Visiting and Short Term Faculty Titles

Visiting Appointments are Visiting Scholars, Visiting Postdoctoral Scholars, Visiting Instructors and Visiting Faculty. They are individuals from different backgrounds who come to Stanford campus for short term stays to learn, do research and teach. The minimum duration of a visiting appointment in the School of Medicine (SoM) is 1 month (4 weeks). All SoM visitors must be physically local to the San Francisco Bay Area for the duration of their Stanford appointments.

Short Term Faculty Appointments are Adjunct Lecturers, Adjunct Professors, Lecturers, Senior Lecturers and Professors of the Practice. These individuals are appointed into teaching positions that may be full time or part time; these individuals may or may not also be employed outside Stanford.

In addition to the SoM resources, a university-wide visitor website has been created that pulls together information and links to policies, resources, tools, and other university webpages that will be helpful in appointing and inviting visitors to campus. The website includes relevant topics organized for faculty, administrators, and visitors under separate tabs/pages. 

University-wide policies governing Visiting and Short-Term Faculty titles are published in the Stanford University Faculty Handbook and Research Policy Handbook. University-wide policies regarding immigration (including policies for our international visitors) are managed by the Bechtel International Center. These policies are applicable to the School of Medicine and take precedence.

The academic appointment process is a serious review undertaken to ensure that the professional qualifications of a candidate meets the requisite skill and subject knowledge for employment or affiliation to fulfill identified programmatic needs to further the missions of Stanford University.

Faculty Affairs Administrators (FAAs) are local staff experts who guide, support and facilitate the academic review at the department level.

• Intake forms (using Smartsheet) have been created to assist department administrators in gathering information from faculty hosts and from visitor candidates with the goals of providing greater transparency for faculty on individuals they are inviting for collaborations and having information needed to complete the appointment and visa application (if applicable) processes. If you are interested in utilizing the forms for your unit, please contact som-visiting_short_term@stanford.edu

Appointment and Reappointment actions are executed using the Faculty Academic Staff Appointments (FASA) web form system. Details of the requirements and criteria differ for each title and different actions. The appointing Department, Institute and/or Program is charged with record retention of the fully executed offer letters and letters of invitation for this population.

Visiting and Short-Term Faculty appointments and reappointments are submitted by the department to OAA for review by the Vice Dean of the School of Medicine (or a designate). The Vice Dean may, in their judgment, make a negative decision on the file or take such other action as deemed appropriate, including request additional information or remand the action to the department. Visiting and Short-Term Faculty actions receive final approval by the Dean’s Office of the School of Medicine (OAA) and do not require review by the University. Appointment approval is contingent upon successful entry into the USA for the identified dates. Exceptions to policy should be rare and for good reason and some do require additional level of review by the University.

The Dean’s Office of Academic Affairs (OAA) oversees and facilitates proactive administration of all aspects of policies and processes in partnership with departments related to appointments, reappointments and other actions.  Information regarding restrictions on this population and procedure changes in response to COVID-19 and federal immigration policies is available here.

Requesting Exceptions: If you seek an exception to policy please email (1) a transmittal memo (addressed to the Vice Dean) and (2) an up-to-date candidate CV to som-visiting_short_term@stanford.edu. The transmittal memo should contain a very detailed and compelling explanation for the need. Requests should be submitted via email prior to submission of the FASA form/appointment packet.

Early Departures require a FASA transaction.

• Paid Visiting, Paid Adjunct Professor, Paid Lecturer Appointments- FASA transactions should include the (1) resignation message from the candidate and/or the non-renewal notice (lecturers only) and (2) Departure Data Security Attestation Form.
• Unpaid Visiting, unpaid Adjunct Lecturers/Professors and unpaid Lecturer Appointments- if the appointment is ending EARLY (resignations/early terminations), FASA transactions should include (1) a written notice with the new end date is required. These unpaid terminations do NOT require the Departure Data Security Attestation Form.
• If an active visitor has left the country, please be sure to alert OAA and process a termination in FASA and take action on the visa.
• Reminder: No FASA transaction is needed for unpaid appointments ending on the scheduled end date.

Candidate is coming here for their own learning (including training under the guidance of a Stanford faculty sponsor on research projects)

Included Titles: Visiting Postdoctoral Scholars & Visiting Instructors

Members of the Professoriate may invite individuals who are postdoctoral scholars (or in an advanced training position) at another institution or organization to visit Stanford for an extended period for the purpose of advanced studies, research or training under the guidance of a Stanford faculty sponsor. Candidates for this title are those who hold a current training-focused position at another institution, available to people who have earned a doctorate (or equivalent degree). Such positions usually act as a stepping-stone between the student experience and the full-time professional experience.

Visiting Postdoctoral Scholar appointments are unpaid and can be made for up to one year although the usual duration of the visit is expected to be shorter. University policies regarding Visiting Postdoctoral Scholars can be found here: Research Policy Handbook: Visiting Postdoctoral Scholars. SoM policies regarding Visiting Postdoctoral Scholars can be found here: SoM Handbook: Chapter 10 – Visiting Postdoctoral Scholars.

