Welcome!
We are excited to have you join faculty affairs in the Stanford School of Medicine. Faculty Affairs Staff play a key role in coordinating the full range of faculty affairs-related activities and the Office of Academic Affairs (OAA) is here to partner with you as you manage faculty actions. We look forward to working with you and we’re always happy to assist you with all your faculty affairs questions and concerns.
Our goal is to support you so that together we can safeguard the integrity, fairness, and transparency of policies and processes affecting our faculty and provide a supportive environment in which faculty can develop, flourish and succeed. We are here to offer advice and facilitate the faculty actions while ensuring compliance with university and school policies and procedures.
Jump to a Section
New Department Staff Member Sheet
Please check with your manager to ensure this form has been completed on your behalf.
Office of Academic Affairs Website
For information, resources, guides, and tools
Who We Are
Get to know us!
Academic Affairs Glossary
A resource to better understand our jargon
OAA Monthly Announcements
Incudes updates, clarifications, new resources, and reminders
FAA Roundtables
Meet with us via Zoom to learn about: important updates to policies, processes, and systems; helpful tips and tricks; and sharing of best practices.
Peer Mentoring Slack Channel
Available for all staff working on Faculty Affairs. This is a great place to network with peers in other departments and to inquire how other others solve shared challenges. If you would like to join this channel, please contact Shannon Mooers (smooers@stanford.edu).
Under the provisions of the Founding Grant, the Board of Trustees is custodian of the endowment and all the properties of Stanford University. The board administers the invested funds, sets the annual budget and determines policies for operation and control of the university. Among the powers given to the trustees by the Founding Grant is the power to appoint a president. The board delegates broad authority to the president to operate the university and to the faculty on certain academic matters.
The Faculty Senate is the legislative body of the Academic Council and has responsibility for academic and research policy as well as the authority to grant degrees. In addition to formulating policy, the Senate reviews, via its committees, several types of curriculum matters: proposals or reviews of degree granting programs, and, periodically, broad curriculum reforms resulting from ad hoc university level review committees which examine university wide curriculum issues such as general education requirements, writing requirements and other similar programs for all undergraduates. The Senate discharges its academic and research policy and oversight responsibilities via seven standing Committees of the Academic Council. These committees are charged by the Senate. There are four Senate committees, the Committee on Committees, the Steering Committee, the Committee of Tellers and the Planning and Policy Board.
The President is responsible for the management of the University and all its departments, including the operation of the physical plant and the administration of the University's business activities. To assist in the performance of these duties, the President, with the approval of the Board of Trustees, appoints a number of officers.
Note: Each box under the president within the org chart is linked to the corresponding website of the officer.
Richard Saller, PhD
Jenny Martinez
Provost
The Provost, as the chief academic and budget officer, administers the academic program (instruction and research in schools and other unaffiliated units) and University services in support of the academic program (student affairs, libraries, information resources, and institutional planning).
The Provost oversees the University’s Faculty Affairs Office, which is responsible for implementation of University policy regarding appointments and promotions, salary setting, leaves, endowed chair appointments, appeals, and other matters of an academic nature.
The Faculty Affairs Office works with School Deans' offices, the Advisory Board, and the Provost to ensure compliance with Board of Trustees and Academic Council policies and to facilitate effective communication on issues related to the Professoriate, Academic Staff and Other Teaching Staff.
Note: Each box under the provost within the org chart is linked to the corresponding website of the officer.
The Office of Academic Affairs supports all departments within the School of Medicine, listed below. For a deeper dive into Departments and Divisions, please review the School of Medicine Directory.
