Revised Jan 2015
[Date]
[Name
Address]
Dear [name of candidate]:
[I am/We are] pleased to offer you [if UTL untenured, “an untenured”, otherwise ‘a’]
position as [rank] of [department] in the [Medical Center Line], [University Tenure Line],
[Teaching Line], [Research Line, coterminous with funding from research grants and
other sponsored projects] at the Stanford University School of Medicine. This
appointment is at 100% full-time effort (FTE) [if appt is for tenure, “and confers
tenure.” Otherwise, include rest of sentence] for a term of [written number] years and
may be considered for renewal for a term of [written number] years.
[If the appointment includes an appointment at the VAPAHCS between 1/8 and 6/8ths:]
Your Stanford appointment includes an appointment at the Veterans Affairs Palo Alto
Health Care System (VAPAHCS) at [1/8ths to 6/8ths] full-time effort. This portion of your
appointment is coterminous with your employment by and funding from the VAPAHCS,
as well as the School of Medicine’s continued affiliation with the VAPAHCS.
The Stanford University School of Medicine is world-renowned as a premier institution
for the education of future leaders in biomedical research and medical practice. We are
delighted to extend you an offer to join us as a faculty member at the School of
Medicine, where you will find outstanding colleagues, a dynamic environment, smart
and engaging trainees, and an opportunity to be successful and grow professionally. We
provide excellent compensation including a competitive salary and a generous benefits
package.
Because the issues related to this offer require specific and detailed description, we
have placed specific terms and requirements of employment in the Appendix which,
taken together with this letter, is the “Offer.” Please refer to it in conjunction with this
letter for a complete representation of this Offer.
This letter and Appendix, the “Offer,” represent the entire agreement between us
regarding your relationship to the University, and supersedes and replaces any prior
negotiations, agreements or understandings, whether written or oral.
As is the case for all Stanford faculty, this appointment is subject to normal reviews and
approvals of the School of Medicine and the University, and [I/we] anticipate your
appointment will be effective by ____________ [realistic start date]. Should you have
questions at any time during the appointment process, please do not hesitate to contact
[Candidate name]
your departmental contact listed below. Please note that housing assistance and tuition
benefits are not available until your faculty appointment is approved by the University.
Your contact person is [name of departmental contact], who can be reached at [phone]
or [email].
[I am/we are] delighted to extend you this Offer to join the Department of [name] and
Division of [name]. Our exceptional faculty, students and staff all contribute to make
Stanford an immensely rewarding place to be. We look forward to welcoming you as a
colleague and to supporting you in attaining your professional goals.
To indicate your acceptance of this Offer, please sign this letter and the enclosures, and
return them to [name of departmental contact] by [insert date two weeks hence].
Sincerely,
[Chair Name & Title]
[Division Chief Name & Title]
I have read and understand and accept this Offer:
________________________________________________________________
Candidate’s signature
Date
Enclosures:
Appendix
Licensure Form (if applicable)
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APPENDIX
This Appendix outlines the terms and requirements of your employment. Information
on certain health, welfare and retirement benefits is available from the Stanford
University Benefits Office (http://benefits.stanford.edu). Information on certain
benefits available to faculty can be found at
http://med.stanford.edu/academicaffairs/professoriate/newfaculty/orientation.html.
For a wide range of additional information about Stanford University and the Stanford
School of Medicine, please refer to the web addresses on the last page of this Appendix.
Expectations and Responsibilities
As a condition of your appointment as a faculty member, you are subject to and are
expected to comply with all applicable University policies and procedures, including but
not limited to those in the University Faculty Handbook, the School Faculty Handbook,
and the Research Policy Handbook. Further appointments and/or promotions may be
possible subject to the criteria in the School’s Faculty Handbook. [Include for non-UTL
appointments:] Appointments in the [Medical Center Line] [Teaching Line] [Research
Line] are not eligible for tenure.
Appointment and Assignment
[If this appointment includes an appointment as chief of a division at the SOM, include]
I am also pleased to note your appointment as Chief of the Division of [name] in the
Department of [name] at the Stanford University School of Medicine. You will receive a
separate appointment letter from your chair describing the terms and conditions of
your appointment as Chief, an appointment which serves at the discretion of the Dean
and is contingent upon the continued support of your departmental chair and is not
coextensive with your faculty appointment.
