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Important Note:

These appointments and reappointments are submitted via FASA.

Actions for Adjunct Faculty and Lecturers should be submitted at least 30 days before the desired start date.

Actions for Adjunct Clinical Faculty, Instructors and Instructors (Affiliated) should be submitted at least 60 days before the desired start date.

Requests for FTE changes for Instructors should be submitted at least 45 days before the requested start date.

ADJUNCT FACULTY

Adjunct appointments may be for a single quarter or for a period of time up to three years and are renewable. Appointments may be full time or part time effort. The determination of the length of the appointment and the percentage of effort should be based on programmatic need and budgetary considerations. Individuals holding these titles may be compensated or they may choose to volunteer their services.

Appointees may, but are not required to, have primary professional involvement in business, industry, or government during their Stanford appointment. These positions should not be used for individuals who are involved directly in: the execution and design of research, assisting in goals of a sponsored research project, preparation of proposals or reports or authoring research results.  Research activity at this level of involvement requires a separate research appointment.

Adjunct Faculty are appointed or reappointed via FASA.

Adjunct Professor

Individuals holding this position may contribute to their department in a variety of ways. They may be the primary instructor or co-instructor of courses, teach graduate seminars and may be co-advisors (but not principal advisors) on masters or doctoral theses. They may serve on departmental committees, consistent with school practices. This position is not appropriate for individuals whose profession is primarily academic. Such individuals should be appointed as Lecturers or Senior Lecturers, as appropriate. However, faculty who have retired from other academic institutions may be appointed to this position.

Adjunct Lecturer

Individuals whose primary contribution is limited to assisting in courses may be appointed as Adjunct Lecturers. Adjunct Lecturers may be involved on a regular basis with courses and other aspects of the Stanford educational mission, though not as the primary instructor or co-instructor of an entire course. For example, Adjunct Lecturers may serve as mentors, coaches or advisors for student projects over a period of multiple weeks, or work with faculty members to develop a course or organize and manage a lecture series. Individuals who provide only occasional guest lecturing, coaching, or panel participation should not be appointed to this position.


Process: Appointment of Adjunct Faculty with Salary

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified above.

2. J-1 Visa application: Department/Institute staff applies for the J-1 Visa for the candidate, if needed, via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

3. Submit via FASA (under AST/OTS job group):

  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • Three letters of evaluation (one from a Stanford faculty member)
  • Draft Offer Letter (Word format)
  • Personnel Action Form (PAF)
  • J-1 Visa Documentation if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

 

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

4. Finance staff review salary level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.

5. FASA notification generated automatically upon OAA approval.

6. Visa approval: If a J-1 visa has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.


Process: Reappointment of Adjunct Faculty with Salary

1. Submit via FASA (under AST/OTS job group):

  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • Draft Offer Letter (Word format)
  • Personnel Action Form (PAF)
  • J-1 Visa Documentation if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

2. Faculty Compensation staff review salary level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.

3. FASA notification generated automatically upon OAA approval.

4. If a J-1 visa was requested, OAA staff approves visa extension request through workflow (or returns it to department for revision if needed).


Process: FTE Change for Paid Adjunct Faculty

If there is a change in the percentage of full-time effort (FTE) for which an Adjunct Faculty member is being paid, submit an FTE Change package to the Office of Academic Affairs.

1. Submit via FASA (AST/OTS job group):

  • Completed Visiting FTE Change Checklist
  • Transmittal memo from the Department Chair to the Vice Dean, briefly explaining the rationale and timeframe for the FTE change
  • Draft offer letter, if FTE change is 10% or more, or candidate will cross benefits threshold (will gain or lose employee benefits eligibility by this change)
  • Personnel Action Form (PAF)
  • Draft addendum, if required (see above)

2. OAA and Finance review recommendation. Finance notifies department of financial approval and any changes required to draft offer letter before it is finalized and given to candidate.

3. FASA notification generated automatically upon OAA approval.


Process: Appointment of Adjunct Faculty without Salary

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified above.

2. J-1 Visa application: Department/Institute staff applies for the J-1 Visa for the candidate, if needed, via Workflow on the axess.stanford.edu website, and prints out a copy of the data entered for the application.

3. Submit via FASA (under AST/OTS job group):

  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • Three letters of evaluation (one from a Stanford faculty member)
  • Draft Letter of Invitation (Word format)
  • J-1 Visa Documentation if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

4. OAA staff review recommendation and edit letter of invitation, if needed.

5. FASA notification generated automatically upon approval.

6. If a J-1 visa was requested, OAA staff approves visa extension request through workflow (or returns it to department for revision if needed).