Basic Sciences
Clinical Science
- Anesthesiology, Perioperative & Pain Medicine
- Cancer Institute
- Cardiothoracic Surgery
- Dermatology
- Emergency Medicine
- Medicine
- Neurology
- Neurosurgery
- Obstetrics & Gynecology
- Ophthalmology
- Orthopaedic Surgery
- Otolaryngology
- Pathology
- Pediatrics
- Psychiatry & Behavioral Sciences
- Radiation Oncology
- Radiology
- Surgery
- Urology
Associate Deans
- Clinician Educators
- Senior and Emeritus
Clinician Educator Team
- Todd Baston
- Rowan Geistmann
- Jessica Guzzi
- Ashley Klein
- Shannon Mooers
- Karina Velazquez
Professoriate Team
- Andrew Jepsen
- Emma Lindley
- Elizabeth Chan
- Jessica Negrette
- Jessica Pattison
Faculty Professional Development & Faculty Relations
- Newton Cheung
- Annie Han
- Cindy Ho
- Rania Sanford
- Ellen Waxman
Adjunct Clinical Faculty Line
- Lisa Joo
Faculty Leaves & Sabbaticals
- Lisbeth Fuentes-Fernandez
Visiting & Short-Term Faculty Lines
- James Eubank
- Lisbeth Fuentes-Fernandez
Instructors & Clinical Scholars
- Rowan Geistmann
Applications, Data, & Analytics
- Karen Flores
- Bee Kahn-Sales
- Angel Zelazny
Administrative Support
- Newton Cheung
- Lisa Joo
- Victoria Kanzaki
OAA-Wide Coordination
- Elisabeth Cagle
- Adam Sherman
Professoriate
- Lines
- UTL
University Tenure Line - NTL(R)
Non-Tenure Line (Research) - NTL(T)
Non-Tenure Line (Teaching) - UML
University Medical Line
- UTL
- Ranks
Applies to All Lines- Assistant Professor
- Associate Professor
- Full Professor
Clinician Educators
- Ranks
- Clinical Instructor
- Clinical Assistant Professor
- Clinical Associate Professor
- Clinical Professor
Visiting Titles
- Visiting Faculty
- Visiting Instructor
- Visiting Scholar
- Visiting Postdoctoral Scholar
Other Titles
- Adjunct Professor / Lecturer
- Adjunct Clinical Faculty
- Lecturer / Sr. Lecturer
- Instructor
- Clinical Scholar
- Professor of the Practice
The Professoriate are faculty members at the School of Medicine (SoM) who engage in scholarship, clinical care, and teaching that advances basic science and clinical medicine. This group is composed of four distinct faculty lines:
- University Tenure Line (UTL)
- University Medical Line (UML)
- Non-Tenure Line – Research (NTLR)
- Non-Tenure Line – Teaching (NTLT)
A description of each line is available in the SoM Handbook Chapter 2.
Questions?
Please contact:
Jessica N, Andrew, Elizabeth, Emma, and Jessica P.
All Professoriate Faculty are identified for hire either via a national search or a search waiver. An overview of the search process is available here.
Professoriate Faculty undergo formal reviews; an initial appointment review, reappointment(s) and promotion(s). These actions are executed using the long form, a compendium of confidential documents describing the career and performance of the faculty member. An overview of the review actions is available here.
The A&P Guidelines in under Administrators / Resources are an excellent resource to utilize. These documents provide an overview of the review process timeline, the levels of review and explains faculty roles and conflicts in faculty review actions. Additional detail on the levels of review is available here.
The CE role is defined by engagement in clinical care, teaching, administrative and/or scholarly activities that advance clinical medicine. This line consists of CE, who are employed by Stanford, and CE (Affiliated) who are not Stanford employees.
CE (Affiliated) are employed by other institutions that have an affiliation agreement with the School of Medicine or Stanford health Care. They provide patient care, clinical teaching or other duties which advance the missions of SHC. They are sometimes referred to as “non-employee affiliates” or “persons of interest;” these terms refer to how they are managed and tracked in PeopleSoft.
The CE line is composed of four ranks:
- Clinical Instructor
- Clinical Assistant Professor
- Clinical Associate Professor
- Clinical Professor
A description of specific/supplemental criteria for each rank is available in the SoM Handbook Chapter 3.
Questions?
Please contact:
Ashley, Jessica G, Karina, Rowan, Shannon, and Todd
CEs, including Affiliated, undergo formal reviews; an initial appointment review, reappointment(s) and promotion(s). FAAs assemble the review package, a compendium of confidential documents describing the career and performance of the CE. An overview of the steps and timelines for CE reviews is available here.
The A&P Guidelines in the “Resources and Tools” section under “Administrators” on the OAA website are an excellent resource. These documents provide an overview of the review process timeline and the levels of review for CE actions. Additional detail on the levels of review is available here.
Under the Administrators section of the OAA website you will find the following information and more!
- Checklists for each action
- A&P Roster and Dates
- Forms
- Evidence Table
- Offer Letter and Letter of Invitation Templates
- FASA: All CE actions are processed via the web application
Adjunct Clinical Faculty (ACF) are physicians and certain other health professionals appointed by the department chairs in clinical departments for the purpose of participation on a voluntary, unpaid, part-time basis in the academic programs of the departments, usually in the role of teacher.
ACF are generally expected to make a contribution to teaching or other academic activities approximately equivalent to 100 hours per year. More detailed information about ACF can be found in the SoM Handbook Chapter 6.
Instructors are primarily engaged in mentored research and scholarly activities that advance clinical medicine, and may have secondary roles in teaching and clinical care. More detailed information about Instructors can be found in the SoM Handbook Chapter 7.
Clinical Scholars are individuals who have a concurrent appointment as a non-ACGME Resident or Fellow. The Clinical Scholar part time appointment will allow an individual to provide clinical care or clinical teaching, or both, outside the scope of their residency or fellowship training program. More detailed information about Clinical Scholars can be found in the SoM Handbook Chapter 9.
A detailed overview of the review process and timelines for other titles is available here.
Under the Administrators section of the OAA website you will find the following information and more!
- Checklists for each action
- A&P Roster and Dates
- Forms
- Evidence Table
- Offer Letter and Letter of Invitation Templates
- FASA: All CE actions are processed via the web application
ACF Questions?
