Forms & Tools
Academic Support Forms
Evaluation Form
Evaluation forms for faculty and students
| Evaluation Form | Primary User | Description |
|---|---|---|
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Student |
Evaluation for PhD students. Updated February 2020. |
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Faculty |
Rotation evaluation for 1st year PhD students to be completed by the rotation lab mentor. Updated February 2020. |
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Student |
Rotation evaluation for 1st year PhD students to be completed by the student. Updated February 2020. |
Roles and Responsibilities of Supervisors/Advisors and Graduate Students
| Document | Primary User | Description |
|---|---|---|
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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 |
|---|---|---|
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International Students/Postdocs |
Forms and information required to obtain and maintain visas for work or study in the US. |
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International Students/Postdocs |
Provides the Program Coordinator with information to assist International students with re-entry into the U.S. Updated January 2019. |
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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 |
|---|---|---|
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Program Coordinator |
Certifies that the student has completed HIPAA training within 30 days of matriculation. Updated February 2016. |
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Program Coordinator |
Certifies that the student has read and understands the University's intellectual property policy and practices. Updated November 2009. |
Registrar Forms
Exam-Related Form
| Exam-related Form | Primary User | Description |
|---|---|---|
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All |
Academic calendar for graduate programs in the School of Medicine and Dentistry. |
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Program Coordinator |
Notification to the Dean of a scheduled master’s final oral examination. Updated June 2024. |
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| Program of Study – Advanced Certificate | Program Coordinator |
List of completed course requirements for the Advanced Certificate. Updated March 2024. |
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Program Coordinator |
List of completed course requirements for the degree MA, MPH, MS. Updated April 2024. |
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Program Coordinator |
List of completed courses and research credit hours for the PhD degree in the biomedical sciences. Updated July 2024. |
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Program Coordinator |
List of completed courses and research credit hours for the PhD degree in the health sciences. Updated July 2024. |
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Program Coordinator |
Notification to the Registrar of a scheduled qualifying examination. Updated May 2024. |
Registration Form
| Registration Form | Primary User | Description |
|---|---|---|
|
Student |
Used to add and drop courses. Form updated June 2024. Form Instructions / Refund Schedule |
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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. |
| 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. |
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Student |
Used to collect forwarding contact information and employment data for graduating students |
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| 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 |
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Faculty |
Used to notify the Registrar of a change to an incompleted grade. Updated January 2019. |
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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. |
| 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. |
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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 |
|---|---|---|
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Department Administration |
Used by the SMD department to obtain job code approval for a UR-sponsored J-1 candidate. Updated March 2023. |
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. |
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Departmental |
The 520 form is used for all Postdoctoral Appointments and changes in status. |
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| 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. |
| 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 |
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| Offer Letter Template for 0095 Postdoctoral Fellow |
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| 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. |
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Faculty / Departmental |
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 |
|---|---|---|
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Postdoctoral |
Developed by the SMD, completion of this form satisfies the minimum requirement for Annual Review for a postdoctoral appointee. Updated January 2019. |
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| 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. |
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Postdoctoral |
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 |
|---|---|---|
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Summary of Benefits for Postdoctoral Appointees
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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 |