Resources for Current Faculty
The Department of Pediatrics, the School of Medicine and the University share the common goal of creating a culture and building an environment in which faculty members can develop, flourish and succeed. By its decision to hire a new faculty member, the department has expressed its confidence not only in the individual’s past and present achievements but also in his or her promise for the future.
At the same time, it is important to understand that the faculty member must be an active partner in the process of preparing for reappointment or promotion and that the ultimate responsibility for career trajectory and success lies with him or her. As the primary stakeholder in the process, the faculty member should actively seek out information that will be of value and benefit in preparing for the reappointment or promotion review.
Clinician Educators are faculty at the School of Medicine who engage in clinical care and teaching that advances clinical medicine. While not required, Clinician Educators may also engage in scholarly activities and/or perform in an administrative role.
The Clinician Educator role has four ranks: Clinical Instructor, Clinical Assistant Professor, Clinical Associate Professor, and Clinical Professor. As such, the Clinician Educator line offers many opportunities for reappointment and promotion.
| Rank | Initial Appointment or Promotion | Reappointment |
| Clinical Instructor | Up to 3 years | Maximum number of 3 years in rank. If after 3 years they are not being promoted, need justification |
| Clinical Assistant Professor | 5 years | 6 years (renewable, unlimited number of 6-year terms) |
| Clinical Associate Professor | 5 years | 6 years (renewable, unlimited number of 6-year terms) |
| Clinical Professor | 5 years | 6 years (renewable, unlimited number of 6-year terms) |
Onboarding
Faculty will receive an electronic to-do list through the Stanford Onboarding system and can also refer to the onboarding checklist (attached – downloadable form) for a comprehensive list of action items for before and after arrival. New Faculty are assigned an onboarding contact within their Division to assist with the orientation process.
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 Connor Crutcher.
More information for new Clinician/Educators can be found on the School of Medicine Website
Reappointments/ Promotions
The Pediatrics Academic Affairs staff starts the Clinician Educator reappointment or promotion process approximately 6-8 months before the Faculty member’s end date. Faculty will be contacted directly by a Pediatrics Academic Affairs team member who will work closely with the Faculty member, Division Chief and Evaluation/Committee members. Two of the items that will be requested are an updated CV and Candidate Statement. The required materials vary depending on rank and action (reappointment/promotion), and your Academic Affairs team member will ensure all documents are requested and meet the School of Medicine requirements for the action. Please review the CE Reappointment and Promotion Timeline document below for a detailed description of the process.
Specific Supplementary Criteria for CEs
Candidate Statement Guidelines
CE Reappointment and Promotion Timeline
Professional Development Leaves
Clinical Assistant Professors, Clinical Associate Professors, and Clinical Professors who are 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.
Please submit the application through the Med Leave system a minimum of 75 days prior to the effective date of the sabbatical/PDL. However, we strongly advise submitting your application well in advance to ensure that required approvals are obtained on time.
To submit a PDL request:
- Faculty must discuss plan for PDL with Division Director/Administrators or Chief.
- If necessary, consult the Professional Development Leave Program Statement (PDF) for policies and information on professional development leaves.
- Determine how much leave eligibility you have accrued by visiting MedLeave and clicking the "Check Accrual" button.
- As part of the submission to OAA, please complete the request form in MedLeave. The MedLeave application will route the request to the faculty affairs staff within the department, your Division Chief, to department leadership, and the Deans office.
Note: Late submissions will typically be denied. Medleave faculty member guide is available via this link. SUNet ID with Authentication is required for access.
Visas
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
Appointment Changes/Addendums
There may be times when you will need to adjust your working commitments. If there will be changes to your FTE (i.e. an increase or decrease in overall effort) or your FTE allocation, please discuss this with your division chief and division manager. Your division manager will work with Academic Affairs staff to process the changes to your appointment. Academic Affairs should be informed of the change at least 60 days in advance of the effective date.
Pediatric Coaching and Mentoring Program (PCAMP)
The Pediatric Coaching and Mentoring Program (PCAMP) is dedicated to the academic enrichment, satisfaction, and success of early career faculty in the Department of Pediatrics. In addition to formal mentoring, the program organizes quarterly workshops for faculty and trainees.
Departures/Resignations/ Retirements
Please inform your Division Manager and Division Chief of your planned resignation. The Division Manager should liaise with the appropriate central offices to notify them of the departure (Academic Affairs, HR, finance, research administration, hospital medical staff services, etc.). You will need to submit a dated and signed resignation letter including your end date and reason for leaving if applicable.