Please contact:
Lisa
Instructor or Clinical Scholar Questions?
Please contact:
Ashley
Visiting Faculty hold an academic appointment at another institution and visit Stanford for research, educational or other reasons while on leave from their home institution. The Visiting Faculty line is composed of three ranks: Visiting Assistant Professor, Visiting Associate Professor and Visiting Professor. These visitors should be appointed at the rank they hold at their home institution and must provide proof of leave. These appointments may be paid or unpaid.
The Visiting Instructor role is defined by engagement in advanced training in an area for which there is no formal course of study. 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. These appointments may be paid or unpaid; background checks are required for paid Visiting Instructors.
Under the Administrators section of the OAA website you will find the following information and more!
- Checklists for each action
- A&P Roster and Dates
- Forms
- Evidence Table
- Offer Letter and Letter of Invitation Templates
- FASA: All CE actions are processed via the web application
Visiting Scholars are recognized experts who wish to visit Stanford from an outside institution or are retired. The classification of Visiting Scholar is appropriate for faculty from other academic institutions 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. These individuals should not be trainees at their home institution; such visitors should usually be appointed as Visiting Postdoctoral Scholars. These appointments are unpaid.
Questions?
Please contact:
James and Lisbeth
Professor of the Practice is a paid staff position that is reserved for exceptional practitioners in diverse professions and public service. Involvement in activities will vary according to the programmatic need. Candidates need substantial professional experience; must have demonstrated evidence of effective teaching ability. Appointments to this position will be rare and typically there will be no more than one or two in a school at a time.
Lecturers are individuals who perform a significant amount of the regular instruction with continuing programmatic need in departments and programs; persons of special expertise or scholarly distinction either in the local community or on the nonteaching University staff who are asked on an occasional basis to give a course or part of a course in their special fields. 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.
Adjunct Professors may be 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.
Adjunct Lecturers are individuals who are limited to assisting in courses. They may be involved on a regular basis with courses and other aspects of the Stanford educational mission. 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.
Under the Administrators section of the OAA website you will find the following information and more!
- Checklists for each action
- A&P Roster and Dates
- Forms
- Evidence Table
- Offer Letter and Letter of Invitation Templates
- FASA: All CE actions are processed via the web application
Questions?
Please contact:
James and Lisbeth
Sabbatical (Professoriate)
To free faculty members from their normal University duties, enabling them to pursue their scholarly interests full-time and maintain their professional standing so that they may return to their posts with renewed vigor, perspective, and insight.
Professional Development Leave
(Clinician Educators)
To free CEs from their normal duties– clinical care, teaching, administrative and scholarly (as applicable), enabling them to pursue training and/or educational-related projects or opportunities that will enhance their patient care and teaching activities at Stanford. CEs at the rank of Clinical Assistant Professors and above who are benefits eligible are eligible for the Program. More detailed information about PDL can be found in the CE PDL Program Statement.
Unpaid Leaves
- Leave Without Salary (LWOS; Professoriate)
A leave without salary is any period of leave that is completely without salary paid by or through Stanford University or its disability benefits program.
- Leave of Absence (LOA; Clinician Educators)
A Clinician Educator or Instructor may be placed on personal leave without pay at a department's discretion and with advance approval from the Office of Academic Affairs. Consideration will be given to the type of absence, the impact on programmatic need, and whether the absence is to be partial or complete, and the duration of the absence; approval of an absence exceeding 12 months should be rare.
A detailed overview of the review process and timelines for leaves is available here.
More detailed information about Faculty Leaves can be found in in Chapter 3 of the Universtiy Faculty Handbook.
Questions?
Please contact:
James and Lisbeth
FSAT (Faculty Search Applicant Tracking): Professoriate search module.
FARM (Faculty Appointments Reporting Module): For faculty appointment/roster data
FASA (Faculty and Staff Appointments): Automated approval workflow for appointments
Faculty Billets: The system of record for tracking faculty member positions or billets within the School of Medicine.
MedLeave: Facilitates the leave request workflow for faculty.
MedOnboard: Information management for onboarding new faculty
For access to FSAT, please contact contact Jessica Negrette.
For access to all other systems listed here, please contact Victoria Kanzaki.
OAA Website
http://med.stanford.edu/academicaffairs
Not sure who to call?
http://med.stanford.edu/academicaffairs/about-oaa/who-should-i-call.html
FAQ for New FAAs
http://med.stanford.edu/academicaffairs/faa/new-faas.html
Need Chair, DFA, FAA info?
http://med.stanford.edu/academicaffairs/about-oaa/chairs-staff.html
OAA Resources for Administrators
https://med.stanford.edu/academicaffairs/faa.html
Faculty looking for information?
http://med.stanford.edu/academicaffairs/faculty.html
Information on policies and guidelines?
- Faculty Handbooks
- Faculty Policies & Guidelines