Please join the Professoriate Team and Diana Koeplin from the School of Medicine’s Office of Faculty Development and Diversity as we focus on the topic, Best Practices for Faculty Searches and Use of the Demographic Report in FSAT. The roundtable will be held on Thursday, February 16th, 2023, at 9:00 via Zoom. We will discuss the use of demographic information with our searches using FSAT and how this can be utilized to improve outreach efforts by the search committee in real time. We will also go over reminders related to internal candidates and managing conflict of interest.

The invitation is open to any members in your department who are involved in faculty searches.

Please join the Leaves Team and TDS for an introduction to the MedLeave web-based application, which will include an overview of request submittals for all leaves. This overview session will also cover the new "Check Accrual" feature, which allows departments, including faculty, to view Sabbatical and Professional development accrual balances within the system. This roundtable will take place on Thursday, February 23^rd, 2023, at 10:00 am via Zoom.

In response to feedback we have received about onboarding junior Clinician Educators, specifically Clinical Assistant Professor appointments, we have changed the following:

•  New appointments and promotions for Clinical Assistant Professors will only require two referee letters instead of three. There are no changes to the requirement that referees be internal, external, or a mix of both.

Also, we will be updating the documents required for our senior Clinical Associate Professors after two reappointment terms (10 years) to be the following:

• FARM
• CV
• Teaching evaluations, if available. If no standardized teaching evaluations are available, then the department does not have to solicit surveys
• CES: 7 responses required for 50%-100% FTE positions and 4-7 responses required for below 50% FTE positions

The above changes will go into effective March 1, 2023. The cover pages for the above actions will also be updated on our website by March 1^st. If you have any questions, please contact Ashley Klein.

No updates for January 2023

The Provost’s office has reminded us that search committees may not require Diversity Statements as part of the supplementary materials for a faculty application. Such documents are encouraged and optional; however, this distinction must be made clear in the position advertisement. 

We are fielding questions about expected review times at campus for all long forms. We acknowledge that the time for a completed review, including Provost, Ad Board, and President’s approval is considerable. Following notice of School Committee review, please expect 4 months for notice of approval from the Provost, and an additional 4-6 weeks for an effective date.

Professoriate faculty are not eligible to access the housing programs, including applying for preapproval, until their appointment is approved by the University President. The Housing Office uses the report from Valerie Meeks in the Provost’s office to verify the approval. Thank you for your assistance in communicating approvals to your new faculty.

Annually, we (OAA) are asked to report on (1) the counseling of junior and senior faculty, and (2) the action (long form) on-time status. This data is used by Faculty Compensation as one of the metrics impacting clinical department chair compensation. An action is considered ‘on-time’ if OAA has received the first version of the completed long form.

As in FY 2022, we will review actions for on-time status for our report for FY 2023. Files that launched in AY 2022-2023 will be the only files reported on at the end of the fiscal year.

Technology and Digital Solutions (TDS) and the Office of Academic Affairs (OAA) are developing MedLeave, which was created to streamline the request processes for Sabbaticals, Professional Development leave, leave without salary, and leave of absences. This tool, created for the Professoriate, Clinician Educator, and Instructor populations, also allows faculty who are eligible for sabbatical and professional development leave to retrieve current accrual balances. 

Trainings for the new system will be offered in early to mid-match with recordings available for those unable to attend, and go-live is planned for Early April. 

Technology and Digital Solutions (TDS), Stanford Health Care (SHC), and the Office of Academic Affairs (OAA) are developing MedOnboard, a new tool that will replace the existing Faculty Onboarding Form (REDCap) and assist hiring departments with the onboarding process for incoming faculty. The MedOnboard application will serve as the formal onboarding tool for faculty and facilitate communication between faculty, hiring departments and school/hospital functional units involved in onboarding. The tool should be used for Professoriate, Clinician Educator, and Instructor populations. 

Trainings for the new system will be offered in early/mid-February with recordings available for those unable to attend, and go-live is planned for mid/late-February. 

Thank you so much to everyone who has collaborated on these efforts; your feedback has been invaluable and has helped to guide modifications and improvements to the systems as we get them ready for production. We will keep our FAA community updated on trainings, go-lives, and other important information as we get closer to these milestones.

As a reminder, James Eubank has returned from his paternity leave. If you are not currently doing so, please begin routing all Visiting actions to James as school approver in FASA. Please continue to route all Short-Term Faculty actions (Adjunct Professor/Adjunct Lecturer and Lecturer appointments) to Lisbeth Fuentes-Fernandez as the school approver.

For any Visiting and Short-Term inquires please utilize the som-visiting_short_term@stanford.edu email address rather than emailing James or Lisbeth separately.