Your Division Manager will need to submit to Pediatrics Academic Affairs and HR, 30 days prior to departure:
1. resignation letter including end date and reason for leaving if available, signed by faculty member or sent via email.
2. complete data security attestation form
Clinician Educator faculty considering retirement should contact the Benefits Office. The Benefits Office will review your personnel record and determine your eligibility for retirement. Once confirmed, they will provide you with a letter which you should provide to your Division Manager, Academic Affairs, and HR, along with a signed data security attestation.
This rank is appropriate for new faculty, generally with M.D., Ph.D. or for those who have recently completed their postdoctoral training, residency or fellowship training. One who has the potential for academic advancement. Instructors are primarily engaged in mentored research and scholarly activities that advance clinical medicine and may have secondary roles in teaching and clinical care. They are generally in the transition from training towards a potential career as a faculty member.
Instructor appointments may be for one, two or three years and may be renewed, upon a showing of high quality performance at Stanford and programmatic need (including budgetary considerations). Appointments are generally limited to a total of three years, unless the candidate secures a mentored grant, an initial independent grant, or other funding consistent with his or her career goals. In that case, the appointment may be considered for an extension for the duration of that award for up to an additional five years, for a total of no more than eight years in rank.
Onboarding
Instructors will receive an electronic to-do list through the Stanford Onboarding system. New Instructors are assigned an onboarding contact within their Division to assist with the orientation process.
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.
Reappointments
If an Instructor is being reappointed (per Division Chief and Department Chair approval), Pediatrics Academic Affairs starts the process approximately 6 months before the Instructor’s end date. The Instructor will be contacted directly by a Pediatrics Academic Affairs team member requesting reappointment materials.
**Can take up to 6 months prior to the effective date/start date of the action.
Visas
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
Appointment Changes/Addendums
There may be times when you need to adjust your working commitments. If there will be changes to your FTE (i.e. an increase or decrease in overall effort) or your FTE allocation, please discuss this with your division chief and division manager. Your division manager will work with Academic Affairs staff to process the changes to your appointment. Academic Affairs should be informed of the change at least 60 days in advance of the effective date.
Pediatric Coaching and Mentoring Program (PCAMP)
The Pediatric Coaching and Mentoring Program (PCAMP) is dedicated to the academic enrichment, satisfaction, and success of early career faculty in the Department of Pediatrics. In addition to formal mentoring, the program organizes quarterly workshops for faculty and trainees.
Departures
Please inform your Division Manager and Division Chief of your planned resignation. 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.). You will need to submit a dated and signed resignation letter including your end date and reason for leaving if applicable.
At least 4 weeks before departure, Your Division Manager will need to submit to Pediatrics Academic Affairs and HR, 30 days prior to departure:
1. resignation letter including end date and reason for leaving if available, signed by faculty member or sentd via email.
2. complete data security attestation form
University Medical Line: Defined by engagement in clinical care, teaching, and scholarly activity that advances clinical medicine. Proportion of time and effort dedicated to clinical care, teaching and scholarship will depend upon the strategic goals and programmatic needs (oftentimes primarily dedicated to clinical care).
University Tenure Line: Scholarship and teaching (and in some cases, clinical care activities) are the critical components of UTL. Typically, the greatest proportion of time and effort is dedicated to scholarship in a broadly defined field.
Non-Tenure Line (Research): Non-Tenure Line is used for special programmatic needs. NTL (Research) faculty generally have special scholarly expertise in a relatively narrow field that is of particular benefit to a broader clinical or research program. FTE typically primarily dedicated to research.
Non-Tenure Line (Teaching): Generally have special expertise in teaching that meets a specific departmental programmatic need. Large proportion of FTE typically primarily dedicated to teaching.
Onboarding
Faculty will receive an electronic to-do list through the Stanford Onboarding system and can also refer to the onboarding checklist for a comprehensive list of action items for before and after arrival. Divisions can refer to the onboarding checklist (attached – downloadable form) for a comprehensive list of action items for before and after arrival of a new Faculty member New Faculty are assigned an onboarding contact within their Division to assist with the orientation process. Once the candidate has accepted an offer, the Division can initiate the faculty onboarding process. 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.
Reappointments/
Promotions
The Pediatrics Academic Affairs staff starts the reappointment or promotion process 18 months before the Faculty member’s end date. Two of the items that will be requested are an updated CV and Candidate Statement. The required materials vary depending on rank and action (reappointment/promotion), and your Academic Affairs team member will ensure all documents are requested and meet the School of Medicine and University requirements for the action.
Sabbatical Leaves
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.
