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2.4.2 Students of New Faculty: Implementation

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1. Appointment Into Nonmatriculated Stanford Status

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 - Part 1: Affiliation Agreement between Stanford and the student’s home institution and a Students of New Faculty at Stanford University - Part 2: Student Addendum including appointment information for each incoming student. 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

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.

Stanford Degree Program

Request biodemographic information from students.

For international students, confirm the student’s visa status with the home institution and maintain documentation of visa status here. 

Non-Degree Admissions

Bechtel Center


Submit biodemographic information as requested from Non-Degree Admissions.


9. 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

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.

Note: Non-matriculated registration is a manual process. The student will need to submit the Graduate Nonmatriculated Enrollment Form to before FSLD. More information can be found at Course Enrollment Request - Nonmatriculated GR.                

11. If appropriate, enter any agreed-upon financial support for the student in GFS. See Students of New Faculty in GFS Stanford Degree Program
12. Document academic progress by recording a Pass/No Credit grade for the student for each enrolled quarter.  Faculty Advisor
13. To extend a student in the status of Student of New Faculty into a new academic year, submit a Students of New Faculty: Appointment Extension/ Termination request to Non-Degree Admissions. Note that this request is necessary to extend the appointment of a Student of New Faculty into any new academic year.  Stanford Degree Program

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2. Discontinuing Student Status

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 completing a Students of New Faculty: Appointment Extension/ Termination request. Stanford Degree Program
3. Discontinue the student’s enrollment privileges in PeopleSoft.  Non-Degree Admissions

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