Academic Affairs–  

In This Chapter

Chapter 2: The Professoriate

2.56 Guide to Faculty Appointment Procedures: Documentation, Process & Checklists

Procedures with Checklists Included in This Chapter Section

2.57a Initiating a Search: Documentation

    Search Initation Request Documentation Checklist


2.57b Initiating a Search: Process


• Department submits Initiating a Search package to Office of Academic Affairs (OAA)
• OAA reviews; if approved, forwards financial portion to School of Medicine Finance
• Finance reviews the proposed salary level, funding plan and billet availability
• Finance notifies; OAA notifies Department of approval and assigned billet number
• Department may then proceed to search for a candidate

2.57c Initiating a Search:

Checklist




2.58a Search Report: Documentation

You may submit a complete Search Report package to the Office of Academic Affairs (OAA) prior to or with a complete Draft Offer Letter package. The Search Report must be approved before the Draft Offer Letter will be reviewed.

  1. Billet number of position for which this search is approved
  2. Search Committee Narrative Report
    • List Committee members with name, rank, department; indicate chair of committee
    • Describe the search process, including dates of ads, letters, meetings and interviews
    • Indicate the number of candidates in the total pool; if small, explain
    • Describe how the total pool was narrowed to the definitive pool (short list)
  3. Affirmative Action Aspects of Faculty Search grid (see this chapter, section Forms)
    • Date search initiated
    • Date definitive pool established
    • List names, titles and departments of faculty on search committee; indicate chair
    • Fill in grid accurately and completely
  4. Copy of advertisement, as it appeared in at least one national journal, names of the journals and publication date(s)
  5. Copy of Solicitation Letter on letterhead, dated, as used in search, including Affirmative Action Statement.
    Note: If these letters are to be used later for evaluation of the candidate, your letter of solicitation must be worded carefully so that this is possible.
  6. Sample Page: List of Recipients of Solicitation Letter; note total number of recipients at top
  7. Short List
    • Rank in order candidates selected for definitive pool and briefly describe each
    • Indicate how each learned of the position (A=Ad, L=Letter, O=Other)
    • Compare each with the recommended candidate
    • If the recommended candidate is neither a woman nor a member of an ethnic minority group
    • Tell which short list candidates are female/minority
    • Explain the elimination of each female/minority from the definitive pool
    • Compare female/minority candidates with recommended candidate
  8. Curriculum Vitae (CV) and Bibliography of recommended candidate
  9. Completed Search Report Checklist

2.58b Search Report: Process


 

2.58c Search Report: Checklist

(Sign, date and place on top of package)

___ 1 Billet number

___ 2 Search Committee Narrative Report

___ 3 Affirmative Action Aspects of Faculty Search grid

___ 4 Advertisement

___ 5 Copy of Solicitation Letter on letterhead used

___ 6 Sample Page from List of recipients

___ 7 Short List of Candidates

___ 8 Curriculum Vitae and Bibliography

We cannot review incomplete packages. If an item does not apply to this package, please submit a written explanation.

Signature of Faculty Affairs Contact Phone Date

2.59a Draft Offer Letter Package: Documentation

You may submit a Draft Offer Letter Package to the Office of Academic Affairs with or following a Search Report. The Search Report must be approved before the Draft Offer Letter will be reviewed.

  1. Offer Letter, marked Draft and including all that apply (see this chapter, Sample Letters)
    • Job title
    • Clinical expectations, (hours/days for outpatient clinic/inpatient care, number of patient contacts or procedures generated)
    • Scholarly expectations (how much time/ money/space are available; how these will affect the candidate’s advancement)
    • Teaching expectations (who, what, how much)
    • Name of mentor (include information about Mentoring Program)
    • Offer subject to normal reviews/approvals by Dean, School, and University
    • Length of appointment, effective date and criteria for reappointment/promotion
    • Salary and any other types of compensation
    • Where to get information on housing, health and welfare benefits, WorkLife program
    • Notice to apply for hospital privileges, licensure
      Note: Acting appointment is for maximum one year (renewable once for six months) during appointment process. It is not acceptable if recommended candidate is already at Stanford.
      Note: Any commitment for a housing supplement must be approved in writing by the Senior Associate Dean for Finance and Administration and included in this package.
      Note: MCL Compensation Addendum has been incorporated into the Sample Offer Letters
  2. Source of Salary Support Form (see this chapter, Forms)
    • Signature of Department Chair and Department Finance Administrator
    • If VA appointment, include estimated VA contribution to salary
    • Fill in completely
  3. Support Memo for any committed or backstop funding, signed by authorized guarantor (includes the "eighths" memo from VAPAHCS)
  4. Business Plan
    • For all Medical Center Line (MCL) positions except when 8/8 at VAPAHCS or in Department of Anesthesia
    • For PhDs in MCL positions in Psychiatry, Pathology and Comparative Medicine
  5. Curriculum Vitae (CV) and Bibliography of Candidate
  6. Social Security number of candidate
  7. Completed Draft Offer Letter Package: Checklist

