Staff Resources

EAS Forms & Procedures

Appointments

Procedures (pdf) - Read this first
Minimum Postdoctoral Scholar and Exempt Staff Salary Thresholds (pdf)

FORMS

• Postdoctoral Scholar (pdf)
• Instructor (pdf)
• Lecturer, part time (pdf)
• Visiting Associate (pdf)
• Research Assistant Professor (pdf)
• Visiting Professor (pdf)
• Visitor (pdf)
• Funding and Exchange Rate Currency Form (pdf)
• Departing Faculty Arrangement (pdf)
• Classification of Postdoctoral Scholars Fellowship Trainees (pdf)

Student Hires

FORMS

• Student Employee Data Sheet (xls)

Volunteers

Volunteer Guidelines

FORMS

• Volunteer Data Sheet (pdf)
• Volunteer Agreement Release (pdf)
• Confidentiality and Non-Disclosure Agreement for Volunteers (pdf)
• Patent Agreement (pdf)
• Volunteer Agreement for Minors
• Minor Volunteer Activity Questionnaire (pdf)
• Parent's Delegation of Authority to Consent to Medical or Dental Treatment of Minor (pdf)

External Affiliates

External Affiliate Guidelines

FORMS

• External Affiliate Data Sheet (pdf)

Visiting Student Programs

Forms can be obtained here - Read this first

FORMS

• Sample email to student to request info (doc)
• Visiting Student Request form
• Medical Consent for Minors (pdf)

Minors

• Protection of Minors

Guest IDs
(more than one week and up to 2 years)

Guest Guidelines

Submit these forms to your Department Administrator for approval and then to HR

• Guest Data Sheet (pdf)
• Confidentiality and Non-Disclosure Agreement for Guests (pdf)
• Patent and Copyright Agreement (pdf)

Guest Cards (up to one week)

Submit these forms to your Department Administrator

• Guest Data Sheet (pdf)
• Confidentiality and Non-Disclosure Agreement for Guests (pdf)
• Patent and Copyright Agreement (pdf)

Verification of Employment Requests

• Verification of Employment

Workplace Specific Safety Orientation Checklist

• New Researcher Check List (pdf)
  A completed and signed copy of this form is to be kept in the lab as well as provided to your cognizant Department Administrator.
• Lab Safety Orientation Registration

Financial

• Cost Transfer and Labor Distribution Adjustment Form (xls)
  Note: instructions are on the second page of the spreadsheet
• Cost Transfers to Federally Funded Awards (policy document) (pdf)
  Labor distribution changes (doc) (pdf)
  Note: use this form LD scheduling only

Division Approval Form for Sponsored Research

• Division Approval Form (details and instructions)

Facilities Use and Technical Services Agreement Info Form

• Agreement Information Form (use to initiate a facilities use agreement or
  technical services agreement) (doc)

Images, video, audio, and written materials release forms

• Contract and Release Templates

Travel

• Travel Expense Workshop (pdf)
• Preparing for Travel (pdf)
• Travel Tips (pdf)
• Air and Rail Travel Fare/Class Restrictions (pdf)
• Caltech Travel x8900
• Currency Converter

Caltech Chauffeur Service

The chauffeur service program offers escorted rides in support of official university business 24 hours a day, 7 days a week. To ensure driver availability, all trips must be scheduled at least 24 hours in advance (48 hours preferred). When booking the trip, you will be provided with a travel quote. The cost of the trip can be billed to a PTA or UID linked bursars account. 

You may contact Facilities via service request, or at the telephone number or email address provided below to book a trip within the Los Angeles area.

Facilities Service Request: https://caltech.assetworks.cloud/ready
Telephone: (626) 395-4703
Email: [email protected]