Staff Resources

EAS Forms & Procedures

Postdoctoral Scholars

• Procedures (pdf) - Read this first
• Postdoc Appointment Form (pdf)
• Minimum Postdoctoral Scholar and Exempt Staff Salary Thresholds (pdf)
• Classification of Postdoctoral Scholars Fellowship Trainees (pdf)
• Funding and Exchange Rate Currency Form (pdf)
• Departing Faculty Arrangement (pdf)

Instructors and Lecturers

• Instructor (pdf)
• Lecturer, part time (pdf)

Visitors

Visiting Appointments

Please use the Visitor Access Request (VAR) application, accessible via Access, to initiate visiting appointments.

This process may take 2-4 weeks for non-academic appointments. The process for minor volunteers may take 4-6 weeks. Academic appointments may take four weeks or more.

Non-Academic Appointments

• External Affiliates
• Guest Collaborators For those whose visit will be for more than 10 days, also for Guest Collaborators who require HPC Access Only.
• Volunteers
• Minor Volunteers
• Guests (10 days or less) If the guest collaborator will be on campus for ten days or less, a VAR does not need to be processed, and the sponsoring division/department is responsible for maintaining information on the individual for safety and security purposes. Submit a Guest Data Sheet (pdf) to your Department Administrator. If there are potential export control concerns regarding the visitor, the division/department is responsible for contacting [email protected] prior to the visit.

Academic Appointments

Please review the Faculty Handbook, Chapter 4, for more information about Academic Visitors (Visiting Associates, Visitors, Visiting Professors). Please use the VAR application to initiate these appointments.

For JPL Affiliates, there is a separate process.

Student Hires

• Student Employee Data Sheet (xls)

Visiting Student Programs

• Forms can be obtained here - Read this first
• Sample email to student to request info (doc)
• Visiting Student Request form
• Medical Consent for Minors (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]