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 candidate’s current term.

4. Promotion/Tenure Decision Deadlines • Assistant and Associate Professors in the UTLare 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 • FAST|FAC 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, nowfrowned 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 Provost’s office with blue form. • Provost’s 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 Provost’s 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 member’s 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 member’s 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 member’s 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