Resources for Current Faculty

We are the centralized office of Academic Affairs for the Department of Pediatrics. Our goal is to process high quality Faculty appointments, promotions and other Faculty actions in a timely manner while meeting the requirements of the School of Medicine Dean’s Office and Stanford University.

Pediatric Academic Affairs Team

Shawna McManus

Director, Academic Affairs and HR Strategies
(650) 723-5344
smcmanus@stanford.edu

Shumi Khan

Associate Director
(650) 736-0754
srkhan@stanford.edu
(Biomedical Ethics, Endocrinology, Hematology/Oncology, Infectious Diseases, Medical Genetics, Immunology, Allergy and Rheumatology)

Sarah Wright

Academic Affairs Manager
(920) 619-0985
swright6@stanford.edu
(Cardiology, Stem Cell Transplantation and Systems Medicine)

Abhi Singh

Academic Affairs Specialist
(508) 736-6673
abhis@stanford.edu
(Adolescent Medicine, Neonatology, Developmental and Behavioral Pediatrics)

Mary Le Rivera

Academic Affairs Specialist
(650) 736-1943
maryle1@stanford.edu
(General Pediatrics, Hospital Medicine and Operations)

Elaine Wilhelm

Academic Affairs Specialist
(650) 497-8960
wilhelme@stanford.edu
(Critical Care, Gastroenterology, Pulmonary Medicine, Human Gene Therapy and Nephrology)

Kristi Townsend

Faculty Recruitment Specialist
(650) 497-1873
ktownsend@stanford.edu

Meenal Narayan

Academic Affairs Assistant
(650) 498-5175
meenaln@stanford.edu

Clinician Educators

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.

Faculty Handbook

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	4 years	6 years (renewable, unlimited number of 6-year terms)
Clinical Associate Professor	5 years	5 years (renewable, unlimited number of 5-year terms)
Clinical Professor	5 years	5 years (renewable, unlimited number of 5-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.

Faculty Onboarding Checklist CE

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 Check- in

New faculty 90 day check- in

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

CV Guidelines

Candidate Statement Guidelines

CE Reappointment and Promotion Timeline

Regional and National Reputation video by Dr. Janice Lowe

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.

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 you have more advance notice of approval before taking PDL.

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

**Please complete and submit application a minimum of 75 days prior to the effective date of the PDL.

Sabbatical and PDL Flow Chart

Instructions to create an E-Signatures

PDL Application Form

Leaves of Absence

Visas

Contact Joe Noonan, Tiyasha De Pinto or Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action.

Joe Noonan - Senior Human Resources Manager

(650) 498-8660

Tiyasha De Pinto - Human Resources Manager

(650) 723-5467

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 Mentoring Program

The Pediatric Mentoring Program (PMP) 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.

PMP Brochure 2018

Pediatric Mentoring Program

Annual Goals & Achievements

Faculty across all lines are required to meet with their Division Chief each year for annual counseling. The process is launched on September 1 each year and faculty will receive their individual goals and achievement (G&A) form. In addition, faculty are required to update their CV’s and submit a list of publications for the research bonus metrics review. For information related to the timeline and associated documents, please download the attachments.

Annual Review Timeline FY19

FY18 Annual Revew Bonus Guidelines

Research Bonus Metrics

Department of Pediatrics Faculty Incentive Bonus Plan

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. signed 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.

Faculty Leave/Departure Data Security Attestation Form

Instructors

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.

Faculty Handbook

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 S hawna Mcmanus.

New faculty 30 day Check- in

New faculty 90 day Check- in

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.

Annual Goals & Achievements

Annual Review Timeline FY19

Visas

Contact Joe Noonan, Tiyasha De Pinto or Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action.

Joe Noonan - Senior Human Resources Manager

(650) 498-8660

Tiyasha De Pinto - Human Resources Manager

(650) 723-5467

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 Mentoring Program

PMP Brochure 2018

Pediatric Mentoring Program

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. signed data security attestation form

Faculty Leave/Departure Data Security Attestation Form

MCL/UTL/NTL

Medical Center 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.

Faculty Handbook

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.

Faculty Onboarding Checklist

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.

30-day Check-in form

90-day Check-in form

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.

Professoriate Reappoint Promotion Process Timeline

CV Guidelines

Candidate Statement Guidelines

Regional and National Reputation video by Dr. Janice Lowe

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.

To apply, please fill out the following application, sign electronically and save as a PDF; then obtain your Division Chief’s electronic signature.

Note: If you are not a PI on any research projects, you can enter N/A on Attachment A. Electronic signatures are required.

**Please e-mail the application to your Departmental Academic Affairs contact a minimum of 75 days prior to the effective date of the sabbatical.

Sabbatical and PDL Flow Chart

Instructions to create an E- Signature

Sabbatical Leave Application

Leaves of Absence

**Please complete and submit application a minimum of 75 days prior to the effective date of the sabbatical/PDL.

Annual Goals & Achievements

Annual Review Timeline FY19

FY18 Annual Review Bonus Guidelines

Research Bonus Metrics

Department of Pediatrics Faculty Incentive Bonus Plan

Visas

Contact Joe Noonan, Tiyasha De Pinto or Shawna McManus (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action.

Joe Noonan - Senior Human Resources Manager

(650) 498-8660

Tiyasha De Pinto - Human Resources Manager

(650) 723-5467

Shawna McManus - Director, Academic Affairs and HR Strategies

(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 MCL/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.

Part-Time Appointments for the Professoriate

Pediatric Mentoring Program

PMP Brochure 2018

Pediatric Mentoring Program

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. signed 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.

Disability Leave and Personal Leave of Absences

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.

CE LOA Salary Supplement Policy

Faculty Handbook

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.

ILM FAQs for Supervisors

ILM FAQs for Employees

Integrated Leave Management_SoM Pediatrics

Voluntary Disability Insurance (VDI)

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.

5020 - Employer's Report Of Occupational Injury or Illness

DWC-1

SU 17 Employee Form

SU 17 Non- Employee Form

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.