OAA COVID-19 Updates
In recognition of the serious academic and personal challenges posed by the COVID-19 viral pandemic, the Provost is granting automatic one-year extensions to the following faculty members:
- Untenured faculty who are University Tenure Line in tenure-accruing positions or who will be appointed to the faculty before 12/31/21 and for whom the Covid-19 Extension would not extend beyond the 10-year tenure clock.
- Assistant Professors who are Non-Tenure Line - Research in fixed term renewable positions or who will be appointed to the faculty before 12/31/21.
- Assistant Professors in the Medical Center Line in their first term of appointment or who will be appointed to the faculty before 12/31/21. As the standard Medical Center Line Assistant Professor duration in rank is already 10 years, no such extension will be offered for those in their second term.
Departments do not need to submit FASA documentation. The Provost’s Office will directly process the extensions.
In effect, this extension will postpone the initiation of the review process by one year. The extension will not be granted if a faculty member’s promotion or reappointment process formally commenced prior to January 1, 2020, given that the work to be evaluated was done prior to the current pandemic. The promotion or reappointment process is deemed to commence on the date the Dean or Chair notifies the candidate in writing that the review process has begun. The extension will also not be granted to faculty who are in a terminal year appointment. As noted, the COVID-19 Tenure Clock Extension, though it extends the seven-year tenure clock deadline, does not extend the ten-year appointment clock deadline except by a Provostially-granted exception for extraordinary personal or institutional circumstances.
Faculty who wish to apply the COVID-19 extension outside of the current term should email their Chair and FAA. If the Chair agrees, the FAA should then forward the request to the OAA shared email inbox (email@example.com). Such exceptions will be considered on a case-by-case basis by the Dean. Exceptions granted to future terms are done so pending the positive outcome of any reappointment review.
The extension will be granted unless the faculty member opts out: Faculty members who wish to opt out of the extension should fill out and attach Appendix I – Covid-19 Extension Opt-Out Request Form and submit it via email to their Chair and FAA (See FAQ for further details). If the Chair agrees, FAAs should submit the completed form to our shared email inbox (firstname.lastname@example.org).
The Provost’s Office will process the extensions by the end of the Fall quarter. Currently, there is no deadline for opting out, but it must be before the official commencement of the promotion process.
COVID-19 Extension for Clinician Educators
In recognition of the serious academic and personal challenges posed by the COVID-19 viral pandemic, Clinical Assistant Professors are entitled to a one-year extension which we hope will alleviate stressors of working on a reappointment or promotion now. If Clinical Assistant Professors and Chairs feel a COVID-19 Extension is needed the below procedure should be followed-
Procedure: FAAs should process requests for the COVID-19 Extension through the online FASA system before December 31, 2021. The FASA form should also clearly note in the comments section that the extension request is for the COVID-19 emergency.
In order to meet the directive set forth by the University, please ensure that all leave requests that include international travel have a start date of no earlier than June 1, 2020. Requests for exceptions must to be reviewed/approved by Vice Dean, Dr. Linda Boxer, and Senior Associate Dean for Faculty Development and Diversity, Dr. Yvonne Maldonado.
Travel should also be registered with the University by going to this link. Given the uncertainty of the COVID-19, please note that there is the possibility that leave requests that include international travel must be postponed further based on any significant updates regarding the campus response to COVID-19.
You can also find the educational guidelines that the University and CDC has set for self-isolation when Faculty/Clinician Educator’s returning from their leave by clicking here.
The Stanford Research Continuity Team of the COVID Academic Policy Group and the Provost have communicated updated restrictions on Visiting and Academic Staff-Teaching and Other Teaching Staff (Short Term Faculty) titles in response to COVID-19. Visiting Scholars, Visiting Postdoctoral Scholars, Visiting Instructors, Visiting Assistant Professors, Visiting Associate Professors, Visiting Professors, Adjunct Professors (SoM) and Adjunct Lecturers (SoM) will not be able to begin their new appointments until at least April 1, 2021.
- New appointment start date exceptions will be considered for Visiting Scholars, Visiting Postdoctoral Scholars, Visiting Instructors, Visiting Assistant Professors, Visiting Associate Professors, Visiting Professors, Adjunct Professors and Adjunct Lecturers. The purpose of the exception is to consider an appointment start earlier than April 2021, it does not guarantee a specific start date.
- Requests should take into consideration the risks involved, which include potential complications related to visas, legal restrictions in a visitor’s home state or country, the need to conform to local health advisories, and risks related to the phased return to campus, which may include mandatory quarantine (even for persons coming to campus after traveling from outside Northern California), the possibility of being denied entry to the U.S., or the possibility of being unable to leave once here. Visiting appointments for those who will be teaching remotely from abroad are highly discouraged due to these risks as well as to administrative, compliance, taxation, pay and other potential complications. If such appointments are being considered, departments and schools must work with Global Business Services and the Global HR Director.
- SoM Exception Process: Complete the Google Form (link), updated to reference the impacted titles in this population. Completed forms for appointments involving research will go through 3 levels of review (OAA, Vice Dean, DoR/OPA). Completed forms for appointments without research will go through 2 levels of review (OAA, Vice Dean). Only complete requests will be reviewed. While review of the exceptional requests will be expedited in SoM, standard appointment processing times will apply once the FASA transaction (appointment packet) is received by OAA. Following OAA procedure, the FASA transaction (appointment packet) should only be submitted following OAA notification of exceptional approval. We strongly suggest that the faculty sponsor be the one to fill out this form, as detailed answers regarding the appointment are required.
