Academic Affairs  

Visiting Instructors with Salary

Appointments

Requests must be submitted to the Office of Academic Affairs one month before the desired start date, or two months before the start date if a J-1 visa is needed.

New! - You do not need to submit a copy of the SU18. The candidate must still sign it, however.

 

 

 

 

Step by Step Process

  1. Submit to the Office of Academic Affairs:
    • Visiting Instructor Appointment with Salary: Checklist doc (displayed below)
    • Transmittal Memo from Department Chair to Vice Dean
      • Programmatic need for this candidate
      • Dates of appointment and percentage of full-time effort expected
      • Expertise/qualifications of candidate, and their plans after this appointment
    • Recommendation for Appointment form (“Green Form”) doc
      Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate beginning and end date of appointment and rank requested
      • Indicate candidate’s current academic institution, title and appointment term
    • Curriculum Vitae (CV) of candidate
    • One letter of evaluation from a faculty member inside or outside Stanford
    • Draft Offer Letter (use Visiting/Consulting offer letter template doc)
    • NEW - Evidence of successful background check by HireRight (copy of email stating that candidate "meets standards")
    • J-1 Visa Documentation – if applicable, request this through workflow on http://axess.stanford.edu website.
  2. Submit simultaneously to Finance:
    • Source of Salary Support Form doc
      • Signed by Department Chair
      • If VA appointment, include estimated VA contribution to salary
      • Amount or salary level and percent to be supported
    • Draft Offer Letter (in Word format)
    • Curriculum Vitae (CV)
  3. OAA staff reviews recommendation and edits draft offer letter.
  4. Finance staff reviews salary level, funding plan and all other financial terms.
  5. OAA staff notifies the Department of outcome by email.  If successful:
  6. Finance staff notifies the Department of financial approval and sends edited draft offer letter to be finalized and sent to candidate.
  7. If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
  8. OAA staff issues appointment letter from Senior Associate Dean for Academic Affairs to candidate.
  9. Department may sponsor Visiting Instructors for a SUNet ID; there is a free level of service which will allow them to obtain a courtesy card and other privileges. 
  10. Candidate must sign the SU-18 at http://axess.stanford.edu.

Reappointment

Step by Step Process

  1. Submit to the Office of Academic Affairs:
    • Visiting Instructor Reappointment with Salary: Checklist doc
    • Transmittal Memo from Department Chair to Vice Dean
      • Programmatic need for this candidate
      • Indicate dates of appointment and % FTE requested
      • Note dates of previous term
    • Recommendation for Appointment form (“Green Form”) doc
      Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate beginning and end date of appointment and rank requested
      • Indicate candidate’s current academic institution, title and appointment term
    • Draft Offer Letter (use Visiting/Consulting template doc)
    • J-1 Visa Documentation (COPY) – if applicable, request J-1 visa extension through workflow on http://axess.stanford.edu website.
  2. Submit simultaneously to Finance:
    • Source of Salary Support Form doc
      • Signed by Department Chair
      • If VA appointment, include estimated VA contribution to salary
      • Amount or salary level and percent to be supported
    • Draft Offer Letter (in Word format)
  3. OAA staff reviews recommendation and edits draft offer letter.
  4. Finance staff reviews salary level, funding plan and all other financial terms.
  5. OAA staff notifies the Department of outcome by email.  If successful:
  6. Finance staff notifies the Department of financial approval and sends edited draft offer letter to be finalized and sent to candidate.
  7. If a J-1 visa extension has been requested, OAA staff approves request through workflow (or returns it to department for revision if needed).
  8. OAA staff issues reappointment letter from Senior Associate Dean for Academic Affairs to candidate.

FTE Change

If there is a change in the percentage of full-time effort for which a Visiting Instructor is being paid, submit an FTE Change package to the Office of Academic Affairs. For example, a Visiting Instructor might change from working 100% FTE to working only 75% FTE. Submit all FTE change requests at least one month before the date that the proposed change would take effect.

FTE Change Step by Step Process

  1. Submit to the Office of Academic Affairs (at least one month before the proposed FTE change is to take effect):
    • Visiting or Consulting FTE Change:  Checklist doc
    • Transmittal memo from the Department Chair to the Vice Dean, briefly explaining the rationale and timeframe for the FTE change
    • Recommendation for Appointment form (“Green Form”) doc
    • Watch Demo
      (2 min 30 sec)
      • Signed by Department Chair
      • Indicate new FTE
      • Start date = effective date of FTE change
      • End date = end date of appointment (if FTE change is temporary, contact OAA staff to discuss)
    • 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)
  1. Submit to Finance at the same time:
    • Draft offer letter, if required (see above)
  2. OAA and Finance review recommendation,
  3. OAA notifies department of outcome by email, including new position number if needed.
  4. Finance notifies department of financial approval and any changes required to draft offer letter before it is finalized and given to candidate.

 

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