Appointment Terms and Extensions Office of Academic Affairs October 2007.

Appointment Terms and Appointment Terms and ExtensionsExtensions

Office of Academic AffairsOffice of Academic Affairs

October 2007October 2007

Overview of PresentationOverview of Presentation

Faculty appointment end dates and their Faculty appointment end dates and their significancesignificance

Tracking of end datesTracking of end dates

Types of extensions and associated Types of extensions and associated processesprocesses

Q/AQ/A

Appointment DatesAppointment Dates

All faculty members (MCL, NTLR, NTLT, All faculty members (MCL, NTLR, NTLT, UTL) who are not in tenured or continuing UTL) who are not in tenured or continuing term appointments have appointment end term appointments have appointment end dates.dates.All academic reviews for reappointment or All academic reviews for reappointment or promotion of such faculty are to be promotion of such faculty are to be completed (including University review) in completed (including University review) in advance of the end date of the candidate’s advance of the end date of the candidate’s current term.current term.

Promotion/Tenure Decision Promotion/Tenure Decision DeadlinesDeadlines

Assistant and Associate Professors in the Assistant and Associate Professors in the UTLUTL are normally limited to seven years without are normally limited to seven years without tenure at Stanford. tenure at Stanford.

Assistant Professors in the Assistant Professors in the MCLMCL are normally are normally limited to seven years in rank at Stanford.limited to seven years in rank at Stanford.

Assistant Professors in the Assistant Professors in the Non-tenure Line Non-tenure Line (Research)(Research) are normally limited to six years in are normally limited to six years in rank at Stanford. (There are no Assistant rank at Stanford. (There are no Assistant Professors in the Non-tenure Line (Teaching)).Professors in the Non-tenure Line (Teaching)).

Absolute LimitAbsolute Limit

The promotion (or tenure) decision deadline may be The promotion (or tenure) decision deadline may be extended for multiple reasons; extended for multiple reasons; however, even with however, even with these extensions: these extensions: Assistant Professors (in any line) may not exceed 10 Assistant Professors (in any line) may not exceed 10 years* in rank at Stanford.years* in rank at Stanford.Faculty in the University tenure line may not exceed 10 Faculty in the University tenure line may not exceed 10 years* without tenure at Stanford.years* without tenure at Stanford.

*Special exception may be granted by the Provost*Special exception may be granted by the Provost

Importance of Timely ReviewsImportance of Timely Reviews

Equity between candidatesEquity between candidates

Consistency of review processConsistency of review process

Timely performance feedback Timely performance feedback

Potential for tenure by length of service in Potential for tenure by length of service in University Tenure LineUniversity Tenure Line

Tracking Appointment DatesTracking Appointment Dates

Each department should designate an Each department should designate an administrator with primary responsibility for administrator with primary responsibility for tracking faculty appointment dates to tracking faculty appointment dates to ensure timely initiation and completion of ensure timely initiation and completion of academic reviews.academic reviews.

The department should know the The department should know the appointment dates of its members at appointment dates of its members at least as well as OAA knows them.least as well as OAA knows them.

Appointment Date Information and Appointment Date Information and Reporting SourcesReporting Sources

FAASFAAS

FAST|FAC Person HistoryFAST|FAC Person History

PeopleSoftPeopleSoft

ReportMart iRosterReportMart iRoster

Calculation SpreadsheetCalculation Spreadsheet

Local departmental toolsLocal departmental tools

Types of ExtensionsTypes of Extensions

EntitlementsEntitlements (routinely approved) - new (routinely approved) - new parent extensions, extensions based on parent extensions, extensions based on leave without salary, or reduced FTEleave without salary, or reduced FTEAdministrativeAdministrative - short extensions to allow - short extensions to allow completion of academic reviews in completion of academic reviews in process (historically common, nowprocess (historically common, now frowned uponfrowned upon and tracked as part of and tracked as part of administrative performance metrics)administrative performance metrics)OtherOther - extenuating circumstances - extenuating circumstances

New Parent ExtensionNew Parent Extension

Extends promotion/tenure decision by one Extends promotion/tenure decision by one year – routinely approved if eligibleyear – routinely approved if eligibleApplicable to men and womenApplicable to men and womenFor birth or adoption occurring during For birth or adoption occurring during Stanford appointmentStanford appointmentMust submit prior to final year before the Must submit prior to final year before the promotion/tenure deadlinepromotion/tenure deadlineSee University See University Faculty Handbook Faculty Handbook 2.1.D(2)b2.1.D(2)b

