Timelines + Deadlines

You can find Review Committee rosters and schedules under Review Committees >>

You can find Review Committee rosters and schedules under Review Committees >>

In all cases, deadlines refer to complete files in final, approved form. Allow additional time for needed edits or additional materials.

Deadlines for Professoriate Actions

All New Appointments: (please note that these will affect start date—plan your timeline around your preferred start date)

  • New appointments to Assistant Professor: files will be due 4 months after search report approval
  • New appointments to Associate Professor or Professor: files will be due 5 months after search report approval

Reappointments and Promotions:

  • Fixed term reappointments: files will be due 8 months from launch date, or 4 months before the term end date (whichever is sooner)
  • Reappointments conferring continuing term/tenure: files will be due 7 months from launch date, or 5 months before the term end date (whichever is sooner)
  • Promotions whether for fixed term or conferring continuing term/tenure: files will be due 7 months from launch date, or 5 months before the term end date (whichever is sooner)

Deadlines for Clinician Educator, Instructor and Clinical Scholar Actions

  • Appointments, reappointments and promotions: 60 days in advance of the proposed start date
  • Extensions and FTE changes: 45 days in advance of the proposed start date

Deadlines for Adjunct Clinical Faculty Actions

  • Appointments, reappointments and promotions: 60 days in advance of the proposed start date

Deadlines for Visiting, Adjunct and Lecturer Appointments

  • Appointments and reappointments not requiring a visa: 30 days in advance of the proposed start date
  • Appointments and reappointments requiring a visa: 60 days in advance of the proposed start date.

 

Deadlines for Leave Submissions

  • Sabbatical leaves: 60 days in advance of the proposed start date.
  • Professional Development Leaves: 45 days in advance of the proposed start date.
  • Leave without Salary (LWOS) applications for the Professoriate: 30 days in advance of the proposed start date.
  • Unpaid Leave of Absence (LOA) applications for Clinician Educators and Instructors: 30 days in advance of the proposed start date.

Deadlines for 2021 Winter Closure

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

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

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

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

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

Visiting/Short Term Faculty-
If there is a visa- Bechtel International Center announced blackout dates for J-1 requests. Bechtel confirmed they will not approve any visa tied to an appointment (initial or reappointment) with a start date between December 1, 2021 and January 2, 2022.
Requests for January 3, 2022 start dates must be received by OAA prior to November 3, 2021.
All requests received by OAA after November 3, 2021 will require an effective date of February 1, 2022 or later.
If there is no visa- Please submit actions within the normal 30 days in advance of the proposed start date. Please note that the month of December 2021 will only reflect 17 days, not 30 days. Please plan accordingly for your January 2022 actions.

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