[If there is also a formal appointment in a physician leadership position at SHC or LPCH,
include] We will also proceed with your appointment as
___________________________ of [Stanford Hospital and Clinics/ Lucile Packard
Children’s Hospital]. That involves a separate appointment process, where the
appointment will continue at the discretion of the appointing officer and is not
coextensive with your faculty appointment.
[If there is also a formal appointment in a physician leadership position at VAPAHCS,
include:] We will also proceed with your appointment as [title] of VAPAHCS. That
involves a separate appointment process, where the appointment will continue at the
sole discretion of the appointing officer and is not coextensive with your faculty
appointment.
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Your duties will be [list duties, including clinical care, teaching, scholarship, and
administrative activities, as applicable. Start with the most important area or where the
candidate will spend the most time. Include details such as outpatient clinics, inpatient
care, numbers of patient contacts, procedures, etc. courses to be taught, demonstrable
scholarly progress with contribution to the advancement of clinical medicine, etc. Total
duties should not exceed 100% FTE.]
Although there may be changes in the proportionality of how you spend your time, it is
essential that you and your department chair engage in ongoing and explicit
communication to ensure the fair evaluation of your contributions to the University.
Other duties, responsibilities or expectations as a member of the department include
[enter here committees, meetings, administrative functions, etc. as applicable].
Due to fluctuating programmatic needs or other circumstances, your responsibilities and
allocation of resources may be subject to change. Should that occur, we will discuss how
best to achieve your goals and ours at that time.
Compensation
Salary
Your FY 201_ salary, effective [date], is $_____, prorated from your actual start date.
Your annual salary will be paid twice monthly, less applicable payroll withholdings. Your
salary is composed of a base component and a variable component. The base salary is
set by academic rank and cannot be reduced during your appointment except for the
reasons stated in the Policy on Security of Appointment in the University’s Faculty
Handbook. For the rank of [rank], base salary is currently $__________ per year.
Salary is set annually, with changes based on your performance and in accordance with
the overall annual salary program promulgated by the Provost and the School of
Medicine. Changes in salary generally occur annually and are effective for the start of
the fiscal year. Because the base salary is set by rank, annual merit adjustments are
made to the variable salary, which is not subject to the Policy on Security of
Appointment in the University’s Faculty Handbook, and therefore may fluctuate up or
down annually.
[If Research Line, add: “As a member of the Research Line Professoriate, it is expected
that between eighty and ninety-five percent of your compensation will be supported
from research grants and other sponsored projects by the end of the third year of
appointment. A minimum of five percent effort is presumed to be dedicated to
activities other than research and should be funded through sources other than grants
and contracts. ”]
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Administrative Supplement
[If applicable, add:] In addition, you will receive an annual Administrative Supplement
of $ _________ for your role as [specific title and role], prorated from your start date.
Administrative supplements are determined by the Dean based on the level of
commitment and complexity of the administrative role and may be discontinued when
satisfactory performance ceases or for programmatic reasons at the Dean’s discretion.
Incentive Plan
[If applicable, add:] You will also be eligible to participate in the Department’s incentive
plan. The extent, if any, of a personal incentive payment to you will be determined in
accordance with the Department’s incentive plan.
Salary Parity
[If assigned to the VA, add:] You will be eligible for salary parity if your Stanfordapproved salary (base and variable plus administrative supplement, if any) is greater
than the salary you actually receive from the VAPAHCS. Thus, if your total VAPAHCS
salary (VAPAHCS salary plus VAPAHCS special pay) received by you in any given
academic year (September 1 through August 31) is less than the Stanford-approved
salary for that year, you are guaranteed salary parity for that year. For purposes of
determining if a salary parity payment is warranted, any Stanford salary earned during
the academic year will be included in the calculation of parity pay.
