which the affected employee may elect to use his/her accrued vacation, unused PTO, and Floating Holiday hours in the period immediately following the employee's last day of active work. Please review Admin Guide 2.1.6 Section 2g(2) for more information.

• Retirement Policy
• COBRA
• COBRA FAQ
• Employment Ends - Retirement

• Please contact Sochietta Kao with questions and to discuss this matter accordingly.

Layoffs or reductions in FTE may occur for several reasons such as lack of funding, change of research focus/programmatic reasons, or reorganization of duties and functions. Employee Relations is responsible for review and approval of all layoffs or FTE reductions in the School of Medicine.  Supervisors are encouraged to contact their HR Manager as early as possible, allowing enough time to review and provide required notice to affected employee(s).  Employees may also contact their HR Manager with questions and/or concerns regarding layoff. Please click the button below to review the layoff policy for all academic staff and non-academic staff employees.

Terminal vacation is a benefit the university offers to employees who are being laid off, in which the affected employee may elect to use his/her accrued vacation, unused PTO, and Floating Holiday hours in the period immediately following the employee's last day of active work. Please review Admin Guide 2.1.6 Section 2g(2) for more information.

Layoff Policy

In addition contact Sochietta Kao as soon as possible, supervisors may click the form below to download and complete the layoff worksheet.

• Layoff Worksheet
• Layoff Spreadsheet
• Information Security Exit Form
• COBRA
• COBRA FAQ
• Employment Ends - Layoff

When you need to spend more than three consecutive days away from work, it's considered a leave of absence, unless you are taking planned vacation. We provide many types of leave for these occasions. To learn more, please review the Leave of Absence website or directly contact our Disability & Leave Services (DLS) representative: 7-hrleaves@stanford.edu. You may also learn more about Voluntary Disability Insurance (VDI) here.

To ensure your leave of absence goes smoothly, review the steps below
https://cardinalatwork.stanford.edu/benefits-rewards/time-away/leaves-absence/steps-taking-leave

Once you have read the above, please proceed to initiate your claim online here: http://stanford.io/AbsenceOne (can also be found in your Axess page within the Employee Center tab under the Benefits section). Alternatively, you can initiate your claim by calling 866-566-1906.

Jennifer Amos

University HR - Disabilty & Leave Services (DLS)
Phone: 650-736-2514
Fax: 650-724-7416
Email: 7-hrleaves@stanford.edu

If you get hurt on the job, your employer is required by law to pay for workers’ compensation benefits. Tell your supervisor and Pathology HR right away no matter how slight the injury may be. Don’t delay - there are time limits. You could lose your right to benefits if your employer does not learn of your injury within 30 days. To learn more, please review the Worker's Compensation website. Please note that the Stanford University Occupational Health Center (SUOHC) is committed to compliance with all applicable federal and state laws and standards governing occupational health and safety of employees.

Stanford University - Occupational Health Center (OHC)

Website: https://ehs.stanford.edu/about-us/occupational-health-center
Phone: 650-725-5308
Fax: 650-725-9218
Email: stanfordohc@stanford.edu

• 5020 - Employer's Report of Occupational Injury or Illness
• DWC-1 Form
• SU 17 Employee Form
• SU 17-b Non-employee Form

Please contact Jordone Shane-Sánchez immediately to discuss this matter accordingly.

A workplace accommodation is a modification or adjustment to a job, the work environment, or the way in which a job is usually done that enables an individual with a disability, who is otherwise qualified to perform a job, to attain the same level of performance and to enjoy the same benefits and privileges of employment. Examples of workplace accommodations include ergonomic equipment and/or modification to a workstation, use of assistive technology, use of auxiliary aides and/or services, leave, modifications to work schedule, etc. If you wish to request a workplace accommodation, you are responsible for beginning the process by requesting an accommodation from your immediate supervisor and Pathology HR. The Diversity and Access Office is also a resource for information on these matters. These requests should be made in writing and should include the following information:

1. Description of requested workplace accommodation;
2. Brief explanation of how the requested workplace accommodation will enable you to perform your job; and
3. Physical or mental condition and its duration.
   

• FAQs: Workplace Accommodations at Stanford University
• Administrative Guide 2.2.7 - Requesting Workplace Accommodations For Employees With Disabilities

Please contact Jordone Shane-Sánchez immediately to discuss this matter accordingly.

Lactation Support:

For lactation accommodation support and resources, please click here.

Administrative Guide 2.2.5 - Requesting a Lactation Accommodation