Quick Links for Staff


Division Procedures



Caltech Links

External Links

Staff Assignments

Non-Tenured Appointment Requests

Visitors, Visiting Associates, Postdoctoral Scholars, Instructors, and Research Assistant Professors


New Appointment Form (for Group Admin)

When communicating with a new person, please send them these links:

New Appointment Form (for Appointee)


Reappointment, Salary, Termination, or Title Change [Group Administrator]

Departing Faculty Arrangement (PDF)--to be completed for all terminations as well as transitions from one status to another (for example, when ending Visiting Associate Position and starting Visitor role)

Guests - Non-Students (Forms required for on campus visits of more than 10 calendar days, up to 2 years)

HR guidelines for Guests

The following forms should be sent to Jessica Varlet

Guest Data Sheet

Confidentiality and Non-Disclosure Agreement for Temporary Assignments

Patent and Copyright Agreement

Graduate Student Visiting Programs

All Graduate Student Visitors will be processed through the PMA Student Programs Office, who will then submit everything to the Graduate Office. 
To start the process, please make a request here.

Visiting Student Classifications (Information at the Graduate Office website)

Visiting Student Request Form (PDF)

Undergraduate Student Visiting Programs

For more information on Undergraduate Student Visitors, please contact Meagan Heirwegh (Physics & Math) or Gita Patel (Astronomy)

SURF (Summer Undergraduate Research Fellowship)

Medical Consent for minors (PDF)

Student Hires


The following forms should be sent to Jessica Varlet

HR guidelines for Volunteers
and Guidelines for Programs with Minors

Volunteer Data Sheet (for all)

Minor Mandatory Reporter Form [Note: Supervisors must complete annually]

Volunteer Agreement and Release (for non-minors)

Confidentiality and Non-Disclosure Agreement (for all)

Patent and Copyright Agreement (for all)

Volunteer Agreement and Release (for minors)

Medical Consent (for minors)

External Affiliates

The following forms should be sent to Jessica Varlet

HR guidelines for External Affiliates

External Affiliate Data Sheet

Confidentiality and Non-Dislosure Agreement for Temporary Assignments

Patent Agreement