Moving Expense
[If applicable, add:] We will reimburse you for up to $_______ [maximum is generally
$15,000] in moving and relocation expenses. You will need to provide receipts for these
expenses. Reimbursement for moving expenses is tax reportable. For a list of the
University’s preferred carriers and their contact information, please visit
http://med.stanford.edu/relocation. Certain moving company vendors may bill the
department directly if supplied with the department address.
Compensation Committee Approval
[If total salary compensation (base plus variable plus any administrative
supplement) equals or exceeds $500,000 or the total annual incentive equals or
exceeds $400,000), add:] It is important to point out that this compensation
package is contingent on approval by the Provost and the Compensation
Committee of the Board of Trustees. [I/We] will pursue approval as soon as
possible.
Benefits
Stanford University provides comprehensive benefits, including medical-dental-vision
insurance, life and disability insurance, sabbatical leave, retirement plans, and a College
Tuition Grant Program for eligible dependents. Faculty status also brings membership in
the campus community with its rich cultural, athletic, social, and educational resources.
In recognition of the high cost of living in the Bay Area, the University provides faculty
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with generous housing programs designed to assist in the purchase of a home. After
your appointment as a regular faculty member is approved, you will be eligible for the
University benefits, including University housing programs described in more detail
below.
To learn about your faculty benefits, contact the Stanford Benefits Office by phone at
650-736-4102 or at their web site: http://benefits.stanford.edu. They will assist you in
signing up for New Faculty Orientation and accessing the Benefits Enrollment web site.
Be sure to contact them no later than two weeks before your start date. If you do not
enroll for benefits within thirty days after your start date, you will automatically default
into a core program of limited benefits.
The University also provides expert assistance with child care, elder care giving and
other work and family support. For information, please contact the WorkLife Office at
3160 Porter Drive, Palo Alto, CA, 94304, at (650) 723-2660 or at their web site.
[If candidate has an appointment at VAPAHCS between 1/8 and 6/8ths include:]
VAPAHCS Benefits
A faculty member with a 1/8ths to 6/8ths FTE assignment at the VAPAHCS may also be
eligible to receive employee benefits (e.g., health insurance, retirement) from the
VAPAHCS. The VAPAHCS provides comprehensive benefits, including medical insurance,
life insurance, sabbatical leave, and generous retirement plans. To learn about your
eligibility for VAPAHCS benefits, please contact the VAPAHCS Human Resources
Management Service at (650) 858-3951.
Housing and Relocation Information
Housing and relocation information and assistance is available regarding rental
resources, information on the housing market, cities, neighborhoods, schools, etc., as
well as moving company vendors. Please contact Ken Jenkins, Relocation Specialist for
the School of Medicine: (650) 704-0618, kjenkins@stanford.edu,
http://med.stanford.edu/relocation.
After your appointment as a regular faculty member is approved by the President (an
appointment process which will take several months following your formal acceptance
of this offer), you will be eligible for the University programs available to faculty,
including University housing programs available at the time you apply for such
programs. Housing and other programs are subject to eligibility and program guidelines
which are subject to change from time-to-time.
Prior to making an offer on a property for which you plan to use University housing
programs, you must contact the Stanford University Faculty/Staff Housing Office to
confirm program eligibility and complete a loan application. Similar to the process for
becoming pre-approved for a loan from a private mortgage lender, the Stanford
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University loan application, credit check and eligibility determinations must be planned
for and completed well in advance of beginning your search for a home to confirm
eligibility and avoid any complications.
Stanford makes several housing assistance programs available to eligible faculty. A
description of these may be found at the Faculty Staff Housing website:
http://fsh.stanford.edu. In summary, these programs include: the Housing Allowance
Program (HAP), a nine-year declining cash supplement; the Mortgage Assistance
Program (MAP), an interest only loan with low current interest and deferred interest
due at payoff; the Deferred Interest Program (DIP), a loan with zero current interest and
a share of appreciation due at payoff; and the Zero Interest Program (ZIP), a nonamortizing loan which may be forgivable over a ten-year period with approval of the
Dean. For more information, please see the Stanford University Faculty and Staff
Housing Office website at http://fsh.stanford.edu/.