Requests for extensions of current appointments (including reappointments) must also be carefully considered in light of the information about the phased return to campus as well as concerns about remote and on-campus visitors, and for current visitors should weigh factors such as a visitor’s ability to return home safely due to the pandemic.
- Reappointments for learning focused titles (visiting postdocs, visiting instructors): In addition to the reappointment packet, we will also need to know what the original plan was for their remote learning/work.
- Reappointments for research focused titles (visiting scholars, visiting faculty*): Those conducting research will need to explain why the candidate still needs formal affiliation, and why the candidate cannot just collaborate without a formal appointment. We will also need to know what the original plan was for their remote teaching/work. *As visiting faculty have both research and teaching responsibilities we will group them with visiting scholars due to the research component of their duties.
- Reappointments for teaching focused titles (adjunct lecturers, adjunct professors and lecturers) will need to certify how the teaching activity is being handled in a remote setting. We will also need to know what the original plan was for their remote work.
Visa Information from Bechtel website
Excerpt from Bechtel website:
- Which countries of origin are prohibited from sending travelers to the US? See this page from the Centers for Disease Control. Note that it is the origin of the flight, not the nationality of the traveler, that determines the prohibition.
- Can I travel to a third country, and then fly to the US as a way to avoid the COVID travel ban? You can try this strategy if you choose to. Note that the Department of Homeland Security has access to airline manifests and other information that may reveal your prior travel. People attempting to enter the US after spending 14 days in a third country have been denied entry to the US.
- Are US consulates closed? Information about consulate closures may be found here.
- We (OAA) will review all requests, regardless of home country/current location of candidate. Recognizing that Bechtel is the office overseeing the visa process at Stanford, we will follow their advice/direction.
- We (OAA) will add a comment to all FASA transactions (with corresponding visas) confirming that the appointment approval is contingent upon successful entry into the USA for the identified dates.
- If the candidate is unable to come to Stanford and is canceling their visit, Departments should cancel the visa and notify OAA by email for the deletion of the approved appointment. If the candidate is changing the appointment period, a modify appointment should be submitted to OAA and an amendment to the visa should be submitted to Bechtel.
Due to the ongoing COVID emergency, it is anticipated that a small population of our incoming faculty will be unable to enter the U.S. prior to the start of their appointment due to travel restrictions, the inability to obtain required visa documents or pre-existing health conditions that preclude travel. Additionally, some faculty may wish, for personal reasons, to temporarily work remotely from outside of the U.S.
Requests for remote work outside of the U.S. should be evaluated on a case-by-case basis and must be approved by the cognizant Dean. Individual exceptions for Faculty should be limited, recognizing the higher level of compliance risk associated with these individuals as compared to graduate students.
This guidance does not apply to faculty in research travel status, including sabbatical.
The faculty affairs officer, in coordination with the faculty member, must consider the following in the assessment of the remote work request. Schools will be responsible for both internal and external costs associated with evaluation and execution of the remote work arrangement.
- U.S. Embargoes/Sanctions are in place for Cuba, Iran, North Korea, Syria and the Crimea Region of Ukraine. Consult with the University Export Control Officer prior to proceeding with any remote work arrangement that will take place in these countries.
- Privacy/Security requirements must be considered related to the remote work location. Some countries, such as China, do not permit login to the university’s VPN.
- Sponsor Approval may be required for remote work locations. If the faculty member’s effort is funded via a sponsored project, s/he must notify the sponsor as a courtesy. Work with your OSR Contracts and Grants officer to obtain approval if the sponsor’s policies require it.
- Work Authorization for the remote work location is required. Verify with the faculty member that they are a citizen or resident of their remote work location. If not, they are likely not authorized to work from that location and an additional risk assessment should be requested. A central office team is available to consult, but external resources may be required to evaluate complex situations.
- Reporting of each faculty member who has been temporarily approved to work from outside of the U.S. is required. This list must be shared with the Dean’s Office according to procedures established by each School. The Dean’s Office will consolidate data and share this information with Global Business Services (GBS).
- SoM Procedure: Faculty seeking an exception should complete the Google Form after obtaining approval from their chair. Please be advised that these requests will go through 2 levels of review (Vice Dean, Senior Associate Dean for Research). Only complete requests will be reviewed.
Additional Considerations for the Faculty Member
Faculty who are considering a remote work arrangement outside of the U.S. are responsible for:
- Verifying Access to Healthcare Resources in their remote work location by contacting the UHR Service Team. It may be necessary to change healthcare plans or apply for supplemental local coverage.
- Complying with Individual Tax Requirements in their remote work location, as well as the U.S., seeking individual tax counsel as needed.
- Registering Travel with the university and consulting applicable travel advisories.
- Understanding International Activity Expectations by consulting the Dean of Research site.
- Maintaining Visa Compliance, as applicable, by following regulations and frequently consulting Bechtel resources to remain current on requirements.
Costs associated with the arrangements above remain the personal responsibility of the faculty member.