The following are the minimum eligibility criteria for Visiting Postdoctoral Scholars at Stanford University:

• The individual must be visiting from and hold postdoctoral status (or another advanced training position) with an outside institution or organization.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• The individual must show their source of financial support in SoM.
• Proof of funding: Visiting Postdoctoral Scholars must provide proof of funding in an amount equal to or greater than the current first-year postdoctoral stipend. Effective September 1, 2022, this amount increased to $68,238 per year/ $5,686.50 per month.
• Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement. Not acceptable: J-1 Funding Attestation Form, letter/email from candidate. Available Resource: June 2021 FAA Roundtable, page 8.
• The individual will receive no Stanford pay or benefits.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Postdoctoral Scholar Request. 
   • Completed Checklist
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding 
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
4. Review: OAA staff review package and notify Department/Institute of any changes required.
5. Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be required.
6. FASA notification generated automatically upon OAA approval.
7. Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
8. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
9. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
10. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
11. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify candidate’s continuing training need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2. Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3. If the exception is approved (approvals will be rare), you will then be asked to submit via FASA (AST/OTS job group). (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Postdoctoral Scholar Request
   • Completed Exceptional Reappointment Checklist
   • Copy of OAA Email Communicating Exceptional Approval
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding 
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
4. OAA staff reviews recommendation
5. Additional review by university compliance offices (including by not limited to DoR, Export Control, COI, GERP) may be required.
6. FASA notification generated automatically upon OAA approval.
7. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
8. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

In SoM, Visiting Instructors may visit for one year or less for their own advanced training in an area for which there is no formal course of study. The individual must have a terminal degree conferred (doctorate or equivalent degree). Visiting Instructors are not required to have a home institution, but they are expected to be “visitors,” in the sense that they plan to go on to another institution for further study at the end of their time at Stanford.

Visiting Instructors may be paid or unpaid; background checks are required for paid Visiting Instructors. SoM policies regarding Visiting Instructors can be found here: SoM Handbook: Chapter 5.3 – Visiting Instructors.

The following are the minimum eligibility criteria for Visiting Instructors at Stanford University:

• The individual must plan to go on to another institution for further study at the end of their time at Stanford.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• International visitors must have an appropriate form of visa sponsorship prior to their visit.
  

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Instructor Request.
   • Completed Checklist
   • Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated automatically upon OAA approval.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7.  DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10. Candidate must sign the SU-18 at http://axess.stanford.edu.
11. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1. Verify candidate’s continuing training need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Instructor Request.
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
3. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated automatically upon OAA approval.
5.  Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
   

1. Verify candidate’s continuing training need.
2. Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3. If the exception is approved (approvals will be rare), you will then be asked to submit via FASA (AST/OTS job group).Available resource: Guidance for Preparing a Visiting Instructor Request
   • Completed Exceptional Reappointment Checklist (Paid)
   • Copy of OAA Email Communicating Exceptional Approval
   • Copy of Exceptional Request (Department’s Submitted Transmittal Memo)
   • Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated automatically upon OAA approval.
6. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
7. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without 

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Instructor Request
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • One Letter of Evaluation 
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
4. OAA staff reviews recommendation.
5. FASA notification generated automatically upon OAA approval.
6. Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form).  Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10. Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
11. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify candidate’s continuing training need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Instructor Request
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Letter of Invitation (use template in Toolbox) (Word format)
3. OAA staff reviews recommendation
4. FASA notification generated automatically upon OAA approval.
5. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify candidate’s continuing training need.
2. Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3. If the exception is approved (approvals will be rare), you will then be asked to submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Instructor Request
   • Completed Exceptional Reappointment Checklist (Unpaid)
   • Copy of OAA Email Communicating Exceptional Approval
   • Copy of Exceptional Request (Department’s Submitted Transmittal Memo)
   • Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Letter of Invitation (use template in Toolbox) (Word format)
4. OAA staff reviews recommendation
5. FASA notification generated automatically upon OAA approval.
6. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
7. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Candidate is conducting research with a Stanford Faculty member, as an academic peer/colleague (non-trainee)

Included Titles: Visiting Scholars

Members of the Professoriate may invite recognized experts who wish to visit Stanford from an outside institution or are retired to engage in a research activity. The classification of Visiting Scholar is appropriate for faculty from other academic institutions who are invited to Stanford on an unpaid basis during a period of sabbatical at their home institution. In addition, this classification is appropriate for the appointment of qualified personnel from industry, government or other organizations, including retirees, who wish to visit Stanford on an unpaid basis, including those whose visit is under the auspices of an Industrial Affiliate Program or other collaborative agreement. Scholars should not be trainees at their home institution; such visitors should be appointed as Visiting Postdoctoral Scholars.

Visiting Scholars are unpaid and usually appointed for one year and may be renewed for a second year. Visiting Scholars must be sponsored by a member of the Professoriate. Clinician Educators cannot be sponsors of Visiting Scholars. University policies regarding Visiting Scholars can be found in the Research Policy Handbook: Visiting Scholars. SoM policies regarding Visiting Scholars can be found here: SoM Handbook: Chapter 8 – Visiting Scholars.