Other Information
Resources
Provisions for your [office space/laboratory space/equipment/administrative support
and any other resources that will be made available to assist the candidate with
teaching materials or scholarly productivity] are as follows:
Annual Review
You should receive an annual review of your performance; please make a point of
scheduling it with me or [chair’s designate]. Your performance will be reviewed in
relation to matters such as the following: the criteria for reappointment or promotion,
your specific assigned duties as enumerated above, specific areas of interest or concern,
and any specific fiscal expectations set for your position. Your annual review also should
include a discussion of compensation for future years.
Mentoring
[For all Assistant Professors] The School recognizes the importance of mentoring
for junior faculty. Dr. [name] has agreed to serve as your temporary mentor; we
ask that you identify a permanent mentor within the first three months of your
appointment. You may choose to retain Dr. [name] or you may select another
faculty member, within or outside your department, as your permanent mentor.
Center for Teaching and Learning
One of the major resources to support your teaching at Stanford is the Center for
Teaching and Learning (CTL). CTL provides an infrastructure of support for all faculty in
their pursuit of teaching excellence, including midterm small group evaluations,
classroom observations, videotaping, a teaching newsletter and handbook, and one-onone consultations. You can explore CTL's offerings and helpful information on teaching
at its website.
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Requirements
Authorization to Work
This offer is subject to your authorization to work as required by the Immigration
Reform and Control Act. You will be required to complete a verification form (INS Form
I-9) when you begin work. Please bring two official forms of identification with you on
your first day in order to complete the I-9 form process. Before beginning work at
Stanford, please set up a time to meet with [Insert name], who can be reached at [insert
phone number or email address]. Visit the US Citizen and Immigration Services’ I-9
Central web site http://www.uscis.gov/portal/site/uscis for accepted documents.
Licensing and Medical Staff Membership
[If applicable – MCL, RL, TL] As a condition of and throughout your Stanford University
faculty appointment, you will need to obtain and maintain a license to practice medicine
in California, maintain medical staff membership at Stanford Hospital and Clinics and/ or
Lucile Packard Children’s Hospital and/or the VAPAHCS with privileges applicable to your
duties, comply with applicable policies of Stanford University, Stanford Hospital and
Clinics, Lucile Packard Children’s Hospital and the VAPAHCS (e.g., physician billing
compliance policies), and not be disqualified from the Medicare or Medicaid programs.
[If applicable - UTL] For those University Tenure Line faculty members whose
responsibilities include clinical activity, appointments are typically contingent upon and
coterminous with the UTL faculty member obtaining and maintaining in good standing
the privileges necessary for the performance of the faculty member’s intended clinical
role. You will need to obtain and maintain a license to practice medicine in California,
maintain medical staff membership at Stanford Hospital and Clinics and/ or Lucile
Packard Children’s Hospital and/or the VAPAHCS with privileges applicable to your
duties, comply with applicable policies of Stanford University, Stanford Hospital and
Clinics, Lucile Packard Children’s Hospital and the VAPAHCS (e.g., physician billing
compliance policies), and not be disqualified from the Medicare or Medicaid programs.
[If assigned to an alternative site] You are expected to obtain and maintain unrestricted
privileges at [facility name] as required by your assigned duties and at any other facility
to which you may be assigned.
The application process for medical staff membership and privileges can take some
time. As soon as you decide to accept this offer, please call the Stanford Hospital and
Clinics Credentialing Office at (650) 725-6021 or (650) 723-7857 for an application
package. If you will be practicing at Lucile Packard Children’s Hospital, you may also
obtain their application forms by calling the same number.
You will not be able to begin clinical work until your medical privileges are approved.
Once established, these privileges will be coterminous with your appointment and will
cease when your appointment ends.
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Professional Services Income (PSI)
[If candidate has clinical responsibilities, include:] Your signature on page two of this
Offer confirms the ownership and disposition of fees derived from your charges for
patient-related professional services while a full or part-time member of the faculty or
staff of Stanford University School of Medicine. Such services include direct or
consultative patient care and diagnostic analyses and are further described in the
Practice Policy for Physicians and Psychologists in the School of Medicine (“Practice
Policy”). The Practice Policy is available at
http://med.stanford.edu/content/dam/sm/academicaffairs/documents/administrators/
forms/rules-of-practice.pdf.
