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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

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 2024.
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.

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.
Master's Final Oral Exam Appointment	Program Coordinator	Notification to the Dean of a scheduled master’s final oral examination. Updated June 2024.
Program of Study – Advanced Certificate	Program Coordinator	List of completed course requirements for the Advanced Certificate. Updated March 2024.
Program of Study - Master's Degree	Program Coordinator	List of completed course requirements for the degree MA, MPH, MS. Updated April 2024.
Program of Study - PhD Biomedical	Program Coordinator	List of completed courses and research credit hours for the PhD degree in the biomedical sciences. Updated July 2024.
Program of Study - PhD Health	Program Coordinator	List of completed courses and research credit hours for the PhD degree in the health sciences. Updated July 2024.
Ph.D. Qualifying Exam Appointment	Program Coordinator	Notification to the Registrar of a scheduled qualifying examination. Updated May 2024.

Registration Form

Registration Form	Primary User	Description
Add/Drop	Student	Used to add and drop courses. Form updated June 2024. Form Instructions / Refund Schedule
Non-Matriculated Student Application	Student	Used to initiate non-matriculated student status in UR Student, allowing students to register for courses. Updated November 2024.

Student Record Form

Student Record Form	Primary User	Description
Address Change	Student	Used to update student’s address in UR Student. International students may also need to update the International Services Office.
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
Change of Status	Program Coordinator	Submitted for changes such as degree, major, time status, termination/completion. Updated January 2019.
Course Articulation Application	Program Coordinator	Used to request internal course articulation. Updated June 2024.
Course Audit Application	Student	Used by PhD students to request to audit courses. Updated June 2024.
Course Transfer Credit	Student	Used to request transfer credit based on courses completed at other colleges and universities. Updated June 2024. Form Instructions / Transfer Credit Policy
Course Waiver	Student	Used to request to waive courses based on courses completed at other colleges and universities. Updated June 2024 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 June 2024.
Name Change Request	Student	Used to notify the Registrar of your new legal name and have your legal name changed in UR Student.
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.

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.