Academic Affairs–  

Chapter 5: Other Teaching Staff

In This Chapter

5.1 General Information

Appointment at one of the other teaching staff ranks is used for appointments of a limited duration to provide flexibility in meeting the needs of the teaching program. Persons holding these titles are not members of the Academic Council, the Medical Center Line or the Academic Staff; nor do they accrue faculty benefits or time toward tenure by length of service. There are significant variations in the circumstances under which individuals qualify for and secure appointments to these ranks. The length of term may vary from one quarter to one year and may be renewable; individuals may serve at full- or part-time, with or without salary.

The other teaching staff titles used in the School of Medicine fall generally under the following categories:

Information concerning these titles can be found in Chapter 9 of the University’s Faculty Handbook.

NOTE: Information about the Adjunct Clinical Faculty (ACF), which includes the titles of Adjunct Clinical Instructor, Adjunct Clinical Assistant Professor, Adjunct Clinical Associate Professor, and Adjunct Clinical Professor is found in Chapter 6 of this handbook.

5.2 Acting Appointments

Acting Assistant Professor
Acting Associate Professor
Acting Professor

Effective January 1, 1998, no new Acting appointments in the School of Medicine may exceed a total of eighteen months. The term of the initial Acting appointment is limited to one year. The use of any Acting appointment for any internal candidate is strongly discouraged.

Candidates from outside Stanford who are identified for a faculty position, but placed in an Acting title during the appointment process, are limited to eighteen months in the Acting position in the School of Medicine. Individuals holding these ranks are qualified for the rank of the appointment, but hold neither other academic positions to which they would be returning nor positions in business or industry that would continue during the Stanford appointment——though in the latter case, an individual may be on leave from an industrial position for the duration of the Stanford appointment. However, in general and especially at the associate and full professor levels, the expectation is that the title will be used for individuals who will have a short-term, noncareer association with the University.

Candidates from Stanford who are identified for a faculty position will generally remain in their current positions during the appointment process and will not receive an Acting appointment.

Individuals holding these Acting titles may teach graduate seminars and participate in, but not direct, graduate research.

These Acting titles are used when individuals are filling in and/or when departments are clarifying their program needs. In some cases, especially at the assistant professor level, the Acting appointment is a "holding" position for a period of time during which the department engages in a more careful search. The individual holding the Acting appointment may be a candidate in the search, but may not be given preference in the search process and decision. The credentials of any such candidate may be more easily assessed than those of others, but this in no way lessens the obligation of a search committee to consider by all means available the credentials of candidates having no prior association with the University. This obligation should be made clear to the candidates who hold or have held Stanford appointments.

5.3 Visiting Appointments

Visiting Lecturer
Visiting Instructor
Visiting Assistant Professor
Visiting Associate Professor
Visiting Professor

Generally, Visiting appointments to the School of Medicine are for up to one year and are renewable once. At all ranks, individuals must have leave from colleges or universities where they hold appointments that will not expire prior to expiration of the Stanford appointment. Individuals hold the Visiting rank here that is the same as, or the American equivalent of, his or her rank at the home institution. Individuals holding visiting appointments may teach graduate seminars and participate in, but not direct, graduate research.

It is possible for an individual appointed to a Visiting rank to become a candidate for regular appointment. The credentials of any such candidate may be more easily assessed than those of others, but this in no way lessens the obligation of a search committee to consider by all means available the credentials of candidates having no prior association with the University. This obligation should be made clear to the candidates who hold or have held Stanford appointments.

5.4 Consulting Appointments

Consulting Assistant Professor
Consulting Associate Professor
Consulting Professor

Consulting appointments are generally for one year and are renewable. Individuals holding these titles are qualified for the various ranks, but their primary professional involvement is in business, industry or government——for example, the US Geological Survey–and their primary involvement continues during the Stanford appointment. Occasionally, candidates are self-employed or retired. In such an instance, the Department determines the appropriate academic rank.