Process: Reappointment of Adjunct Faculty without Salary

Submit via FASA (under AST/OTS job group):

  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • Draft Letter of Invitation (Word format)
  • J-1 Visa Documentation if needed (printout of the DS-2019 application entered in workflow at axess.stanford.edu)

INSTRUCTORS

Instructors are primarily engaged in mentored research and scholarly activities that advance clinical medicine, and may have secondary roles in teaching and clinical care.  They are generally in transition from training towards a potential career as a faculty member; however, there is no expectation of a Stanford professoriate appointment following an Instructor appointment. Instructors can be appointed for up to 3 years in one year increments. More detailed information about Instructors can be found in the School of Medicine Faculty Handbook.

Instructor or Instructor (Affiliated)?

Instructors are salaried employees of Stanford University, classified as exempt staff.

Instructor (Affiliated) is an academic title only, rather than an employment category (in PeopleSoft terms, a "non-employee affiliate" or "person of interest").  An Instructor (Affiliated) is employed by another institution with which the School of Medicine, Stanford Hospitals and Clinics and/or Lucile Packard Children’s Hospital has an affiliation agreement.


Process: Appointment of Instructor and Instructor (Affiliated)

1. Review Required Documents

2. Submit via FASA (under CE/ACF/Instructor job group) in a single file:

  • Completed Instructor Appointment Checklist
  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • Three letters of evaluation (A minimum of 1 must be from a person affiliated with the candidate’s current institution and a minimum of 1 must be from a person external to the candidate’s current institution)
  • If applicable, Notice of Award
  • If applicable, CA medical license information from www.breeze.ca.gov
  • If applicable, Practice Policy Exemption Request (policy can be found here)

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

Attach to FASA transaction as separate files:


Process: Reappointment of Instructor and Instructor (Affiliated)

1. Review Required Documents

2. Submit via FASA (under CE/ACF/Instructor job group) in a single file:

  • Completed Instructor Reappointment Checklist
  • Transmittal Memo to Vice Dean
  • FastFac Person History
  • Curriculum Vitae (CV)
  • Two letters of evaluation
  • Teaching Evaluations or three or more letters from current trainees
  • If applicable, three Clinical Excellence Surveys from a mix of evaluator types
  • If applicable, Notice of Award
  • If applicable, Practice Policy Exemption Request (policy can be found here)

Attach to FASA transaction as separate files:


Process: Extension of Appointment (up to 6 months) for Instructor and Instructor (Affiliated)

Submit via FASA (under CE/ACF/Instructor job group) in a single file:

  • Completed Checklist
  • Transmittal Memo to the Vice Dean
  • FastFac Person History
  • If applicable, document confirming candidate’s departure (resignation letter or communication from chair/chief)

Process: Change to Appointment for Instructor and Instructor (Affiliated)

Submit via FASA (under CE/ACF/Instructor job group) in a single file:

  • Completed Checklist
  • Transmittal Memo to the Vice Dean
  • FastFac Person History
  • If applicable, Practice Policy Exemption Request (policy can be found here)

Attach to FASA transaction as separate files (if applicable):

LECTURERS

Lecturers are not appointed often in the School of Medicine. They are:

  • individuals who perform a significant amount of the regular instruction with continuing programmatic need in departments and programs;
  • persons of special expertise or scholarly distinction either in the local community or on the nonteaching University staff who are asked on an occasional basis to give a course or part of a course in their special fields;
  • individuals who are employed to meet specific departmental needs created by faculty leaves or unanticipated student load.

The title of Senior Lecturer is associated with a demonstrably higher level of responsibility and teaching excellence than that of a Lecturer, rather than with seniority or longevity.

More detailed information about Lecturers can be found in the School of Medicine Faculty Handbook.

Lecturers are appointed and reappointed via FASA.


