Academic Handbook Chapter 6 by HC111123094937

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									                             Adjunct Clinical Faculty

                School of Medicine & Psychiatry Guidelines
                     Academic Affairs Handbook, Chapter 6 (ACF)

“A department chair must appoint an ACF Appointments and Promotions (A&P)
Committee to advise on the qualifications of candidates for appointment, reappointment
and promotion in the ACF and on such other departmental matters as the department
chair may consider appropriate.”

“The role of the departmental A&P Committee is advisory to the department chair, who
shall make the departmental decision in his or her discretion.”

“Each member of the ACF will be required to document each year that he or she has
met the requirements of this chapter, along with the additional requirements of the
department (if any), in order to maintain the appointment.”

 “Each department must make its guidelines available to each member of the ACF
in the department.” *



I   Introduction………………………………………………………………………Page 2

II Chapter 6 (with interpolated department guidelines)………………………. Page 3

III Department Guidelines…………………………………………………………Page 20

IV Forms / Documents……………..………………………………………………Page 23




     * Sections III, IV and V are not included in distribution beyond the committee.
               Any member of the ACF who requests a copy will receive
                  Guidelines as an email attachment in PDF format.

                                                                            Romero/Dondershine/10.1.08




                            ACF Guidelines  Page 1 of 37
                                           Introduction

“Each department may develop guidelines for ACF that are appropriate to the academic needs of its
particular program, provided that such guidelines are consistent with this chapter and are approved
by the Senior Associate Dean for Academic Affairs.

“Department guidelines should include a description of the ACF members' academic activities and
contributions to the academic program that are acceptable as fulfillment of specific departmental
requirements.”

                               Structure of the ACF A&P Committee

The ACFA&P Committee, which is advisory to the department chair, has12 members and a
coordinator / administrative assistant. It meets monthly during the academic year. Members include
a committee chairperson, a member of the academic faculty, and ten regular ACF members. The
committee chair and the academic faculty member serve at the discretion of the department chair.
Regular members generally serve 5-year terms. The business of meetings is to approve past
minutes and establish a current agenda, and to review and approve appointments, reappointments,
promotions, transfer to emerita / emeritus status, leaves of absences, title usage, annual evaluation /
service hour report forms, and such other matters as may be appropriate to the role of the committee.
Reviews of materials related to ACF status are conducted by individual members and findings are
summarized for committee discussion and decision. The reviewing member also completes an action
form placed in the file by the committee coordinator. The committee has three subcommittees: Sleep
Program, Child Division, and Annual ACF Appreciation Day event. The event subcommittee
approves the menu and nominates the speaker and the recipient of the Outstanding ACF Award; the
subcommittee also names ACF members who are to receive certificates for longstanding service.
Department contact persons for the ―Appreciation‖ event are Dr. John Barry and Ms. Quynh Dang.

                                          Current Members

            Harvey Dondershine MD-Adult Chair       Lorrin Koran MD (Academic Faculty)
            Susan Edelman MD-Adult (2005)           Rebecca Powers MD-Child (2006)
            Cynthia Nguyen MD-Adult (2006)          Thomas Plante PhD-Child (2006)
            Don Mordecai MD-Child (2007)            Michael Loughran PhD-Child (2007)
            Mali Mann MD-Adult (2008)               Elise Rossiter PhD-Adult
            Mary Ann Norfleet PhD-Adult             Laraine Zappert PhD-Adult

                        Committee Coordinator / Administrative Assistant

                                          Mr. Victor Romero
                                     Faculty Affairs Associate
                                         Tel: (650) 736-7566
                                 Email: victor.romero@stanford.edu




                                   ACF Guidelines  Page 2 of 37
                                                     II

                  School of Medicine Academic Affairs Handbook Chapter 6
                    http://med.stanford.edu/academicaffairs/handbook/chapt6.html

                         Department guidelines are in italics and indented.

6.1 INTRODUCTION TO THE ADJUNCT CLINICAL FACULTY

The Adjunct Clinical Faculty (ACF) consists of physicians and certain other health professionals
appointed by the department chairs in clinical departments for the purpose of participation on a
voluntary, part-time basis in the academic programs of the departments, usually in the role of teacher.
Members of the ACF are not members of the Academic Council, the Medical Center Line, the
Clinician/Educator line or the Academic Staff, nor do they accrue time toward tenure by length of
service.

The knowledge, experience and perspective of the ACF and their allotment of time and effort are
highly valued assets to the academic programs. Through participation in these programs, the ACF
may experience the professional stimulation, growth, and satisfaction associated with teaching.

The ACF contribute to the academic programs in a variety of roles and at diverse locations. Their role
typically involves the teaching of Stanford students, housestaff, postdoctoral fellows and other
physicians and staff. These policies and procedures for appointment, reappointment and promotion of
the ACF are designed to maintain high academic standards, and to accommodate the various
functions of the School of Medicine.

6.2 GENERAL PRINCIPLES FOR APPOINTMENT

Membership in the ACF is a voluntary service to the University and is a privilege. There is no right or
entitlement to an ACF appointment, reappointment or promotion, or to continued ACF membership.

It is the responsibility of each department chair to recommend the composition of its ACF in
accordance with academic needs.

It is also the responsibility of the department chair at the time of the candidate’s initial appointment to
the ACF to provide the Senior Associate Dean for Academic Affairs (or his or her designate) with
sufficient information to indicate that the professional qualifications, programmatic need, proposed
academic activities and recommended rank of the candidate are consistent with these policies.

Members of the ACF are expected to make a contribution to teaching or other academic activities
approximately equivalent to 100 hours per year. In addition, ACF members will be evaluated for their
constructive and positive contribution to the academic and clinical enterprise, and for their compliance
with applicable professional, ethical, University, School and Stanford University Medical Center rules
and policies. Among those rules and policies is the following: an adjunct clinical faculty member who,
in connection with the performance of his or her duties as such, develops intellectual property through
activities involving Stanford personnel (including students, faculty, or staff) or using Stanford


                                     ACF Guidelines  Page 3 of 37
resources, should disclose the invention to Stanford, depending upon the particular circumstances,
Stanford may have an ownership interest in the technology.

Preference for ACF membership shall be accorded to those whose hospital practice will be primarily
based at Stanford Hospital and Clinics, Lucile Packard Children’s Hospital, the VA Palo Alto Health
Care System, Santa Clara Valley Medical Center and other institutions that contribute to the mission
of the School of Medicine and Stanford University Medical Center. In addition to these institutions,
there may be other sites where an ACF member will be based and exceptions for membership to the
ACF may be granted by the Senior Associate Dean for Academic Affairs (or his or her designate).

6.3 DEPARTMENT GUIDELINES AND DOCUMENTATION

Each department may develop guidelines for ACF that are appropriate to the academic needs of its
particular program, provided that such guidelines are consistent with this chapter and are approved
by the Senior Associate Dean for Academic Affairs.

Department guidelines should include a description of the ACF member’s academic activities and
contributions to the academic program that are acceptable as fulfillment of specific departmental
requirements. Each department must make its guidelines available to each member of the ACF in the
department.

Each member of the ACF will be required to document each year that he or she has met the
requirements of this chapter, along with the additional requirements of the department (if any), in
order to maintain the appointment. The departmental documentation form for this purpose will need to
be completed as required each year in order for the appointment to continue.

6.4 DEPARTMENTAL ACF A&P COMMITTEE

A department chair must appoint an ACF Appointments and Promotions (A&P) Committee to advise
on the qualifications of candidates for appointment, reappointment and promotion in the ACF and on
such other departmental matters as the department chair may consider appropriate. The composition
of this committee will be at the discretion of the department chair and should include representation
from both the ACF and from members of the professoriate (as defined in the University Faculty
Handbook). The role of the departmental A&P Committee is advisory to the department chair, who
shall make the departmental decision in his or her discretion.

6.5 SCHOOL ACF A&P COMMITTEE

All appointments and promotions are reviewed by the School of Medicine ACF A&P Committee.
Exceptions to this review process are new appointments at the level of Adjunct Clinical Instructor;
these recommendations are reviewed only by the Senior Associate Dean for Academic Affairs (or his
or her designate). All reappointments at all levels within the ACF are reviewed only by the Senior
Associate Dean for Academic Affairs (or his or her designate). The School ACF A&P Committee
consists of nine members appointed by the Senior Associate Dean for Academic Affairs (four
members of the ACF, four members of the professoriate and one chair – either ACF or member of the
professoriate). The Senior Associate Dean for Academic Affairs participates in the activities of this
committee, but is not a member. The membership term is three years and the chair term is one year.
The chair will rotate each year between an ACF member and a member of the professoriate. The

                                   ACF Guidelines  Page 4 of 37
committee will meet once a month. Its role is advisory to the Senior Associate Dean, who shall make
the School’s decision in regard to appointment, reappointment or promotion in his or her discretion.

6.6 INVOLVEMENT IN DEPARTMENT & SCHOOL AFFAIRS

As noted above, the ACF contributes to the academic programs of the School of Medicine in a variety
of roles and at several locations. Some members of the ACF also participate in such academic affairs
as members of committees of the departments and the School of Medicine. ACF are not expected,
however, to take leadership positions in the academic enterprise, and are thus not eligible to serve in
such capacities, except under extraordinary circumstances with the prior approval of the Senior
Associate Dean for Academic Affairs.

