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 are excited to offer a professional development program, Peds-U, which aims to support and maintain on-going education for Pediatrics employees. We encourage all Pediatrics employees to participate in the many offerings within the program, with both free and STAP fund-eligible offerings.

Peds-U is a program that strives to continuously develop and maintain a highly competent workforce capable of performing their duties at a consistently high level in an ever changing and complex work environment. We offer self-paced, online options which can be taken in the form of individual courses or multi-course certificate programs. We also offer department-wide presentations on various professional development topics.  

In 2021 Peds-U is proud to present the Career Development Workshops, which consist of 6 workshops from resume building, to Rocking your LinkedIn Profile, to tips on Career Conversations. Click here to sign up for these workshops.

Missed a workshop? Please see below for the recording and slides of past workshops:

• Building Your Brand - Resume and Cover letter workshop (slides; recording)
• Networking & Mentoring - Leverage Your Contacts & SoM Mentoring Program (slides; recording)
• Rock Your Profile - Tips on how to update you LinkedIn Profile (recording)
  

 If you have any suggestions on future offerings/topics, please email Shawna McManus or Eric Andres.

Courtesy of University HR and University IT, all faculty and benefits-eligible staff in the Department of Pediatrics have free unlimited access to LinkedIn Learning (SUNet ID required).

LinkedIn Learning is an online training library that has over 13,000 courses covering business, technology, and creative topics. LinkedIn Learning is designed for all levels of learners. These videos are available 24 hours a day, 7 days a week and can even be viewed from the convenience of your computer or mobile device. We encourage you to begin enhancing your work skills at the convenience of your own schedule!

We encourage you to explore the School of Medicine's Talent Development Learning website for great content and resources that are updated regularly.

SoM Retention Workshop Resource

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

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.

Administrative Guide (all policies)

Stanford University Code of Conduct Policy

Privacy Policy

Human Resources (employment policies)

Trial Period

Workplace Accommodation for Disability

Lactation Accommodation

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. Thursday 11/24/22 and Friday 11/25/22), 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 12/21/22 - 01/02/2023. If an employee would not normally work on these days, s/he must substitute an alternative day in the same work week as his/her holiday. Please contact Pediatrics HR if you have any questions or concerns regarding this policy.

If Stanford University requests that a non-exempt employee travel, the travel time counts as work whenever the travel occurs. If it is at the request of the department, the travel time is counted. Please click the form below to review further guidelines, and contact Shawna McManus or Eric Andres if non-exempt employees are being required to travel for work.

Guidelines for Non-exempt Employee Travel

How to Select a JIF (Resource)

All recruitments for contingent (non-benefitted; temporary and casual) positions require a completed employment application to be submitted to the Pediatrics HR team. Prior to hiring a contingent worker, please click the button below to download the employment application. Upon completion by the candidate, please submit it (and the candidate's resume/CV) to the Pediatrics HR team for review.

SU Employment Application

All new and replacement position requests must be reviewed and approved by the Pediatrics HR and Finance teams prior to posting a benefitted position or hiring a contingent worker. Please click the button below to complete and submit the Pediatrics Staff Business Plan. Once submitted, the business plan will be automatically routed to the Pediatrics HR and Finance teams for review and approval.

Pediatrics Staff Business Plan    

Interview Etiquette

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

Recruitment Tools:

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.

• Interview Guide - Legal Considerations
• Behavioral Interview Tools & Guidelines
• SoM Standard Interview Questions
  
• SoM Candidate Evaluation Form
• Reference Check Form
• Reference Check Guidlines
• Diversity Job Posting Sites

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

HR Recruitment Services:

Pediatrics 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 review the forms below for an overview of the hiring process in Pediatrics and contact us with any questions.

Outline of Pediatrics New Hire Process

Fair Hiring Practices Fact Sheet

Fair Hiring Laws - FAQ

Salary Discussion Tip Sheet

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.

Resources for Managers

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.

Goal Setting Workbook

SMART Goals Graphic

Dimensions of Improvement

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.

Courtesy of University HR and University IT, all faculty and benefits-eligible staff in the Department of Pediatrics have free unlimited access to LinkedIn Learning (SUNet ID required).

LinkedIn Learning is an online training library that has over 13,000 courses covering business, technology, and creative topics. LinkedIn Learning is designed for all levels of learners. These videos are available 24 hours a day, 7 days a week and can even be viewed from the convenience of your computer or mobile device. We encourage you to begin enhancing your work skills at the convenience of your own schedule!