Individuals holding consulting appointments may give a single course each quarter, or they may give a series of lectures within a course developed by a member of the faculty. They may teach graduate seminars and direct graduate research, although they may not be principal advisors on masters or doctoral theses.

Honoraria are the characteristic payments, but occasionally salaries are paid.

5.5 Instructor Appointments

Instructor
Instructor (Affiliated)

Introduction

In order to acknowledge individuals who demonstrate interest in and potential for a successful academic career in investigation, teaching, and clinical care (as applicable), and to aid in the transition from training to a path that may lead to a faculty career in academic medicine, the academic title and classification of Instructor has been established. The title of Instructor is an "Other Teaching Title," a category which is described in the Stanford University Faculty Handbook in Chapter 9.

Individuals holding this title have completed their doctoral degree but are not yet ready for candidacy for Assistant Professor positions. An appointment of an Instructor, for example, would be appropriate for an individual who would qualify for a Clinician/Educator appointment, but who in addition has an interest in conducting research and/or engaging in scholarly activities.

Instructor appointments are generally for one year and may be renewed, upon a showing of high quality performance at Stanford and programmatic need (including budgetary considerations). Often, these appointments are part-time. Appointments are generally limited to a total of three years, unless the candidate secures a career development award, such as an NIH K08 or other funding consistent with their career goals.  In that case, the appointment may be considered for an extension for the duration of that award for up to an additional five years.

Instructors may have full charge and responsibility for a departmental course, apply for mentored grants, and engage in research, clinical teaching, other scholarly activities, and/or patient care, depending upon their level of expertise and credentials and the details of their appointment. There is no expectation of a Stanford professorial appointment following an Instructor appointment. Instructors in this category are to be distinguished from individuals holding Instructor titles in either the Clinician/Educator category ("Clinical Instructors") or Adjunct Clinical Faculty category ("Adjunct Clinical Instructor"). There are two categories of Instructor: Instructor and Instructor (Affiliated).

Instructor (Affiliated)

Whereas "Instructor" is an employment category at Stanford, departments may also seek to appoint individuals who are based at and receive salary from another institution, but who demonstrate interest in and potential for a successful academic career in investigation, teaching, and clinical care (as applicable), and whose contributions advance the missions of Stanford University Medical Center. For these individuals, the appropriate appointment is as an Instructor (Affiliated). The appointment and reappointment criteria and review processes are generally the same for these individuals as Instructors paid by Stanford. Instructor (Affiliated) is an academic title only, not an employment category. Thus, the sections below that relate to Stanford employees (for example, sections relating to University staff policies, relating to offer letters and relating to salaries and professional fees) are generally not applicable. As with Instructors, however, Instructors (Affiliated) are in general subject to the policies and procedures of Stanford University and of the School of Medicine.

University Staff Policies

As noted above, the title of Instructor is an "Other Teaching Title." Persons holding these titles are Stanford University employees; they are not members of the faculty (i.e., the Academic Council or the Medical Center Line), or the Academic Staff, or the Clinician/Educator line, nor do they accrue time toward tenure by length of service. The rank of Instructor was authorized for the specific purpose of creating a category of salaried University employees who can serve on a full- or part-time basis in clinical or basic science departments of the School of Medicine. Instructors who are appointed at 50% time or more for six months or more are considered health and welfare benefits-eligible and are, in general, subject to University policies applicable to exempt staff, including Administrative Guide Memos 22 (Personnel) and 27 (Benefits), but are not normally subject to the posting and search procedures required for other exempt appointments to the University Staff.

Vacation and sick leave do not accrue for Instructors. Termination and nonrenewal of Instructors are handled in accordance with University Staff policies described in Administrative Guide Memo 22.8, or Administrative Guide Memo 22.16 for layoffs. Instructors may be terminated before the end of their terms for the following reasons: 1: change in programmatic need, including budgetary considerations; and 2) for cause.

Process for Appointment and Reappointment

New Appointments
Documentation for proposed new Instructor or Instructor (Affiliated) appointments should be submitted by the Department to the Office of Academic Affairs within the Dean's Office for further review (see Section 5.11C). The final decision is made by the Senior Associate Dean for Academic Affairs or his or her designee within the Dean's Office.