In recognition of the contribution to the academic programs of the School, the Dean and the
department chair should provide appropriate representation by members of the ACF on committees
and advisory groups participating in deliberations on matters of special interest to the ACF.

6.7 INITIAL APPOINTMENT

6.8 Academic Qualifications for Initial Appointment to the ACF

The postdoctoral training of members of the ACF shall be sufficient to qualify them as specialists or
certified practitioners in the field of medicine represented by the department in which they are to hold
an appointment. Certification by a specialty or other certifying board is not required for initial
appointment as Adjunct Clinical Instructor, but the background of the candidate shall be such that he
or she is eligible for examination by such a board.

It is normally expected that certification by a specialty or other certifying board shall have been
achieved before appointment or promotion to the rank of Adjunct Clinical Assistant Professor or
above. Members of the ACF must demonstrate a high level of professional performance and a desire
and aptitude for participation in the academic programs.

       Department Guideline 6.8

       Certification by Specialty Board
       The phrase “certification by a specialty…board” shall mean certification by the American Board
       of Psychiatry and Neurology, the American Board of Professional Psychology, and the
       American Board of Examiners in Clinical Social Work. The phrase “other certifying board” shall
       mean certification by the American Psychoanalytic Association

       Alternative Criteria
       Clinical psychologists without Boards may apply for promotion from Instructor to
       Assistant providing they meet alternative criteria. Boards are required at all other
       levels. The alternative criteria are:

       Certified completion of a bonafide and specialized post-licensing or post-residency
       clinical training program. This program must be at least 1500 hours in duration

                                                      or

                                    ACF Guidelines  Page 5 of 37
       Achievement of at least three of the following:

                 A record of publications relevant to clinical issues
                 A position of clinical leadership such as being the Director of Clinical
                  Services or Director of Clinical Training in a recognized professional setting
                 Relevant teaching experience, preferably in a recognized academic program
                 A position of professional leadership at the regional or national level
                 Professional awards/fellowship/honors granted on the basis of peer review of
                  contributions
                 Other significant professional accomplishments

6.9 Initial Appointment to Adjunct Clinical Instructor

An initial appointment to Adjunct Clinical Instructor may be made for individuals who have just
completed their residency and/or fellowship training. Evidence should be obtained of a high level of
performance during training and of potential for professional growth. Only rarely will candidates with
no more than completion of residency or fellowship training be considered for an initial appointment at
a higher rank.

6.10 Initial Appointment to Adjunct Clinical Assistant Professor

Consideration for an initial appointment to the rank of Adjunct Clinical Assistant Professor normally
requires, in addition to completion of postdoctoral training, a minimum period of five years of practice
(since postdoctoral training) during which the candidate has demonstrated outstanding professional
qualifications and potential for contribution to the academic programs. Evidence of previous
meritorious teaching performance on a medical faculty will be favorably considered when determining
qualifications for initial appointment as Adjunct Clinical Assistant Professor.

6.11 Initial Appointment to Adjunct Clinical Associate Professor

Consideration for an initial appointment to the rank of Adjunct Clinical Associate Professor is usually
reserved for individuals who have 15 or more years of experience following postdoctoral training and
who have achieved at least regional recognition for outstanding performance in their field. They shall
have indicated strong interest in the academic programs and their evaluation should provide evidence
that they are capable of making an exceptional contribution. Previous meritorious academic service
on the faculty of a medical school will be considered favorably when evaluating qualifications for initial
appointment as Adjunct Clinical Associate Professor.

6.12 Initial Appointment to Adjunct Clinical Professor

Consideration for an initial appointment to the rank of Adjunct Clinical Professor is usually reserved
for those rare and exceptional individuals with 20 or more years of experience beyond postdoctoral
training who have achieved national prominence as recognized leaders in their field of practice or
professional activity. Initial appointment as Adjunct Clinical Professor is a mark of great distinction
and department chairs must be prepared to document fully the justification for such an appointment.

6.13 Process for Initial Appointment

                                    ACF Guidelines  Page 6 of 37
After completion of the departmental review process, the department should submit the required
documentation to the Senior Associate Dean for Academic Affairs (or his or her designate) for review
or for transmittal to the School’s ACF A&P Committee as appropriate. See section 6.24 for a
delineation of the School’s review process for each rank and section 6.37A-C for information on the
documentation, process and checklist required for initial appointment to the ACF. For the length of
terms of initial appointment, see section 6.23.

If the Senior Associate Dean for Academic Affairs (or his or her designate) questions or decides
against the recommendation, it will be returned with questions or a statement of reasons for a
negative decision to the department chair, for reconsideration if appropriate.

6.14 REAPPOINTMENT TO THE ACF

6.15 Reappointment at All Ranks

As noted above, there is no right or entitlement to an ACF appointment or reappointment.
Reappointment at all ranks is preceded by a thorough review of the quality and extent of the ACF
member's performance and contribution to the academic programs and to the department and
School. A decision to reappoint must include an evaluation of the requirements of the academic
programs (including programmatic need), and must be based on evidence of continued excellent
performance and continued compliance with the policies of the School and of Stanford University
Medical Center.

The appointment of Adjunct Clinical Instructor may be renewed indefinitely; individuals who continue
to meet the criteria necessary for Adjunct Clinical Instructor may be reappointed without having to be
promoted (to Adjunct Clinical Assistant Professor). The same is true at the ranks of Adjunct Clinical
Assistant Professor and Adjunct Clinical Associate Professor.

6.16 Reappointment Process

To recommend a candidate for reappointment to the ACF, the department (after completing its
review) should submit an ACF Reappointment Form to the Senior Associate Dean for Academic
Affairs (or his or her designate) for review and approval. The form must include the name, title and
recommended dates of reappointment. See section 6.39.

If the Senior Associate Dean for Academic Affairs (or his or her designate) questions or decides
against the recommendation, the proposed reappointment will be returned with questions or a
statement of reasons for a negative decision to the department chair, for reconsideration if
appropriate.

6.17 PROMOTION IN THE ACF

As noted above, there is no right or entitlement to an ACF promotion. For the usual number of years
in rank before consideration for promotion, see section 6.23.

Promotion at all ranks is preceded by a thorough review of the quality and extent of the faculty
member’s performance and contribution to the academic programs and to the department and
School. A decision to promote must include an evaluation of the requirements of the academic

                                   ACF Guidelines  Page 7 of 37
programs (including programmatic need), and must be based on evidence of continued excellent
performance and continued compliance with the policies of the School and of Stanford University
Medical Center.

      Department Guideline 6.17

      There is no automatic consideration for promotion. A member may request promotion at any
      time consistent with published criteria (see sections 6.18-20 below).

6.18 From Adjunct Clinical Instructor to Adjunct Clinical Assistant Professor

Adjunct Clinical Instructors will normally have served for five years in this rank before consideration
for promotion to Adjunct Clinical Assistant Professor. Promotion requires that there be evidence of
progress and a high level of performance, and that the candidate has contributed substantially to the
teaching programs of the School (i.e., served as a leader in educational programs). Promotion to the
rank of Adjunct Clinical Assistant Professor may occur after three years as an Adjunct Clinical
Instructor for those who have exhibited exceptional performance.

6.19 From Adjunct Clinical Assistant Professor to Adjunct Clinical Associate Professor

Promotion to the rank of Adjunct Clinical Associate Professor recognizes outstanding performance for
those who have been Adjunct Clinical Assistant Professors for not less than six years, who have
contributed substantially to the teaching programs of the School (i.e., served as leaders in
educational programs) and have achieved regional prominence as recognized leaders in their field of
practice or professional activity. For those individuals who do not have regional prominence, other
factors may be considered for promotion, including extraordinary contributions in such broadly
defined areas as teaching and clinical excellence, clinical innovation, program building and/or
administrative activities. Exceptional circumstances may, on occasion, justify earlier promotion, in
which case the justification must be well documented.

6.20 From Adjunct Clinical Associate Professor to Adjunct Clinical Professor

Promotion to the rank of Adjunct Clinical Professor is recognition of continued superior performance
for those who have been Adjunct Clinical Associate Professors for not less than six years, who have
contributed substantially to the teaching programs of the School (i.e., served as leaders in
educational programs) and who have achieved national prominence as recognized leaders in their
field of practice or professional activity. For those individuals who do not have national prominence,
other factors may be considered for promotion, including extraordinary contributions in such broadly
defined areas as teaching and clinical excellence, clinical innovation, program building and/or
administrative initiatives. Exceptional circumstances may, on occasion, justify earlier promotion, in
which case the justification must be well documented.

6.21 Promotion Process

After completion of the departmental review process, the department should submit the required
documentation to the Senior Associate Dean for Academic Affairs (or his or her designate) for
transmittal to the School’s ACF A&P Committee. See section 6.24 for a delineation of the School’s


                                    ACF Guidelines  Page 8 of 37
review process for each rank and section 6.40A-C for information on the documentation, process and
checklist required for promotion in the ACF.

If the Senior Associate Dean for Academic Affairs (or his or her designate) questions or decides
against the recommendation, it will be returned with questions or a statement of reasons for a
negative decision to the department chair, for reconsideration if appropriate.

