For new C/E appointments, the Division should submit the appointment request form 6 months prior to the start date:

Please note that the candidate’s CV and LPCH business plan will need to be uploaded into the request form. Pediatrics Academic Affairs will obtain Departmental approval and launch the academic appointment. The Division should complete the Personnel Action Form (PAF)  and Offer Letter Templatefor the candidate and send along with the CV to Surabhi Agrawal (with academic affairs member cc’d) for department financial approval 4 months prior to the start date. 

Stanford/LPCH Letterhead

Once a new appointment request has been approved please begin the onboarding process for CE’s/Instructors/UML/UTL/NTL.

Division Managers should complete the CE Reappointment/Promotion request webform at least 6 months prior to the effective date. 6-8 months prior to the current term end date is ideal. When completing the initiation form under Justification, please justify reappointment or promotion based on the School of Medicine Handbook criteria. If you are requesting reappointment for a Clinical Instructor that has been in rank for 3 or more years, please add justification for why they are not being considered for promotion. This form is reviewed by the Associate Chair for Academic Affairs prior to the launch of the action.

**Can take up to 6 months prior to the effective date/start date of the action.

Specific Supplementary Criteria for CEs

CE Reappointment and Promotion Timeline

Benefits eligible (50% FTE or more and for an appointment of six months or longer) are eligible for PDL.  CE’s begin accruing PDL at the start of their term as Clinical Assistant Professor, and accrue 14 days or two weeks per year.  Five years of active service are required before becoming eligible to take PDL, and the normal maximum accrual is 70 days. For information on a faculty member’s current PDL accrual, you may reach out to your Pediatrics Academic Affairs team member.

While an application for PDL is due to Pediatrics Academic Affairs 75 days in advance of the PDL start date, it is strongly recommended to get it in earlier so as to have more advance notice of approval before taking PDL. 

* Faculty must fill out the following application, sign electronically and save as a PDF; then obtain Division Chief's electronic signature.  Note: if the faculty member is not a PI on any research projects, they can just write N/A on the RMG “attachment A” page. Electronic signatures are required.

**Please submit the application through the Sabbatical/PDL Submission Form a minimum of 75 days prior to the effective date of the sabbatical/PDL.

Professional Development Leave Application

Application for unpaid leaves (CE-LOA)

Contact  Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action. 

Shawna McManus - Director, Academic Affairs and HR Strategies 

(650) 483-2555

The Divison should submit the appointment request form 6 months prior to the start date: 

Please note that the candidate’s CV and LPCH business plan will need to be uploaded into the request form. Pediatrics Academic Affairs will obtain Departmental approval and launch the academic appointment. The Division should complete the Personnel Action Form (PAF) and Offer Letter Template for the candidate and send along with the CV to Surabhi Agrawal (with academic affairs member cc’d) for department financial approval 4 months prior to the start date. 

Stanford/ LPCH Letterhead 

Once a new appointment request has been approved please begin the onboarding process for CE’s/Instructors/MCL/UTL/NTL.

**Can take up to 6 months prior to the effective date/start date of the action.

Contact  Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action. 

Shawna McManus                                                    Director, Academic Affairs and HR Strategies                     

(650) 483-2555

Divisions can refer to the onboarding checklist  for a comprehensive list of action items for before and after arrival of a new Instructors. Once Academic Affairs has launched the academic appointment with the candidate, the Division can initiate the faculty onboarding process: 

Can take up to 6 months prior to the effective date/start date of the action 

Onboarding checklist Clinician Educators

The Faculty Onboarding System gathers information from both the onboarding faculty and the hiring department to create a profile of the faculty member.  This profile is then shared with the school and hospital staff involved in onboarding. A customized to-do list is also created for the onboarding faculty. 

Please note: The Division is ultimately responsible for making sure that the different functional areas are aware of the new incoming Faculty member.

More information on the Faculty onboarding system can be found here. 

After arrival, the new Faculty member should be scheduled for a 30-day check-in with the Division Chief and 90-day Check-in with the Chair and Chief. 

Please e-mail the completed forms to Shawna McManus

New faculty 30 day review

New faculty 90 day review

Sometimes, faculty members need to adjust their working commitments. If there is a change in FTE, please provide Academic Affairs 1-2 sentences with the reason for the change and the effect, if any, on allocation of duties. For changes in FTE, please use the offer letter addendum.

PAF is required for changes in FTE and salary or duties. 

**Please send the OL addendum and PAF to Surabhi (with academic affairs member cc’d) for department financial approval at least 2 months in advance of effective date.

UML/UTL/NTL appointments are tied to a billet and national search process. Please refer to the Faculty Recruitments page on how to initiate and conduct a national search. Please contact Kristi Townsend for questions. Once a final candidate has been identified or signed an offer letter, the Academic Affairs staff will launch the appointment.

Professoriate Appointment Process Timeline

The Pediatrics Academic Affairs staff starts the reappointment or promotion process 18 months before the Faculty member’s end date.

Professoriate Reappoint Promotion Process Timeline

The purpose of the sabbatical leave program is to free faculty members from their normal University duties, enabling them to pursue their scholarly interests full-time and maintain their professional standing. Faculty members accrue sabbatical at 2.5 days per month for full time effort. If the Faculty must continue certain duties because there is no one else to cover them and continue receiving an administrative supplement, the Department must request an exception with the Dean’s office. Sabbaticals must be at least one month and no longer than one year in duration.  