2.59b Draft Offer Letter Package: Process

2.59c Draft Offer Letter Package: Checklist

(Sign, date and place on top of package)

___ 1 Draft Offer Letter

___ 2 Source of Salary Support Form

___ 3 Support Memo(s)

___ 4 Business Plan (MCL)

___ 5 Curriculum Vitae and Bibliography

___ 6 Social Security number

___ 7 Animal use planned (check one): __ YES * __ NO

*If answer is "yes," please provide documentation of correspondence with Dr. Linda Cork, Chair of the Department of Comparative Medicine

Reminder: one of these must apply

The Search Report Package was previously submitted on ______________(date)

The Search Report Package is submitted with this Draft Offer Letter Package _________(yes)

We cannot review incomplete packages. If an item does not apply to this package, please submit a written explanation.

Signature of Faculty Affairs Contact Phone Date

2.60 Appointment Forms: Details at a Glance

Line Form/Color paper Action To the rank of For a term of Internal referees External referees Comparative external letters Section for comparative letters
                 
MCL IIA Gray Appoint Assistant Professor 3 years 1—2 3 or more No  
MCL IIA Gray Appoint Associate Professor 5 years 3—5 5—8 No  
MCL IIA Gray Appoint Professor 5 years 3—5 5—8 No  
MCL IIB Pink Reappoint Assistant Professor 4 years 3—5 3—5 No  
MCL IIB Pink Reappoint Associate Professor 5 years, renewable 3—5 3—5 No  
MCL IIC Lavender Reappoint Professor Continuing term 3—5 5—8 No  
MCL IIB Pink Promote Associate Professor 5 years, renewable 3—5 5—8 No  
MCL IIC Lavender Promote Professor Continuing term 5—8 5—8 No  
                 
UTL IA Ivory Appoint Assistant Professor 3 years 1—2 3—4 or more No  
UTL IA Ivory Appoint Assistant Professor (subj to PhD) 3 years 1—2 3—4 No  
UTL IA Ivory Appoint Associate Professor 6 years 3—5 5—8 Yes Evaluation
UTL IE Yellow Appoint Associate Professor Tenure 5 10—15 Yes, Named Evaluation
UTL IE Yellow Appoint Professor Tenure 5 10—15 Yes, Named Evaluation
UTL IB Salmon Reappoint Assistant Professor 4 years (Total years at Stanford without tenure is 7) 3—5 3—5 No  
UTL IB Salmon Reappoint Associate Professor Total years at Stanford without tenure is 7 3—5 3—5 Yes Scholarship
UTL IC Goldenrod Reappoint Associate Professor Tenure 5 10—15 Yes, Named Scholarship
UTL IB Salmon Promote Associate Professor Total years at Stanford without tenure is 7 3—5 5—8 Yes Scholarship
UTL IC Goldenrod Promote Associate Professor Tenure 5 10—15 Yes, Named Scholarship
UTL IC Goldenrod Promote Professor Tenure 5 10—15 Yes, Named Scholarship
UTL ID Buff Promote Associate Professor (tenured) to Professor Already tenured 3—5 8—10 Yes Scholarship

 

(2.60 continued)

Line Form/ Color paper Action To the rank of For a term of Internal referees External referees Comparative external letters Section for comparative letters
                 
