BEYOND REPAIR: ErrorFree Long Form Assembly

1
BEYOND REPAIR Error-Free Long FormAssembly

• Office of the Senior Associate Dean for Academic
  Affairs
• Stanford University School of Medicine

2
The Referee Grid
3
Presentation Overview

• Referee Grid Basics When, What, Why
• Critical Grid Components
• Common Errors
• Submission sequence

4
When do I submit a referee grid?

• Initiation of Search
• Search Report and Draft Offer Letter
• Referee Grid
• Letter Submission
• Draft Long Form
• Revised Long Form
• Final Long Form

5
What is a Referee Grid?

• Formatted list of names of potential authors of
  letters of evaluation
• Includes information on relationships and stature
  of potential referees
• Screening tool to prevent errors

6
Whats on the Grid?

• Names of proposed referees external, internal,
  and trainees
• Names of proposed peers for comparison (if
  required by the specific long form)
• Scientific and academic distinctions
• Rank, institution, and relationship to candidate

7
(picture of grid sample here screenshot)
8
Where do I find the form?

• http//www.med.stanford.edu/academicaffairs/handbo
  ok/forms/Referee_Grid.doc

9
Why do we require a grid?
Consistency of presentation. . .

• Saves formatting time
• Saves screening time
• Reduces errors

10
Components External Referees

• Name and degree
• Current institution and academic rank
• Relationship to candidate
• Scientific and academic distinctions
• Note Include mix of relationships and
  institutions, ranks at or above that proposed for
  the candidate

11
Components Internal Referees

• Name and Degree
• Rank (at or above rank proposed for candidate)
• Department
• Caution Do NOT select the department chair or
  members of the evaluation committee or search
  committee.

12
Components Trainees

• Name and Degree
• Current Status (e.g., Postdoctoral Fellow or
  Private Practice)
• Address
• Note Include mix of past, recent, and current
  trainees. Perform random selection when
  possible.

13
Components Named Peers

• Only required in certain cases such as
  promotion to Associate Professor with tenure
• Make your own simple table on the referee grid
• Name and degree
• Current academic rank and institution
• Year and institution of highest degree
• NOTE Do your best to acquire this information
  from public sources, such as the internet. Do
  NOT contact the named peers office or
  institution.

14
When are named peers required?

• Tenure line actions conferring tenure
• Research line new appointments to Associate or
  Full Professor
• Research line actions for continuing term
• Teaching line actions for continuing term

How many named peers? 5
15
Common Errors (normally detected with initial
submission of grid)

• External or internal referees with inappropriate
  academic rank, without explanation
• Inappropriate mix of external referee
  relationships to candidate
• Insufficient numbers of referees or peers
• When required, named peers and background
  information not supplied

16
Error Consequences (early detection)

• Return of grid for revision
• Delay in commencement of long form assembly

17
Common Errors (detected after draft long form
submitted)

• Relationships not properly stated on grid
• Search committee or evaluation committee members
  included as internal referees
• Referees not well positioned to evaluate
  candidate
• When required, named peer comparison group not
  properly selected too junior, too senior, or in
  wrong field

18
Error Consequences (late detection)

• Case-specific
• Explanation of irregularities in process
• Possible additional solicitation of letters

19
Grid Submission Sequence

• Candidate may submit list of suggested referees
  and trainees.
• At Chairs discretion, modify lists as
  appropriate (add, delete, or change members) and
  select named peers if applicable. The candidate
  should NOT know the final lists of referees,
  trainees or peers.
• Submit Grid and CV electronically via email to
  Office of Academic Affairs.

20
Where do I submit a referee grid?

• Assistant Professor appointments and
  reappointments Rebecca Robinson,
  rrobinso_at_stanford.edu, 4-9696
• Associate Professor and Professor appointments,
  reappointments, and promotions, including
  promotions to Associate Professor Craig
  Spencer, cspence_at_stanford.edu, 8-4577

21
What happens next?

• Review of grid in Office of Academic Affairs
• Notification of approval or requested revision
  (typically within 7 10 days)
• Clearance to begin long form assembly

22
The Referee Grid - End

• Referee Grid Basics
• Critical Grid Components
• Common Errors
• Submission sequence