Quick Links for Staff

Division Procedures

• Card Access Request
• Institute Vehicle Authorization
• LifeSize Video Conferencing
• PMA Emergency Preparedness Kit (PDF)

Forms

• Caltech Forms (All)
• Financial Services Forms
• Human Resources Forms
• Procurement Forms
• Post Award Administration Forms
• Sponsored Research Forms

Information

• Graduate Student Support (Physics)
• Graduate Student Support (Math)
• Graduate Student Support (Astronomy)
• Monthly Payroll Schedule (PDF)
• Meeting and Conference Rooms - PMA Buildings (PDF)

Caltech Links

• Access
• Bookstore/Wired
• Caltech Departmental Directory
• Caltech Dropbox
• CardQuest (via Access) (CardQuest Help or x8900)
• Data Warehouse (Cognos)
• Filesender
• Graphic Resources
• Human Resources
• IMSS (x3500)
• KRONOS
• Office of Research Administration
• PTA Query
• Registrar (x6354)
• Shipping & Receiving
• TechMart Purchasing
• Travel (x8900)

External Links

• Grants.gov
• JPL
• NASA
• NIH
• NSF Fastlane
• Web of Science

Staff Assignments

• How to Post a Job
  • Job Posting Instructions (DOC)
  • Staff Requisition Request Form (PDF)
  • Job Description Template (PDF)
  • PMA Summer Hire Description Template (PDF)

Non-Tenured Appointments: Visitors, Visiting Associates, Postdoctoral Scholars, Instructors, and Research Assistant Professors

NEW APPOINTMENTS

Postdoc New Appointment Form (for Group Admin)

Visitor/Visiting Associate New Appointment Form (for Group Admin)

When communicating with a new person, please send them the appropriate link below:

Postdoc New Appointment Form (for Appointee)

Visitor/Visiting Associate New Appointment Form (for Appointee)

CHANGES

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

Detached Duty form - In doubt, contact Jessica Varlet

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 and forms are available here. The completed forms should be submitted to Jessica Varlet through Wrike, not to HR.

To make sure we are in compliance with the most updated forms, please, download the forms from the HR webpage.

Volunteers

HR guidelines and forms are available here. The completed forms should be submitted to Jessica Varlet through Wrike, not to HR.

To make sure we are in compliance with the most updated forms, please, download the forms from the HR webpage.

Additional information: Guidelines for Programs with Minors

External Affiliates (Forms required for on campus visits of more than 10 calendar days, up to 2 years)

HR guidelines and forms are available here. The completed forms should be submitted to Jessica Varlet through Wrike, not to HR.

To make sure we are in compliance with the most updated forms, please, download the forms from the HR webpage once a year.

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 Freddy Mora.

SURF (Summer Undergraduate Research Fellowship)

Medical Consent for minors (PDF)

Student Hires

• Student Employee Data Sheet (XLS)