Appointment Terms and Extensions

1
Appointment Terms and Extensions

• Office of Academic Affairs
• October 2007

2
Overview of Presentation

• Faculty appointment end dates and their
  significance
• Tracking of end dates
• Types of extensions and associated processes
• Q/A

3
Appointment Dates

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

4
Promotion/Tenure Decision Deadlines

• Assistant and Associate Professors in the UTL are
  normally limited to seven years without tenure at
  Stanford.
• Assistant Professors in the MCL are normally
  limited to seven years in rank at Stanford.
• Assistant Professors in the Non-tenure Line
  (Research) are normally limited to six years in
  rank at Stanford. (There are no Assistant
  Professors in the Non-tenure Line (Teaching)).

5
Absolute Limit

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

6
Importance of Timely Reviews

• Equity between candidates
• Consistency of review process
• Timely performance feedback
• Potential for tenure by length of service in
  University Tenure Line

7
Tracking Appointment Dates

• Each department should designate an administrator
  with primary responsibility for tracking faculty
  appointment dates to ensure timely initiation and
  completion of academic reviews.
• The department should know the appointment dates
  of its members at least as well as OAA knows them.

8
Appointment Date Information and Reporting Sources

• FAAS
• FASTFAC Person History
• PeopleSoft
• ReportMart iRoster
• Calculation Spreadsheet
• Local departmental tools

9
Types of Extensions

• Entitlements (routinely approved) - new parent
  extensions, extensions based on leave without
  salary, or reduced FTE
• Administrative - short extensions to allow
  completion of academic reviews in process
  (historically common, now frowned upon and
  tracked as part of administrative performance
  metrics)
• Other - extenuating circumstances

10
New Parent Extension

• Extends promotion/tenure decision by one year
  routinely approved if eligible
• Applicable to men and women
• For birth or adoption occurring during Stanford
  appointment
• Must submit prior to final year before the
  promotion/tenure deadline
• See University Faculty Handbook 2.1.D(2)b

11
New Parent Extension Process (page 1 of 3)

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

12
New Parent Extension Process (page 2 of 3)

• Department submits form to OAA along with blue
  form requesting one-year extension
• OAA calculates tenure/promotion decision deadline
  adjustment and submits to Provosts office with
  blue form.
• Provosts office notifies OAA of official
  approval OAA notifies department department
  notifies faculty member.

13
New Parent Extension Process (page 3 of 3)

• Faculty members are responsible for knowing the
  policy and initiating the process in a timely
  fashion.
• When faculty members become new parents,
  departmental leaders and administrators should
  remind them of the policy and the importance of
  timely requests.

14
New Parent Extension Other Considerations

• Faculty members should be advised by departmental
  leadership that there is no stigma associated
  with the new parent extension in the context of
  consideration for reappointment or promotion.
• Multiple new parent extensions are possible, but
  not beyond the 10-year absolute promotion/tenure
  deadline.

15
Leaves Reduced FTE

• Extensions to promotion/tenure decision deadline
  and current appointment term possible (at
  Provosts discretion) for some types of leave and
  reduced FTE
• Duration of extension is prorated based on
  duration and percent FTE associated with leave or
  effort reduction.

16
Leaves Reduced FTE - Example

• Faculty member works for two years at 75 FTE (as
  in a 25 FTE temporary partial leave)
• Department may request extension of six months
  (24 months x 25 FTE 6 months)

17
Leaves Reduced FTE - Eligibility

• Eligible for extension (at discretion of
  Provost)
• Leave without salary (including childcare leave
  and Family Medical Care Leave taken as leave
  without salary)
• Reduced FTE associated with position/billet
• Long-term disability
• NOT eligible for extension
• Sabbatical
• Short-term disability
• Pregnancy disability

18
Leaves Reduced FTE Process (page 1 of 2)

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

19
Leaves Reduced FTE Process (page 2 of 2)

• OAA submits request to University
• University approves request and notifies OAA.
  OAA notifies department.
• If candidate has not yet received counseling
  memo, department finalizes document and delivers
  to candidate.
• in simple scenarios, OAA may advise earlier
  finalization of the document.

20
Administrative Extensions

• Brief extensions (a few months) to allow
  completion of long form review process.
• Frowned upon and tracked as part of on-time
  performance metrics
• Should now be extremely rare given initiation of
  process one year in advance of end date see
  timeline

21
Administrative Extensions Process

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

22
Extensions based on Extenuating Circumstances

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

23
Extenuating Circumstances Process (page 1 of 3)

• Department submits explanatory cover memo, blue
  form and draft counseling memo (see next slide)
  to OAA.
• The cover memo should clearly explain the
  rationale for the extension, as well as the
  estimated time frame for commencement and
  completion of the faculty members next long form
  reappointment or promotion review process.

24
Extenuating Circumstances Process (page 2 of 3)

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

25
Extenuating Circumstances Process (page 3 of 3)

• OAA submits request to University
• University approves request and notifies OAA.
  OAA notifies department.
• If candidate has not yet received counseling
  memo, department finalizes document and delivers
  to candidate.
• in simple scenarios, OAA may advise earlier
  finalization of the document.

26
Recap

• Importance of close departmental tracking of end
  dates
• Promotion/tenure decision deadlines
• Different types of extensions with different
  processes
• Need for careful consideration in each case -
  long-term planning, performance assessment,
  counseling