The long form is a compendium of highly confidential documents (approximately 50-150+ pages) for the appointment, reappointment, or promotion of a Professoriate faculty member.

In spring 2017, the School of Medicine is adopting the revised long form produced by the University to replace the previous set of five (B1-B5) long forms.  While the new long form consolidates sections and is simpler in concept, administrators will not be able to use the FAST|FAC system to assemble it, as with earlier generations of the long form. 

Previously, each type of action (for example, appointment to a term of years, or promotion for an individual with tenure or a continuing term) was associated with a separate version of the long form and had to be assembled slightly differently.  However, the new long form encompasses all faculty actions in a single framework. 

Frequently Used

Appointment/Reappointment/Promotion Timelines - Shows timing of assembly and review at Department, School, and Unversity levels

Long Form Copies for School Review - Find out what you need to provide for University review of a Professoriate long form

Board of Trustees Biosketch Guidelines - For tenure cases, we must provide a one-page biography for the Board of Trustees meeting

How to Read a Long Form - Tips from OAA staff on troubleshooting each section; for example, what needs to be included in the transmittal memo?

Sample Memo from Dept to Reappt/Promo Candidate - Template memo from the Department to faculty member announcing the start of the reapointment or promotion process with information that will be needed (e.g. CV, trainee names, etc).

New University Long Form - this file contains the form pages that must be included in the assembled long form, as well as instructions, guidance, and links to documents.

• Instructions Booklet
• Criteria Booklet for Faculty Actions (Appointment, Reappointment, Promotion to each rank and line)
• Evidence Booklet for SoM (see below for detailed criteria)

Launching an Action in ByCommittee

New Appointments:

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1. Obtain approval for the search report (or waiver of search) and offer letter from OAA
2. Contact your OAA representative with the following information:
   1. Candidate name
   2. Candidate's current email address (required but they will not be contacted by OAA or ByCommittee)
   3. Rank, line, department, division for the candidate's new position (e.g. Associate Professor in the MCL in Medicine (Cardiovascular Medicine)
3. Your OAA contact will create the action in ByCommittee.
4. Once the action has been successfully created, OAA will send the case forward to the step "Administrative Case Preparation". 
   
5. At this point, everyone will receive an email who is listed in the "[Department name] Admin Committee" (e.g. Otolaryngology Admin Committee).  This will include the FAA, and may include the DFA and faculty members.  The email lets you know that the case is ready to be worked on.

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Reappointments and Promotions:

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1. The Vice Dean must approve the concept of the reappointment or promotion first.  Email to your OAA contact:
   1. Desired action (reappointment, promotion, term of years, continuing term, tenure)
   2. Rank, line, department, division
      
   3. Candidate's name and Stanford email address (they will be contacted by ByCommittee)
      
   4. Candidate's current CV
   5. All annual counseling for the current term.
      
2. Your OAA contact will let you know if the Vice Dean has approved and if any more information is needed.
3. If it's approved, your OAA contact will create the action in ByCommittee.
4. The ByCommittee system will email the candidate, notifying them that their reappointment/promotion has been started, and asking for the candidate's materials.
   
5. Once the action has been successfully created and the candidate notified, OAA will send an email (outside the ByCommittee system) to the FAA stating that the case has been created. 
   
6. The FAA can work on the case while the candidate is uploading his or her materials. 
   
7. Once the candidate has uploaded all materials and selected "Submit", the case will automatically be moved to the step "Administrative Case Preparation."  At this point, everyone will receive an email who is listed in the "[Department name] Admin Committee" (e.g. Otolaryngology Admin Committee).  This will include the FAA, and may include the DFA and faculty members.  You can continue to work on the case until you are ready to move it forward to the departmental A&P committee.
   

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