6.22 CONTINUING APPOINTMENT

Reappointment or promotion to the rank of Adjunct Clinical Professor confers appointment for a
continuing term. This means that the ACF member will (unless he / she resigns or is terminated) hold
that rank without necessity for reappointment up to the time when Emeritus or Emerita status is
granted. Individuals with a continuing appointment will still be required to fulfill / document each year
that they have met the expectation of 100 hours of voluntary contribution to the mission of the medical
center. Contributions will be predominantly in teaching of students, house staff, fellows and faculty,
but may include mission critical administrative activities. A continuing term appointment may be
terminated per section 6.29, including when satisfactory performance or programmatic need ceases.

6.23 DURATIONS OF APPOINTMENTS AND REAPPOINTMENTS

                              Adjunct Clinical Instructor

                                   Initial Appointment       Up to 2 years
                              Reappointment (renewable)         3 years
                              Adjunct Clinical Assistant
                                     Professor
                                   Initial Appointment       Up to 3 years
                                    Reappointments              6 years
                             Adjunct Clinical Associate
                                     Professor
                                   Initial Appointment       Up to 6 years
                                    Reappointments              6 years
                              Adjunct Clinical Professor
                                   Initial Appointment       Up to 6 years
                                    Reappointments            Continuing
                                                                term


Appointments and reappointments are made utilizing the above timeframes. All appointments and
reappointments may be terminated as described in section 6.29.


                                    ACF Guidelines  Page 9 of 37
6.24 Review Process for Appointments, Reappointments & Promotions

      Rank               Appointments              Reappointments               Promotions
                     Dept. ACF A&P Comm.       Dept. ACF A&P Comm.
 Adjunct Clinical
                    Senior Associate Dean (or Senior Associate Dean (or              N/A
    Instructor
                      his or her designate)     his or her designate)
                                                                           Dept. ACF A&P Comm.
                     Dept. ACF A&P Comm.
 Adjunct Clinical                              Dept. ACF A&P Comm.             School ACF A&P
                    School ACF A&P Comm.
    Assistant                                 Senior Associate Dean (or             Comm.
                    Senior Associate Dean (or
   Professor                                    his or her designate)       Senior Associate Dean
                      his or her designate)
                                                                           (or his or her designate)
                                                                           Dept. ACF A&P Comm.
                     Dept. ACF A&P Comm.
 Adjunct Clinical                              Dept. ACF A&P Comm.             School ACF A&P
                    School ACF A&P Comm.
   Associate                                  Senior Associate Dean (or             Comm.
                    Senior Associate Dean (or
   Professor                                    his or her designate)       Senior Associate Dean
                      his or her designate)
                                                                           (or his or her designate)
                                                                           Dept. ACF A&P Comm.
                     Dept. ACF A&P Comm.
                                               Dept. ACF A&P Comm.             School ACF A&P
 Adjunct Clinical   School ACF A&P Comm.
                                              Senior Associate Dean (or             Comm.
   Professor        Senior Associate Dean (or
                                                his or her designate)       Senior Associate Dean
                      his or her designate)
                                                                           (or his or her designate)

6.25 YEARS OF EXPERIENCE AND YEARS IN RANK BEFORE CONSIDERATION FOR
APPOINTMENT OR PROMOTION

The usual number of years of clinical experience before appointment and the usual number of years
in rank before consideration for promotion are below. The Senior Associate Dean for Academic
Affairs (or his or her designate) may make exceptions in individual cases.

                     Academic Rank         Years of Clinical      Minimum
                                         Experience Needed         Years in
                                         after Completion of     Rank before
                                             Postdoctoral       consideration
                                           Training before           for
                                         Initial Appointment      Promotion
                      Adjunct Clinical            0                   5
                        Instructor
                      Adjunct Clinical            5                   6
                         Assistant
                        Professor
                      Adjunct Clinical            15                  6
                        Associate


                                  ACF Guidelines  Page 10 of 37
                          Professor
                       Adjunct Clinical               20                   N/A
                         Professor


NOTE: Promotions are based on merit. All appointments and reappointments may be terminated as
described in section 6.29.

6.26 BENEFITS & PRIVILEGES

The following facilities and services of the University are available to members of the ACF. Since
proper identification is a condition for use of facilities and services, a Courtesy Identification Card is
available to each member of the ACF for his or her individual use. Courtesy Identification Cards may
be obtained at the Stanford Card Office, located at 632 Serra Street. The office is open Monday
through Friday from 8:00 a.m. to 5:00 p.m. A $15.00 fee is assessed for all Courtesy Identification
Cards.

      Lane Medical Library: Full borrowing privileges and use of interlibrary loan and computerized
       search services are available in accordance with Library regulations. One regular proxy
       privilege will be extended to a member of the ACF. The ACF member may obtain family
       courtesy privileges; applications for these family courtesy privileges should be made weekdays
       from 8:00 a.m. to 5:00 p.m.
      University Libraries (Green and Meyer Libraries and Research Branch): Presentation of the
       Courtesy Identification Card permits use but not borrowing of the collections in the Libraries.
       For borrowing and other privileges, apply at the Library Privilege Desk in Green Library for a
       library card. The Coordinate Libraries (Law, Business, Hoover, SLAC, etc.) are separately
       administered and should be contacted directly for information on privileges.
      University Courses: Members of the ACF and their spouses may audit lecture courses in the
       University, in accordance with University policy. In all cases of auditing, prior approval of the
       Registrar and prior consent of the instructor is required.
      Athletic Facilities and Events: Privileges are available to members of the ACF at tennis courts,
       swimming pools, and gymnasiums and include use of lockers, squash and handball courts,
       and weight rooms. The golf course is not included.
      Privileges equivalent to faculty and staff are available to members of the ACF for all athletic
       events including purchase of tickets for basketball and football games. There is a two-ticket
       limit at a discount price.
      Members of the ACF are eligible to purchase a Family Swim Recreation Card, available only in
       the summer.
      Faculty Club: ACF may apply to become Cardinal members of the Faculty Club. Cardinal
       members, currently capped at 350, pay a one-time initiation fee and annual dues. Membership
       entitles the ACF member and spouse to full privileges of the Faculty Club. Membership
       application forms are available at the Faculty Club Office.
      Campus Events related to Stanford Community: ACF are eligible to attend.
      Faculty/Staff Directory and Mailings: ACF are included.
      Parking: Members of the ACF with medical staff privileges can access free parking in the
       Pasteur Drive Parking Structure, lower levels three and four. A photo ID badge must be

                                    ACF Guidelines  Page 11 of 37
       obtained from the Photo ID office in Security Dispatch (ground floor of Stanford Hospital) prior
       to access to the Pasteur Drive Parking Structure.

6.27 EVALUATION OF ACADEMIC ACTIVITIES

Evaluation of current and prospective ACF members for appointment, reappointment and promotion
is based primarily on academic activities. At the time of initial appointment, the department chair
should describe the academic activities expected of the candidate. Before recommending
reappointment or promotion, the department chair should determine (as part of an evaluation of the
candidate’s contribution to the academic program, the department and School) that the quality and
extent of the candidate's academic activities are sufficient to warrant the recommendation. Each
department will determine the academic standards for that department; the standards will follow the
guidelines listed below, as well as the criteria listed elsewhere in this chapter.

There is a general requirement that candidates commit to teach and perform other academic activities
for approximately 100 hours per year. Appropriate multipliers for hours of contribution may be
developed by each department to recognize exceptional contributions, e.g., a multiplier of 2X-5X for
nights and weekend call or mission-critical activities. The department may recommend a multiplier but
will need to seek and obtain the approval of the Senior Associate Dean for Academic Affairs (or his or
her designate).

The activities described in this section below are among those that can be used to assess a
candidate's performance and determine whether his or her contribution to the academic programs
and to the department and School is consistent with this general requirement for a commitment to
teaching and academic medicine. Evaluation by trainees will be an integral part of the evaluation
process.

Attending
The role of attending physician for teaching purposes is defined as instruction or supervision of
medical students or postdoctoral trainees in the patient care setting of the nursing unit, operating
room, clinic or private office. These normally are scheduled assignments in which the ACF member
assumes a major teaching responsibility.

Teaching
Lectures, seminars, conferences or tutorials by the ACF member, or participation in the teaching of
regular courses are considered formal instruction. Preparation time may be considered as part of the
ACF member's commitment to such an assignment. Attendance at conferences, rounds and other
teaching exercises as an observer or casual participant is not considered formal instruction by the
ACF member.

Patient Admissions
Admission of a private patient to an inpatient teaching service is also a contribution to teaching;
equivalency relative to other academic activities will be determined by departmental policy. Admission
of patients to the teaching program will be taken into consideration when evaluating members for
reappointment and promotion.

Research
Conduct of, or participation in, departmental research projects (that is, research projects in

                                   ACF Guidelines  Page 12 of 37
collaboration with a member of the professoriate) is also a significant academic activity for purposes
of ACF education. In conducting and reporting their research, members of the ACF are expected to
abide by the high standards of care and scientific integrity expected of members of the professoriate.

Other
Membership on departmental and School committees, as well as advisory or consulting roles related
to the department, School or University constitutes valuable academic activities to be recognized in
evaluating the contribution of the ACF member.