Reappointments
Although reappointments may occur, there is no entitlement to such. Documentation for proposed Instructor or Instructor (Affiliated) reappointments should be submitted by the Department to the Office of Academic Affairs within the Dean's Office for further review (see Section 5.11C). The final decision is made by the Senior Associate Dean for Academic Affairs or his or her designee within the Dean's Office.

Offer Letters
It is the responsibility of the department chair to see that a candidate for appointment as an Instructor is informed of the conditions of his or her proposed employment and appointment. The purpose of the offer letter is to inform the candidate formally of the title, salary, and other key terms being recommended by the department chair, in order to determine whether the candidate will accept the employment if the recommendation is approved by the School.

The Senior Associate Dean for Academic Affairs (or his or her designee within the Dean's Office) must review for approval a draft of the offer letter before it is mailed to the candidate. The procedure of review and approval of the department chair's offer letter before it is sent to the candidate will ensure that the School, department, and candidate are similarly informed on such important matters as title, salary, location, function, space, and other significant commitments and expectations.

The offer letter should contain a statement that the department chair's offer of an appointment is contingent upon review and approval by the School and should provide all the information listed in the Instructor and Instructor (Affiliated) Appointment Checklist Section 5.12C. (See also sample offer letter below).

Appointment Letters
Instructors and Instructors (Affiliated) receive fixed-term appointments. A fixed-term appointment is one for which an end date is established at the time the individual is appointed. When the initial appointment has been approved, the Senior Associate Dean for Academic Affairs sends a letter to the Instructor or Instructor (Affiliated) stating the beginning and ending dates of the appointment and the percentage of time. This appointment letter should include a statement to the effect that "Additional details concerning your appointment are reflected in the offer letter you have received from the Department Chair."

Reappointment Letters
If and as soon as a reappointment has been approved, the Senior Associate Dean for Academic Affairs will send a letter to the Instructor or Instructor (Affiliated) stating the beginning and ending dates of the reappointment term and the percentage of time. A letter to the candidate, with a copy to the Senior Associate Dean for Academic Affairs, will also be sent by the Department stating the terms and conditions of the reappointment, including any changes from the initial or previous appointment(s).

Termination and Nonrenewal
An Instructor or Instructor (Affiliated) holds a fixed-term appointment and his or her appointment (or, in the case of an Instructor, his or her appointment and employment) therefore terminates at the end of the term, unless terminated before the end of the term based on a change in programmatic need (including budgetary considerations) or for cause, or unless a reappointment has been approved. As noted above, although reappointments may occur, there is no entitlement to such. Termination and nonrenewal of Instructors are handled in accordance with University Staff separation from employment policies described in Administrative Guide Memo 22.8 and 22.16.

The appointments of Instructors (Affiliated) can be terminated at any time-whether at the end of an appointment term or during an appointment term-by either the Instructor (Affiliated) or by the School, without the necessity of a reason. No set period of notice is required. Notice of nonrenewal or termination for the Instructor (Affiliated) shall be in writing from the department chair to the Instructor (Affiliated) with a copy to the Senior Associate Dean for Academic Affairs. There are no formal grievance or appeal processes available to the Instructor (Affiliated) who has received a notice of nonrenewal or whose appointment has been terminated, but the individual may communicate with the department chair or with the Senior Associate Dean for Academic Affairs concerning the matter.

Instructors and Instructors (Affiliated) are to be notified in writing by the Senior Associate Dean for Academic Affairs of the end date of the appointment or reappointment at the time of the appointment or reappointment (as described above). If no reappointment letter is issued, the appointment (or, in the case of an Instructor, the appointment and employment) ends on the date specified in the relevant appointment or reappointment letter.

Criteria

The major criteria for appointment of Instructors and Instructors (Affiliated) is interest in and demonstrated potential for a successful academic career in investigation, teaching, and clinical care (as applicable). Reappointments will be considered for individuals who demonstrate high quality performance in their assigned roles.

