Monthly OAA Announcements

December Announcements

• Updated: Offer Letter and Letter of Invitation Templates
• FASI (Faculty Recruitment) System Retirement Date
• Update: 2022 APRC and A&P Committee Meeting Dates and File Acceptance Deadlines (Professoriate Committees)
• Update: 2022 Clinical Assistant Professor A&P and CE A&P Committee Meeting Dates
• Update: Short-Term Faculty (Adjuncts/Lecturers) OAA FASA Approver
• Travel Ban: Southern African Countries
• Reminder: Professoriate Background Questionnaire Form Impacts Long Form Submission to Campus
• Reminder: Clinician Educator and Instructor Background Questionnaire form
• Reminder: Immediate use of the New Long Form Signature Page
• Reminder: Notification of Non-Renewal for Multi-Year appointments of Lecturer, Senior Lecturer
• Reminder: Impact of Winter Closure on OAA Processing Time
  

Updated: Offer Letter and Letter of Invitation Templates

Professoriate Offer Letter Templates

The Professoriate Offer Letter Templates have been updated to reflect updated information and resources relating to Conflicts of Interest and Commitment and Outside Consulting. The templates have also been updated to include statements relating to the University’s compliance with new federal vaccine requirements and the University travel policy. Immediate use of the updated templates is required in order to meet the University enactment of the policy in early December 2021.

Clinician Educator, Instructor and Clinical Scholar Offer letter Templates

The Clinician Educator, Instructor and Clinical Scholar Offer Letter Templates have been updated to reflect updated information and resources relating to Conflicts of Interest and Commitment and Outside Consulting. The templates have also been updated to include statements relating to the University’s compliance with new federal vaccine requirements and the University travel policy. Immediate use of the updated templates is required in order to meet the University enactment of the policy in early December 2021.

Clinician Educator (Affiliated) & Adjunct Clinical Faculty letters of Invitation Templates

The Clinician Educator (Affiliated) and Adjunct Clinical Faculty letter of invitation templates have been updated to include language stating that person must comply with their employer’s policies and procedures concerning all COVID-19 requirements. Immediate use of the updated templates is required in order to meet the University enactment of the policy in early December 2021.

Visiting& Short-Term New Appointments Letter Templates

The new appointment (both paid and unpaid) templates for the Visiting and Short-Term population have been updated to include statements relating to the University’s compliance with new federal vaccine requirements and the University travel policy. Immediate use of the updated templates is required in order to meet the University enactment of the policy in early December 2021.

FASI (Faculty Recruitment) System Retirement Date
As communicated, the University has identified a retirement date for the FASI system (the current demographic data collection system used by all Stanford Schools in faculty recruitment). The system will be retired in August 2022. This change will now require SoM to pivot to using the University system (FSAT on the PageUp platform) in July 2022.

There will be opportunities for Departments to “opt in” early to use FSAT (PageUp) beginning in February 2022. We will have a transition plan for new searches and open searches (including rolling searches) which we will communicate in the new year, after we have more information about the requested deliverables from the University.

More information regarding this topic is outlined in the 11/18/2021 email to the listserv.

Update: 2022 APRC and A&P Committee Meeting Dates and File Acceptance Deadlines (Professoriate Committees)
Our website has been updated to reflect the 2022 school-level Professoriate A&P meeting dates and the corresponding file acceptance deadlines. The information is available here: Review Committee Schedules.

Update: 2022 Clinical Assistant Professor A&P and CE A&P Committee Meeting Dates
Our website has been updated to reflect the 2022 school-level Clinician Educator A&P meeting dates. The information is available here: Review Committee Schedules.

Update: Short-Term Faculty (Adjuncts/Lecturers) OAA FASA Approver
Please begin selecting Lisbeth Fuentes-Fernandez as the School of Medicine Dean Office approver for all short-term faculty (adjuncts, lecturers) FASA transactions. Lisbeth will be the primary reviewer for this population. Mary will continue to review requests as needed. James will continue to be the primary reviewer for all visiting titles.

