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Chapter 5: Other Teaching Staff

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Instructor, Acting, Visiting, By Courtesy, Other Teaching Staff in the School of Medicine, Teaching Specialist, Professor of the Practice, and Adjunct

Handbook last updated: February 2, 2024

The titles described in this chapter are used for the appointment of individuals to positions that are generally of a limited duration in order to perform teaching services on campus.  Accordingly, these positions are not intended for individuals who perform a significant amount of the regular instruction required to meet continuing programmatic need in departments and programs.  Other Teaching Staff appointments (as is also true for Academic Staff-Teaching appointments) are not appropriate for individuals who give a lecture or a series of lectures; such individuals are Guest Speakers and should not have a formal academic appointment.

Persons holding the Other Teaching Staff titles described in this chapter are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.  There are significant variations in the circumstances under which individuals qualify for and secure appointments to these ranks.  The length of term may vary from one quarter to one year and may or may not be eligible for renewal; individuals may serve at full or part-time, and (for some titles) with or without salary.  The appointment process may vary according to school practice; however, department chairs are responsible for confirming that a candidate meets the qualifications for the appointment, signs a written offer letter, and completes any requisite training.

All individuals who teach a course for credit at Stanford University must have a professorial appointment or an Academic Staff-Teaching or Other Teaching Staff appointment approved for the quarter or term in which the course is offered.  This requirement likewise applies to other Stanford employees, such as administrators, who engage in teaching activities.  Generally, individuals holding Other Teaching Staff appointments are considered Other Teaching Staff of the University; however, some categories of Other Teaching Staff, as specified below, are volunteer positions.

Other Teaching Staff members are subject to and are expected to comply with all applicable University policies and procedures, including but not limited to those in the University Academic Staff-Teaching and Other Teaching Staff Handbook and the Stanford Administrative Guide.

It is important that members of the Other Teaching Staff be regularly available on campus to teach students, interact with colleagues, and participate continuously in the educational programs of the University

Other Teaching Staff members are expected to adhere to the general obligation of OTS members to be responsive to communications from their departments, schools and the university.  Stanford University uses electronic means (such as email, texts, and the Internet) as a method of communication to Other Teaching Staff.  For many University communications, email to an OTS member’s email account is the official form of notification to the OTS member, and emails sent by University officials to such email addresses will be presumed to have been received and read by the OTS member.  

The terms of Other Teaching Staff appointments are subject to modification upon the University’s determination, in its sole discretion, that an extraordinary financial emergency exists.  See also Section 5.3.3.

Jump to:

5.1 Types of Appointments
5.2 Titles
5.3 Procedures for Appointments and Reappointments
5.4 Leave Policies


5.1 Types of Appointment

Dependent upon the title, Other Teaching Staff appointments can be:

  1. Benefits eligible – appointed to a position at 50% time or more for 6 or more consecutive months. These Other Teaching Staff appointments are eligible for University sponsored health and welfare benefits.
  2. Contingent – appointed to a position at less than 50% time for any length of time or at 50% time or more for less than 6 consecutive months.  These Other Teaching Staff appointments are not eligible for University sponsored health and welfare benefits.
  3. Volunteer – volunteer their time to teach or engage in classroom activities and may be appointed at any percent time.  All volunteer appointments are unpaid and are not eligible for University sponsored health and welfare benefits.

5.2 Titles

5.2.1 Instructor

Instructor appointments are for School of Medicine use only and are generally for one year, no more than three consecutive years of appointment at full time are normally permitted.  Individuals at this rank are not yet ready for candidacy for Assistant Professor or Assistant Professor (Subject to Ph.D.) positions.  Generally, there is no expectation of a Stanford professorial appointment following an Instructor appointment.  Persons holding this title are Other Teaching Staff and are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.

Persons holding this rank may have full charge and responsibility for a departmental course (e.g., one for undergraduate majors).  They also may assist in planning and execution of a graduate course or seminar.

Please see the School of Medicine handbook for more information.


5.2.2 Acting Titles

Acting Assistant Professor
Acting Associate Professor
Acting Professor

These acting appointments are generally for one year; no more than three consecutive years of appointment at full-time are normally permitted.  Individuals holding these ranks are qualified for the rank of the appointment but hold neither an academic position to which they would be returning nor a position in business or industry which would continue during the Stanford appointment (though in the latter case an individual may be on leave from an industrial position for the duration of the Stanford appointment).

These acting titles are used when individuals are filling in and/or when departments are clarifying their programmatic needs.  Persons holding this title are Other Teaching Staff and are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.  In some cases, especially at the Assistant Professor level, the acting appointment is a "holding" position for a period of time during which the department engages in a more careful search; the individual holding the acting appointment may be a principal candidate in the search.  However, in general and especially at the Associate and full Professor levels, the expectation is that the title will be used for appointments of individuals who will have a short-term, non-career association with the University.  The Acting title is not a guarantee or promise of future appointment to the Professoriate.