In addition, ACF members will be evaluated for their compliance with applicable professional, ethical,
University, School and Stanford University Medical Center rules and policies and for their constructive
and positive contribution to the academic and clinical enterprise.

Departmental programs differ. Therefore, the need for and nature of academic activities by an ACF
member may justify additions to the above definitions provided that the activity defined as "academic"
demonstrably contributes to the teaching, research or patient care program and/or to the successful
operation of the department and of the School.

      Department Guideline 6.27 (completing the annual service report of ACF activities for
      the department)

      INTENSIVE PSYCHOTHERAPY CLINIC
      IPC supervisors shall report name(s) of resident(s) assigned and actual service hours earned
      on the annual reporting form. The Committee may adjust total hours to 50 for up to two named
      residents so long as the total IPC service hours does not exceed 100.

      REQUIRED SERVICE REPORT ATTESTATION (PLEASE CHECK EACH BOX TO CERTIFY)
      “I certify that the hours reported are accurate, unpaid and in conformity with University &
      Department guidelines  and that my license to practice has not been revoked, suspended,
      restricted or sanctioned by any professional ethics body or state or federal licensing agency;
      and that I will immediately notify the ACF A&P Committee in writing of any event inconsistent
      with this affirmation.”

      CONSULTATION AND SUPERVISION
      ACF list annually on a form provided by the department the number of hours spent with a
      supervisee(s) or consulting to a Medical School Department. Only one hour of credit is given
      for each hour spent with a group of supervisees regardless of the number of supervisees in
      attendance. “Trainee type” refers to medical students, psychiatry residents, psychology and
      social work interns, and pre- and postdoctoral fellows. “Level” refers to year in medical school,
      PGY (postgraduate year), etc. “Location” refers to your site of supervision, e.g., the Psychiatry
      Building, the V.A., etc. “Focus” refers to the topic of supervision, such as individual
      psychotherapy, group therapy, family therapy, psychopharmacology, etc. Please indicate
      “IPC” if supervising an IPC resident.

      FORMAL INSTRUCTION
      ACF list annually on the department form the number of hours spent teaching a class or
      seminar. You may claim up to four hours of preparation time for each hour of class taught. You



                                  ACF Guidelines  Page 13 of 37
      must identify the name of the class or seminar, the type, level and number of students, and the
      dates and location of each class taught.

      RESEARCH
      ACF may claim annually the actual number of non-compensated hours spent per year for
      participation in department-sponsored research projects. You must identify the name of the
      project, the sponsoring academic faculty member, and briefly describe participation. The
      Principal Investigator must be an active member of the academic faculty in the Department of
      Psychiatry.

      ACADEMIC ADMINISTRATION
      ACF should list annually the number of hours spent serving on a Department or Medical
      School Committee. Credit is NOT given for participation on Hospital or Medical Staff
      Committees. You must identify the committee, the chair and the number of committee
      meetings.

      WELL-BEING SERVICES
      ACF should list the annual number of hours of no-fee consultation/psychotherapy for residents,
      medical students, spouses, and non-medical trainees of the Department when referred by the
      Well-Being Committee. List only the total number of hours per case and designate whether
      services were for a resident, medical student, etc. DO NOT list patient names. You may claim
      up to 12 hours per case and up to 50 hours per year.

      MISCELLANEOUS
      ACF may list annually any other activities eligible for credit, such as advising residents,
      consultation-liaison to Medical Center Units, serving as a mock boards examiner, volunteering
      at Arbor Free Clinic, and/or serving on the Clinical Faculty Council (up to 25 hours per year)

      TRAVEL TIME
      ACF may claim 50% of the time spent travelling between your office and the teaching site (up
      to 25 hours per year).

6.28 LEAVES OF ABSENCE
A leave of absence for a period of up to one year may be recommended by the department chair and
approved by the Senior Associate Dean for Academic Affairs (or his or her designate). Extension of
the leave of absence for a maximum total leave period of up to two years may be requested by the
ACF member and may be recommended by the department chair and approved by the Senior
Associate Dean for Academic Affairs (or his or her designate). Illness or other exceptional
circumstances may, on occasion, justify a recommendation for extension of leave of absence beyond
two years to a maximum total leave period of three years.

6.29 NOTICE OF NONRENEWAL OR TERMINATION
As stated above, membership in the ACF is a privilege, not a right or entitlement. Membership can be
terminated at any time—whether at the end of an appointment term, during an appointment term, or
during a continuing term appointment—by either the ACF member or by the School, without the
necessity of a reason. No set period of notice is required. Notice of nonrenewal or termination shall
be in writing from the department chair to the ACF member with a copy to the Senior Associate Dean
for Academic Affairs. There are no formal grievance or appeal processes available to a member of
the ACF who has received a notice of nonrenewal or whose appointment has been terminated, but
                                  ACF Guidelines  Page 14 of 37
the individual may communicate with the department chair or with the Senior Associate Dean for
Academic Affairs concerning the matter.

6.30 APPOINTMENT TO ADJUNCT CLINICAL PROFESSOR (HONORARY)
In recognition of meritorious service, honorary status may be recommended by the department chair
to the Senior Associate Dean for Academic Affairs (or his or her designate) for an Adjunct Clinical
Professor who has held a continuing appointment for at least 10 years and who has made
outstanding contributions to the academic program. Obligations for teaching and other academic
activities usually cease upon an appointment as Adjunct Clinical Professor (Honorary); however,
participation in academic activities may continue as mutually agreed upon by the ACF member and
the department chair. Honorary members retain their ACF privileges.

6.31 EMERITUS OR EMERITA STATUS
Upon retirement and upon meeting certain qualifications, members of the ACF may request Emeritus
or Emerita status. Emeritus or Emerita status will be considered for members who request it, who
hold the rank of Adjunct Clinical Assistant Professor or above at the time of their retirement and who
have completed at least 10 years of service on the ACF. Emeritus or Emerita status is subject to
termination under Section 6.29 above.

Obligations for teaching and other academic activities usually cease upon receiving appointment to
Emeritus or Emerita status; however, participation in the academic program may continue as mutually
agreed by the ACF member and the department chair. Emeritus or Emerita members retain their ACF
privileges.

       Department Guideline 6.31

       Minimum department requirements for award of emeritus or emerita status are: (1) retirement
       or other change in practice; (2) age 55; (3) 10 years service on ACF; and (4) Committee
       determination that the excellence of the ACF member’s long-term contributions warrants
       conferring this special status.

       Emeriti who remain active in department activities are requested to file annual service report
       forms.

6.32 USE OF THE STANFORD NAME
Membership in the ACF entitles an ACF member to identify himself or herself as such, and to include
his or her ACF title, as appropriate, on stationery, business cards and in certain publications; it does
not entitle an ACF member to use the Stanford University or School of Medicine logo or Stanford
University or School of Medicine letterhead, except when creating correspondence pertinent to
patients seen in the teaching function. Examples of appropriate use are found below. For questions
about the appropriate use of the Stanford name, please contact the Office of the Senior Associate
Dean for Academic Affairs.

       Department Guideline 6.32

       Adjunct faculty should not use the Stanford name or ACF affiliation in venues where SOM
       guidelines forbid similar activities by academic faculty. This specifically addresses
       participation for pay on any industry-sponsored “speakers bureau”.

                                   ACF Guidelines  Page 15 of 37
6.33 APPROPRIATE USE OF THE STANFORD NAME ON STATIONERY OF ACF MEMBERS

                                               Susan J. Jones, MD
                                              Practice of Psychiatry
                                                 999 First Street
                                              Los Altos, CA 94022

                                                                                         (650) 555-1234
                                                                                    Fax: (650) 555-5678
                                                                              email: Susan@Jones.com

          Certified by American Board of Psychiatry & Neurology
          Adjunct Clinical Associate Professor, Department of Psychiatry &
          Behavioral Sciences, Stanford University School of Medicine




          Certified by American Board of Psychiatry & Neurology                          (650) 555-1234
          Adjunct Clinical Associate Professor, Department of Psychiatry &          Fax: (650) 555-5678
          Behavioral Sciences, Stanford University School of Medicine         email: Susan@Jones.com

6.34 Appropriate Use of the Stanford Name on Business Card of ACF Member

                                                 Susan J. Jones
                                              Practice of Psychiatry


                               Certified by American Board of Psychiatry & Neurology
              adjunct Clinical Associate Professor, Department of Psychiatry & Behavioral Sciences,
                                        Stanford University School of Medicine
              999 First Street                                                        (650) 555-1234
              Los Altos, CA 94022                                                Fax: (650)-555-6789
                                                                            Email: Susan@Jones.com

6.35 APPROPRIATE USE OF THE STANFORD NAME ON PUBLICATIONS OF ACF MEMBER

"The Effects of Caffeine on Depression"

By Susan J. Jones, MD, Adjunct Clinical Associate Professor, Department of Psychiatry & Behavioral
Sciences, Stanford University School of Medicine

The use of the ACF title on publications may only be included when the use is approved by the
department chair in writing and in advance.

      Department Guideline 6.35

      ACF wishing to use their ACF title on a publication must first request and obtain approval
      from the ACF A&P Committee acting for the department chair. To do so, author(s) must so


                                     ACF Guidelines  Page 16 of 37
       request and include sufficient information about the intended publication. The request will be
       acted upon at the next scheduled meeting of the committee.