The following are the minimum eligibility criteria for Visiting Scholars at Stanford University:

• Unless retired, Visiting Scholars must be employed at an outside institution, to which they will return at the end of the visiting appointment.
• The individual must have a terminal degree conferred (doctorate or equivalent degree). In rare cases, expertise in lieu of a conferred terminal degree may be considered. In those rare cases, an exception must be approved in advanced by the Vice Dean.
•  The individual must show their source of financial support in SoM.
  •  Proof of funding: Visiting Scholars must provide proof of funding in an amount equal to or greater than the current first-year postdoctoral stipend. Effective September 1, 2022, this amount increased to $68,238 per year/ $5,686.50 per month
  • Acceptable proof of funding: letter from employer, scholarship committee, bank, or funding agency; bank statement. Not acceptable: J-1 Funding Attestation Form, letter/email from candidate. Available Resource: June 2021 FAA Roundtable, page 8.
• The individual will receive no Stanford pay or benefits. A living expenses stipend may be requested.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Conflict of Interest Disclosure form: The Faculty Host must complete and sign this form, which can be found in the Letters, Templates, & Forms > Other Forms section of the Toolbox. If there are any YES answers, the form must be sent to Barbara Flynn (barbara.flynn@stanford.edu) in the Conflict of Interest Office for approval and signature.
3. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
4. Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group).Available resource: Guidance for Preparing a Visiting Scholar Request
   
   •  Completed Checklist
   • Curriculum Vitae (CV)
   • Documentation of Source and Amount of Funding
   • Conflict of Interest Disclosure form, signed by the Faculty Host and, if there are any Yes answers, signed by the Conflict of Interest Manager
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
5. Review: OAA staff reviews package and notifies Department/Institute of any changes required.
6.  Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be required.
7.  FASA notification generated automatically upon OAA approval.
8.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
9.  DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
10.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
11. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
12. Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
13.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
    

1. Verify continuing programmatic need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2. Conflict of Interest Disclosure form (if needed). Required if the visiting scholar works for a for profit entity, OR, if there were any YES answers in the initial appointment’s Conflict of Interest Disclosure Form. If there are any YES answers on this reappointment version, the form must be sent to Barbara Flynn (barbara.flynn@stanford.edu) in the Conflict of Interest Office for approval and signature.
3.  Submit via FASA (Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Scholar Request.
   
   • Completed Checklist
   • Curriculum Vitae (CV)
   •  Documentation of Source and Amount of Funding
   •  Conflict of Interest Disclosure form (if needed)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
4. Review: OAA staff review package and notify Department/Institute of any changes required.
5. Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be required.
6. FASA notification generated automatically upon OAA approval.
7. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
8. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
   

1. Verify continuing programmatic need.
2. Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   •  Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3. If the exception is approved (approvals will be rare), you will then be asked to submit via FASA Visiting Scholar/Visiting Postdoctoral Scholar job group). Available resource: Guidance for Preparing a Visiting Scholar Request.
   • Completed Exceptional Reappointment Checklist
   • Copy of OAA email communicating exceptional approval
   • Curriculum Vitae (CV)
   •  Documentation of Source and Amount of Funding
   •  Conflict of Interest Disclosure form (if needed- Required if the visiting scholar works for a for profit entity, OR, if there were any YES answers in the initial appointment’s Conflict of Interest Disclosure Form. If there are any YES answers on this reappointment version, the form must be sent to Barbara Flynn (barbara.flynn@stanford.edu) in the Conflict of Interest Office for approval and signature)
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   •  Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
4. OAA staff reviews recommendation
5. Additional review by university compliance offices (including but not limited to DoR, Export Control, COI, GERP) may be required.
6.  FASA notification generated automatically upon OAA approval.
7.  Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
8. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

candidate is a faculty member and is coming for research and teaching (mirroring their assignment at their home institution/organization)

Included Titles: Visiting Faculty

The following are the minimum eligibility criteria for Visiting Faculty at Stanford University:Departments may invite recognized experts holding an academic faculty appointment at another institution to visit Stanford for research, to teach or other reasons while on leave from their home institution. The anticipated activity scope of their visit should mirror that of a Stanford faculty member. If the visitor is coming solely to conduct research, they should be appointed as a Visiting Scholar.

Visiting Faculty may be paid or unpaid; background checks are required for paid Visiting Faculty. They must provide proof of leave for the duration of their visit and they should be appointed at the rank they hold at their home institution. They are usually appointed for one year and may be renewed for a second year. University policies regarding Visiting Faculty can be found in the Stanford University Faculty Handbook: Chapter 9. SoM policies regarding Visiting Faculty can be found here: SoM Handbook: Chapter 5.2 – Visiting Faculty.

The following are the minimum eligibility criteria for Visiting Faculty at Stanford University:

• Visiting Faculty must be employed as faculty at an outside institution, to which they will return at the end of the visiting appointment.• Visiting Faculty must be employed as faculty at an outside institution, to which they will return at the end of the visiting appointment.
• They must be on leave from their home institution (for the duration of their visit) and their home appointment must not expire prior to the end date of the Stanford appointment.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• A living expenses stipend may be requested for an unpaid Visiting Faculty member.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.
• They must be on leave from their home institution (for the duration of their visit) and their home appointment must not expire prior to the end date of the Stanford appointment.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• A living expenses stipend may be requested for an unpaid Visiting Faculty member.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix (link here)- The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit action via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4. Faculty Compensation staff review pay level, funding plan and all other financial terms; OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated when OAA approves action.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  Candidate must sign the SU-18 at http://axess.stanford.edu.
11. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1.  Verify continuing programmatic need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2.  Submit action via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates.
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
     
     
3. Faculty Compensation staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated when OAA approves action.
5. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
7. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Note: Submit all FTE change requests at least one month before the date that the proposed change would take effect.

