Forms and Tools

Academic Support Forms
    Evaluation Form | Expectations Document

Evaluation Form Primary User Description

Evaluation - Annual

Student

Evaluation for PhD students. Updated October 2013.
PhD Student Evaluation Policy

Evaluation - Rotation (Faculty)

Faculty

Rotation evaluation for 1st year PhD students to be completed by the rotation lab mentor. Updated August 2013.
PhD Student Evaluation Policy

Evaluation - Rotation (Student)

Student

Rotation evaluation for 1st year PhD students to be completed by the student. Updated August 2013.
PhD Student Evaluation Policy

Expectations Document Primary User Description

Expectations of Graduate Students

Student

Outlines the 14 key expectations of URMC SMD graduate students. Updated October 2013.

Expectations of Research Advisors

Faculty

Outlines the 15 key expectations of URMC SMD research advisors. Updated October 2013.

International Services Office Forms

Form Primary User Description

International Services Office Forms

International Students/Postdocs

Forms and information required to obtain and maintain visas for work or study in the US.

Short Term Absence Notice

International Students/Postdocs

Provides the Program Coordinator with information to assist International students with re-entry into the U.S. Updated June 2011.

Visa Delays and Denials Report Form

International Students/Postdocs

Used to provide information to the ISO regarding visa delays and denials.

Orientation Forms for Incoming Graduate Students

Form Primary User Description

Employment Eligibility Verification I-9

Program Coordinator

Employment form required by the US Department of Homeland Security. Expires 3/31/16.

Federal Tax Withholding W-4

Program Coordinator

Payroll form required by the Internal Revenue Service. 2013 version.

HIPAA Training

Program Coordinator

Certifies that the student has completed HIPAA training within 30 days of matriculation. Updated August 2013.

Intellectual Property Agreement

Program Coordinator

Certifies that the student has read and understands the University's intellectual property policy and practices. Updated November 2009.

NYS Tax Withholding IT-2104

Program Coordinator

Payroll form required by New York State Department of Taxation and Finance. 2013 version.

Postdoctoral Affairs Forms
   Letter Templates | Individual Development Plans | Policies and Benefits | Promotion Options

Letter Templates Primary User Description

520 Form via HRMS

Departmental
Administrator

The 520 form is used for all Postdoctoral Appointments and changes in status.

Postdoc Information Form Departmental
Administrator / Postdoc
This form must be submitted with all new postdoctoral appointments. Updated November 2014.
Dual Appointment Offer Letter Template - 0093/0094 Faculty / Departmental
Administrator

Letter templates for postdoctoral appointees with dual appointments. Updated September 2014.

Process for Appointing Postdocs with Dual Appointments

Dual Appointment Offer Letter Template - 0094/0093

Dual Appointment Offer Letter Template - 0095/0093
Non-Reappointment Letter Template Faculty / Departmental
Administrator
Postdoctoral non-reappointment letter template for all postdoctoral appointees. Updated July 2013.
Offer Letter Template for
0093 Postdoctoral Associate
Faculty / Departmental
Administrator
Offer letter templates for postdoctoral appointees. Updated September 2014.
Offer Letter Template for
0094 Visiting Postdoctoral Fellow
Offer Letter Template for
0095 Postdoctoral Fellow

Reappointment Letter Template

Faculty / Departmental
Administrator

Postdoctoral reappointment letter template for all postdoctoral appointees. Updated August 2013.
Early Termination for Lack of Funding
Letter Template
Faculty / Departmental
Administrator

Postdoctoral termination for lack of funding letter template for all postdoctoral appointees. Updated July 2013.

Early Termination for Unsatisfactory Performance Faculty / Departmental
Administrator
The Department should consult GEPA for assistance with termination letters based on unsatisfactory performance.
Individual Development Plans (IDPs) and Annual Review Primary User Description

SMD Annual Evaluation

Postdoctoral
Appointee and Faculty

Developed by the SMD, completion of this form satisfies the minimum requirement for Annual Review for a postdoctoral appointee. Updated February 2014.

IDP by FASEB Postdoctoral
Appointee
The Individual Development Plan (IDP) concept is commonly used in industry to help employees define and pursue their career goals. This framework was developed by FASEB for postdoctoral fellows in the sciences.
myIDP by Science Careers Postdoctoral
Appointee
myIDP, by Science Careers, expands on the FASEB framework. myIDP is a unique, web-based career-planning tool tailored to meet the needs of trainees in the sciences.