6.36 TITLES

When using their ACF titles, ACF must include the word Adjunct (i.e., Adjunct Clinical Instructor,
Adjunct Clinical Assistant Professor, Adjunct Clinical Associate Professor and Adjunct Clinical
Professor).

6.37 Guide to Appointments and Promotions of Adjunct Clinical Faculty: Documentation,
Process and Checklists

                     Procedures included in this section              Section
                         Initial Appointment to the ACF               6.38A-C
                          Reappointment to the ACF                     6.39
                              Promotion in the ACF                    6.40A-C

6.38A INITIAL APPOINTMENT TO THE ADJUNCT CLINICAL FACULTY: DOCUMENTATION

1. Transmittal memo from the department chair to the Senior Associate Dean for Academic Affairs
that includes a discussion of how the candidate's qualifications meet the criteria for the proposed title
and a statement that there is programmatic need for the candidate to contribute to the School of
Medicine

2. Recommendation for Appointments, Academic and Other Teaching Staff and Appointments (By
Courtesy) form (―Green Form‖) (See Chapter 2, Forms)

3. Curriculum Vitae and Bibliography

4. Three letters of evaluation. If the candidate has been at Stanford within the last five years as a
trainee or as a member of the Stanford faculty, the department chair may elect to comment on past
performance in lieu of the letters of reference. If the department chair so comments, he or she must
provide evidence that the candidate has achieved regional or national recognition (as applicable,
depending on rank)

5. Teaching evaluations (see 6.40A)

6. Evidence of California Medical License

7. Original plus nine complete sets (for appointment as Adjunct Clinical Assistant Professor and
above).

6.38B INITIAL APPOINTMENT TO THE ADJUNCT CLINICAL FACULTY: PROCESS

      Department submits Initial Appointment to ACF package to Senior Associate Dean for
       Academic Affairs (or his or her designate) for review or for transmittal to the School’s ACF
       A&P Committee as appropriate.

                                   ACF Guidelines  Page 17 of 37
      Depending on rank, the recommendation is reviewed by either the Senior Associate Dean
       for Academic Affairs (or his or her designate), or by both the School ACF A&P Committee
       and the Senior Associate Dean for Academic Affairs (or his or her designate).
      Office of Academic Affairs notifies the Department of outcome.

To begin the process of recommending an individual for promotion in the ACF, the department should
submit the following documentation to the Senior Associate Dean for Academic Affairs for review and
approval:

1. Transmittal memo from the department chair to the Senior Associate Dean for Academic Affairs
including a discussion on the quality and extent of the candidate’s performance and contribution to
the academic program of the department; explaining how the candidate’s qualifications meet the
criteria for the proposed title; and a statement that there is programmatic need for the candidate to
contribute to the School of Medicine

2. Recommendation for Appointments, Academic and Other Teaching Staff and Appointments (By
Courtesy) (―Green Form‖) (see Chapter 2, Forms)

3. Curriculum Vitae and Bibliography

4. Three letters of evaluation (see 6.38A)

5. Teaching evaluations. Include formal evaluations from students, house staff and peers, or other
comparable data on the candidate's teaching performance

6. Evidence of California Medical License

7. Original plus nine complete sets (for promotion to Adjunct Clinical Assistant Professor and above)

6.40B PROMOTION OF ADJUNCT CLINICAL FACULTY: PROCESS

      Department submits Promotion of ACF package to Senior Associate Dean for Academic Affairs (or his
       or her designate) for transmittal to the School’s ACF A&P Committee
      The recommendation is reviewed by the School ACF A&P Committee and advises the Senior Associate
       Dean for Academic Affairs (or his or her designate)
      Office of Academic Affairs notifies the Department of outcome

6.40C PROMOTION OF ADJUNCT CLINICAL FACULTY:

       http://med.stanford.edu/academicaffairs/handbook/documents/6.40C_ACF_Promotion_Checklist.doc

6.40D PROMOTION OF ADJUNCT CLINICAL FACULTY:

       http://med.stanford.edu/academicaffairs/handbook/documents/6.40D_ACF_Promtion_Transmittal_
       Memo.doc

6.41 ADJUNCT CLINICAL FACULTY:

       http://med.stanford.edu/academicaffairs/handbook/documents/6.41_ACF_Sample_Referee_Letter.doc

                                   ACF Guidelines  Page 18 of 37
    DEFINITIONS OF REGIONAL AND NATIONAL REPUTATION
    (for use by Departments in identifying geographic area reputations)

   Regional Reputation: Regional reputation is defined as prominence in the Greater San
    Francisco Bay Area and/or beyond the local practice area. This must be documented in letters
    of recommendation from peers.
   National Reputation: National reputation is defined as exceptional leadership and prominence
    in the United States or internationally. This must be documented in letters of recommendations
    from peers.
   Please note that these are the general definitions of regional and national reputations. Each
    letter must address their specific reputation in accordance to the rank.

    Department Guideline 6.41 referring to Handbook Paragraph 6.19 & 6.20:

     “For those individuals who do not have regional [national prominence], other factors may be
    considered for promotion, including extraordinary contributions in such broadly defined areas
    as teaching and clinical excellence, clinical innovation, program building and/or administrative
    initiatives. “




                                ACF Guidelines  Page 19 of 37
                                                III

                                  Department Guidelines

Department Guideline 6.8

     Certification by Specialty Board:
     The phrase ―certification by a specialty…board‖ shall mean certification by the American Board
     of Psychiatry and Neurology, the American Board of Professional Psychology, and the
     American Board of Examiners in Clinical Social Work. The phrase ―other certifying board‖ shall
     mean certification by the American Psychoanalytic Association

     Alternative Criteria:
     Clinical psychologists without Boards may apply for promotion from Instructor to
     Assistant providing they meet alternative criteria. Boards are required at all other
     levels. The alternative criteria are:

     Certified completion of a bonafide and specialized post-licensing or post-residency
     clinical training program. This program must be at least 1500 hours in duration

                                                      or

     Achievement of at least three of the following:

              A record of publications relevant to clinical issues
              A position of clinical leadership such as being the Director of Clinical
               Services or Director of Clinical Training in a recognized professional setting
              Relevant teaching experience, preferably in a recognized academic program
              A position of professional leadership at the regional or national level
              Professional awards/fellowship/honors granted on the basis of peer review of
               contributions
              Other significant professional accomplishments

Department Guideline 6.17

     There is no automatic consideration for promotion. A member may request promotion at any
     time consistent with published criteria (see sections 6.18-20).

Department Guideline 6.27

     Intensive Psychotherapy Clinic
     IPC supervisors shall report name(s) of resident(s) assigned and actual service hours earned
     on the annual reporting form. The Committee may adjust total hours to 50 for up to two named
     residents so long as total IPC service hours does not exceed 100.

     Required Service Report Attestation
     ―I certify that the hours reported are accurate, unpaid and in conformity with University &
     Department Guidelines  and that my license to practice has not been revoked, suspended,

                                ACF Guidelines  Page 20 of 37
     restricted or sanctioned by any professional ethics body or state or federal licensing agency.
     I will immediately notify the ACF A&P Committee in writing of any event inconsistent with this
     affirmation.‖

     Consultation and Supervision
     ACF list the number of hours spent with a supervisee(s) or consulting to a Medical School
     Departments. Only one hour of credit is given for each hour spent with a group of supervisees
     regardless of the number of supervisees in attendance. ―Trainee type‖ refers to medical
     students, psychiatry residents, psychology and social work interns, and pre- and postdoctoral
     fellows. ―Level‖ refers to year in medical school, PGY (postgraduate year), etc. ―Location‖
     refers to your site of supervision, the Psychiatry Building, the V.A., etc. ―Focus‖ refers to the
     topic of supervision, such as individual psychotherapy, group therapy, family therapy,
     psychopharmacology, etc. ACF should indicate ―IPC‖ if supervising an IPC resident.

     Formal Instruction
     ACF list the number of hours spent teaching a class or seminar. ACF may claim up to four
     hours of preparation time for each hour of class taught. ACF must identify the name of the
     class or seminar, the type, level and number of students, and the dates and location of each
     class taught.

     Research
     ACF may claim the actual number of non-compensated hours spent per year for participation
     in department-sponsored research projects. ACF must identify the name of the project, the
     sponsoring academic faculty member, and briefly describe participation. The PI must be an
     active member of the academic faculty in the Department of Psychiatry.

     Academic Administration
     ACF list the number of hours spent serving on a Department or Medical School Committee.
     Credit is NOT given for participation on Hospital or Medical Staff Committees. ACF must
     identify the committee, the chair and the number of committee meetings.

     Well-being Services
     ACF list the number of hours of no-fee consultation/psychotherapy for residents, medical
     students, spouses, and non-medical trainees of the Department when referred by the Well-
     Being Committee. ACF list only the total number of hours per case and designate whether
     services were for a resident, medical student, etc. DO NOT list patient names. ACF may claim
     up to 12 hours per case and up to 50 hours per year.

     Miscellaneous
     ACF list any other activities eligible for ACF credit, such as advising residents, consultation-
     liaison to Medical Center Units, serving as a mock board examiner, volunteering at Arbor Free
     Clinic and/or serving on the Clinical Faculty Council (up to 25 hours per year).