1.  Submit via email (som-visiting_short_term@stanford.edu) and (som-facultycomp_review@stanford.edu):
   
   •  Completed Checklist
   •  Transmittal Memo to Vice Dean
   • Draft Offer Letter, if FTE change is 10% or more, or candidate will cross the benefits threshold (will gain or lose employee benefits eligibility by this change) (use template in Toolbox) (Word format) OR a Draft addendum, if the FTE change is less than 10%, or candidate will not cross the benefits threshold
   • Personnel Action Form (PAF)
     
     
2.  OAA and Finance review recommendation. Clarifications and/or edits may be requested.
3.  Via email, OAA and Finance notify department of approval and any changes required to draft offer letter before it is finalized and given to candidate.
4. A copy of the fully executed Offer Letter/Addendum Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1.  Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title.
2.  Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   
   • Completed Checklist
   •  Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   •  Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
4. OAA staff review recommendation and edits letter of invitation, if needed.
5. FASA notification generated automatically when OAA approves.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7.  DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
11. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request. Submit via FASA (AST/OTS job group):
   • Completed Checklist
   •  Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   •  J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
4.  OAA staff review recommendation and edits letter of invitation, if needed.
5. FASA notification generated automatically when OAA approves.
6. Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
11.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
     

1.  Verify continuing programmatic need. Department/Institute staff establishes that the reappointment term will not give the candidate more than twenty-four months (2 years) in this title at Stanford.
2.  Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   •  Evidence of Leave from the candidate's home institution, covering requested appointment dates.
   •  J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
3.  OAA staff reviews recommendation.
4. FASA notification sent automatically when OAA approves.
5. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
   

1.  Verify candidate’s continuing training need.
2.  Submit an exceptional request to extend the appointment to OAA. Requests should be submitted via email prior to submission of the FASA form/appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   
   • Transmittal Memo to Vice Dean (The transmittal memo should contain a very detailed and compelling explanation for the need)
   • Curriculum Vitae (CV)
3.  If the exception is approved (approvals will be rare), you will then be asked to submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request
   
   • Completed Exceptional Reappointment Checklist (Unpaid)
   •  Copy of OAA Email Communicating Exceptional Approval
   •  Copy of Exceptional Request (Department’s Submitted Transmittal Memo)
   • Curriculum Vitae (CV)
   •  Evidence of Leave from the candidate's home institution, covering requested appointment dates.
   •  J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   •  Draft Letter of Invitation (use template in Toolbox) (Word format)
4. OAA staff reviews recommendation
5. FASA notification generated automatically upon OAA approval.
6. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
7.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Candidate is coming to teach or mentor Stanford population

Included Titles: Adjunct Lecturers & Adjunct Professors & Lecturers & Senior Lecturers & Professor of the Practice

Adjunct Professor are individuals who may serve as the primary instructor or co-instructor of courses, teach graduate seminars and may be co-advisors (but not principal advisors) on masters or doctoral theses. This position is not appropriate for individuals whose profession is primarily academic. However, faculty who have retired from other academic institutions may be appointed to this position.

Individuals who provide only occasional guest lecturing, coaching, or panel participation should not be appointed to this position. These positions should not be used for individuals who are involved directly in: the execution and design of research, assisting in goals of a sponsored research project, preparation of proposals or reports or authoring research results.

Adjunct Professors may be paid or unpaid; background checks are required for paid Adjunct Professors. They may be appointed for a single quarter or for a period of time up to three years and are renewable. Appointments may be full time or part time effort. University policies regarding Adjunct Professors can be found in the Stanford University Faculty Handbook: Chapter 9. SoM policies regarding Adjunct Professors can be found here: SoM Handbook: Chapter 5.4 – Adjunct Faculty.

The following are the minimum eligibility criteria for Adjunct Professors at Stanford University:

• Appointees cannot have primary professional involvement in academia. It is alright if they are retired from academia.
• The individual must have a terminal degree conferred (doctorate or equivalent degree in field), or the candidate should hold an active terminal certification in his/her field. Departments should explain how the appointee is qualified for their specific role.
• The determination of the length of the appointment and the percentage of effort should be based on programmatic need and budgetary considerations.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate
2.  Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (under AST/OTS job group). ). Available resource: Guidance for Preparing an Adjunct Professor Request.
   
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)\
   • Three Letters of Evaluation (one from a Stanford faculty member)
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4.  Faculty Compensation staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
5.  FASA notification generated automatically upon OAA approval.
6. There should be no job record created in PeopleSoft Job Data. The candidate should be entered into the system as a Non-Employee Affiliate using the Person of Interest (POI) pages in PeopleSoft.
7.  If the candidate is to receive a token honorarium, the payment must be processed through the Procurement office. There are limits to the honorarium and it must be included in the letter of invitation. Consult OAA staff.
8.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
9. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
10. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
11. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
12.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1.  Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Professor Request
   
   •  Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   •  J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
     
     
3. Faculty Compensation staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4.  FASA notification generated automatically upon OAA approval.
5.  Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
   
   

Note: Submit all FTE change requests at least one month before the date that the proposed change would take effect.