Process: Appointment of Paid Lecturer

Submit via FASA (under AST/OTS job group) in one file:

  • Completed Appointment Checklist
  • Transmittal memo to the Vice Dean
  • Curriculum Vitae (CV)
  • Three letters of evaluation
  • Draft Offer Letter

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

Attach to FASA transaction in separate files:


Process: Reappointment of Paid Lecturer

Submit via FASA (under AST/OTS job group) in one file:

  • Completed Reappointment Checklist
  • Transmittal memo to the Vice Dean
  • Curriculum Vitae (CV)
  • Draft Offer Letter

Attach to FASA transaction in separate files:


Process: Appointment of Unpaid Lecturer:

Submit via FASA (under AST/OTS job group) in one file:

  • Completed Appointment/Reappointment Checklist
  • Transmittal memo to the Vice Dean
  • Curriculum Vitae (CV)
  • Three letters of evaluation
  • Draft Offer of Invitation

Process: Reappointment of Unpaid Lecturer:

Submit via FASA (under AST/OTS job group) in one file:

  • Completed Appointment/Reappointment Checklist
  • Transmittal memo to the Vice Dean
  • Curriculum Vitae (CV)
  • Draft Offer of Invitation

ADJUNCT CLINICAL FACULTY

The Adjunct Clinical Faculty (ACF) are physicians and certain other health professionals appointed by the department chairs in clinical departments for the purpose of participation on a voluntary, unpaid, part-time basis in the academic programs of the departments, usually in the role of teacher.

Members of the Adjunct Clinical Faculty are generally expected to make a contribution to teaching or other academic activities approximately equivalent to 100 hours per year.

More detail about Adjunct Clinical Faculty can be found in the School of Medicine Faculty Handbook.

Adjunct Clinical Faculty are appointed and reappointed via FASA.


Process: Appointment of Adjunct Clinical Faculty

Appointment ranks, terms and qualifications:

Adjunct Clinical Instructor
• Maximum term 3 years
• Completion of residency and fellowship training
• High level of performance during training

Adjunct Clinical Assistant Professor
• Term of 4 years
• Outstanding professional qualifications

Adjunct Clinical Associate Professor
• Term of 5 years
• Regional prominence

Adjunct Clinical Professor
• Term of 5 years
• National prominence

Submit via FASA (under CE/ACF/Instructor job group) in one file:

  • Completed Appointment Checklist
  • Transmittal memo to the Vice Dean
  • FastFac person history, if candidate held a previous appointment at the School
  • Curriculum Vitae (CV)
  • Specialty Board Certification for clinicians above the rank of Adjunct Clinical Instructor
  • Three letters of evaluation (solicitation letter template)
  • Aggregate Teaching Evaluations, if candidate held a previous appointment at the School
  • California Professional License to Practice form (https://search.dca.ca.gov)
  • Draft Letter of Invitation

Process: Reappointment of Adjunct Clinical Faculty

Reappointment ranks, terms and qualifications:

Adjunct Clinical Instructor
• Reappoint up to three years
• Evaluation of the requirements of the academic programs (including programmatic need) and must be based on evidence of continued excellent performance

Adjunct Clinical Assistant Professor
• Reappoint for six years
• Evaluation of the requirements of the academic programs (including programmatic need) and must be based on evidence of continued excellent performance

Adjunct Clinical Associate Professor
• Reappoint for five years
• Evaluation of the requirements of the academic programs (including programmatic need) and must be based on evidence of continued excellent performance

Adjunct Clinical Professor
• Reappoint for a continuing term, unless otherwise expressly specified for a term of years
• Evaluation of the requirements of the academic programs (including programmatic need) and must be based on evidence of continued excellent performance

Submit via FASA (under CE/ACF/Instructor job group) in one file:

  • Completed Reappointment Checklist
  • Transmittal memo to the Vice Dean
  • FastFac person history
  • California Professional License to Practice form (https://search.dca.ca.gov)
  • Draft Letter of Invitation

Process: Promotion of Adjunct Clinical Faculty

Promotion terms and qualifications:

Adjunct Clinical Assistant Professor
• Promote for four years
• Evidence of progress
• High level of performance

Adjunct Clinical Associate Professor
• Promote for five years
• Outstanding performance
• Regional prominence

Adjunct Clinical Professor
• Promote for a continuing term
• Superior performance
• National prominence

Submit via FASA (under CE/ACF/Instructor job group) in one file:

  • Completed Promotion Checklist
  • Transmittal memo to the Vice Dean
  • FastFac person history
  • Curriculum Vitae (CV)
  • Specialty Board Certification for clinicians
  • Three letters of evaluation (solicitation letter template)
  • Aggregate Teaching Evaluations
  • California Professional License to Practice form (https://search.dca.ca.gov)
  • Draft Letter of Invitation

Process: Transition to Emeritus of Adjunct Clinical Faculty

Requirement for Adjunct Clinical Professor Emeritus or Emerita:
• Thirty consecutive years of service on the Adjunct Clinical Faculty
• Must be at the rank of Adjunct Clinical Professor at the time of the request