     Travel Time
     ACF may claim 50% of the time spent travelling between private office and the teaching site
     (up to 25 hours per year).

Department Guideline 6.31

                                 ACF Guidelines  Page 21 of 37
     Minimum department requirements for award of emeritus or emerita status are: (1) retirement
     or other change in practice; (2) age 55; (3) 10 years service on ACF; and (4) Committee
     determination that the excellence of the ACF member’s long-term contributions warrants
     conferring this special status.

     Emeriti who remain active in department activities are requested to file annual service report
     forms.

Department Guideline 6.41

     For individuals who do not have required regional / national prominence, other factors may be
     considered for promotion, including extraordinary contributions in such broadly defined areas
     as teaching and clinical excellence, clinical innovation, program building and/or administrative
     initiatives. (See Handbook 6.19 / 6.20 re promotion to ACF associate professor / professor.)

Department Guideline 6.35

     ACF wishing to use their ACF title on a publication must first request and obtain approval
     from the ACF A&P Committee acting for the department chair. To do so, author(s) must so
     request and include sufficient information about the intended publication. The request will be
     acted upon at the next scheduled meeting of the Committee.




                                 ACF Guidelines  Page 22 of 37
                                             IV

                                Forms & Other Documents


Dean’s ACF Committee Report 2007

Template for Agenda / Minutes

Statement of Decision Reached

Adjunct Clinical Faculty Service Report Guidelines

Annual ACF Evaluation Form

Annual ACF Service Report Form

Initial Appointment Worksheet / Decision

Annual Department Request Letter




                                ACF Guidelines  Page 23 of 37
                              Dean’s ACF Committee Report 2007
                                           Committee Report
                                     Adjunct Clinical Faculty (ACF)
                             Appointments and Promotions (A&P) Committee
                                 Stanford University School of Medicine
                                           October 10, 2007

Background
The ACF was formed in November, 2002, when the Medical School revised several of faculty tracks. The ACF
evolved from the Voluntary Clinical Faculty (VCF), which was comprised primarily of community physicians
who voluntarily contributed their time to teaching and related clinical activities in departmental training
programs. There was no consistency in applying the medical school requirements for VCF membership and
there was wide variation from one department to another in tracking service hours and applying criteria for
academic titles and promotion. As a result, the VCF had some very dedicated members who made significant
service contributions to the medical school’s departments and programs – and there were members who had
not contributed any service hours for several years. At its height, the old VCF had over 1,800 members but it
was estimated that less than half were contributing 100 or more service hours per year.

The new ACF line was created to rectify these problems. It continues to be the line composed of community
―…physicians and certain other health professionals appointed by the department chairs in clinical departments
for the purpose of participation on a voluntary, part-time basis in the academic programs of the departments,
usually in the role of teacher.―

Being a member of the ACF is a privilege and it confers ―no right or entitlement to an ACF appointment,
reappointment or promotion, or to continued ACF membership.‖ Each department chair recommends ACF
candidates who have strong professional qualifications and who will contribute to that department’s academic
and programmatic needs. Members of the ACF must contribute a minimum of 100 hours of qualifying service
each year. Initial appointments and promotions require review and recommendation of both the home
department’s ACF A&P Committee and the Medical School’s ACF A&P Committee. Candidates must meet the
medical school’s high standards of professional qualifications, accomplishments and experience. Continuing
appointment requires satisfactory service hours, excellent service contributions and departmental need.

A&P Committee [2008]
The School of Medicine ACF A&P Committee is advisory to the Senior Associate Dean for Academic Affairs,
who appoints the members of this committee to renewable three year terms. It is composed of four members
from the ACF and four from the professoriate; the chair rotates between an ACF member and a member of the
professoriate on a yearly basis. This committee meets monthly; it initially began meeting in May, 2003.

The committee members are:
Bruce Adornato                      Neurology; ACF Member
Martin Bronk                        Surgery; ACF Member
Maurice Druzin (Past-Chair)         Obstetrics & Gynecology; Faculty Member; Associate Dean
Patricia Engasser                   Dermatology; ACF Member
Kent Garman                         Anesthesiology; Faculty Member
Richard Lafayette                   Medicine; Faculty Member
Mary Ann Norfleet (Chair)           Psychiatry & Behavioral Sciences; ACF Member
Howard Sussman                      Pathology; Faculty Member

                                     ACF Guidelines  Page 24 of 37
This committee is also fortunate to have the assistance of Lisa Joo, Executive Associate to the Vice Dean and
Senior Associate Dean. She helps the committee stay organized and use their time efficiently. This group
would be much less productive without her genial manner and her competent support.
The original committee has continued for a second term in order to establish protocol for the committee’s
operation, to provide continuity and to plan for a smooth transition between the new incoming members and
the veteran members. Approximately half of the members will rotate off of the committee this year and, in the
future, the committee plans to replace about three members each year. This will allow for an orderly
progression and it will insure the transmission of uniform standards and procedures.

ACF Members
The ACF is comprised of approximately 670 dedicated professionals who each contribute at least 100 service
hours per year, primarily through active participation in the Medical School’s clinical mission. There are
approximately 260 additional ACF members who are emeriti, although a number of these ACF continue to
actively teach and contribute service hours in their respective departments.

The ACF members are committed to the medical school’s teaching and clinical mission and they fill significant
roles as teachers, mentors and role models for medical students, residents, fellows and other trainees. Some
of the ACF are also involved in research with members of the professoriate. Each department has developed
guidelines that fit its academic and programmatic needs, consistent with the medical school’s objectives and
approved by the Senior Associate Dean for Academic Affairs. The ACF’s significant time contribution is in
excess of 70,000 hours annually. This represents over 35 full-time professional positions, without counting the
emeriti service hours (which are currently not reported), and without accounting for the fact that some ACF
contribute significantly more than 100 hours annually.

Committee Activities
As shown in Table 1, during the first four years, this committee has processed 99 new appointments and 58
promotions; approximately 15% of the ACF are new appointments within the past four years and nearly 9% of
the ACF have received promotions during this time. These numbers do not reflect the new appointments to
the rank of Adjunct Clinical Instructor, the normal entry level for ACF who are within their first five years of
practice after completing the residency. These appointments are reviewed directly by the Senior Associate
Dean for Academic Affairs, or his designate.

During the first year, there were a number of appointments and promotions which had been caught in the
freeze that was in place while the VCF line was in the process of the revision that resulted in the ACF line.
Some of these appointments were actually reappointments of physicians who had been active on the VCF but
whose appointments had expired and not been processed until the ACF A&P Committee began meeting.

Table 1 ACF A&P Committee Approvals by Rank
                                                     Initial         Promotion     Total
ACF Rank                                             Appointment     to rank
Adjunct Clinical Assistant Professor                 50              19             69
Adjunct Clinical Associate Professor                 33              23             56
Adjunct Clinical Professor                           16              16             32
Totals                                               99              58            157

All files received by this committee are reviewed by each member of the committee prior to the committee’s
regularly scheduled meeting. Each file then has a primary and a secondary reviewer who present each
candidate’s information at the meeting. This is followed by discussion of the candidate’s qualifications and a
vote is taken on each recommendation. A person may not be a primary reviewer for a file that originates from
his/her department. This committee’s procedures are modeled after the full-time faculty A&P Committee.

                                       ACF Guidelines  Page 25 of 37
In the first few years, a number of files were returned to the candidate’s department because of incomplete
information. This has become only an occasional occurrence as the departments have worked to develop
procedures to help them provide complete information in a consistent format. In the past year, most files have
been complete and the committee has normally been able to reach a decision upon the first review. This is
due to the fact that all departments have their own ACF A&P committees and these committees are doing a
good job of reviewing candidates’ qualifications and presenting the information in a fairly uniform format.

ACF Composition
Currently, as shown in Table 2, the ACF members are distributed relatively evenly by rank ranging from 20% to
29% of the ACF at each level. However, over 75% of ACF carried VCF ranks into the analogous ACF ranks
and it is not yet known whether the criteria for promotion were formerly applied consistently in all departments.

The Department of Medicine has the highest number of ACF members, comprising over 25% of the 668
members of the ACF; however, it is important to note that this department includes Family & Community
Medicine and subspecialties of medicine such as allergy, cardiology, endocrinology, gastroenterology,
infectious diseases, hematology, nephrology and pulmonary medicine.

Initially, the rank of Adjunct Clinical Assistant Professor was not included in the ACF line. The rationale was
that since remaining on the ACF no longer required promotion beyond the rank of Adjunct Clinical Instructor,
the majority of ACF members would be Adjunct Clinical Instructors and a smaller number would demonstrate
the professional qualifications and regional reputation necessary for promotion to the rank of Adjunct Clinical
Associate Professor or the national reputation required for promotion to the Adjunct Clinical Professor rank.