RL IA Ivory Appoint Assistant Professor 3 years 1—2 3—4 No  
RL IA Ivory Appoint Associate Professor Up to 6 years 3—5 5—8 Yes, Named Evaluation
RL IA Ivory Appoint Professor Up to 6 years 3—5 5—8 Yes, Named Evaluation
RL IB Salmon Reappoint Assistant Professor 3 years (Total years at this rank is six) 3—5 3—5 Yes Scholarship
RL IB Salmon Reappoint Associate Professor Up to 6 years, renewable 3—5 5—8 Yes Scholarship
RL IC Goldenrod Reappoint Associate Professor Continuing term 3—5 5—8 Yes Scholarship
RL IB Salmon Reappoint Professor Up to 6 years, renewable 3—5 5—8 Yes Scholarship
RL IC Goldenrod Reappoint Professor Continuing term 3—5 5—8 Yes Scholarship
RL IB Salmon Promote Associate Professor Up to 6 years, renewable 3—5 5—8 Yes Scholarship
RL IC Goldenrod Promote Associate Professor Continuing term 3—5 5—8 Yes Scholarship
RL IB Salmon Promote Professor Up to 6 years, renewable 3—5 5—8 Yes Scholarship
RL IC Goldenrod Promote Professor Continuing term 3—5 5—8 Yes Scholarship
                 
Tchg IA Ivory Appoint Associate Professor Up to 6 years 3—5 3—5 No  
Tchg IA Ivory Appoint Professor Up to 6 years 3—5 5—8 No  
Tchg IB Salmon Reappoint Associate Professor Up to 6 years, renewable 3—5 3—5 No  
Tchg IC Goldenrod Reappoint Associate Professor Continuing term 3—5 3—5 No  
Tchg IC Goldenrod Reappoint Professor Continuing term 3—5 5—8 No  
Tchg IC Goldenrod Promote Professor Continuing term 3—5 5—8 No  

2.61 Appointment Forms: Sections at a Glance

Form Sect IA IB IC ID IE IIA IIB IIC
I Billet CV & biblio-graphy CV & biblio-graphy CV & biblio-graphy Billet Billet CV & biblio-graphy CV & biblio-graphy
II Search Candidate’s statement Candidate’s statement Candidate’s statement Search Search Candidate’s statement Candidate’s statement
III CV & biblio-graphy Evaluation process Evaluation process Evaluation process CV & biblio-graphy CV & biblio-graphy Evaluation process Evaluation process
IV Scholarship Scholarship Scholarship Scholarship Scholarship Clinical Clinical Clinical
V Teaching Teaching Teaching Teaching Teaching Teaching Teaching Teaching
VI Other activities Other activities Other activities Other activities Other activities Scholarship Scholarship Scholarship
VII Evaluation of candidate Evaluation of candidate Evaluation & recom-mendation Evaluation of candidate Evaluation of candidate Other activities Other activities Other activities
VIII Department approvals Evidence of counseling Department approvals Evidence of counseling Department approvals Evaluation of candidate Evaluation of candidate Evaluation of candidate
IX • • • Department approvals • • • Department approvals • • • Department approvals Evidence of counseling Department approvals
X • • • • • • • • • • • • • • • • • • Department approvals • • •
Paper Color Ivory Salmon Goldenrod Buff Yellow Gray Pink Lavender

2.62 Appointment, Reappointment & Promotion Forms: How Many Copies & Where They Go

Rankè Lineè Where They Goê Assistant Professor MCL Assistant Professor All others Associate Professor MCL Associate Professor All others Professor MCL Professor All others
Deans Yes Yes Yes Yes Yes Yes
Associate Dean Reviewers Yes Yes No No No No
Appointments & Promotions Committee No No Yes Yes Yes Yes
Executive Committee No No Yes Yes Yes Yes
Provost Yes Yes Yes Yes Yes Yes
Advisory Board No Yes No Yes No (except Prof. w/Cont. Term, which goes to subset of Ad Board) Yes
Original (1-sided unstapled,) One One One One One One
Copies for Provost (1-sided, unstapled, pages numbered) None One One One; two if for tenure One; two if for continuing term One; two if for tenure
Copies for Dean (2-sided, unstapled, pages numbered) One One One One One One
Copies for Committee (2-sided, stapled, pages numbered) Six Six Sixteen Sixteen Sixteen Sixteen
Reprints of articles (2-sided, stapled) Extra copy of "favorite" rev. 5/04/03 None None Fifteen sets of five articles One Fifteen sets of five articles One Fifteen sets of five articles
One 		Fifteen sets of five articles One

 

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