Submit via FASA (under CE/ACF/Instructor job group) in one file:

  • Completed Emeritus Checklist
  • Transmittal memo to the Vice Dean
  • FastFac person history
  • Curriculum Vitae (CV)

CLINICAL SCHOLARS

Clinical Scholars: Concurrent Appointment

Under exceptional circumstances, a Resident, Fellow or Postdoctoral Scholar may be appointed to a part time Clinical Scholar appointment. This allows those individuals to provide clinical care or clinical teaching, or both, outside the confines of the “concurrent appointment” as a Stanford trainee. The Clinical Scholar appointment allows them to maintain clinical skills and/or contribute to the teaching program in a way that is not part of their training program.

The FTE associated with the Clinical Scholar appointment, added to the FTE for the concurrent appointment as a Fellow, Postdoctoral Scholar, or Resident, must equal no more than 100%. For example, they might have a Clinical Scholar appointment at 20% FTE and an oncology fellowship at 80% FTE.

Requirements for concurrent appointments:

  • The transmittal memo must state the FTE’s associated with both appointments.
  • The transmittal memo must state whether the appointment is through the Office of Postdoctoral Affairs (OPA) or the office of Graduate Medical Education (GME).
    • OPA: use the concurrent offer letter template
    • GME: use the standard CE offer letter template
  • The duties of the Clinical Scholar appointment must be separate and distinct from the duties of the fellowship/residency; both sets of duties must be described.
    • Include Clinical Scholar duties on the FASA form.
    • OPA: include concurrent appointment (residency/fellowship) duties in the concurrent offer letter
    • GME: include concurrent appointment duties in the fellowship section on the FASA form.
  • GME: need confirmation (email or contract) from GME of FTE and dates.

Clinical Scholars: Advanced Training

Clinical Scholars may receive mentorship in advanced clinical skills, typically focused in a sub-specialty of their primary specialty, under the supervision of more experienced physicians. In delivering complex and sophisticated care, an experienced physician needs to serve as proctor and mentor. This appointment is not appropriate for individuals enrolled in ACGME-certified residency or fellowship training programs.

  • These individuals will be paid by the department.
  • None of the documentation (including the offer letter) may use the terms “fellow” or “fellowship”.
  • Describe the duties of the Clinical Scholar in the offer letter and on the FASA form as usual.

Process: Appointment of Clinical Scholar

1. Review Required Documents

2. Submit via FASA (under CE/ACF/Instructor/Clinical Scholar job group) in a single file:

  • Completed Clinical Scholar Appointment Checklist
  • Transmittal Memo to Vice Dean
  • Curriculum Vitae (CV)
  • One letter of evaluation (from referee at candidate’s current institution)
  • CA medical license information from www.breeze.ca.gov
  • If GME concurrent appointment, confirmation of approval from GME (email or contract) including FTE and dates of GME appointment.
  • If applicable, Practice Policy Exemption Request

Attach to FASA transaction as separate files:

  • Draft Offer Letter in Word format
    • Clinical Scholar (GME and Advanced Training): draft offer letter
    • Clinical Scholar (OPA): draft concurrent offer letter
  • Personnel Action Form (PAF)

Process: Reappointment of Clinical Scholar

1. Review Required Documents

2. Submit via FASA (under CE/ACF/Instructor/Clinical Scholar job group) in a single file:

  • Completed Instructor Reappointment Checklist
  • Transmittal Memo to Vice Dean
  • FARM Person History
  • Curriculum Vitae (CV)
  • Teaching Evaluations (since last review).  If standardized teaching evaluations are not available, trainee letters are not required.
  • Clinical Excellence Surveys (3 responses from a mix of evaluator types)
  • If applicable, Practice Policy Exemption Request

Attach to FASA transaction as separate files:

  • Draft Offer Letter in Word format
    • Changes in FTE: Addendum - FTE Change
    • Changes to salary or duties only: Addendum - Other than FTE Changes
  • Personnel Action Form (PAF)

Process: Extension of Appointment (up to 6 months) for Clinical Scholar

Submit via FASA (under CE/ACF/Instructor/Clinical Scholar job group) in a single file:

  • Completed Checklist
  • Transmittal Memo to the Vice Dean
  • FARM Person History
  • If applicable, document confirming candidate’s departure (resignation letter or communication from chair/chief)