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Forms & Tools

Academic Support Forms

Evaluation Form

Evaluation forms for faculty and students

Evaluation Form Primary User Description

Evaluation - Annual Word Doc

Evaluation - Annual PDF

Student

Evaluation for PhD students. Updated February 2020.
PhD Student Evaluation Policy

Evaluation - Rotation (Faculty) Word Doc

Evaluation - Rotation (Faculty) PDF

 

Faculty

Rotation evaluation for 1st year PhD students to be completed by the rotation lab mentor. Updated February 2020.
PhD Student Evaluation Policy

Evaluation - Rotation (Student) Word Doc

Evaluation - Rotation (Student) PDF

Student

Rotation evaluation for 1st year PhD students to be completed by the student. Updated February 2020.
PhD Student Evaluation Policy

Roles and Responsibilities of Supervisors/Advisors and Graduate Students

Document Primary User Description

Roles and Responsibilities of Supervisors/Advisors and Graduate Students

Student, Faculty

Outlines the key roles and responsibilities of SMD supervisors/advisors and graduate students. Updated February 2019.

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 January 2019.

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

HIPAA Workforce Member Training Record

Program Coordinator

Certifies that the student has completed HIPAA training within 30 days of matriculation. Updated February 2016.

Intellectual Property Agreement

Program Coordinator

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

Postdoctoral Affairs Forms

Letter Templates and Onboarding Tools

Forms and Letter Templates Primary User Description
Administrator Checklists for Postdoc Appointments: offers, onboarding, and appointments Departmental
Administrator
Checklists will help guide administrators in making postdoc offers, onboarding postdocs and managing postdoctoral appointments. Revised September 2023.

520 Form via HRMS

Departmental
Administrator

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

Postdoc-Info-Form Departmental
Administrator / Postdoc
This form must be submitted with all new postdoctoral appointments. Updated March 2022.
Dual Appointment Offer Letter Template - 0093/0094 Faculty / Departmental
Administrator

Letter templates for postdoctoral appointees with dual appointments. Updated September 2023.

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 February 2021.
Offer Letter Template for
0093 Postdoctoral Associate
Faculty / Departmental
Administrator
Offer letter templates for postdoctoral appointees. Updated September 2023.
Offer Letter Template for
0094 Visiting Postdoctoral Fellow
Offer Letter Template for
0095 Postdoctoral Fellow
Postdoctoral Appointee Checklist Postdoctoral Appointees The Postdoctoral Appointee Checklist will help you manage many of the tasks required for you to get started at the University of Rochester.

Reappointment Letter Template

Faculty / Departmental
Administrator

Postdoctoral reappointment letter template for all postdoctoral appointees. Updated September 2022.
Postdoc Departure Form Departmental Administrator / Postdoc This form must be submitted with all postdoctoral terminations. Updated August 2021.
Early Termination for Lack of Funding
Letter Template
Faculty / Departmental
Administrator

Postdoctoral termination for lack of funding letter template for all postdoctoral appointees. Updated February 2021.

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

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 January 2019.

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

Policies and Benefits Primary User Description

Summary of Benefits for Postdoctoral Appointees

 

Faculty / Departmental Administrator / Postdocs Details the difference in benefits between Postdoctoral Associates, Postdoctoral Fellows, and Visiting Postdoctoral Fellows.
Postdoctoral Appointment Policy Faculty / Departmental Administrator / Postdocs Details all policies specifically related to Postdoctoral Appointees.

Promotion Options

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 January 2023

 

Registrar Forms

Exam-Related Form

Exam-related Form Primary User Description

Academic Calendar

All

Academic calendar for graduate programs in the School of Medicine and Dentistry.

Advanced Certificate Diploma Form

Master's Diploma Form

Student

Used to indicate exactly how a graduate's name should appear on his/her diploma. Updated February 2022.

Master's Final Oral Exam Appointment

Program Coordinator

Notification to the Dean of a scheduled master’s final oral examination.  Instructions for completing this form.  Updated January 2018

PhD Defense Chair Request Student / Program Director

To request the appointment of an outside Chair of the oral exam. Updated March 2022.

