Professoriate Long Forms
The New University Long Form and ByCommittee
Overview
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)
Description | Instructions |
---|---|
New Untenured Appointment | Detailed Criteria |
Reappointment or Promotion for a Term of Years | Detailed Criteria |
Reappointment or Promotion Initially Conferring Tenure or a Continuing Term of Appointment | Detailed Criteria |
Promotion for Individuals with Tenure or Continuing Term | Detailed Criteria |
New Appointment Conferring Tenure or a Continuing Term | Detailed Criteria |
Launching an Action in ByCommittee
New Appointments:
- Obtain approval for the search report (or waiver of search) and offer letter from OAA
- Contact your OAA representative with the following information:
- Candidate name
- Candidate's current email address (required but they will not be contacted by OAA or ByCommittee)
- Rank, line, department, division for the candidate's new position (e.g. Associate Professor in the MCL in Medicine (Cardiovascular Medicine)
- Your OAA contact will create the action in ByCommittee.
- Once the action has been successfully created, OAA will send the case forward 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. The email lets you know that the case is ready to be worked on.
Reappointments and Promotions:
- The Vice Dean must approve the concept of the reappointment or promotion first. Email to your OAA contact:
- Desired action (reappointment, promotion, term of years, continuing term, tenure)
- Rank, line, department, division
- Candidate's name and Stanford email address (they will be contacted by ByCommittee)
- Candidate's current CV
- All annual counseling for the current term.
- Your OAA contact will let you know if the Vice Dean has approved and if any more information is needed.
- If it's approved, your OAA contact will create the action in ByCommittee.
- The ByCommittee system will email the candidate, notifying them that their reappointment/promotion has been started, and asking for the candidate's materials.
- 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.
- The FAA can work on the case while the candidate is uploading his or her materials.
- 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.
Access to Long Forms - NEW!
Starting April 15, all new Professoriate actions (appointments, reappointments, and promotions) will be administered through the ByCommittee application.
- Click the button below to get started.
- On the home page, click "Sign In"
- At the bottom of the drop-down window, select "Or sign in with Partner Institution"
- Select "Stanford University" from the menu
- Log in via AXESS as you would to any secure Stanford site.
For New Appointments
The faculty candidate should use the above link to securely input their confidential biographical and demographical information. This information will be available only to the Provost's Office staff member who will enter the faculty member's appointment information, and will be deleted afterwards.
Sections of the Long Form
with Guidelines, Fillable Forms and Examples
Section | Instructions, Samples, Guidelines | Description | ||
---|---|---|---|---|
Signature Page | Form Guidelines |
Download and fill out the form with candidate's name, rank, department and action, and have it signed by the department chairs for all primary, joint, secondary, and courtesy departments. | ||
Billet Information | Grid | For all actions, download and fill out the form, specifying the billet (or position) number for the candidate, and any joint or secondary appointments with FTE and a billet assignment. | ||
Summary of Votes | Form | Download the form and - sumamrize all relevant departmental voting practices; - explain any deviation from the usual practices - provide for each voting unit a summary of all votes. Explain negative votes or recusals. |
||
I.A Candidate's Curriculum Vitae | Guidelines Sample CV Annotating middle-authored articles |
Candidate's CV, including training, academic and professional history, record of grant funding, and bibliography, with particular attention to peer-reviewed articles. | ||
I.B Candidate's Statement | Guidelines | Written by the candidate, up to three pages presenting their research, clinical care and teaching accomplishments and plans. | ||
II. Narrative Report on the Candidate | Guidelines | Written by senior faculty, up to five pages first describing and then evaluating the candidate's scholarship, teaching, and clinical care duties and accomplishments. | ||
III. Search or Evaluation Process | Committee Grid Search Report Instructions |
Appointments: include the complete search report, including the ad, letter and FASI grid, OR the Provost's approval of the search waiver request. Reappointments/promotions: include the notification sent to the candidate and a description of the evaluation process, including a list of the evaluation committee. |
||
IV. Referee Letters | Letters of evaluation from faculty members and supporting documentation. | |||
Referee grid | NEW April 2017: Guidelines - Choosing and Soliciting (for referees, trainees, peers) NEW May 2017: Template (for referees, trainees, peers) [Template - Excel version] |
A list of external and internal faculty members who have contributed objective evaluative letters about the candidate. | ||
Comparison peer grid (if applicable) | NEW April 2017: Guidelines - Choosing and Soliciting (for referees, trainees, peers) NEW May 2017: Template (for referees, trainees, peers) |
A list of faculty from around the country who are at a similar stage of their careers,sent to the referees for comparison with the candidate. Usually only for tenure and some Research Line actions; consult the evidence tables (above). |
||
Referee solicitation letter | Letter templates | Letter soliciting evaluations of the candidate from other faculty members. Solicitation letter should not be signed by candidate's mentor. | ||
Referee letters | External and/or internal letters of evaluation, discussing the candidate's scholarly, teaching and (if applicable) clinical and administrative work. | |||
V. Trainee Letters (if applicable) | Letters evaluating teaching and mentorship skills. | |||
Trainee grid | NEW May 2017: Guidelines - Choosing and Soliciting (for referees, trainees, peers) NEW May 2017: Template (for referees, trainees, peers) |
List of current and former students of the candidate who were solicited for letters about the candidate's teaching and mentoring skills | ||
Trainee solicitation letter | Template | Letter soliciting evaluations from trainees. Solicitation letter should not be signed by candidate's mentor. | ||
Trainee letters | Letters from current and former students/trainees of the candidate, sent within the last 12 months, discussing how they know the candidate and their evaluation of his/her mentoring and teaching skills. | |||
VI. Teaching and Clinical Evaluations | Teaching evaluations | From courses taught to Stanford students; may be collected by candidate and submitted to department. | ||
Clinical evaluations | See the Faculty with Clinical Duties section on the OAA Forms web page for detailed information on how to collect Clinical Excellence Surveys. | |||
VII. Draft Counseling Memo (if appliable) |
Guidelines |
A draft memo that will be delivered to the candidate following successful completion of the action, giving guidance based on the evidence gathered for the long form as well as forward-looking advice regarding the next career milestone. | ||
VIII. Appendices (if applicable) | May include: - additional copies of the search ad or letter; - lists of persons and organizations solicited during the search process; - limited additional back-up material for teaching evaluations; - other materials that may be relevant. |
|||
Transmittal Memo (if needed) |
Updated April 2018 |
Written by the department chair or designate, an introduction to the candidate and the information gathered in the long form. Not generally required, this may be added if there are circumstances that must be explained, for example, negative evaluations or referee comments. | ||
School of Medicine Evidence Table | Evidence Tables | School-specific instructions for required evidence (number and type of referee letters, trainee letters, teaching evaluations, clinical evaluations, etc) for this rank, line and action. |
Access to Previous Long Forms
For access to long forms that were assembled in FAST|FAC, click the button below.