New Parent Extension – Process New Parent Extension – Process (page 1 of 3)(page 1 of 3)

Process has been significantly revised and Process has been significantly revised and somewhat simplified this year.somewhat simplified this year.Faculty member completes the Faculty member completes the request formrequest form and submits it to his/her and submits it to his/her department Chair.department Chair.Department notes date of receipt (date Department notes date of receipt (date stamp). Faculty must apply prior to the stamp). Faculty must apply prior to the final year in which the promotion/tenure final year in which the promotion/tenure review occurs.review occurs.

New Parent Extension – Process New Parent Extension – Process (page 2 of 3)(page 2 of 3)

Department submits form to OAA along Department submits form to OAA along with with blue formblue form requesting one-year requesting one-year extensionextensionOAA OAA calculatescalculates tenure/promotion decision tenure/promotion decision deadline adjustment and submits to deadline adjustment and submits to Provost’s office with blue form.Provost’s office with blue form.Provost’s office notifies OAA of official Provost’s office notifies OAA of official approval; OAA notifies department; approval; OAA notifies department; department notifies faculty member.department notifies faculty member.

New Parent Extension – Process New Parent Extension – Process (page 3 of 3)(page 3 of 3)

Faculty members are responsible for Faculty members are responsible for knowing the policy and initiating the knowing the policy and initiating the process in a timely fashion. process in a timely fashion.

When faculty members become new When faculty members become new parents, departmental leaders and parents, departmental leaders and administrators should remind them of the administrators should remind them of the policy and the importance of timely policy and the importance of timely requests.requests.

New Parent Extension – Other New Parent Extension – Other ConsiderationsConsiderations

Faculty members should be advised by Faculty members should be advised by departmental leadership that there is no departmental leadership that there is no stigma associated with the new parent stigma associated with the new parent extension in the context of consideration extension in the context of consideration for reappointment or promotion.for reappointment or promotion.

Multiple new parent extensions are Multiple new parent extensions are possible, but not beyond the 10-year possible, but not beyond the 10-year absolute promotion/tenure deadline.absolute promotion/tenure deadline.

Leaves & Reduced FTELeaves & Reduced FTE

Extensions to promotion/tenure decision Extensions to promotion/tenure decision deadline and current appointment term deadline and current appointment term possible (at Provost’s discretion) for some possible (at Provost’s discretion) for some types of leave and reduced FTEtypes of leave and reduced FTE

Duration of extension is prorated based on Duration of extension is prorated based on duration and percent FTE associated with duration and percent FTE associated with leave or effort reduction.leave or effort reduction.

Leaves & Reduced FTE - ExampleLeaves & Reduced FTE - Example

Faculty member works for two years at Faculty member works for two years at 75% FTE (as in a 25% FTE temporary 75% FTE (as in a 25% FTE temporary partial leave)partial leave)

Department may request extension of six Department may request extension of six months (24 months x 25% FTE = 6 months (24 months x 25% FTE = 6 months)months)

Leaves & Reduced FTE - EligibilityLeaves & Reduced FTE - Eligibility

Eligible for extension (at discretion of Provost):Eligible for extension (at discretion of Provost):Leave without salary (including childcare leave and Leave without salary (including childcare leave and Family Medical Care Leave taken as leave without Family Medical Care Leave taken as leave without salary) salary) Reduced FTE associated with position/billetReduced FTE associated with position/billetLong-term disabilityLong-term disability

NOT eligible for extension:NOT eligible for extension:SabbaticalSabbaticalShort-term disabilityShort-term disabilityPregnancy disabilityPregnancy disability

Leaves & Reduced FTE – ProcessLeaves & Reduced FTE – Process (page 1 of 2) (page 1 of 2)

Department submits explanatory cover memo, Department submits explanatory cover memo, blue form blue form and draft counseling memo to OAA. and draft counseling memo to OAA. Cover memo and draft counseling memo should clearly Cover memo and draft counseling memo should clearly explain the rationale for the extension request, including explain the rationale for the extension request, including the “math,”the “math,” as well as the planned timing of initiation of as well as the planned timing of initiation of the next long form review.the next long form review.If applicable, department should address performance If applicable, department should address performance concerns in the draft counseling memo, with clear concerns in the draft counseling memo, with clear guidance regarding performance expectations prior to guidance regarding performance expectations prior to the next long form review.the next long form review.