Criteria by Action

Appointment as Instructor/Instructor (Affiliated)

"Individuals appointed as Instructors or Instructors (Affiliated) will have completed their doctoral degree and will demonstrate interest in and potential for a successful academic career in investigation, teaching, and clinical care (as applicable)."

Term. The initial term of appointment is typically one year, and may be renewed. The total time spent as an Instructor or Instructor (Affiliated) may not exceed three years unless the candidate is a recipient of a mentored award or other funding consistent with their career goals.  In that case, the appointment may be considered for an extension for the duration of that award for up to an additional five years.

Reappointment as Instructor/Instructor (Affiliated)

"Individuals are assessed for reappointment as Instructor or Instructor (Affiliated) on the basis of their performance and achievements in the areas of investigation, teaching, and clinical care (as applicable). They may be reappointed based on evidence of progress, high quality performance, fulfillment of the applicable criteria, and continuing programmatic need.

Term. The term of reappointment is typically one year, and may be renewed. The total time spent as an Instructor or Instructor (Affiliated) may not exceed three years unless the candidate is a recipient of a mentored award or other funding consistent with their career goals.  In that case, the appointment may be considered for an extension for the duration of that award for up to an additional five years.

Salaries and Professional Fees

The Dean determines an Instructor's salary on recommendation from the department chair in advance of any commitment to the candidate. General funds may not be allocated to support the salary of an Instructor.

Professional medical services provided by an Instructor or Instructor (Affiliated) must be billed in accordance with the Rules of Practice for the Faculty Physician (see Chapter 2.103 of this handbook). As a condition of appointment, each Instructor or Instructor (Affiliated) must sign the professional service income letter agreement that assigns all professional service income to the School of Medicine.

Concurrent Appointment to the Medical Staff of Stanford Hospital and Clinics and Lucile Packard Children's Hospital

An appointment to the Active or Associate Medical Staff of Stanford Hospital and Clinics and/or Lucile Packard Children's Hospital must be sought and obtained if the candidate will provide clinical service in the facilities of Stanford Hospital and Clinics and Lucile Packard Children's Hospital in the course of his or her appointment as an Instructor or Instructor (Affiliated). An appropriate Medical Staff appointment (or appointments) should be arranged by the department chair in advance of the Instructor or Instructor (Affiliated) appointment. The Medical Staff appointment should be made "coterminous with appointment as an Instructor or Instructor (Affiliated)" and the candidate should be informed in writing that Medical Staff privileges apply only to medical practice incident to appointment as an Instructor or Instructor (Affiliated) and are coterminous with that appointment.

5.6 Additional Other Teaching Staff Titles

With prior approval, the Provost’s Office will allow appointments as Consulting Professor, Emeritus or Emerita and Visiting Professor, Emeritus or Emerita, although such titles are not commonly used. Such appointments are made for one-year and are renewable. Follow the procedures outlined below for the Other Teaching Staff titles.

5.7 Guide to Other Teaching Staff Appointments & Reappointments:

Documentation, Process & Checklists

Procedures included in the Chapter

Acting Appointment 5.8a-c

Acting Reappointment 5.9a-b

Visiting or Consulting Appointment with Salary 5.10a-c

Visiting or Consulting Appointment without Salary 5.11a-c

Instructor or Instructor (Affiliated) Appointments and Reappointments 5.12a-c

5.8a Acting Appointment: Documentation

Effective January 1, 1998, no new Acting appointments in the School of Medicine may exceed a total of eighteen months. The term of the initial Acting appointment is limited to one year. The use of any Acting appointment for any internal candidate is not acceptable.

Use an Acting Appointment package when a recommended candidate is scheduled to start work before the final faculty appointment is official. You may submit this package either with or following approval of the Search Report and Draft Offer Packages.

Salary should be the same as submitted with the Draft Offer Letter package. If not, explain.