Faculty must fill out the following application, sign electronically and save as a PDF; then obtain Division Chief’s electronic signature.

Note: If the faculty member is not a PI on any research projects, they can enter N/A on Attachment A. Electronic signatures are required.

**Please submit the application through the sabbatical/PDL submission form a minimum of 75 days prior to the effective date of the sabbatical.

Sabbatical Leave Application

Application for Leave without salary (PROF-LWOS)

Contact Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action.

Shawna McManus - Director, Academic Affairs and HR Strategies 

Ph:(650) 483-2555

Pediatrics Academic Affairs requests 6 months to process Visiting appointments if a visa is involved; 4 months if no visa is involved. Academic Affairs will ask the candidate to complete the Visiting Appointment Intake Form. 

Visiting Appointment Process Timeline

For paid Visiting Appointments, the Division should complete the Personnel Action Form (PAF) and Offer Letter Template and send along with CV to Surabhi Agrawal (with Academic Affairs member cc’d) for departmental financial approval 3 months prior to the start date.

One-year Reappointments are possible for Visiting Faculty, Visiting Instructor, and Visiting Scholar appointments.  They are not available for Visiting Postdoctoral Scholar appointments. Please notify Pediatrics Academic Affairs of the reappointment at least 4 months before the end date. For paid Visiting Reappointments, the Division should complete the Personnel Action Form (PAF) and Reappointment Offer Letter Template and send along with CV to Surabhi Agrawal (with Academic Affairs member cc’d) for departmental financial approval 3 months prior to the end date.

One-year Reappointments are possible for Visiting Faculty, Visiting Instructor, and Visiting Scholar appointments.  They are not available for Visiting Postdoctoral Scholar appointments. Please notify Pediatrics Academic Affairs of the reappointment at least 4 months before the end date. For paid Visiting Reappointments, the Division should complete the Personnel Action Form (PAF) and Reappointment Offer Letter Template and send along with CV to Surabhi Agrawal (with Academic Affairs member cc’d) for departmental financial approval 3 months prior to the end date. 

Members of the Professoriate may invite individuals who are postdoctoral scholars appointed 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. 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. They should provide proof of outside funding in an amount equal to or great than $60,000/year or $5000/month.

International Visiting Postdoctoral Scholars must have an appropriate form of visa sponsorship prior to their visit.

Required for Paid Visitors Only 

Division Managers should inform their Pediatrics Academic Affairs contact of the termination/resignation as soon as they are aware of the departure. The Division Manager should also liaise with the appropriate central offices to notify them of the departure (HR, finance, research administration, hospital medical staff services, etc.)

At least 4 weeks before departure, Division Manager will need to submit to Pediatrics Academic Affairs and HR:

1. resignation letter including end date and reason for leaving if available, signed by faculty member or send via email. 

2.  signed data security attestation form

**Please submit resignation letter to the Pediatrics Academic Affairs team as soon as you know or 30 days prior to the last day of work.

Faculty Leave/Departure Data Security Attestation Form

A Clinician Educator (Affiliated) is employed by another institution with whom the School of Medicine, Stanford Hospitals and Clinics, and/or Lucile Packard Children’s Hospital has an affiliation agreement and provides patient care, clinical teaching or other duties that advance the missions of the Stanford University Medical Center.  Individuals in private practice or employed by institutions having no affiliation agreement are appointed as Adjunct Clinical Faculty. These appointments are contingent on the faculty’s employment with the affiliated institution, and the continued affiliation agreement.

A Stanford academic appointment as a Clinician Educator (Affiliated) is expected for persons holding leadership positions at the affiliated institution, e.g. department chair, chief of service.  Stanford School of Medicine department chairs and division chiefs, in consultation with their counterparts at affiliated institutions, determine the appropriateness of an academic appointment as Clinician Educator (Affiliated) for attending physicians or other medical providers who have frequent and sustained interaction with Stanford students and trainees.  An academic appointment may not be deemed necessary for individuals with casual or infrequent student/trainee interaction.

The appointment, reappointment and promotion criteria, duration, evidentiary requirements and review processes are generally the same for these individuals as for Clinician Educators who are paid by Stanford.

In the Medical School, Academic Staff Teaching consists of two ranks, Lecturer and Senior Lecturer.

Individuals appointed as Lecturer or as Senior Lecturer are not members of the Academic Council; they are, therefore, not normally eligible to act as principal investigators on sponsored research projects (see the Research Policy Handbook for information about principal investigatorship). Lecturers and Senior Lecturers are not eligible to take sabbatical leaves.

In general and for the terms of appointment for Academic Staff - Teaching, see the University Faculty Handbook. 

Adjunct Faculty (ranks: Adjunct Professor and Adjunct Lecturer) are recognized experts with doctoral degrees who contribute to Stanford's educational programs.  They may have primary involvement in business, government or industry, or may be retired.  Appointments are usually for one to three years and are renewable.  Adjunct Faculty can be paid or unpaid. Adjunct Faculty are appointed at the rank of Adjunct Professor if they are the primary instructor for courses, and Adjunct Lecturer if they are occasional guest lecturers or assist with courses/teaching.