Travel Ban: Southern African Countries
Bechtel announced that in response to a new COVID variant named Omicron, the White House has issued a travel ban for persons who have been present in any of eight southern African countries in the last 14 days prior to entry to the U.S. The ban went into effect on November 29th at 12:01am. More information is available on the Bechtel website: https://bechtel.stanford.edu/news/southern-african-travel-ban-november-26-2021. 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.

Reminder: Professoriate Background Questionnaire Form Impacts Long Form Submission to Campus
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 Background Questionnaire form
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, we ask departments to please notify your OAA contact and we will promptly connect with Employee Relations for their review and wait for their response before moving forward. Also, please be sure the form includes the candidate’s name before submitting to OAA.

Reminder: Immediate use of the New Long Form Signature Page
Friendly reminder to please use the new signature page on all long forms. Please note, long forms will be returned for correction as the University is requiring the updated form on all submissions.

Reminder: Notification of Non-Renewal for Multi-Year appointments of Lecturer, Senior Lecturer
Paid lecturers who have had an appointment for longer than 1 year, will need to be notified no later than December 1 (of the final academic year of the appointment) if they will not be reappointed or if their reappointment will remove their benefits-eligibility. Failure to give timely notice of nonrenewal shall entitle the individual to a special reappointment for an additional terminal year. Utilize the Notice of Non-Renewal template. Questions regarding layoffs and non-renewal should be directed to the SoM-Visiting & Short-Term Faculty team.

Reminder: Impact of Winter Closure on OAA Processing Time
The University will close for Winter Closure in 2021. Stanford School of Medicine (including OAA) will follow the same schedule approved by the University - Monday, December 20, 2021, through Friday, December 31, 2021. We want to make you aware of how the closure will impact our processing times. Please refer to the timelines/deadlines below (in all cases, deadlines refer to complete actions in final, approved form. If edits or additional material are needed this may delay the start date):

Professoriate

Please note, we cannot commit to reviewing actions received after November 22, 2021 prior to winter closure. We will do our best to review those items in December 2021 (volume allowing).

CEs, Instructors, and Clinical Scholars

Due to Winter Closure, we have had to reschedule the Clinical Assistant Appointments and Promotions Committees for December 2021. The Clinical Assistant Professor A&P meeting will be held on December 14, meaning all Clinical Assistant Professor files assigned to December will need to be finalized no later than December 6. The Clinician Educator A&P meeting will be held on December 17 as scheduled, meaning all Clinical Associate Professor and Clinical Professor files assigned to December will need to be finalized no later than December 9. Files that do not meet the above deadline will be deferred to the January 2022 A&P meeting.

For non-A&P actions (including Instructors, Clinical Instructors, Clinical Scholars, all FTE changes and extensions), please be sure these are submitted within the normal 45 to 60 days in advance of the proposed start date.
Please note, we cannot commit to reviewing actions received after December 1, 2021 prior to winter closure. We will do our best to review those items in December 2021 (volume allowing). Also, please note that the month of December 2021 will only reflect 17 days, not 30 days. Please plan accordingly for your January 2022 actions.

ACF

Please be sure to submit ACF actions within the normal 60 days in advance of the proposed start date. Also, please note that the month of December 2021 will only reflect 17 days, not 30 days. Please plan accordingly for your January 2022 actions.

Visiting/Short Term Faculty

If there is a visa- Bechtel International Center announced blackout dates for J-1 requests. Bechtel confirmed they will not approve any visa tied to an appointment (initial or reappointment) with a start date between December 1, 2021 and January 2, 2022.
Requests for January 3, 2022 start dates must be received by OAA prior to November 3, 2021.
All requests received by OAA after November 3, 2021 will require an effective date of February 1, 2022 or later.

If there is no visa- Please submit actions within the normal 30 days in advance of the proposed start date. Please note that the month of December 2021 will only reflect 17 days, not 30 days. Please plan accordingly for your January 2022 actions.

Leaves

Leave requests (sabbatical, PDL, LWOS, & LOA) should be submitted within the normal 30 to 60 days in advance of the planned leave start date. Please note, we cannot commit to reviewing actions received after December 1, 2021 prior to winter closure. We will do our best to review those items in December 2021 (volume allowing). Also, please note that the month of December 2021 will only reflect 17 days, not 30 days. Please plan accordingly for your January 2022 actions.