VII. The Search Initiation Process

B. Transmittal Memorandum

Each request to initiate a search must be transmitted by memorandum from the department chair to the Senior Associate Dean for Academic Affairs. The following areas should be addressed:

1. Position Type

Every search initiation request must identify a position (billet) number and position type, which will fall under one of the following categories:

Incremental – The position, if approved, would be in addition to the positions currently allocated or committed to the department. Incremental positions are granted at the discretion of the Dean.

Replacement – The position, if approved, would replace an existing position which has been vacated or will soon be vacated. In such cases, the name of the current occupant of the position must be identified, along with the date of departure. (If available, the letter or resignation or intent to retire should be appended.) Replacement positions are granted at the discretion of the Dean.

Commitment – The search, if approved, would use a vacant position previously committed to this department by the Dean.

Reassignment – Under this arrangement, a position currently under search would be terminated and reassigned for another purpose. This option is sometimes exercised when a department wants to replace an existing search with a waiver of search.

2. Programmatic Need and Definition of Field

The memorandum must clearly explain the programmatic need for the faculty position, as well as the candidate's intended role.

The memorandum should also define the field in which the search is to be conducted. In the University Tenure Line, departments should search broadly for the "best of field" rather than in narrowly defined subfields. In the Non-tenure Line, departments may search for candidates who have special expertise in a relatively narrow field that is of particular benefit to a broader research program. In the Medical Center Line, departments may search in specialties that align with their programmatic need.

3. Relationship to Departmental Academic Plan

An explanation should be provided regarding the way in which the requested search relates to the department's long-term academic plan.

4. Justification for Faculty Line

The transmittal memorandum must identify the line into which the appointment will be made. The options are:

University Tenure Line (UTL) – The majority of the candidate's time should be allocated to research and other scholarly activity. An example of the approximate distribution of effort for many faculty members in the UTL is 70-80% research time, with the remainder dedicated to teaching and/or clinical care. Guidelines for the application of criteria in the UTL are outlined in the School of Medicine Faculty Handbook.

Non-tenure Line (Research) (NTLR) – This position, while occupied by an independent investigator, will function in support of a larger research program at Stanford (Definition of the NTLR). The strong majority of the position should be allocated to research and other scholarly activity. A description of the broad research program(s) to be served by this position must be provided. The salary associated with this position will be funded almost entirely from sponsored projects and generally will be coterminous with such funding. An example of the approximate distribution of effort for many faculty members in the NTLR is 90-95% research time with the balance dedicated to administrative or teaching efforts. Guidelines for the application of criteria in the NTLR are outlined in the School of Medicine Faculty Handbook.

Non-tenure Line (Teaching) (NTLT) – The majority of the candidate's time will be allocated to teaching, broadly defined to include classroom or laboratory, advising, mentoring, program building, and curricular innovation. There must be a specific need for teaching that contributes to the academic program of the department. A description of the programmatic need to be served by this position must be provided. Guidelines for the application of criteria in the NTLT are outlined in the School of Medicine Faculty Handbook.

Medical Center Line (MCL) – Greater than 50% of the candidate's position should generally be allocated to clinical care and clinical teaching. Adequate time (a minimum of 20% of the candidate's full-time effort) will be allocated to allow for appropriate scholarly productivity. An example of the approximate distribution of effort for many faculty members in the MCL is 51-80% clinical time (including teaching in the clinical setting), with the remainder allocated to scholarly activity. Guidelines for the application of criteria in the MCL are outlined in the School of Medicine Faculty Handbook.

Multi-line --In order to encourage applications from the widest possible range of candidates, searches may sometimes be conducted across a combination of lines. In such cases, there must be enough flexibility built into the programmatic need in order to accommodate appointment in the various lines. Departments are encouraged to discuss the rationale for this strategy with the Office of Academic Affairs prior to the submission of the search initiation request.

5. Justification for Rank and Term of Appointment

The transmittal memorandum should identify the rank and the term at which the initial appointment will be made. The options are:

• In the University Tenure Line
  • Assistant Professor (for a term of years)
  • Associate Professor (for a term of years)
  • Associate Professor (with tenure)
  • Professor (with tenure)
• In the Non-tenure Line (Research):
  • Assistant Professor (for a term of years)
  • Associate Professor (for a term of years)
  • Professor (for a term of years)
• In the Non-tenure Line (Teaching)
  • Associate Professor (for a term of years)
  • Professor (for a term of years)
• In the Medical Center Line:
  • Assistant Professor (for a term of years)
  • Associate Professor (for a term of years)
  • Professor (for a term of years)
• Multi- or Open Rank Searches (in all lines)
  As noted above, in order to encourage applications from the widest possible range of candidates, searches may sometimes be conducted across a combination of ranks (e.g., associate or full professor) or open as to rank.

 

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