Please submit the application through the Med Leave system a minimum of 75 days prior to the effective date of the sabbatical. However, we strongly advise submitting your application well in advance to ensure that required approvals are obtained on time.
To submit a Sabbatical request:
Faculty must discuss plan for Sabbatical with Division Director/Administrators or Chief.
If necessary, consult the University Handbook for policies and information on sabbaticals and other leaves for Professoriate.
Determine how much leave eligibility you have accrued by visiting MedLeave and clicking the "Check Accrual" button.
As part of the submission to OAA, please complete the request form in MedLeave. The MedLeave application will route the request to the faculty affairs staff within the department, your Division Chief, to department leadership, and the Deans office.
Note: Late submissions will typically be denied. Medleave faculty member guide is available via this link. SUNet ID with Authentication is required for access.
Visas
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
Appointment Changes/Addendums
School policy allows part-time appointment of faculty members, usually for a fixed period of time. The School looks favorably upon family-related needs as a possible justification for granting temporary reductions from full-time to part-time status, such as when the part-time status is expected to exceed the limit of permitted leave.
FTE reductions are made by the School in its discretion and by exception only. Such exceptions must be approved in advance by the department chair and the Senior Associate Dean. FTE changes for UML/UTL/NTL Faculty must be approved by the Provost. Individuals who are requesting a temporary reduction in their appointment are not allowed to participate in activities that conflict or compete with the University.
If there is a propsed change in FTE, please discuss with your Division Chief and Division Manager. Your Division Manager will work with Pediatrics Academic Affairs and request approval form the Dean's office to move forward with the request.
Pediatric Coaching and Mentoring Program (PCAMP)
The Pediatric Coaching and Mentoring Program (PCAMP) is dedicated to the academic enrichment, satisfaction, and success of early career faculty in the Department of Pediatrics. In addition to formal mentoring, the program organizes quarterly workshops for faculty and trainees.
Departures/Resignations/ Retirements
Please inform your Division Manager and Division Chief of your planned 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.). For your resignation, you will need to submit a dated and signed resignation letter including your end date and reason for leaving if applicable.
At least 4 weeks before departure,Your Division Manager will need to submit to Pediatrics Academic Affairs and HR, 30 days prior to departure:
1. resignation letter including end date and reason for leaving if available, signed by faculty member or sentd via email.
2. complete data security attestation form
If you are considering retirement, please refer to the School of Medicine website.
Faculty Leave/Departure Data Security Attestation Form
When you decide to retire
At Least four months prior to your retirement date
Contact Stanford Benefits
- Call 650-736-2985 and request a retirement calculation.
This calculation determines if you are eligible for medical and dental benefits in reitrement and what portion of the coverage cost you will share with the University.
Stanford Benefits will perform your calculation and you will be notified by the Stanford Benefits service center of the outcome. The calculation takes about four to eight weeks.
Notify your Department Chair or Dean
- Complete the Notice of Intent to Retire document.
- Your Notice of Intent to Retire should indicate whether or not you intend to participate in the Faculty Retirement Incentive Program (FRIP).
- Your Chair and Dean will sign the Notice of Intent to Retire and forward it to the Provost's Office.
- The Provost's Office will prepare an acknowledgment letter for you about your retirement and forward copies to your School and to Stanford Benefits.
In an effort to support our faculty during qualified life events (e.g. personal medical, maternity and paternity leaves), Stanford School of Medicine provides supplemental salary payments to eligible individuals with the intent of helping our faculty reduce financial stress. In conjunction with short-term, long-term and/or family temporary disability insurance payments, eligible individuals receive salary supplement payments to maintain their regular income, up to a specified duration of time.
Leaves of Absence
When you need to spend more than three consecutive days away from work, it's considered a leave of absence, unless you are taking planned vacation. We provide many types of leave for these occasions. Please click the button above or directly contact our Disability & Leave Services representative below to learn more.
University HR- Disabilty & Leave Services
Jennifer Amos
DLS Specialist (Department of Pediatrics Faculty & Staff)
Phone: 650-736-2514
Fax: 650-724-7416
Email: 7-hrleaves@stanford.edu
Please review the resources below regarding disability and leave services.
Workers' Compensation
If you get hurt on the job, your employer is required by law to pay for workers’ compensation benefits. Tell your supervisor right away no matter how slight the injury may be. Don’t delay - there are time limits. You could lose your right to benefits if your employer does not learn of your injury within 30 days.
Occupational Health Center
The Stanford University Occupational Health Center (SUOHC) is committed to compliance with all applicable federal and state laws and standards governing occupational health and safety of employees.