Table 2. ACF by Department & Rank

Anesthesia                               15           10            15             4          44        6.6%
Dermatology                              14           14            6             16          50        7.5%
Medicine                                 52           37            26            69          184      27.5%
Microbiology & Immunology                0             1            0              0           1        0.1%
Neurology & Neurological Sciences        1             4            4              8          17        2.5%
Neurosurgery                             1             0            0              2           3        0.4%
Obstetrics & Gynecology                  27           18            5              5          55        8.2%
Ophthalmology                            4             8            10            17          39        5.8%
Orthopedic Surgery                       3             5            5              1          14        2.1%
Otolaryngology                           5             4            6              4          19        2.8%
Pathology                                1             2            1              2           6        0.9%
Pediatrics                               20            9            15            18          62        9.3%
Psychiatry & Behavioral Sciences         33           30            26            10          99       14.8%
Radiation Oncology                       1             0            0              2           3        0.4%
Radiology                                18            8            5              5          36        5.4%
Surgery                                  2            16            9              9          36        5.4%
Total                                   197          166           133           172          668       100%
                                        29%          25%           20%           26%         100%

Additions and Modifications

                                      ACF Guidelines  Page 26 of 37
From the beginning, the ACF members expressed such strong interest in having the Adjunct Clinical Assistant
Professor rank that the ACF A&P Committee recommended including this level in the ACF line and it was
approved within the first six months of this committee’s service.

One change that allows our departments more flexibility in appointing and maintaining valued ACF members is
the multiplier that can be applied for essential ACF activities. Although extremely rare, a multiplier of up to 5
can be applied to service hours if the ACF member is contributing mission critical activities that no other ACF
member could provide. Departments are expected to be very conservative in the use of any multiplier since it
is important to the morale and good will of our ACF that all members feel they are treated fairly and that
uniform standards are applied in crediting service hours.
All candidates for appointment, reappointment or promotion in the ACF must have a current California license
to practice in their professional field and they must maintain their license in good standing as long as they are
an active member of the ACF.

Evidence of specialty board certification should be noted on the candidate’s C.V. and /or the transmittal memo.
This committee has also adopted a standardized transmittal memo for all departments to use.

The promotion criteria for ACF were broadened earlier this year to allow other factors to be considered for
promotion in rare instances where a person has made extraordinary contributions but does not have the
regional or national reputation required for promotion in academic faculty lines. This is included in Chapter 6 of
the Faculty Handbook.

For Future Consideration
The various departments are now tracking the service hours of their ACF members and obtaining evaluations
of their teaching. In connection with this, the committee will be considering the following:

Since many specialty boards now require recertification, one question is whether ACF criteria will call for
maintenance of active and current specialty board certification as a prerequisite for reappointment and
promotion beyond the rank of Adjunct Clinical Instructor.

Professional organizations normally require an annual attestation that the member’s license is current and has
not been revoked, suspended, restricted or sanctioned by any professional ethics body or by any state or
federal licensing agency. Since we require that ACF have, and maintain, a current license in good standing it
may be prudent to ask that this type of statement be added to each department’s annual service report form.
At least one department is already doing this.

The ACF is composed of very competent and dedicated practitioners who add tremendously to the programs
and the mission of Stanford’s School of Medicine. In return, they receive the stimulation of working with
experienced peers and with enthusiastic and intelligent young professionals who are often inspired to give
back through teaching and ACF membership after they complete their training. The ACF is a strong and viable
part of the medical school and the uniform, consistently applied criteria and guidelines are developing an ACF
who are all involved participants in their department’s programs and who are proud of their association with
Stanford Medical Center.

Prepared by Mary Ann Norfleet

References

                                      ACF Guidelines  Page 27 of 37
Column by President of the Medical Staff, Kent Garman: ―The Adjunct Clinical Faculty Program Evolves.‖
November, 2006, volume 30, No. 10

Footnote
Although not a function of the ACF A&P Committee, this notation may be of interest to departments who
decide to work through their departmental committee to implement this directive. The May, 2007 Communiqué
from the Office of Academic Affairs noted that each department is to establish an ACF association, in
consultation with ACF in their department. The Communiqué had a link to a template for a charter. This article
is at: http://med.stanford.edu/academicaffairs/communique/2007MayCommunique.pdf

Parenthetically, the Department of Psychiatry and Behavioral Sciences has had an ACF Association (formerly
the VCF Association) for over twenty-five years. This association has an elected council and a resident
representative; it meets in the evening every other month during the academic year and other times, as
needed. This group has sponsored continuing education programs for its members and it has focused on the
quality of clinical training for the department’s post-docs, residents and fellows. It has also served to keep the
ACF members informed about departmental programs. The ACF has a website where it lists news about ACF
and academic faculty in the department: http://acf-association.stanford.edu/.

The Department of Psychiatry and Behavioral Sciences holds an annual ACF Appreciation Day, usually on a
Saturday in the spring. There is a speaker, awards are given to ACF members for special achievements and
certificates are given to recognize those who have served on the ACF for over 15 years. The ACF attendees
receive continuing education credit for the educational part of this event.

The ACF Association’s activities add to the quality of the department and they help to increase the sense of
community among the ACF members in their discussions of different viewpoints related to specialized aspects
of current topics in clinical practice. It also gives the ACF a voice in such areas as developing training
curriculum, serving on departmental committees and in formulating and implementing policies that apply to
patient care and teaching.




                                      ACF Guidelines  Page 28 of 37
                         ADJUNCT CLINICAL FACULTY
                   APPOINTMENTS & PROMOTIONS COMMITTEE
             DEPARTMENT OF PSYCHIATRY AND BEHAVIORAL SCIENCES
                  STANFORD UNIVERSITY SCHOOL OF MEDICINE

                                   <MINUTES / AGENDA>
                                         <DATE>

Members present:

A. Minutes of <date> reviewed and approved.
B. Old Business
      a. Follow-up on actions - other than routine personnel matters - requested at last meeting.
C. New Business
      a. Other than routine personnel matters
D. Personnel Actions
      a. Initial appointments
      b. Reappointments
      c. Promotions
      d. Terminations
      e. Resignations
      f. Emeritus/Emerita
      g. Service Hours
      h. Other
E. Notifications Received from Dean’s Office or School ACF Committee
F. Use of title requests
G. Other Matters
H. ACF Appreciation Event Subcommittee
I. Sleep Disorder Program Subcommittee
J. Departmental ACF Policies and Procedures
K. The next meeting will be<date> (alternates Mondays and Wednesdays).




                              ACF Guidelines  Page 29 of 37
                                      ADJUNCT CLINICAL FACULTY

                        APPOINTMENTS AND PROMOTIONS COMMITTEE
                    DEPARTMENT OF PSYCHIATRY AND BEHAVIORAL SCIENCES
                         STANFORD UNIVERSITY SCHOOL OF MEDICINE

                                  STATEMENT OF DECISION REACHED

Candidate:

Date of Action:

Considered for          (   ) Appointment as:

                        (   ) Reappointment as:

                        (   ) Promotion to:

Decision:

                 ( ) Approved as above for term of ________ year(s).

                 ( ) Alternate appointment / reappointment as________________________ for _______year(s)

                 ( ) Termination of Adjunct Clinical Faculty Status

                 ( ) Decision deferred

Explanation of decision required):
__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


Signature of Reviewer_____________________________________________            Date____________________




                                         ACF Guidelines  Page 30 of 37
                Adjunct Clinical Faculty Appointments and Promotions Committee
                       Department of Psychiatry and Behavioral Sciences
                                     Stanford Medical School
                           Initial Appointment Worksheet & Decision

Candidate_____________________________________________________                  Date __________

The following criteria must be met by all appointees:
____ 1. At least three letters of recommendation. One letter must be from an academic faculty
            member who affirms the Department’s need and what initial assignment will be.
____ 2. Curriculum vitae in acceptable medical school format.
____ 3. California license to practice unless special application as a scientist.
____ 4. If applying as clinician to any rank above Instructor, must have board certification.*
____ 6. Evidence that person has arranged to fulfill 100 hours voluntary service per year.

                         Circle rank and state duration of appointment.


Adj. Clinical ____    1. Completion of residency and fellowship training.
Instructor    ____    2. Length of initial term. (Normally 2 years)
 ___________________________________________________________________________________
Adj. Clinical ____    1. Minimum 5 years professional experience beyond postdoctoral
Assistant                 training.
Professor     ____    2. Outstanding professional qualifications.
              ____    3. Appoint up to 3 years.
 ___________________________________________________________________________________

Adj. Clinical   ____    1.Minimum 15 years professional experience beyond postdoctoral
Associate                 15 years professional experience beyond postdoctoral
Professor     ____    2. Has achieved at least regional recognition for outstanding
                          performance in their field.
              ____    3. Evidence this person can make exceptional contributions to the.
                          Department’s programs
              ____    4. Appoint up to 6 years.
 ___________________________________________________________________________________

Adj. Clinical   ____    1.   Minimum 20 years professional experience beyond postdoctoral
Professor                    training.
                ____    2.   Has achieved national prominence as a recognized leader in their
                             field.
                ____    3.   Exceptional individual with documented evidence justifying the
                             appointment.
                ____    4.   Appoint up to 6 years.


___________________________________________________________________________________
Comments:

Signature:_________________________________________                       Date:_______________




                              ACF Guidelines  Page 31 of 37
*   Clinical psychologists without Boards may apply for promotion from Instructor to Assistant providing they meet
    alternative criteria. Boards are required at all other levels. The alternative criteria are:

    Certified completion of a bonafide and specialized post-licensing or post-residency clinical training program. This
    program must be at least 1500 hours in duration.