  1. Recommendation for Appointment (Academic and Other Teaching Staff) Form (see Chapter 2, Forms)
    • Signed by Department Chair
    • Include dates, up to a period of one year, of the Acting Appointment
  2. Support Memo for any committed or backstop funding, signed by authorized guarantor (includes the "eighths" memo from VAPAHCS)
  3. 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
  4. Curriculum Vitae (CV) and Bibliography of Candidate
  5. Three Letters of Evaluation, if candidate is new to Stanford
    • Include one from outside Stanford (for MCL only, may be from ACF who has referred patient to candidate)
    • Evaluations obtained by the Search Committee for the Appointment Form will suffice, provided they address the candidate’s qualifications in relation to the job criteria.
  6. Completed Acting Appointment: Checklist

5.8b Acting Appointment: Process

5.8c Acting Appointment: Checklist

(Sign, date and place on top of package)

___ 1 Recommendation for Appointment Form

___ 2 Support Memo(s)

___ 3 Business Plan (MCL)

___ 4 Curriculum Vitae and Bibliography

___ 5 Three Letters of Evaluation

Reminder: one of these must apply

The Search Report and Draft Offer Letter Packages were previously submitted __________(dates)

The Search Report and Draft Offer Letter Packages are with this Acting Package _________(yes)

There is no expectation of a Stanford professorial appointment for this Acting ___________(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

5.9a Acting Reappointment: Documentation

Effective January 1, 1998, no new Acting appointments in the School of Medicine may exceed a total of eighteen months. The term of the initial Acting appointment is limited to one year. The use of any Acting appointment for any internal candidate is not acceptable.

Salary level should be proposed and set through annual salary setting process, not through the reappointment process.

  1. Recommendation for Appointment Academic and Other Teaching Staff and Appointments (By Courtesy) Form ("Green Form")(see Chapter 2, Forms)
    • Signed by Department Chair
    • Include dates, up to a period of six months, of the Acting Reappointment

No checklist is required for the Acting reappointment.

5.9b Acting Reappointment: Process


5.10a Visiting or Consulting appointment with salary: documentation

These appointments, with or without salary, may be for a maximum of one year, and if renewed must be done annually.

  1. Transmittal Memo from Department Chair to Senior Associate Dean for Academic Affairs
    • Purpose of the request
    • Appointment title
    • Period of time for appointment
    • Expected percentage of full-time effort at each location involved
    • Programmatic need for this candidate
  2. Recommendation for Appointment: Academic and Other Teaching Staff form
    • Signed by Department Chair
    • Indicate beginning and end date of appointment
  3. Draft Offer Letter
  4. Source of Salary Support Form (see Chapter 2, Forms)
    • Signature of Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported
  5. Support Memo for any committed or backstop funding, signed by authorized guarantor (includes the "eighths" memo from PAVAHCS)
  6. Curriculum Vitae (CV) and Bibliography of candidate, if new to Stanford
  7. For initial Visiting or Consulting appointments, three letters of evaluation, one of which should be from an inside referee
  8. Evidence of leave from the candidate's home institution (for Visiting only)
  9. Letter of invitation (for Visiting only)
  10. J-1 Visa Documentation (COPY)
  11. SU-18A (COPY)
  12. Completed Other Teaching Staff Titles Appointment with Salary: Checklist

5.10b Visiting or Consulting appointments with Salary: Process

5.10c Visiting or Consulting appointment with salary: Checklist

(Sign, date and place on top of package)

___ 1 Transmittal Memo to Senior Associate Dean for Academic Affairs

___ 2 Recommendation for Appointment (Academic and Other Teaching Staff) Form

___ 3 Draft Offer Letter

___ 4 Source of Salary Support Form

___ 5 Support Memo(s)

___ 6 CV and Bibliography

___ 7 Three letters (one internal) for initial Visiting or Consulting appointment

___ 8 Evidence of leave from the candidate's home institution (for Visiting only)

___ 9 Letter of Invitation (for Visiting only)

___ 10 J-1 Visa Documentation

___ 11 SU-18

We cannot review incomplete packages. If a checklist item is inapplicable, please submit a written explanation.