We encourage you to explore the School of Medicine's Talent Development Learning website for great content and resources that are updated regularly.

Supervisory Academy

SoM Mentorship Program

Learning Channels & Resources

SoM Retention Workshop Resource

We encourage you to explore Univeristy HR's (UHR) Manager Toolkit website for great content and resources that are updated regularly.

Manager Forums

Stanford Manager Academy

IDEAL Engage

Staff Engagement Resources

Reference Guide: Enhancing the Level of Employee Engagement

Staff Recognition Tips & Tools

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 Shawna McManus or Eric Andres immediately with any performance concerns.

Trial Period Policy

Supervisors may click the form below to download the current Performance Evaluation. Please work closely with Pediatrics 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 Pediatrics 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. If you have questions about the process, please contact Shawna McManus or Eric Andres.

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 Shawna McManus or Eric Andres accordingly.

Telecommute/Remote Work Agreement Request Form

Supervisors: Please click the link above to complete and submit a formal request on behalf of your direct report (separate submission required for each direct report).

For detailed information, please refer to the Telecommuting & Remote Work 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 Telecommuting and Remote Work

Mobile Ergonomic Resources for Telecommuting and Remote Work

Thriving in Virtual Teams

Article - Managing Remote Teams During the Coronavirus (COVID-19) Outbreak

Article - Google’s 7 Keys to Successfully Managing Virtual Teams

Phone/Internet Stipend Policy & Resources  

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

Please click either of the forms below to download a FTE Change Request memorandum. Each form refers to the applicable requestor. Please work directly with Pediatrics HR to submit the completed form for review, approval and processing.

FTE Change Memo Department Request

FTE Change Memo Employee Request

Please contact Pediatrics HR immediately to discuss this matter accordingly. For an employee transferring to another department within Stanford University, the supervisor is expected to download and complete the checklist below on the departing employee's last day of work in Pediatrics. The supervisor must then submit the completed checklist to Pediatrics HR on the departing employee's last day of work in Pediatrics.

Employee Termination or Transfer Checklist

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

Pediatrics Termination Process

Please contact Pediatrics HR immediately to discuss this matter accordingly. Supervisors are also expected to download and distribute the resources below to separated employees on their last day working.

Employee Termination or Transfer Checklist

Information Security Exit Form

2021 COBRA Monthly Rates

COBRA FAQ

HIPP

EDD Brochure

Employment Ends - Termination or Resignation

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

Retirement - Terminal Vacation FAQ

Please contact Pediatrics HR immediately to discuss this matter accordingly. Supervisors are also expected to download and distribute the resources below to retired employees on their last day working.

Employee Termination or Transfer Checklist

Information Security Exit Form

2021 COBRA Monthly Rates

COBRA FAQ

HIPP

EDD Brochure

Employment Ends - Retirement

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 to contacting Shawna McManus or Tiyasha De Pinto as soon as possible, supervisors may click the form below to download and complete the layoff worksheet.

Layoff Worksheet

Layoff Spreadsheet

Layoff - Stanford Career Transition Program

Layoff - Things To Do First

Layoff - Terminal Vacation FAQ

Supervisors are also expected to download and distribute the resources below to laid off employees on their last day working.

Employee Termination or Transfer Checklist

Information Security Exit Form

2021 COBRA Monthly Rates

COBRA FAQ

HIPP

EDD Brochure

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. You may also learn more about Voluntary Disability Insurance (VDI) here.

Effective 11/01/2020, Stanford has implemented a new leave of absence process which you can read about here: https://cardinalatwork.stanford.edu/engage/news/new-way-manage-your-disability-and-leaves.

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.

Overview of Integrated Leave Management for SoM Pediatrics

ILM FAQs for Supervisors

ILM FAQs for Employees

If you get hurt on the job, your employer is required by law to pay for workers’ compensation benefits. Tell your supervisor and Pediatrics 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.

Workers' Compensation - Winter Closure 2020

5020 - Employer's Report of Occupational Injury or Illness

DWC-1 Form

SU 17 Employee Form

SU 17-b Non-employee Form

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 Pediatrics 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:

a. Description of requested workplace accommodation;
b. Brief explanation of how the requested workplace accommodation will enable you to perform your job; and
c. 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

Lactation Support:

For lactation accommodation support and resources, please click here.

Administrative Guide 2.2.5 - Requesting a Lactation Accommodation