                                                         or

    Achievement of at least three of the following:

                   A record of publications relevant to clinical issues
                   A position of clinical leadership such as being the Director of Clinical
                   Services or Director of Clinical Training in a recognized professional setting
                   Relevant teaching experience, preferably in a recognized academic program
                   A position of professional leadership at the regional or national level
                   Professional awards/fellowship/honors granted by peer review of contributions.
                   Other significant professional accomplishments




                                     ACF Guidelines  Page 32 of 37
                            ADJUNCT CLINICAL FACULTY EVALUATION FORM

1. Adjunct Clinical Faculty member being evaluated _____________________________________________

2. Term Being Evaluated: From _____________________To _______________________,                       200____
                                      (day/month)          (day/month)                         (calendar year)
3. Your Stanford Affiliation: (check one)

_______ Stanford resident (specify PGYI           PGYII    PGYIII      PGYIV)

_______ Academic faculty member

_______ Stanford affiliated student (specify) ___________________________________________________________

_______Other (specify) ____________________________________________________________________________

4. Please specify your teaching/training association with this Adjunct Clinical Faculty member, e.g., group
supervisor, class instructor:

________________________________________________________________________________________

5. Please rank the Adjunct Clinical Faculty member in the following categories. (all categories may not apply)

   1= unsatisfactory                2= fair         3= good         4=excellent     5=outstanding

_______           Teaching skills

_______           Clinical expertise/experience

_______           Availability

_______           Motivation

_______           Ethical standards

_______           Knowledge of subject area

_______           Ability to establish/maintain a relationship helpful to you

_______           Research skills

_______           General professional competency

6. Add any comments you feel will help the Department determine future retention of this ACF member:

Date: ______________________                  Signed: _______________________________________________

                                              Print name neatly: ______________________________________
Revised 7/11/05



                                              ACF Guidelines  Page 33 of 37
Dear Colleague:

   As you know, the Medical School requires an annual contribution of 100 hours of voluntary service in approved
categories and the Department requires an annual report of these activities. Annual evaluations of the services given by
Adjunct Clinical Faculty are also required. Reappointments and promotions will not be processed without these reports
and evaluations. Enclosed please find a blank Adjunct Clinical Faculty (ACF) Service Report Form and a blank Adjunct
Clinical Faculty Evaluation Form. Guidelines for completion can be found on the reverse of each form. Service reports
should be turned in at the end of each calendar year.

   We wish to remind our ACF of Paragraph 6.3 of the Medical School’s regulations applicable to adjunct faculty in all
departments: “Each member of the ACF will be required to document each year that he or she has met the requirements
of this chapter, along with the additional requirements of the department (if any), in order to maintain the
appointment.”

   We request that you submit a report even if it is not required (i.e. emeriti) and regardless of the number of hours
contributed. This will allow your file to accurately represent your activity within the Department. Emeriti may advise the
Clinical Faculty office if they are no longer providing voluntary service to the Department. Those who are no longer
active may request not to receive this annual request for service reports and evaluations.

   Please review the criteria for allowable hours in each category. Enter the exact or closely estimated number of hours
for the year for each category in the column to the right, as well as the total service hours at the bottom. If you have any
doubt about the acceptability of hours under the guidelines on the reverse of the form, please contact Elaine Guagliardo in
the Adjunct Clinical Faculty Office at (650) 736-7566.

   Your completed and signed service report for 2008 should be received in our office by January 31, 2009.

   With thanks and appreciation for the contributions you have made to the Department and to the Medical School.

Sincerely,




Harvey Dondershine, M.D., J.D.                           Alan F. Schatzberg, M.D.
Chair, Adjunct Clinical Faculty Committee                Chair, Department of Psychiatry and Behavioral
                                                         Sciences


AFS:HED/EG
                           Department of Psychiatry and Behavioral Sciences
                               Stanford University School of Medicine
                                Adjunct Clinical Faculty Service Report Guidelines

The following descriptions are intended as a guide for the annual report of service hours by the ACF. All service hours for
ACF credit are to be voluntary with no expectation of remuneration. Please feel free to attach any additional comments,
elaborations or explanations of the work you do.

I. CONSULTATION AND SUPERVISION
List the number of hours spent with a supervisee(s) or consulting to a Medical School Departments. Only one hour of
credit is given for each hour spent with a group of supervisees regardless of the number of supervisees in attendance.
“Trainee type” refers to medical students, psychiatry residents, psychology and social work interns, and pre- and
postdoctoral fellows. “Level” refers to year in medical school, PGY (postgraduate year), etc. “Location” refers to your
site of supervision, the Psychiatry Building, the V.A., etc. “Focus” refers to the topic of supervision, such as individual
psychotherapy, group therapy, family therapy, psychopharmacology, etc. Please indicate “IPC” if supervising an IPC
resident.

II. FORMAL INSTRUCTION
List the number of hours spent teaching a class or seminar. You may claim up to four hours of preparation time for each
hour of class taught. You must identify the name of the class or seminar, the type, level and number of students, and the
dates and location of each class taught.

III. RESEARCH
You may claim the actual number of non-compensated hours spent per year for participation in department-sponsored
research projects. You must identify the name of the project, the sponsoring academic faculty member, and briefly
describe your participation. The PI must be an active member of the academic faculty in the Department of Psychiatry.

IV. ACADEMIC ADMINISTRATION
List the number of hours spent serving on a Department or Medical School Committee. Credit is NOT given for
participation on Hospital or Medical Staff Committees. You must identify the committee, the chair and the number of
committee meetings.

V. WELL-BEING SERVICES
List the number of hours of no-fee consultation/psychotherapy for residents, medical students, spouses, and non-medical
trainees of the Department when referred by the Well-Being Committee. List only the total number of hours per case and
designate whether services were for a resident, medical student, etc. DO NOT list patient names. You may claim up to 12
hours per case and up to 50 hours per year.

VI. MISCELLANEOUS
List any other activities eligible for ACF credit, such as advising residents, consultation-liaison to Medical Center Units
and/or Arbor Free Clinic, mock examiner, and serving on the Clinical Faculty Council (up to 25 hours per year).

VII. TRAVEL TIME
You may claim 50% of the time spent travelling between your office and the teaching site (up to 25 hours per year).


Revised 1/27/09
                          ANNUAL ADJUNCT CLINICAL FACULTY SERVICE REPORT
                                Department of Psychiatry & Behavioral Sciences

                                     JANUARY – DECEMBER
                                               _____________
NAME & DEGREE (Please print) ______________________________________

I.      CONSULTATION & SUPERVISION
        Trainee Name Trainee  Type/Level                          Dates/Location        Focus               HOURS
1.      _____________________________________________________________________________ ________
2.      _____________________________________________________________________________ ________
3.      _____________________________________________________________________________ ________
II.     FORMAL INSTRUCTION (including up to 4 hrs preparation time per hour of lecture presented)
        Name of Class/Seminar            Type, Level, & Num. of Students           Dates & Location
1.      _____________________________________________________________________________ ________
2.      _____________________________________________________________________________ ________
III.    RESEARCH (Must be non-compensated participation in department-sponsored project.
        Name the project and sponsoring academic faculty member and briefly describe participation)
        Project Name           Faculty Member                Your Participation                            ________
        __________________ _________________________ _____________________________                         ________
        __________________ _________________________ _____________________________                         ________
IV.     ACADEMIC ADMINISTRATION (Any Department or Medical School committees on which you served.
        DO NOT LIST Hospital or Medical Staff Committees)
        Committee Name                            Chairperson
1.      _____________________________________            ___________________________________               ________
2.      _____________________________________            ___________________________________               ________
V.      WELL-BEING SERVICES (Clinical services provided to those referred by the Department’s Well Being
        Committee. List ONLY the total hrs/case and designate whether services were for a resident, medical student, etc.
        DO NOT LIST patient names. Up to 12 hrs/case 50 hrs/yr)
1.      _____________________________________ ___________________________________                      ________
2.      _____________________________________            ___________________________________               ________
VI.     MISCELLANEOUS OTHER (Any other activities eligible for ACF credit, e.g. ACF Council (up to 25 hrs),
        consultation-liaison to Medical Center units and/or Arbor Free Clinic, mock board examiner, ACF Committee)
1.      _____________________________________________________________________________ ________
2.      _____________________________________________________________________________ ________
VII.    TRAVEL TIME (50% of travel time between office and teaching site up to 25 hrs/yr)                  ________
VIII.   SUMMARY:                TOTAL NUMBER OF HOURS CONTRIBUTED THIS YEAR                                ________
        Please initial each box to affirm compliance. I certify that the hours reported are accurate, unpaid and in conformity
        with University ACF guidelines; and that my license to practice has not been revoked, suspended, restricted or
        sanctioned by any professional ethics body or by any state or federal licensing agency. I will immediately notify
        the ACF Executive/A&P Committee in writing if any such action should occur. 

        SIGNATURE _____________________________________________                                    DATE______________
        Revised 10/1/09
             Past Winners of the Annual Distinguished ACF Award

Harvey E Dondershine

Richard Chapman

Cleo Eulau

Elizabeth A Herb

George F. Hexter

Gerald W. Piaget

Alan J. Rosenthal

Frederic J. Van Rheenen

Charles O. Walton

								
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