1. Submit via email (som-visiting_short_term@stanford.edu) and (som-facultycomp_review@stanford.edu):
   
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Draft Offer Letter, if FTE change is 10% or more, or candidate will cross the benefits threshold (will gain or lose employee benefits eligibility by this change) (use template in Toolbox) (Word format) OR a Draft Addendum, if the FTE change is less than 10%, or candidate will not cross the benefits threshold
   •  Personnel Action Form (PAF)
2. OAA and Finance review recommendation. Clarifications and/or edits may be requested.
3. Via email, OAA and Finance notify department of approval and any changes required to draft offer letter before it is finalized and given to candidate.
4.  A copy of the fully executed Offer Letter/Addendum Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Professor Request.
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • Three Letters of Evaluation (one from a Stanford faculty member)
   •  J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
4.  OAA staff review recommendation and edit letter of invitation, if needed.
5.  FASA notification generated automatically upon approval.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
    

1.  Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Professor Request.
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   •  Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
3. OAA staff review recommendation and edit letter of invitation, if needed.
4. FASA notification generated automatically upon OAA approval.
5. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Adjunct Lecturers are individuals whose primary contribution is limited to assisting in courses. Lecturers may be involved on a regular basis with courses and other aspects of the Stanford educational mission, though not as the primary instructor or co-instructor of an entire course. For example, Adjunct Lecturers may serve as mentors, coaches or advisors for student projects over a period of multiple weeks, or work with faculty members to develop a course or organize and manage a lecture series. This position is not appropriate for individuals whose profession is primarily academic. However, faculty who have retired from other academic institutions may be appointed to this position.

Individuals who provide only occasional guest lecturing, coaching, or panel participation should not be appointed to this position. These positions should not be used for individuals who are involved directly in: the execution and design of research, assisting in goals of a sponsored research project, preparation of proposals or reports or authoring research results.

Adjunct Lecturers are unpaid; but a token honorarium may be provided to Adjunct Lecturers. They may be appointed for a single quarter or for a period of time up to three years and are renewable. University policies regarding Adjunct Lecturers can be found in the Stanford University Faculty Handbook: Chapter 9. SoM policies regarding Adjunct Lecturers can be found here: SoM Handbook: Chapter 5.4 – Adjunct Faculty.

The following are the minimum eligibility criteria for Adjunct Lecturers at Stanford University:

• Appointees cannot have primary professional involvement in academia. It is alright if they are retired from academia.
• The individual must have a terminal degree conferred (doctorate or equivalent degree in field), or the candidate should hold an active terminal certification in his/her field. Departments should explain how the appointee is qualified for their specific role.
• The determination of the length of the appointment should be based on programmatic need.
• A token honorarium may be requested for an Adjunct Lecturer.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1.  Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
2.  Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Professor Request.
   • Completed Checklist
   •  Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • Three Letters of Evaluation (one from a Stanford faculty member)
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
4. OAA staff review recommendation and edit letter of invitation, if needed.
5. FASA notification generated automatically upon approval.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1.  Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group. Available resource: Guidance for Preparing an Adjunct Professor Request.
   
   •  Completed Checklist
   • Transmittal Memo to Vice Dean
   • Curriculum Vitae (CV)
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation (use template in Toolbox) (Word format)
     
     
3.  OAA staff review recommendation and edit letter of invitation. If a token honorarium will be provided, Faculty Compensation will also review the letter of invitation.
4. FASA notification generated automatically upon OAA approval.
5. There should be no job record created in PeopleSoft Job Data. The candidate should be entered into the system as a Non-Employee Affiliate using the Person of Interest (POI) pages in PeopleSoft.
   6. If the candidate is to receive a token honorarium, the payment must be processed through the Procurement office. There are limits to the honorarium and it must be included in the letter of invitation. Consult OAA staff.
6. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
7.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
    

Lecturers are individuals who perform a significant amount of the regular instruction with continuing programmatic need in departments and programs. They are individuals who are employed to meet specific departmental needs created by faculty leaves or unanticipated student load.

Paid Lecturers who have had a year-long appointment will need to be notified no later than March 15 if they will not be reappointed or if their reappointment will remove their benefits-eligibility. 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.

Background checks are required for paid Lecturers. They may be appointed for one year and there is no limit to the number of 5-year terms following initial appointment. Appointments may be full time or part time effort. University policies regarding Lecturers can be found in the Stanford University Faculty Handbook: Chapter 6. SoM policies regarding Lecturers can be found here: SoM Handbook: Chapter 4 – Academic Staff: Teaching.

The following are the minimum eligibility criteria for Lecturers at Stanford University:

• The individual must have a terminal degree conferred (doctorate or equivalent degree in field), or the candidate should hold an active terminal certification in his/her field. Departments should explain how the appointee is qualified for their specific role.
• The individuals hold special expertise or scholarly distinction either in the local community or on the nonteaching University staff (with fulltime employment) who are asked on an occasional basis to give a course or part of a course in their special fields.
• The determination of the length of the appointment and the percentage of effort should be based on programmatic need and budgetary considerations.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Lecturer Request
   
   •  Completed Checklist
   • Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • Three Letters of Evaluation
   •  Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4.  Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated automatically upon OAA approval.
6. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
7.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1. Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Adjunct Lecturer Request
   • Completed Checklist
   • Transmittal Memo to the Vice Dean
   •  Curriculum Vitae (CV)
   •  Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals)
   • Draft Offer Letter (use template in Toolbox) (Word format)
   •  Personnel Action Form (PAF)
     
     
3. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated automatically upon OAA approval.
5.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
    

Submit all FTE change requests at least one month before the date that the proposed change would take effect.

