In This Chapter
7.1 Appointment of Residents & Fellows as Acting Instructors
The Chief or Senior Resident (or Fellow serving in that capacity) on each clinical service is eligible to be recommended for a one-year appointment as an Acting Instructor (without salary) in recognition of his or her contribution to the teaching program. Recommendation for such an appointment is at the discretion of the department chair.
Under special circumstances to be determined by the department chair and approved by the Senior Associate Dean for Academic Affairs, a limited number of advanced trainees on a clinical service in addition to the Chief or Senior Resident (or Fellow serving in that capacity) may be recommended for one-year appointments as Acting Instructors (without salary) in recognition of unique and necessary roles in the implementation of the teaching or research program.
Recommendation is made by the department chair to the Senior Associate Dean for Academic Affairs. For documentation, process and checklist, see end of this chapter.
7.2 Appointment of Residents & Fellows as Staff Physicians/Voluntary Clinical Faculty (VCF)
Under exceptional circumstances, it may be appropriate to recommend the part-time appointment of a Resident or Fellow as a Staff Physician/Voluntary Clinical Faculty (VCF) for the purpose of recognizing his/her contribution to the clinical program of a department in a capacity other than that as a trainee. In recommending such an appointment, it is essential that the training program of the candidate not be compromised and that there be a clear and documented distinction between the assignment as a trainee and the assignment as an appointee to the staff and VCF.
The following guidelines are provided in order to assure that all these conditions are met:
- The Resident or Fellow must have completed all requirements, with the exception of practice requirements, for the Board and/or Certificate in the specialty that the trainee will practice as a Staff Physician/VCF; and
- Part-time appointment of a Resident or Fellow as a Staff Physician/VCF must be consistent with the fellowship, grant or other support of the trainee; and
- The Resident or Fellow must receive written notification that his/her appointment as a trainee will be modified and the purpose of the change described. Separate and dated periods of appointment as a part-time Resident or Fellow and as a part-time Staff Physician/VCF must also be specified in writing to the trainee. Appointment as Staff Physician/VCF must be coterminous with the period during which the trainee is formally released from training status for the purpose of the appointment; and
- Funds for the appointment of a Resident or Fellow as a part-time Staff Physician must have been included in the department budget and are to be derived from the appropriate Stanford Hospital and Clinics and/or Lucile Packard Children’s Hospital accounts or other nongeneral funds source; and
- It must be possible to identify and to document that the services to be rendered as a member of the Staff Physician/VCF are separate and distinct from the duties required as part of the training program; and
- As a condition of appointment as a Staff Physician/VCF, the candidate must sign the letter of agreement to transmit professional fees to appropriate Stanford Hospital and Clinics and/or Lucile Packard Children’s Hospital accounts; and
- Membership on the Medical Staff of Stanford Hospital and Clinics and/or Lucile Packard Children’s Hospital must be obtained by the candidate if he/she will be responsible for the care of patients
In recommending the appointment of a part-time trainee as a Staff Physician/VCF, the department chair should follow all normal procedures and standards and forward the following materials to the Senior Associate Dean for Academic Affairs:
- Transmittal memo specifically enumerating compliance with all the requirements listed above
- Complete package(s) for appointment as Staff Physician/VCF (See Chapter 6: Voluntary Clinical Faculty and Chapter 8: Staff Physicians for documentation, process and checklists.)
7.5 School of Medicine Fellows
A special category of advanced fellowship appointment, distinct and separate from the postdoctoral fellowship, has been established by the School and designated as School of Medicine Fellow. In Executive Session on June 20, 1986, the Executive Committee endorsed the following definition of this appointment:
The School of Medicine Fellow is an advanced nonmatriculated student. This category is open to individuals holding the MD for more than six years or the PhD for more than three years and who have been invited to Stanford in order to undertake further training in various aspects of modern medical technology. The training ordinarily will lead to a career change or provide further experience in order to receive certification in a particular field.
For further criteria, guidelines and procedures for the appointment of a School of Medicine Fellow, contact the Senior Associate Dean for Academic Affairs.
7.6a Appointment of Residents & Fellows as Acting Instructors: documentation
Recommendation is made by the department chair to the Senior Associate Dean for Academic Affairs. Include the following documentation when making this appointment.
- Transmittal Memo from Department Chair to Senior Associate
Dean for Academic Affairs, stating
- Purpose of the request
- Programmatic need for this candidate
- Appointment title
- Period of time for appointment
- Expected percentage of full-time effort and location
- Recommendation for Appointment: Academic and Other
Teaching Staff and Appointments (by Courtesy) Form ("Green Form")
(see Chapter 2: The Professoriate, Forms)
- Signed by Department Chair
- Indicate beginning and end date of appointment
- Enter Social Security number, or if none, indicate either "To be provided" or "Will not obtain."
- Indicate candidate’s expected role while Acting Instructor
- Draft Offer Letter, marked Draft, and including all
that apply
- Job title
- Statement that this Acting Appointment is without salary
- Concrete description of expectations for teaching service (hours/days, etc) or in exceptional cases, for research service
- Length of appointment (up to one year)
- Curriculum Vitae (CV) and Bibliography, if candidate is new to Stanford
- Three Letters of Evaluation, if candidate is new to Stanford
- California Medical Licensure Form signed by Department chair (see Chapter 2: The Professoriate, Forms),
7.6b Appointment of Residents & Fellows as Acting Instructors: Process
- Department submits Appointment of Residents and Fellows as Acting Instructor package to Senior Associate Dean for Academic Affairs
- Senior Associate Dean for Academic Affairs reviews recommendation
- If approved, the recommendation is forwarded to the Provost
- Office of Academic Affairs notifies the Department of outcome
7.6c Appointment of Residents and Fellows as Acting Instructors: Checklist
(Sign, date and place on top of package)
___ 1 Transmittal Memo to Senior Associate Dean for Academic Affairs
___ 2 Recommendation for Appointments, Academic and Other Teaching Staff and Appointments (By Courtesy) form ("Green Form")
___ 3 Draft Offer Letter
___ 4 CV and Bibliography, if new to Stanford
___ 4 Three letters of evaluation, if new to Stanford
___ 5 California Medical Licensure Form
We cannot review incomplete packages. If an item does not apply to this package, please submit a written explanation.
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