Monthly OAA Announcements

September 2021 OAA Announcements

• OAA Staffing Changes
• New Resource: OAA Website Resources for Department Chairs and Faculty A&P Leads
• Update: Resource (Webpage) for FAAs working on Professoriate Actions
• Clarification Added: Professoriate Narrative Report Guideline
• Update: Contact for FASI Issues
• Update: Faculty Applicant Tracking System
• Update: Visiting & Short-Term Faculty Offer Letters & Letters of Invitation
• Reminder: Professoriate Requirement for the Background Questionnaire Form Now Required
• Reminder: Clinician Educator and Instructor Requirement for the Background Questionnaire Form Now Required
• Reminder: Background Questionnaire Form Now Referenced in Offer Letters for CE, Instructor and Professoriate Candidates
• Reminder: Proof of Funding for Visiting Scholars and Visiting Postdoctoral Scholars - Updated Minimum FY 2022

OAA Staffing Changes: Karen Flores & Victoria Kanzaki
The Office of Academic Affairs is delighted to announce the addition of two new team members.

On August 16, Karen Flores joined OAA as Senior Academic Affairs Analyst. Karen comes from the University of Arizona where she worked as a Data Analyst in University Analytics and Institutional Research. Karen will lead school-wide faculty analysis and reporting, oversee and manage faculty information management systems, and evaluate faculty professional development programs. Karen will report directly to Cindy.

On September 7, Victoria Kanzaki joined OAA as Academic Affairs Administrative Associate. Victoria comes from a private dental office where she worked as a Registered Dental Assistant/Administrative Assistant. Victoria will provide administrative support to OAA and will report directly to Jessica Salas-Mendonça.

With that being said, Newton will transition to providing administrative support to our faculty professional development programs and working closely with Rania, Cindy, and Ellen on faculty development. 

New Resource: OAA Website Resources for Department Chairs and Faculty A&P Leads
OAA has created website information to help department chairs and faculty A&P leads with the A&P process, the long form process and the faculty search process. These pages are intended to provide guidance, best practices, examples, and file access for (1) Leading Professoriate Review Actions and (2) Leading Faculty Searches. Information can be found here: Resources for Department Chairs and Faculty A&P Leads. Contact Cindy Ho if you have questions.

Update: Resource (Webpage) for FAAs working on Professoriate Actions
The Professoriate process page has been updated to better describe the process and steps associated with Professoriate actions.

Here is the navigation: For FAAs > Action Guidelines + Instructions for FAAs> Appointment, Reappointment, Promotion> Professoriate

The webpage provides direct links to available resources and guidance documents. We have outlined the process for all steps in the long form preparation process, requesting exceptions to policy and making changes to the academic appointment (FASA and addenda). New Resources include new descriptions of each long form section, an updated Interfolio user guide and a new webpage summarizing functional roles in the professoriate review process.

We hope you will find value in this update. Please contact the SoM-Professoriate group with any questions.

Clarification Added: Professoriate Narrative Report Guideline
The Professoriate Narrative Report Guideline has been updated to better describe the allowable level of interaction with candidates for this document:

While it may be appropriate to request clarification from the candidate, it is not acceptable to use language directly from the candidate, the candidate’s statement or from referee or trainee letters. The narrative report is authored by the faculty lead (often in partnership with the evaluation committee/unit).

Update: Contact for FASI Website/Issues
Faculty Applicant Self Identification (FASI) System is used during searches to collect applicant demographic data and generate the Applicant Information Grid for inclusion in the Search Report. For help with the FASI website please contact Mary (som-professoriate@stanford.edu) as she is the current university contact (replacing Yan Li).

Update: Faculty Applicant Tracking System
Following up to the May 2021 update, the new Faculty Applicant Tracking System (FSAT) project was paused by the university and has now resumed. As a reminder, this centralized system is an online tool that manages job applications and the hiring process for faculty and CE searches. FASI (the current demographic data collection system used by all Stanford Schools) will be retired for new searches and it is expected that all new searches across the University will use this system to field applications and manage demographic reporting. Please note that current and open searches will continue in their current system.

The team is continuing to complete detailed walk-throughs of the PageUp features, including application forms, job posting templates and applicant management tools. Our next step will be to have volunteers from the school test the system (open and manage new searches utilizing test case scenarios). We hope to begin engaging with school volunteers later this Fall quarter.

If there are questions about the project, please contact OAA’s representative, Jessica Negrette (som-professoriate@stanford.edu).

Update: Visiting & Short-Term Faculty Offer Letters & Letters of Invitation
The Provost’s Office has updated the offer letters for Short Term and Visiting Faculty. We have updated our template letters and they can be found in the Toolbox at (https://med.stanford.edu/academicaffairs/tools/letter-templates.html).

You will notice that there is a new letter option- for those who will be appointed a single quarter for a teaching assignment. To assist you, we have also updated our Visiting & Short-Term offer letter guide to help you determine which template to use.

We will no longer accept the old templates beginning 10/1/2021. If you have questions, please either email som-visiting_short_term@stanford.edu or you can send a zoom meeting request to Mary for a quick chat. Her regular zoom office hours are on Thursdays 1:30-3:00 PM.

Reminder: Professoriate Requirement for the Background Questionnaire Form Now Required
Beginning in September 2021, all offer letters approved and released by OAA and Faculty Compensation will also require those candidates complete the Background Questionnaire Form.

The corresponding appointment long forms will go through OAA/SoM Committee/Dean review, but OAA will wait to send the final long form to the Provost’s Office until we receive a signed background questionnaire form. If there are “Yes” answers, OAA will contact Employee Relations for review and wait for their response before moving forward.

Reminder: Clinician Educator and Instructor Requirement for the Background Questionnaire Form Now Required
Beginning in September 2021, all offer letters for Clinician Educators and Instructors (with clinical duties) approved and released by OAA and Faculty Compensation will also require those candidates complete the Background Questionnaire Form.

The corresponding appointment files will go through OAA/SoM A&P Committee review, but OAA will wait to post the FASA transaction until we receive a signed background questionnaire form. If there are “Yes” answers, OAA will contact Employee Relations for review and wait for their response before moving forward.

Reminder: Background Questionnaire Form Now Referenced in Offer Letters for CE, Instructor and Professoriate Candidates
The Offer Letter templates have been updated to reflect confirmation that the offer is contingent upon their successful completion and the information provided in the background questionnaire.

Reminder: Proof of Funding for Visiting Scholars and Visiting Postdoctoral Scholars - Updated Minimum FY 2022
The minimum funding requirement for visiting scholars and visiting postdoctoral scholars is tied to the current first year postdoctoral stipend. On September 1, 2021, this amount will increase to $65,568 per year/ $5,464 per month.