1.  Submit via email (som-visiting_short_term@stanford.edu) and (som-facultycomp_review@stanford.edu):
   • Completed Checklist
   • Transmittal Memo to Vice Dean
   • Draft Offer Letter, if FTE change is 10% or more, or candidate will cross the benefits threshold (will gain or lose employee benefits eligibility by this change) (use template in Toolbox) (Word format) OR a Draft Addendum, if the FTE change is less than 10%, or candidate will not cross the benefits threshold
   •  Personnel Action Form (PAF)
2. OAA and Finance review recommendation. Clarifications and/or edits may be requested.
   3. Via email, OAA and Finance notify department of approval and any changes required to draft offer letter before it is finalized and given to candidate.
   4. A copy of the fully executed Addendum Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1.  Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. This includes the requirement that the candidate already be a 100% FTE Stanford employee and will be adding a teaching appointment. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2.  Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3.  Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing a Lecturer Request.
   •  Completed Checklist
   • Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • Three Letters of Evaluation
   • Evidence of Supervisor’s Approval of Release Time (If supervisor is not author of Transmittal Memo). Evidence of release time is not needed if the candidate holds a fulltime staff position classified as a “Academic Program Professional” and assuming the identified teaching need mirrors the expectation of teaching effort in the staff position.
   • Draft Offer of Invitation (use template in Toolbox) (Word format)
4. OAA staff review recommendation and edit letter of invitation, if needed.
5. FASA notification generated automatically upon OAA approval.
6. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
7.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.
    

1.  Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing a Lecturer Request.
   
   •  Completed Checklist
   • Transmittal Memo to the Vice Dean
   •  Curriculum Vitae (CV)
   •  Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals)
   •  Evidence of Supervisor’s Approval of Release Time (If supervisor is not author of Transmittal Memo). Evidence of release time is not needed if the candidate holds a fulltime staff position classified as a “Academic Program Professional” and assuming the identified teaching need mirrors the expectation of teaching effort in the staff position.
   • Draft Offer of Invitation (use template in Toolbox) (Word format)
     
     
3. OAA staff review recommendation and edit letter of invitation, if needed.
4.  FASA notification generated automatically upon OAA approval.
5.  A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Advanced Lecturer is a rank established by the Faculty Senate in June 2020 following the 3rd Committee on the Professoriate and approved by the Board of Trustees.  They must perform a significant amount of the regular instruction with a sustained record of outstanding performance and teaching that meets continuing programmatic needs. It is a promotion only available to those Lecturers who have most recently completed five consecutive years of benefits eligible service at 75% time or more during each of the previous five years with teaching and related activities in each of the three consecutive quarters (fall, winter, spring) each year and with a sustained record of outstanding performance and teaching that meets continuing programmatic needs.

In teaching and in other contributions to their program and discipline, Advanced Lecturers are expected to exceed the levels expected of Lecturers.  Advanced Lecturer is a title available only to Lecturers who have demonstrated consistent excellence in: teaching; tutoring, advising, and mentoring; citizenship in their program, department and the Stanford community; and if applicable, academic or creative projects.  Advanced Lecturers will be expected to demonstrate sustained professional growth during the term(s) of their appointment.

Advanced Lecturers, will need to be notified no later than December 1 (of the final academic year of the appointment) if they will not be reappointed. 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.

The following are the minimum eligibility criteria for Lecturers at Stanford University:

• The individual must have a terminal degree conferred (doctorate or equivalent degree in field), or the candidate should hold an active terminal certification in his/her field. Departments should explain how the appointee is qualified for their specific role.
• The individuals hold special expertise or scholarly distinction either in the local community or on the nonteaching University staff (with fulltime employment) who are asked on an occasional basis to give a course or part of a course in their special fields.
• The determination of the length of the appointment and the percentage of effort should be based on programmatic need and budgetary considerations.
• The individual must have completed 5 consecutive years of service as a Lecturer at 75% FTE or more to be promoted to an Advanced Lecturer. You cannot be appointed into this title.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Advanced Lecturer Request
   
   • Completed Checklist
   • Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • Evidence of Teaching Performance
   • Three Letters of Evaluation
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
4. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated automatically upon OAA approval.
6. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
7. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1. Verify continuing programmatic need.
2. Submit via FASA (under AST/OTS job group). Available resource: Guidance for Preparing an Advanced Lecturer Request
   • Completed Checklist
   • Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • Evidence of Teaching Performance
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
     
     
3. Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated automatically upon OAA approval.
5. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

The title of Senior Lecturer is associated with a demonstrably higher level of responsibility and teaching excellence than that of a Lecturer, rather than with seniority or longevity. Senior Lecturers should have annual meetings with department chairs or their designees to discuss performance and departmental expectations; and departments should carry out regular, in-depth evaluations of Senior Lecturers every three years to five years. Evidence of these meetings should be retained at the department level.

Senior Lecturers who have had a year-long appointment will need to be notified no later than March 15 if they will not be reappointed or if their reappointment will remove their benefits-eligibility. Senior 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.

