Monthly OAA Announcements
June 2021 OAA Announcements
• Professoriate: Renaming the MCL
• Faculty Campus Presence for Academic Year 2021-2022
• End of COVID Exception Process: Faculty Remote Work Arrangements Outside of the U.S.
• Change in Exception Process- Recruitment Visits
• Update: Monthly Announcements page update
• Update: Instructor Background Checks Via HireRight and New Checklist
• Update: Instructor Offer Letter Template
• Visiting Scholars, Researchers, and other Temporary Community Members
• Reminder: Professoriate Actions that Require Addendum Letters
• Reminder: Qualtrics Reporting Issues
Professoriate: Renaming the MCL
The governing bodies of Stanford University have endorsed the renaming of the professoriate “Medical Center Line” (MCL) to the “University Medical Line” (UML). This change will help recruit and retain world-class medical faculty members and clarify that medical line faculty are employed by Stanford University and not its medical centers. The renaming will not change the “rights and responsibilities” of the faculty; the impact is on the official titles to include “University Medical Line” rather than the specific hospital, and the faculty member’s affiliated department.
University IT will update the faculty profiles (CAP) centrally. FAAS data will also be updated centrally.
OAA is working to update our website, our OAA-managed systems, the SoM Handbook and our resources to reflect the new line name. Updates to MCL references on other university-level websites and the University Handbook are also being coordinated.
Faculty Campus Presence for Academic Year 2021-2022
On May 11, 2021, the Provost confirmed the expectation of faculty presence on campus for the upcoming academic year. All faculty members, except for those on authorized sabbaticals or leaves, must return to campus prior to the beginning of Fall 2021. As stated in the Stanford Faculty Handbook, “It is important that members of the faculty be regularly available to students and colleagues, participating continuously in the educational programs of the University.” Please advise your faculty accordingly.
If a faculty member wishes to request an exception to the on-campus presence policy for this coming fall, their exception request must be approved by their department chair, SoM Vice Dean, and lastly the Provost.
SoM Exception Procedure: Faculty seeking an exception should discuss the circumstances with their department chair. If the department chair wishes to proceed with the exception request, the department FAA will need to submit a memo, signed by the department chair, outlining their support of the work arrangement to SoM-Professoriate via the shared inbox: firstname.lastname@example.org. The exceptional request should discuss in detail how the faculty member will continue to perform their duties. Any realignment of duties/service for the period should also be outline as well as the benefits/opportunities for the faculty member. SoM-Professoriate will coordinate Vice Dean and Provost review.
End of COVID Exception Process: Faculty Remote Work Arrangements Outside of the U.S.
As discussed above, the Provost confirmed the expectation of faculty presence on campus for the upcoming academic year. This decision has ended the COVID exception process (approval delegated to the Dean) for faculty remote work arrangements outside of the U.S. If you have a faculty member who has a need for a remote work arrangement outside of the U.S, please connect with the SoM-Professoriate and SoM-Leaves teams.
Change in Exception Process- Recruitment Visits
In April 2021, we communicated the University process to bring top finalists (and families) to campus. This process has now changed. Domestic candidates no longer need permission to visit. If you seek to invite an international candidate to visit, departments must complete the University Filed Research Approval & Travel Exception form. Once approved, the department will receive recommendations on protocols to follow.
Please recall that all visitors coming to a Stanford campus from outside of California must meet one of the following criteria: 1) be fully vaccinated against COVID-19, 2) receive a negative COVID-19 test within 72 hours prior to arrival onsite, or 3) remain off campus for minimum of 10 days and within the state prior to arrival onsite.
Update: Monthly OAA Announcements Webpage
The OAA monthly announcements webpage has been updated to reflect yearly archived announcement pages that focus on the main points in the body of the webpage. For more information on the specific month or topic, you will find links that will lead you to the detailed announcements. Utilizing the search function will now capture previous archived monthly announcements.
Friendly reminder, to ensure the top results are captured from the OAA webpage we recommend adding “OAA” to your search when utilizing the search function on the OAA website.
Update: Instructor Background Checks Via HireRight and New Checklist
As a friendly reminder, all new Instructor appointments without clinical duties require the completion of a background check via HireRight. As this process is conducted after the approval process, evidence of these background checks should be uploaded to the approved FASA transactions once completed; the actions will be formally posted upon receipt.
Please note, the Instructor New Appointment Checklist has been updated to re-emphasize this requirement. The checklist is located in the Toolbox portion of the OAA website.
Update: Instructor Offer Letter Template
Due to several broken links in the Instructor offer letter, the template has been updated with new links. The updated template is located in the Toolbox portion of the OAA website.
Visiting Scholars, Researchers, and other Temporary Community Members
All temporary community members with a regular presence on campus starting June 21, 2021 will be required to be fully vaccinated for COVID-19. This requirement will apply to those at Stanford locations in Santa Clara and San Mateo counties, including the SLAC National Accelerator Laboratory, as well as SAL3 in Livermore and Hopkins Marine Station.
For the purposes of this policy, temporary community members include:
• visitors with extended academic or research appointments administered by a Stanford school, department, or unit (e.g. visiting scholars, researchers, adjunct faculty, teaching staff) on campus at least once a week, for three weeks or more;
• non-degree or non-matriculated students on campus at least once a week, for three weeks or more;
• external participants of summer programs living in campus residences.
Read the full policy here.
Reminder: Professoriate Actions that Require Addendum Letters
Professoriate addendum letters are required for permanent effort allocations changes (over 10% of effort changing distribution between scholarship, clinical care, teaching/mentoring, administration outside of a long form review), addition/subtraction of Administrative Assignments, changes to a faculty member’s full time equivalent (FTE) following exceptional provostial approval and other ad hoc items that change parameters of the offer letter and relate to a commitment.
Minor fluctuations of effort allocation not associate with the addition/subtraction of Administrative Assignments that are identified during long form review will be captured in the long form counseling memo.
Reminder: Qualtrics Reporting Issues
We have received numerous CES surveys with reporting issues. Qualtrics tech confirmed that they are slowly integrating updated settings and design into the Qualtrics platform. Due to these updates, the report settings have changed to default to Qualtrics preferences. Although the updates will not affect the CES survey template, the update will affect the report settings. Please refer to the FAA Tutorials+Workshops page, where you will find instructions on how to change the report settings to allow the report to calculate the needed results. Qualtrics will fully integrate the updates and new design on May 31, 2021.