As a condition of your University appointment and/or employment, any fees which are
charged for your services are irrevocably assigned to, and belong to, the University (or
other institution designated by the University), and must be transmitted to the accounts
designated by the School of Medicine. This is exclusive of your activities at the Veterans
Affairs Palo Alto Health Care System, if applicable.
Malpractice coverage is provided only for patient-related activities performed by
clinicians as part of their official duties within approved practice sites, including
outreach sites to which clinicians are assigned as part of their duties.
As a further condition of your appointment and/or employment, you are bound by the
Practice Policy, as now in effect and hereafter amended, or superseded by any successor
Rules.
Mandatory Reporting of Child Abuse and Neglect
[If candidate has clinical responsibilities, include:] California law requires certain
individuals at Stanford to report known or reasonably suspected child abuse or neglect
to the authorities. These individuals are known under the law as “Mandated
Reporters”. Information about mandatory reporting and links to the California penal
code provisions are available at http://uhr.stanford.edu/mandatory-reporting-childabuse-and-neglect. Employees and others who have been identified as Mandated
Reporters for Child Abuse are required to sign the online “Acknowledgment of
Mandated Reporter Status” form following the instructions on
http://uhr.stanford.edu/form-instructions.
Blood Borne Pathogens
[If applicable, include:] It has been determined that your position will bring you into
contact with human blood and/or other potentially infectious materials (OPIM). The
California Bloodborne Pathogen (BBP) Standard requires that you participate in an initial
training and an annual, update training session for as long as you remain exposed to
those materials. Your supervisor will provide you with information on the School’s BBP
training programs. In addition, you are required to either be vaccinated with the
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Hepatitis B vaccine within 10 working days of your initial assignment or sign a
declination statement if you choose not to be vaccinated. Please keep in mind that the
School will pay for your vaccination. Please contact [name, phone # and email of
departmental contact] for information on the School of Medicine’s BPP training and
vaccination program.
Health Insurance Portability and Accountability Act (HIPAA)
The Health Insurance Portability and Accountability Act (HIPAA) regulations provide
significant privacy protections for the health information of patients and research
subjects. As an academic medical center, Stanford University School of Medicine has
implemented training for all staff to address the management of health data in
research, education and clinical care. As a new employee with the School of Medicine,
you are required to complete HIPAA training within 30 days of your employment date,
but, in any case, before you begin any work that requires handling of patient health
information (PHI) or human subjects’ health information. The training provides
guidelines and requirements regarding handling of PHI, privacy, security, and other
aspects of HIPAA. Compliance with School of Medicine policy regarding HIPAA training
and handling of confidential/private PHI is required and a condition of employment;
failure to complete training, or any inappropriate handling and/or disclosure of PHI may
be grounds for termination.
Please contact the department’s HIPAA Lead, [name, phone # and email of
departmental contact], who will help you to enroll in the appropriate training level for
your position and will be able to answer questions you may have regarding HIPAA and
PHI. Additional information is available at https://acp.stanford.edu/hipaa/hipaa.
SUNetId
The SUNetId is a unique account name that identifies you as a member of the Stanford
community with access to the Stanford University Network of computing resources and
services. Your SUNetId is a permanent and visible part of your Stanford identity. If you
do not already have a SUNetId, request your eight digit employee identification number
from your departmental contact. Once you have your Stanford employee identification
number, go to https://accounts.stanford.edu to select your SUNetId. If you had a
SUNetId in the past and cannot recall it, please contact your department contact to
obtain it.
Patent and Copyright Agreement
All employees are required to sign a Stanford University Patent and Copyright
Agreement. This patent policy applies to all individuals who work at Stanford, or who
come here to engage in research. This agreement may be reviewed at
http://doresearch.stanford.edu/policies/research-policy-handbook/intellectualproperty/inventions-patents-and-licensing.html and signed on line at the AXESS page,
https://axess.stanford.edu. A SUNet ID is required to access the link.