Background checks are required for Senior Lecturers. They may be appointed for a continuing term or for a term of up to five years. Appointments should be full time effort. University policies regarding Senior Lecturers can be found in the Stanford University Faculty Handbook: Chapter 6. SoM policies regarding Senior Lecturers can be found here: SoM Handbook: Chapter 4 – Academic Staff: Teaching.

The following are the minimum eligibility criteria for Senior Lecturers at Stanford University:

• The individual must have a terminal degree conferred (doctorate or equivalent degree in field), or the candidate should hold an active terminal certification in his/her field. Departments should explain how the appointee is qualified for their specific role.
• The individuals hold special expertise or scholarly distinction in the local community.
• The determination of the length of the appointment should be based on programmatic need and budgetary considerations.

1.  Departments and schools are obligated to conduct a search for a Senior Lecturer position. (link here; University Faculty Handbook: 6.2.1 Search Procedures)
2.  Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix (link here)- The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
3. A review committee appointed by the department/program is formed. The committee consists of no more than six individuals, at least three of whom must be Academic Council members. Materials to be circulated to the committee include:
   
   •  Draft Transmittal Memo to the Vice Dean
   •  Curriculum Vitae (CV)
   •  Seven to Ten Letters of Evaluation from within Stanford and/or from other institutions
   • Evidence of Teaching Performance (ideally teaching evaluations)
4. If the appointment is supported by the review committee, validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
5.  You will then be asked to submit via FASA (under Professoriate job group). Available resource: Guidance for Preparing a Senior Lecturer Request.
   • Completed Checklist
   •  Transmittal Memo to the Vice Dean
   •  Curriculum Vitae (CV)
   •  Appendix E Form, “Recommendation for Appointment as Senior Lecturer or Artist-in-Resident”
   •  Seven to Ten Letters of Evaluation from within Stanford and/or from other institutions
     
     
6. OAA staff review the request and confer with the Vice Dean. Edits or clarifications may be requested.
7. Review by the Provost (in consultation with the Advisory Board) is required. Clarifications may be requested.
8. If approved, you will then be asked to submit via email (som-visiting_short_term@stanford.edu):
   
   •  Curriculum Vitae (CV)
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
     
     
9.  Finance staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
10. OAA approval is issued over email.
11.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
12.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate.

1. Verify continuing programmatic need.
2. Submit via FASA (under Professoriate job group). Available resource: Guidance for Preparing a Senior Lecturer Request.
   
   • Completed Checklist
   • Transmittal Memo to the Vice Dean
   •  Curriculum Vitae (CV)
   •  Evidence of Teaching Performance (if requesting multi-year or 12-month reappointment with expectation of continued annual renewals)
   • Draft Offer Letter (use template in Toolbox) (Word format)
   • Personnel Action Form (PAF)
     
     
3. Finance staff review paid level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated automatically upon OAA approval.
5.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

Professor of the Practice is a paid staff position reserved for exceptional practitioners in diverse professions and public service. Appointments to this position will be rare and typically there will be no more than one or two Professors of the Practice in a school at a time.

Involvement in departmental or school activities will vary according to the programmatic need and policies of the particular unit. Professors of the Practice may teach graduate seminars; however, they may not direct graduate research or be principal advisors on masters or doctoral theses. Professors of the Practice are not eligible to act as principal investigators on sponsored research projects.

In addition to having attained exceptional distinction as practitioners, candidates for Professor of the Practice shall have substantial professional experience. This title is not appropriate for individuals whose profession is or has been primarily academic.

Professors of the Practice are not members of the professoriate and do not accrue tenure, nor do they participate in regular departmental, school or institute governance. An individual appointed as a Professor of the Practice shall meet annually with the department chair or institute director.

Background checks are required for Professors of the Practice. Appointments are anticipated to be of short duration (no more than 3 years in SoM) and renewals will be rare. University policies regarding Professors of the Practice can be found in the Stanford University Faculty Handbook: Chapter 9. SoM policies regarding Professors of the Practice can be found here: SoM Handbook: Chapter 5.5 – Professor of the Practice.

The following are the minimum eligibility criteria for Professor of the Practice at Stanford University:

• Candidates should have terminal degrees in disciplines related to the school’s programs or equivalent professional experience and achieved exceptional distinction as practitioners in such disciplines.
• Candidates may not hold academic positions to which they would be returning.
• Candidates may not hold positions in business or the professions which would continue full time during the Stanford appointment (an individual may be on leave from a position for the duration of the Stanford appointment).
• If the candidate will have a primary assignment as an instructor, he or she also must have demonstrated evidence of effective teaching ability.
• Candidates are generally expected to devote a substantial portion of their professional life to the school.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Submit an initial appointment inquiry to OAA. Requests should be submitted via email prior to action at the department level towards any appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Curriculum Vitae (CV)
   •  A very detailed and compelling description of the intended duties (outlining how the Professor of the Practice title is more appropriate than a lecturer or adjunct title)
   •  The candidate’s anticipated employment status during the proposed period
   •  The anticipated duration and effort for this position
3. If the inquiry is supported by the vice dean, you will then be asked to submit via email (som-visiting_short_term@stanford.edu):
   • Completed Checklist
   • Curriculum Vitae (CV)
   • A draft Referee Solicitation Letter (in word format)
   • Referee Grid of Five External Experts
4. OAA staff will review the request and confer with the Vice Dean. Edits or clarifications may be requested before OAA will issue approval for solicitation.
5. Following OAA approval of the grid, solicit letter writers and prepare the appointment request. Materials to be circulated to voting faculty (either the Department’s standing A&P Professoriate committee or a full faculty vote of all Professoriate faculty) include:
   • Draft Transmittal Memo to the Vice Dean
   • A brief Candidate Statement
   • Curriculum Vitae (CV)
   • Referee Grid of Five External Experts
   • A copy of the sent Referee Solicitation Letter 
   • Five letters of Evaluation from External Experts
   • Evidence of Teaching Performance (ideally teaching evaluations)
6. The departmental faculty vote. If the appointment is supported by the voting faculty, you will then be asked to submit via email (som-visiting_short_term@stanford.edu):
   