Career Development Plan

Postdoctoral
Appointee

Developed by the Clinical and Translational Science Institute, this is another example of an individual development plan (IDP) that a postdoc may use.

Policies and Benefits Primary User Description

Guide to Benefits and Job Codes for Postdoctoral Appointees

 

Faculty / Departmental Administrator / Postdocs Details the difference in benefits between Postdoctoral Associates and Postdoctoral Fellows. Updated September 2014.
Postdoctoral Appointment Policy Faculty / Departmental Administrator / Postdocs Details all policies specifically related to Postdoctoral Appointees. Updated November 2014.
Promotion Options Primary User Description
Decision Guide on Staff vs. Faculty Appointment Faculty / Departmental Administrator This guide is intended to assist faculty in making promotion decisions for scientists completing postdoctoral appointments.
Guidelines for Use of Staff Scientist Faculty / Departmental Administrator The Staff Scientist is a staff position for senior postdocs that are not ready for or interested in leading their own independent research programs. Updated December 2014.

Registrar Forms
   Exam-related Form | Registration Form | Student Record Form

Registration Form Primary User Description

Add/Drop

Student

Form updated August 2013. Please use Internet Explorer to open form.

Form Instructions

2013-14 Refund Schedule

Bursar Statement

Student

Used to notify Bursar's Office of method of payment for semester's tuition.

Non-Matriculated Financial Statement

Student

Financial statement for non-matriculated students.

Non-Matriculated Registration

Student

Course registration form for non-matriculated students. Form must be completed electronically. Updated August 2014.

Payment Agreement

Student

Student acknowledgement of financial responsibility of tuition and fees.

Student Record Form Primary User Description

Address Change

Student

Used to change local or permanent address. International students, see ISO Forms.

Change of Status

Program Coordinator

Submitted for changes such as degree, major, time status, termination/completion. Updated August 2013.

Course Transfer Credit

Student

Request to transfer credits based on courses completed at other colleges and universities.
Updated August 2013.
Form Instructions
Transfer Credit Policy

Course Waiver

Student

Request to waive courses based on courses completed at other colleges and universities. Updated August 2013.
Form Instructions

Enrollment Verification Request

Student

Used to confirm enrollment status or verification of graduate degree(s) earned for employment purposes, insurance, international travel letters, etc.

Exit Interview

Student

Provides the Senior Associate Dean with graduating students' plans for the future. Updated August 2013.

Incomplete Grade Contract

Faculty

Used to notify Registrar that a student has completed all coursework except for the final exam. Updated April 2011.

Leave of Absence Request

Student

Used to request a short-term leave of absence from the degree program. Updated August 2013.

Name Change Request

Student

No form required. Simply provide the Registrar with a legal form of identification that bears your new name.

Parental Leave Request

Student

Used to request a parental leave of absence from the degree program. Updated August 2011.
Parental Leave Policy

Supplemental Grade Notice

Faculty

Used to notify the Registrar of a change to an incompleted grade. Updated April 2011.

Transcript Request

Student

To request an official University of Rochester transcript.

Visiting Student in Residence Application Visiting Student

Used by a visiting student to apply for Visiting Student in Residence status with the School of Medicine and Dentistry. Updated March 2014.

Visiting Student Procedures

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Collaborative Projects with SMD Finance and Administration
   SMD Unpaid Academic Internship and Shadowing Program | SMD J-1 Scholar Job Code Approval

Form Primary User Description

Application Form

Fill out using Internet Explorer or an Adobe product. Please use the application updated in November 2014.

Department

To be filled out and submitted by the department for internship or shadowing experience.

Program Requirements and FAQs

Department Outlines the Background Check Process required for adult supervisors of interns/shadows under the age of 18. Updated September 2014.
Parental Consent Form Department / Parents Used by the department and the underage intern's parents to share emergency contact information. Updated January 2014.
Supervisor Training Compliance Form Department Used by the department to certify adult supervisor training compliance for interns/shadows under the age of 18. Updated March 2014.
Mailing List Subscription Form Department Administration / Faculty Used to subscribe to the program's mailing list for communicating program updates. Updated August 2013.
Form Primary User Description

J-1 Scholar Job Code Approval Form

Department Administration

Used by the SMD department to obtain job code approval for a UR-sponsored J-1 candidate. Updated September 2014.