Professoriate Long Forms (New April 2017)

The New University Long Form and ByCommittee

Sections of the Long Form
with Guidelines, Fillable Forms and Examples

 
Section Instructions, Samples, Guidelines Description
Signature Page Form
Guidelines
Download and fill out the form with candidate's name, rank, department and action, and have it signed by the department chairs for all primary, joint, secondary, and courtesy departments.
Billet Information Grid For all actions, download and fill out the form, specifying the billet (or position) number for the candidate, and any joint or secondary appointments with FTE and a billet assignment.
Summary of Votes Form Download the form and - sumamrize all relevant departmental voting practices;
- explain any deviation from the usual practices
- provide for each voting unit a summary of all votes.  Explain negative votes or recusals.
I.A Candidate's Curriculum Vitae Guidelines 
Sample CV 
Annotating middle-authored articles 
Candidate's CV, including training, academic and professional history, record of grant funding, and bibliography, with particular attention to peer-reviewed articles.
I.B Candidate's Statement Guidelines Written by the candidate, up to three pages presenting their research, clinical care and teaching accomplishments and plans.
II. Narrative Report on the Candidate Guidelines Written by senior faculty, up to five pages first describing and then evaluating the candidate's scholarship, teaching, and clinical care duties and accomplishments.
III. Search or Evaluation Process Committee Grid 
Search Report Instructions 
Appointments:  include the complete search report, including the ad, letter and FASI grid, OR the Provost's approval of the search waiver request.
Reappointments/promotions: include the notification sent to the candidate and a description of the evaluation process, including a list of the evaluation committee.
IV. Referee Letters Letters of evaluation from faculty members and supporting documentation.
Referee grid

NEW April 2017:

Guidelines - Choosing and Soliciting  (for referees, trainees, peers)

NEW May 2017:

Template (for referees, trainees, peers)

[Template - Excel version]

Filled in example

A list of external and internal faculty members who have contributed objective evaluative letters about the candidate.
Comparison peer grid (if applicable)

NEW April 2017:

Guidelines - Choosing and Soliciting  (for referees, trainees, peers)

NEW May 2017:

Template (for referees, trainees, peers)

[Template - Excel version]

A list of faculty from around the country who are at a similar stage of their careers,sent to the referees for comparison with the candidate.  Usually only for tenure and some Research Line actions; consult the evidence tables (above).
Referee solicitation letter Letter templates  Letter soliciting evaluations of the candidate from other faculty members. Solicitation letter should not be signed by candidate's mentor.
Referee letters   External and/or internal letters of evaluation, discussing the candidate's scholarly, teaching and (if applicable) clinical and administrative work.
V. Trainee Letters (if applicable) Letters evaluating teaching and mentorship skills.
Trainee grid

NEW May 2017:

Trainee Guidelines 

Guidelines - Choosing and Soliciting  (for referees, trainees, peers)

NEW May 2017:

Template (for referees, trainees, peers)

[Template - Excel version]

List of current and former students of the candidate who were solicited for letters about the candidate's teaching and mentoring skills
Trainee solicitation letter Template Letter soliciting evaluations from trainees. Solicitation letter should not be signed by candidate's mentor.
Trainee letters   Letters from current and former students/trainees of the candidate, sent within the last 12 months, discussing how they know the candidate and their evaluation of his/her mentoring and teaching skills.
VI. Teaching and Clinical Evaluations Teaching evaluations From courses taught to Stanford students; may be collected by candidate and submitted to department.
Clinical evaluations See the Faculty with Clinical Duties section on the OAA Forms web page for detailed information on how to collect Clinical Excellence Surveys.
VII. Draft Counseling Memo (if appliable)

Sample

Guidelines
Updated March 2017

A draft memo that will be delivered to the candidate following successful completion of the action, giving guidance based on the evidence gathered for the long form as well as forward-looking advice regarding the next career milestone.
VIII. Appendices (if applicable)   May include:
- additional copies of the search ad or letter;
- lists of persons and organizations solicited during the search process;
- limited additional back-up material for teaching evaluations;
- other materials that may be relevant.
Transmittal Memo (if needed) Guidelines  Written by the department chair or designate, an introduction to the candidate and the information gathered in the long form.  Not generally required, this may be added if there are circumstances that must be explained, for example, negative evaluations or referee comments.
School of Medicine Evidence Table Evidence Tables  School-specific instructions for required evidence (number and type of referee letters, trainee letters, teaching evaluations, clinical evaluations, etc) for this rank, line and action.

Timelines, Number of Copies for Committee, Other Useful Documents

Long Form Copies for School Review doc Find out what you need to provide for School and University review of a Professoriate long form.
Sample Memo from Dept to Reappt/Promo Candidate doc Template memo from the Department to faculty member announcing the start of the reappointment or promotion process and listing information that will be needed (e.g. CV, trainee names.)
How to Read a Long Form doc Tips from OAA staff on troubleshooting each section; for example, what needs to be included in the transmittal memo?
Reappointment/Promotion Flow Chart pdf Shows timing of assembly and review at Department, School and University levels.
Board of Trustees Biosketch Guidelines doc
For tenure cases, we must provide a one-page biography for the Board of Trustees meeting.

Where is the Short Form?

There is no short form. In your heart, you already knew that.

Access to Previous Long Forms

For access to long forms that were assembled in FAST|FAC, click the button below.