   • Completed Checklist 
   • Final Transmittal Memo to the Vice Dean
   • Departmental Voting Outcome Summary
   • Curriculum Vitae (CV)
   • A brief Candidate Statement
   • Referee Grid of Five External Experts
   • A sample Referee Solicitation Letter 
   • Five Letters of Evaluation from External Experts
   • Evidence of Teaching Performance (ideally teaching evaluations)
7. OAA staff review the request and confer with the Vice Dean. Edits or clarifications may be requested.
8. The SoM Appointments & Promotions Committee will review and vote on the request. The Dean will subsequently review the request. If supported, the request will be submitted to the Provost.
9. Review by the Provost (in consultation with the Advisory Board) is required. Clarifications may be requested.
10.  If approved, you will then be asked to submit via email (som-visiting_short_term@stanford.edu) and (som-facultycomp_review@stanford.edu):
    • Completed Checklist
    • Curriculum Vitae (CV)
    • Draft Offer Letter (use template in Toolbox) (Word format)
    • Personnel Action Form (PAF)
      
      
11.  Finance staff review pay level, funding plan and all other financial terms. OAA staff review and edit draft offer letter.
12.  OAA approval is issued over email.
13. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allowthem to obtain a courtesy card and other privileges.
14. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate.

1.  Verify continuing programmatic need.
2. Submit an initial reappointment inquiry to OAA. Requests should be submitted via email prior to action at the department level towards any appointment packet. Submit via email (som-visiting_short_term@stanford.edu):
   • Curriculum Vitae (CV)
   • A very detailed and compelling description of the intended duties (verifying the continued programmatic need).
   • The candidate’s anticipated employment status during the proposed period
   • The anticipated duration and effort for this reappointment
     
     
3. If the reappointment inquiry is supported by the vice dean, you will then be asked to submit via email (som-visiting_short_term@stanford.edu):
   • Completed Checklist
   • Curriculum Vitae (CV)
   • A draft Referee Solicitation Letter (in word format) 
   • Referee Grid of Five External Experts
4. OAA staff will review the request and confer with the Vice Dean. Edits or clarifications may be requested before OAA will issue approval for solicitation.
5. Following OAA approval of the grid, solicit letter writers and prepare the appointment request. Materials to be circulated to voting faculty (either the Department’s standing A&P Professoriate committee or a full faculty vote of all Professoriate faculty) include:
   • Draft Transmittal Memo to the Vice Dean
   • Curriculum Vitae (CV)
   • Referee Grid of Five External Experts
   • A copy of the sent Referee Solicitation Letter 
   • Five letters of evaluation from external experts
   • Evidence of Teaching Performance (ideally teaching evaluations)
6.  The departmental faculty vote. If the appointment is supported by the voting faculty, you will then be asked to submit via email (som-visiting_short_term@stanford.edu):
   • Final Transmittal Memo to the Vice Dean
   • Departmental Voting Outcome Summary
   • Curriculum Vitae (CV)
   • Referee Grid of Five External Experts
   • A copy of the sent Referee Solicitation
   • A sample Referee Solicitation Letter 
   • Five letters of evaluation from external experts
   • Evidence of Teaching Performance (ideally teaching evaluations)
7. The departmental faculty vote. If the appointment is supported by the voting
   faculty, you will then be asked to submit via email (som-
   visiting_short_term@stanford.edu ) :
   • Completed Checklist 
   • Final Transmittal Memo to the Vice Dean
   • Departmental Voting Outcome Summary
   • A brief Candidate Statement
   • Curriculum Vitae (CV)
   • Referee Grid of Five External Experts
   • A sample Referee Solicitation Letter 
   • Five letters of Evaluation from External Experts
   • Evidence of Teaching Performance (ideally teaching evaluations)
8.  OAA staff review the request and confer with the Vice Dean. Edits or clarifications may be requested.
9.  The SoM Appointments & Promotions Committee will review and vote on the request. The Dean will subsequently review the request. If supported, the request will be submitted to the Provost.
10.  Review by the Provost (in consultation with the Advisory Board) is required. Clarifications may be requested.
11.  If approved, you will then be asked to submit via email (som-visiting_short_term@stanford.edu) and (som-facultycomp_review@stanford.edu):
    
    • Completed Checklist 
    • Curriculum Vitae (CV)
    • Draft Offer Letter (use template in Toolbox) (Word format)
    • Personnel Action Form (PAF)
      NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate.
12.  Finance staff review pay level, funding plan and all other financial terms. OAA staff review and edit draft offer letter.
13.  OAA approval is issued over email.
14. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
15.  A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.