Signature of Faculty Affairs Contact Phone Date

5.11a Visiting or Consulting appointment without salary: documentation

Use for Visiting or Consulting appointments. These appointments, with or without salary, may be for a maximum of one year, and if renewed must be done annually.

  1. Transmittal Memo to Senior Associate Dean for Academic Affairs
  2. Recommendation for Appointment: Academic and Other Teaching Staff form
    • Signed by Department Chair
    • Indicate beginning and end date of appointment
  3. Curriculum Vitae (CV) and Bibliography of candidate, if new to Stanford
  4. Three letters (one internal) for initial Visiting or Consulting appointment
  5. Evidence of leave from the candidate's home institution (for Visiting only)
  6. Letter of invitation (for Visiting only)
  7. J-1 Visa Documentation (COPY)
  8. SU-18A (COPY)
  9. Completed Visiting or Consulting Appointment without Salary: Checklist

5.11b Visiting or Consulting Appointment without Salary: Process

5.11c Visiting or Consulting appointment without salary: Checklist

(Sign, date and place on top of package)

___ 1 Transmittal Memo to Senior Associate Dean for Academic Affairs

___ 2 Recommendation for Appointment (Academic and Other Teaching Staff) Form

___ 3 CV and Bibliography, if new to Stanford

___ 4 Three letters (one internal) for initial Visiting or Consulting appointment

___ 5 Evidence of leave from the candidate's home institution (for Visiting only)

___ 6 Letter of invitation (for Visiting only)

___ 7 J-1 Visa Documentation (COPY)

___ 8 SU-18A (COPY)

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

 

5.12a Instructor and Instructor (Affiliated) Appointment and Reappointment: Documentation

These appointments are generally for one year and are renewable annually. Appointments are for periods of up to three years unless the candidate secures a career development award, such as an NIH K08. In that case, the appointment can be extended for the duration of that award for up to an additional five years.

  1. Transmittal Memo from Department Chair to Senior Associate Dean for Academic Affairs
    • Purpose of the request
    • Appointment title
    • Period of time for appointment
    • Expected percentage of full-time effort
    • Programmatic need for this candidate
  2. Recommendation for Appointment: Academic and Other Teaching Staff form
    • Signed by the Department Chair
    • Indicate beginning and end date
  3. Draft Offer Letter (see Chapter 2, Sample Letters) for Instructor appointments only
  4. Source of Salary Support Form (see Chapter 2, Forms) for Instructor appointments and reappointments only
    • Signature of Department Chair
    • If VA appointment, include estimated VA contribution to salary
    • Amount or salary level and percent to be supported
  5. Support Memo for any committed or backstop funding, signed by authorized guarantor (includes the "eighths" memo from PAVAHCS)
  6. Curriculum Vitae (CV) and Bibliography of candidate, if new to Stanford
  7. For Instructor appointments, 3-5 internal letters of evaluation and 1-2 external letters of evaluation unless the candidate has been a resident, fellow, clinician/educator or faculty member within the past two years. For Instructor reappointments, 3-5 internal letters of evaluation and trainee evaluations.
  8. Completed Instructor and Instructor (Affiliated): Checklist

5.12b Instructor Appointment and Reappointment: Process

5.12c Instructor and Instructor (Affiliated) Appointment and Reappointment: Checklist

(Sign, date and place on top of package)

___ 1 Transmittal Memo to Senior Associate Dean for Academic Affairs

___ 2 Recommendation for Appointment (Academic and Other Teaching Staff) Form

___ 3 Draft Offer Letter for Instructor appointments only

___ 4 Source of Salary Support Form for Instructor appointments and reappointments only

___ 5 Support Memo(s) if applicable for Instructor appointments and reappointments only

___ 6 CV and Bibliography

___ 7 For appointments, 3-5 internal letters of evaluation and 1-2 external letters of evaluation unless the candidate has been a resident, fellow, clinician/educator or faculty member within the past two years. For reappointments, 3-5 internal letters of evaluation and trainee evaluations.

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

 

5.13 Offer Letter: Offer Letter Template

5.14 Sample Evaluation Solicitation Letter

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