Long Form Sections - Guidelines and Resources

An assemblage of confidential documents for the appointment, reappointment, or promotion of a Professoriate faculty member. The long form includes information about the candidate's research, clinical care, teaching, and administrative service (as applicable), from the department, the candidate, trainees, and other faculty members inside and outside Stanford.  Long forms are assembled through the Interfolio Review, Promotion and Tenure system.

Long Form sections include:

• Long Form Signature Page
• Chair’s Transmittal Memo
• Billet Information Grid
• Summary of Voting Practice and Votes
• Candidate’s CV
• Candidate’s Transcript (if applicable)
• Candidate’s Statement
• Narrative Report on the Candidate
• Search Report or Search Waiver Documentation (if applicable)
• Notification to Candidate of Action (if applicable)
• Summary of Evaluation Process (if applicable)
• Referee Grid
• Referee Solicitation Letter (if applicable)
• Guidelines for Application of Criteria (if applicable)
• External Referee Letters, Declinations and Other Correspondence
• Internal Referee Letters, Declinations and Other Correspondence
• Trainee Grid (if applicable)
• Trainee Solicitation Letter (if applicable)
• Trainee Letters, Declinations and Other Correspondence (if applicable)
• Teaching Evaluations (inclusive of didactic and/or clinical teaching evaluations-MedHubs)
• Clinical Care Evaluations (CES) (if applicable)
• 360 Evaluation and Feedback process (if applicable)
• Draft Counseling Memo (if applicable)
• Appendices (if applicable)

Descriptions of each section can be found in the Faculty Affairs Resources section of the website.

A&P Guidance and Resources for Department Chairs and Faculty A&P Leads

This section provides document references and guidance on the A&P process, the departmental voting process, guidelines for conflicts of interest, and confidentiality.  

• Guidelines_Guide to the AP Voting Process
• A&P Process Details
• The Two Models for Departmental Voting on Appointment, Reappointment, and Promotions Files in Professoriate
• Guidelines_Roles and Conflicts in AP
• Presentation: Protecting the Integrity and Confidentiality of the A&P Process
• Presentation: Voting Process in A&P and Confidentiality-Guidance from the Provost Office

Long Form Guidance and Resources for Long Form Faculty Leads

This section provides document references and guidance on the long form process including guidelines for the professoriate CV (including an example), candidate statement guidelines, best practices for writing the long form narrative, and a guidelines on why referee and trainee letters and grids are important.

• Guidelines_Professoriate CV
• Example_Professoriate CV
• Guidelines_CandidateStatement
• Guidelines_Referee Trainee Peer Selection
• Guidelines_Narrative Report
• Presentation: Best Practices for Writing the Long Form Narrative

Examples of Long Form materials written by Faculty Leadership

The Faculty Affairs Administrator and the Long Form Faculty Lead work together on the Long Form. The sections below are written by faculty leadership as follows:

• Chair’s Transmittal Memo (by Chair)
• Narrative Report on the Candidate (Faculty Long Form Lead)
• Identify and Select referee, trainee, peers (Department Chair, Division Chief or Faculty Lead)
• Draft Counseling Memo (by Chair or Division Chief)                                                                                                        

This section provides examples of transmittal memos, narrative reports, and counseling memos written by faculty. The department chair, division chief, or faculty lead must assemble a list of referees, trainees and peer set (as applicable).

Transmittal Memo (Department Chair)

• Transmittal Memo Example UML Cont Term
• Transmittal Memo Example UTL Prom Tenure                                                                                                                    

Narrative Report (Faculty Lead/Evaluation Unit/Committee)

• Narrative Report Example UML Cont Term
• Narrative Report Example UTL Tenure Prom                                                                                                                       

Identify and Select referee, trainee, peers (Department Chair, Division Chief or Faculty Lead)

• Guidelines_Referee Trainee Peer Selection                                                                                                                                  

Counseling Memo (Department Chair or Division Chief)

• Counseling Memo Example Cont Term
• Counseling Memo Example UTL Prom Tenure