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Conflict of Interest
All new faculty members must complete the training tutorial titled Avoiding Financial
Conflicts of Interest. This is a self-paced, web-based module designed to provide an
overview of the high-risk situations that can lead to financial conflicts of interest for
faculty. Additional information about the module can be found at the COI website
http://www.stanford.edu/group/coi/training/training.html. It is available to all
members of the Stanford community with SUNet IDs through the Stanford Training and
Registration System (STARS).
Outside Consulting
Stanford University policies regarding outside consulting activities by members of the
Academic Council require Consulting activities be disclosed to and approved by your
department chair. Additional information is available at
http://doresearch.stanford.edu/policies/research-policy-handbook/conflictscommitment-and-interest/consulting-and-other-outside-professional-activitiesmembers-academic-council-and-medical-center.
Stanford Industry Interactions Policy (SIIP)
The Stanford Industry Interactions Policy (SIIP) governs interactions, largely in the
clinical and educational arenas, with the pharmaceutical, biotech, medical device, and
hospital and research equipment and supplies industries. Additional information about
SIIP is available at http://med.stanford.edu/coi/siip/.
Harassment Prevention Training
California AB1825 mandates that all faculty and supervisory staff must complete at least
two hours of harassment prevention training at least every two years. Newly hired or
promoted faculty and supervisors must complete this training within six months of
employment or promotion. The university cannot exempt any supervisors – faculty or
staff – from this legal obligation. Eligible trainees will receive an email invitation to
register for online training that will come from Stanford University or the School of
Medicine. The subject line is “Required Harassment Training: Registration Info”. The
university has collaborated with LawRoom, a web-based employment law service, to
provide a 2 hour interactive on-line course with relevance for the university setting. The
course can be completed from any computer and it allows you to stop and start at any
time at your convenience. It is expected that you will complete the course within the
required time frames, initially and during subsequent compliance periods. If you do not
complete the training by your deadline date, your name will be forwarded to the Dean
and you may not be able to remain in a supervisory role. Additional information is
available at http://harass.stanford.edu/training_register.html.
School of Medicine Data Security Program
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The School of Medicine Data Security Program mandates enterprise backup and
encryption of all computers and mobile devices used for Stanford business by faculty,
staff, students and other affiliates, if the device might store or access Protected Health
Information (PHI) or other Restricted or Prohibited Data. This requirement applies to
both Stanford-owned and personally-owned equipment. All individuals in the School of
Medicine must complete a Data & Device Attestation to identify whether they are
exposed to Restricted or Prohibited Data and, if so, the kinds of devices they use.
Within seven days of your appointment start date you must submit a Data & Device
Attestation at https://med.stanford.edu/datasecurity. You must have a SUNetId to
complete the attestation.
Workplace Accommodations
If you require workplace accommodations for a disability, please let the departmental
contact listed above know.
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Useful Web Addresses
Faculty New to Stanford:
http://med.stanford.edu/academicaffairs/professoriate/newfaculty.html
Stanford University Faculty Handbook:
http://www.stanford.edu/dept/provost/faculty/policies/handbook/
School of Medicine Faculty Handbook:
http://med.stanford.edu/academicaffairs/administrators/handbook.html
Stanford University Administrative Guide:
http://adminguide.stanford.edu/
Stanford University Research Policy Handbook:
http://doresearch.stanford.edu/policies/research-policy-handbook
Stanford University Human Resources:
http://hrweb.stanford.edu/
Stanford University Benefits:
http://benefits.stanford.edu/
Stanford University Faculty and Staff Housing:
http://fsh.stanford.edu/
School of Medicine Relocation:
http://med.stanford.edu/relocation
Stanford University Resources for New Faculty:
http://facultydevelopment.stanford.edu/prospectivefaculty.html
Stanford University WorkLife Office:
http://www.stanford.edu/dept/ocr/worklife/
School of Medicine HIPAA Information:
https://acp.stanford.edu/hipaa/hipaa
Stanford University Center for Teaching and Learning:
http://ctl.stanford.edu
IRS Moving Expenses:
http://www.irs.gov/publications/p521/index.html
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