Long Forms - Tools
For an overview of the Long Form, or for timelines, notification to candidates, etc., see the Long Forms - Overview page.
Sections of the Long Form
- Transmittal - cover page, transmittal and signature page
- Search/Evaluation - search report or explanation of evaluation process
- Curriculum Vitae - candidate's CV and bibliography
- Candidate's Role - scholarship, clinical work, teaching duties, and candidate's statement
- Referee Letters
- Trainee Letters
- Evaluation and Counseling - teaching and clinical evaluations, evaluation of the candidate by the department, and draft counseling memo.
| Section | Instructions, Samples, Checklists | Description | ||
|---|---|---|---|---|
| Cover sheet | Template  |
Candidate's name, rank, department and action. | ||
| Transmittal Memo | Checklist |
Written by the department chair or designate, an introduction to the candidate and the information gathered in the long form. | ||
| Signature Page | Checklist |
For the department chair(s), Dean, Provost and President's signature. | ||
| Billet Information | For new appointments, specify the billet (or position) number for the candidate. | |||
| Search or Evaluation | Search Report Instructions  |
Describes the process for making the decision to pursue this action. For a new appointment, include the search report or waiver approval letter from the School or University. For a reappointment or promotion, describe the process by which the evaluation committee decided to recommend this action. For more on searches, go to Searches and Offers. |
||
| Candidate's Curriculum Vitae | General Guidelines Sample CV Suggestions for 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. |
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| Candidate's Role | Written by a senior faculty member (except for the Candidate's Statement), gives the departmental perspective on: | |||
| Scholarship | Sample Checklist |
what research has the candidate done and what impact has it had on their field? ( | ||
| Clinical care (if applicable) | Checklist |
Detailed information on clinical duties, both past and planned, including clinics/services, % FTE, procedures performed, conditions treated, etc. | ||
| Teaching | Checklist |
Detailed information on teaching duties, both past and planned, including courses developed or taught, clinical teaching and supervision, research mentorship, types of students taught, example subjects, % FTE, etc. | ||
| Candidate's Statement | Instructions |
Written by the candidate, up to five pages presenting their research, clinical care and teaching accomplishments and plans. | ||
| 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. | ||
| Referee Letters | Letters of evaluation from faculty members and supporting documentation. | |||
| Referee grid | list of internal and external faculty members who have contributed objective evaluative letters about the candidate | |||
| Comparison peer grid (if applicable) | 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 | |||
| Referee solicitation 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. | |||
| Trainee Letters (if needed) | Letters evaluating teaching and mentorship skills. | |||
| Trainee grid | 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. | |||
| 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 Clinical Excellence Core Competencies Evaluation section on the OAA Forms web page for detailed information. | |||
| Evaluation of the Candidate | Checklist |
The summary of the evidence presented and the conclusion that the department has reached regarding the candidate and the action. | ||
| Draft Counseling Memo (if needed) | Sample , Checklist |
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 | ||
| Department Vote | Information about the departmental committee and their vote on this action. | |||
