2.4.2 Students of New Faculty: Implementation
Jump To:
- 1. Appointment Into Nonmatriculated Stanford Status
- 2. Discontinuing Student Status
- 3. Extension of Appointment
Last updated on:
Tuesday, March 17, 2026
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1. Appointment Into Nonmatriculated Stanford Status
PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
1. | Determine whether the incoming faculty member has doctoral students whom he or she wishes to appoint to nonmatriculated status at Stanford. | Appointing department chair and Faculty Affairs |
2. | If the incoming faculty member wishes to bring one or more doctoral students to Stanford for a limited period of time, formalize these arrangements by including information about the student(s) in the incoming faculty member’s appointment papers. | Faculty Affairs or designated staff in the appointing department |
3. | Complete and sign the Students of New Faculty at Stanford University Agreement between Stanford and the student’s home institution. | Stanford Degree Program, school dean’s office, VPGE office, plus appropriate offices at home institution |
4. | Use the Students of New Faculty Offer Letter/Student Representations Template to create an offer letter and send it to the student for completion. | Stanford Degree Program |
5. | Sign the Students of New Faculty Offer Letter/Student Representations and return it to the Stanford degree program. | Student |
6. | Complete this step if this is the first time the department is appointing Students of New Faculty. Otherwise, skip to step 8. Complete and sign the Academic Structure Change Proposal Form to request a new academic plan code ([DEPT]-SNF). | Stanford Degree Program, school dean’s office |
7. | Review the Academic Structure Change Proposal Form. If approved, set up the new academic plan code in PeopleSoft. | Registrar’s Office |
| 8. | Submit a new Students of New Faculty (SNF) request to Non-Degree Admissions as soon as possible, but no less than 30 days before the first day of classes in the anticipated Stanford academic term to initiate appointment. Retain original forms in degree program files. In the case of international students, forward a copy of the signed Affiliation Agreement for Students of New Faculty at Stanford to the Stanford Bechtel International Center, identifying the student’s visa status at the home institution. | Student Degree Program |
| 9. | Request biodemographic information from student(s). For international students, confirm the student’s visa status with the home institution and maintain documentation of visa status here. | Non-Degree Admissions Bechtel International Center |
10. | Submit biodemographic information as requested from Non-Degree Admissions. | Student |
11. | Create and activate the nonmatriculated student record in PeopleSoft and provide the Employee Identification (EMPLID) number with enrollment instructions to the student. | Non-Degree Admissions |
12. | Register in the degree program's TGR course before each quarterly Final Study List Deadline (FSLD), make appropriate academic progress, and bear responsibility for the payment of all Stanford bills. Register in classes by submitting a Non-matric Course Enrollment Form on the eForms portal before FSLD. Form access is available once SNF status is active and enrollment period for the current quarter begins. See academic calendar for dates; see Non-matric Course Enrollment for enrollment information. | Student |
13. | If appropriate, enter any agreed-upon financial support for the student in GFS. See Students of New Faculty in GFS. | Stanford Degree Program |
14. | Document academic progress by recording a Pass/No Credit grade for the student for each enrolled quarter. | Faculty Advisor |
2. Discontinuing Student Status
PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
1. | Advise Stanford degree program of pending graduation from the home institution, or other reason for ending the appointment at Stanford, as soon as possible but no later than the first day of the student’s intended last quarter at Stanford. If the intended last quarter is that originally proposed, or proposed on the most recent extension, do not register after the last quarter. | Student |
2. | If the student is leaving earlier than anticipated, notify Non-Degree Admissions of the pending termination by submitting a help request for appointment change ticket. | Stanford Degree Program |
3. | Discontinue the student’s enrollment privileges in PeopleSoft. | Non-Degree Admissions |
3. Extension of Appointment
PROCESS STEPS | RESPONSIBILITY | |
|---|---|---|
| 1. | Discuss feasibility and logistics of extension including funding and current academic standing. If requesting extension beyond the conclusion appointment’s third year, consult with VPGE. | Stanford degree program, student, and originating university |
| 2. | Submit a help request for appointment change ticket. This request is necessary to extend the appointment of a Student of New Faculty into any new academic year. | Stanford Degree Program |
| 3. | Update the student’s appointment dates in PeopleSoft. | Non-Degree Admissions |