Leaves & Reduced FTE – Process Leaves & Reduced FTE – Process (page 2 of 2)(page 2 of 2)

OAA submits request to UniversityOAA submits request to UniversityUniversity approves request and notifies University approves request and notifies OAA. OAA notifies department.OAA. OAA notifies department.If candidate has not yet received If candidate has not yet received counseling memo*, department finalizes counseling memo*, department finalizes document and delivers to candidate. document and delivers to candidate.

*in simple scenarios, OAA may advise earlier *in simple scenarios, OAA may advise earlier finalization of the document.finalization of the document.

Administrative ExtensionsAdministrative Extensions

Brief extensions (a few months) to allow Brief extensions (a few months) to allow completion of long form review process.completion of long form review process.

Frowned upon and tracked as part of Frowned upon and tracked as part of on-time performance metricson-time performance metrics

Should now be extremely rareShould now be extremely rare given given initiation of process one year in advance of initiation of process one year in advance of end date – see end date – see timelinetimeline

Administrative Extensions – Administrative Extensions – ProcessProcess

Rare and case-specific – consult OAA Rare and case-specific – consult OAA immediately when the need for an administrative immediately when the need for an administrative extension becomes apparent.extension becomes apparent.

Extensions based on Extenuating Extensions based on Extenuating CircumstancesCircumstances

Extension to the tenure/promotion Extension to the tenure/promotion deadline and the current appointment may deadline and the current appointment may be granted by the Provost in cases where be granted by the Provost in cases where a faculty member’s opportunity for a faculty member’s opportunity for professional productivity has been professional productivity has been reduced.reduced.Examples: unforeseen exceptionally heavy Examples: unforeseen exceptionally heavy clinical duties; delays in the availability of clinical duties; delays in the availability of laboratory spacelaboratory space

Extenuating Circumstances – Extenuating Circumstances – Process (page 1 of 3)Process (page 1 of 3)

Department submits explanatory cover memo, Department submits explanatory cover memo, blue formblue form and draft counseling memo (see next and draft counseling memo (see next slide) to OAA. slide) to OAA.

The cover memo should clearly explain the The cover memo should clearly explain the rationale for the extension, as well as the rationale for the extension, as well as the estimated time frame for commencement and estimated time frame for commencement and completion of the faculty member’s next long completion of the faculty member’s next long form reappointment or promotion review form reappointment or promotion review process.process.

Extenuating Circumstances – Extenuating Circumstances – Process (page 2 of 3)Process (page 2 of 3)

The draft counseling memo should clearly The draft counseling memo should clearly explain the rationale for the extension, as well as explain the rationale for the extension, as well as the estimated time frame for commencement the estimated time frame for commencement and completion of the faculty member’s next and completion of the faculty member’s next long form reappointment or promotion review long form reappointment or promotion review process.process.The department should carefully consider and The department should carefully consider and address performance concerns in the draft address performance concerns in the draft counseling memo, with clear guidance regarding counseling memo, with clear guidance regarding performance expectations prior to the next long performance expectations prior to the next long form review.form review.

Extenuating Circumstances – Extenuating Circumstances – Process (page 3 of 3)Process (page 3 of 3)

OAA submits request to UniversityOAA submits request to UniversityUniversity approves request and notifies University approves request and notifies OAA. OAA notifies department.OAA. OAA notifies department.If candidate has not yet received If candidate has not yet received counseling memo*, department finalizes counseling memo*, department finalizes document and delivers to candidate. document and delivers to candidate.

*in simple scenarios, OAA may advise earlier *in simple scenarios, OAA may advise earlier finalization of the document.finalization of the document.

RecapRecap

Importance of close departmental tracking Importance of close departmental tracking of end datesof end dates

Promotion/tenure decision deadlinesPromotion/tenure decision deadlines

Different types of extensions with different Different types of extensions with different processesprocesses

Need for careful consideration in each Need for careful consideration in each case - long-term planning, performance case - long-term planning, performance assessment, counselingassessment, counseling