Program of Study – Advanced Certificate Program Coordinator

List of completed course requirements for the Advanced Certificate. Updated March 2020.

Program of Study - Master's Degree

Program Coordinator

List of completed course requirements for the degree MA, MPH, MS. Updated March 2022.

Program of Study - PhD Biomedical

Program Coordinator

List of completed courses and research credit hours for the PhD degree in the biomedical sciences. Updated January 2019.

Program of Study - PhD Health

Program Coordinator

List of completed courses and research credit hours for the PhD degree in the health sciences. Updated January 2019.

Program Statement on Completion of PhD Requirements

Program Coordinator

Certifies that the student has completed all PhD degree requirements. Updated January 2019.

Ph.D. Qualifying Exam Appointment

Program Coordinator

Registration Form

Registration Form Primary User Description

Add/Drop

Student

Form updated February 2022. 

Form Instructions

Refund Schedule

Bursar Statement

Student

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

Non-Matriculated Student Application

Student

New Non-Matriculated Student Application form.  Please download prior to completing. 

Payment Agreement

Student

Student acknowledgement of financial responsibility of tuition and fees. For matriculated and non-matriculated students

Student Record Form

Student Record Form Primary User Description
Advisor Designation Form for Full-time, Basic Science, PhD Students Student and Faculty Used to designate an advisor for all PhD students in basic science programs, including Translational Biomedical Science. Revised December 2023.

Anticipated Master's Degree Completion 

Student and Program Coordinator Submitted for anticipated terminal master's degree completions
Request a Course Audit Student Request to audit courses for SMD PhD Graduate Students

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 January 2019.

Request for Internal Course Articulation Program Coordinator Request for coursework at the university to be applied to degree program of study

Course Transfer Credit

Student

Request to transfer credits based on courses completed at other colleges and universities.
Updated August 2019.
Form Instructions
Transfer Credit Policy

Course Waiver

Student

Request to waive courses based on courses completed at other colleges and universities. Updated October 2022.
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 and Alumni Update Student Used to collect forwarding contact information and employment data for graduating students

Incomplete Grade Contract

Faculty

Used to notify Registrar that a student has completed all coursework except for the final exam. Updated January 2024.

Leave of Absence Request

Student

Used to request a short-term leave of absence from the degree program. Updated March 2022.

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 February 2024.
Parental Leave Policy

Supplemental Grade Notice

Faculty

Used to notify the Registrar of a change to an incompleted grade. Updated January 2019.

Transcript Request

Student

To request an official University of Rochester transcript.

Travel Abroad Form Student

Provides Program Coordinator and GEPA information to assist students with issues when traveling abroad.  Updated March 2020.

Collaborative Projects with SMD Finance and Administration

SMD Unpaid Academic Internship and Shadowing Program

Form Primary User Description
Program Selection Grid for SMD/SMH Educational Experiences Department Check this grid to determine whether the SMD Unpaid Academic Internship and Shadowing Program is the proper program for your needs. Updated March 2022.
Application Form Department To be filled out and submitted by the department for internship or shadowing experience. 

Program Requirements and FAQs

Background Check Process

Department Outlines the Background Check Process required for adult supervisors of interns/shadows under the age of 18. Updated December 2015.
Parental Consent Form Department / Parents Used by the department and the underage intern's parents to share emergency contact information. Updated December 2015.

Obligations of Adult Supervisors of Interns Under 18 Training Compliance Form

Department Used by the department to certify adult supervisor training compliance for interns/shadows under the age of 18. Updated December 2023.
Mailing List Subscription Form Department Administration / Faculty Used to subscribe to the program's mailing list for communicating program updates. Updated August 2013.

SMD J-1 Scholar Job Code Approval

Form Primary User Description

J-1 Scholar Job Code Approval FormWord Doc

Department Administration

Used by the SMD department to obtain job code approval for a UR-sponsored J-1 candidate. Updated March 2023.