Forms & Tools Academic Support Forms Evaluation Form Evaluation Form Primary User Description Evaluation - Annual Student Evaluation for PhD students. Updated January 2015. PhD Student Evaluation Policy Evaluation - Rotation (Faculty) Faculty Rotation evaluation for 1st year PhD students to be completed by the rotation lab mentor. Updated January 2015. PhD Student Evaluation Policy Evaluation - Rotation (Student) Student Rotation evaluation for 1st year PhD students to be completed by the student. Updated January 2015. PhD Student Evaluation Policy Expectations Document 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 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 January 2015. Dual Appointment Offer Letter Template - 0093/0094 Faculty / Departmental Administrator Letter templates for postdoctoral appointees with dual appointments. Updated January 2015. 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 April 2015. Offer Letter Template for 0093 Postdoctoral Associate Faculty / Departmental Administrator Offer letter templates for postdoctoral appointees. Updated January 2015. 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 February 2015. 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 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 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. Updated March 2015. Postdoctoral Appointment Policy Faculty / Departmental Administrator / Postdocs Details all policies specifically related to Postdoctoral Appointees. Updated July 2015. Application for Fee Waiver for Postdoctoral Appointees Postdocs Used to request tuition/fee waiver for SMD courses. Updated July 2015 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 2015. 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 for the academic year 2015-2016. Diploma Form Student Used to indicate exactly how a graduate's name should appear on his/her diploma. Updated June 2015. Master's Final Oral Exam Appointment Program Coordinator Notification to the Dean of a scheduled master’s final oral examination. Updated August 2015. PhD Defense Chair Request Student / Program Director To request the appointment of an outside Chair of the oral exam. Updated March 2015. Program of Study - Master's Degree Program Coordinator List of completed course requirements for the degree MA, MPH, MS. Updated January 2015. 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 2015. Program of Study - PhD Health Program Coordinator List of completed courses and research credit hours for the PhD degree in the health sciences. Updated April 2015. Program Statement on Completion of PhD Requirements Program Coordinator Certifies that the student has completed all PhD degree requirements. Updated June 2011. Qualifying Exam Appointment Program Coordinator Notification to the Dean of a scheduled qualifying examination. Updated January 2015.Form Instructions Registration 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 January 2015. Payment Agreement Student Student acknowledgement of financial responsibility of tuition and fees. Student Record Form 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. 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 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 2015. Visiting Student Procedures Back to the Top Collaborative Projects with SMD Finance and Administration SMD Unpaid Academic Internship and Shadowing Program Form Primary User Description Program Selection Grid for URMC 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 May 2015. Application Form Fill out using Internet Explorer or an Adobe product. Please use the application updated in March 2015. Department To be filled out and submitted by the department for internship or shadowing experience. Updated March 2015. 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 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. SMD J-1 Scholar Job Code Approval 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 March 2015.