Individuals holding these acting titles may teach graduate seminars and participate in (but not direct) graduate research.


5.2.3 Visiting Appointments

Visiting Lecturer
Visiting Instructor
Visiting Assistant Professor
Visiting Associate Professor
Visiting Professor

Generally, visiting appointments are for one year, but they may be made from one to three years (for up to a total of six years by Provostial exception) and are renewable.  At all ranks, individuals must be on an approved leave from their college or university where they hold appointments which will not expire prior to expiration of the Stanford appointment.  Individuals hold the visiting rank at Stanford that is the same (or the American equivalent) as their rank at their home institution.  Persons holding this title are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.  Individuals holding visiting appointments may teach graduate seminars and participate in (but not direct) graduate research.

All Visiting appointments, regardless of paid status, are considered “at will”; therefore, either party may terminate the appointment any time and for any reason.

Typically, visiting appointments are unpaid appointments due to the visitor’s home institution continuing their pay.  However, if a visiting person is appointed with pay, then the compensation requirements in Section 5.3.2 must be followed.


5.2.4 (By courtesy) Appointments

Assistant Professor (By courtesy)
Associate Professor (By courtesy)
Professor (By courtesy)

Effective January 31, 2022, this job category will be phased out with no new appointments granted using this title.  Those currently holding (By courtesy) titles may continue to use their title, as described below, until their current appointment ends.  Also as of this date, reappointments using this title will not be granted.

A special use of the designation (By courtesy) applies to individuals who are not members of the Stanford faculty, but who are members of certain institutions which have close ties to the University.  Currently, the only such institution is the Carnegie Institution for Science.  [(By courtesy) appointments should not be confused with Courtesy appointments which are for individuals who are members of the Stanford Professoriate.  Such Courtesy appointments for the Stanford Professoriate are discussed in Chapter 2, Section 2.6.5 of the Faculty Handbook.] 

(By courtesy) appointments entitle the appointee to identify as such, and to include, as appropriate, the (By courtesy) title, in its entirety, indicating rank and the “(By courtesy)” indicator, on public facing websites and profiles, stationary, business cards, as well as in certain publications approved by the department chair in writing and in advance.  It does not entitle the appointee to use the Stanford University logo or Stanford University letterhead, or an @stanford.edu email, except when creating correspondence pertinent to the teaching function.

This use of the (By courtesy) title is limited to individuals from the Carnegie Institution for Science.  Individuals holding (By courtesy) professorial titles are not considered employees of Stanford and are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward acquisition of tenure by length of service.  They may offer courses in the courtesy department or school when invited to do so.  Their involvement in departmental or school activities will vary according to the policies of the particular unit.  Individuals holding (By courtesy) professorial titles do not have departmental voting privileges.  (By courtesy) professorial appointments are subject to periodic review according to a timetable worked out at school and departmental levels.  The appointments are coterminous with their appointment at their home institution.  However, appointments are granted and ended at the department’s discretion.

(By Courtesy) appointments are unpaid affiliations with Stanford.  The appointments must be approved by the department chair and appointment information entered using the FASA system.  It is not appropriate to appoint someone into these positions who will be receiving compensation from Stanford; those appointees should be appointed under a different teaching title.  (By courtesy) appointments do not have active jobs in the payroll system of record.


5.2.5 Other Teaching Staff Positions in the School of Medicine

Adjunct Clinical Instructor

Adjunct Clinical Assistant Professor
Adjunct Clinical Associate Professor
Adjunct Clinical Professor 

Clinician Educator

All titles in this category are unique to the School of Medicine and are fundamentally different than any similar titles listed in this chapter.  Persons holding any of these specific titles are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.  For more information regarding these specific titles and their appointments, please refer to the School of Medicine Faculty Handbook.


5.2.6 Teaching Specialist

This title is used exclusively in the Department of Athletics, Physical Education and Recreation (DAPER) and Vaden Health Center.  Those holding this title are responsible for teaching Outdoor Education, Physical Education, or Wellness courses.  The appointee should maintain specialized certification in their particular area of expertise from appropriate organizations and have one or more years of teaching experience in the discipline being taught.  Persons holding this title are considered Other Teaching Staff and are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.


5.2.7 Professor of the Practice

Professor of the Practice is an Other Teaching Staff position reserved for exceptional practitioners in diverse professions and public service to whom the University wishes to extend an invitation to serve in an academic role that contributes to the University mission.  As candidates are expected to be truly distinguished practitioners, appointments to this position will be rare and should stem from a programmatic need or recognition of a programmatic opportunity that is significant and cannot be fulfilled with existing faculty or staff serving at the University.  Typically, there will be no more than one or two Professors of the Practice in a school or institute at a time.  This title conveys a closer tie and more substantial commitment than that of Adjunct Professor and typically is anticipated to be of short duration.  In addition to having attained exceptional distinction as practitioners, candidates for Professor of the Practice shall have substantial professional experience and may possess terminal degrees in academic disciplines relevant to the programmatic need or opportunity.  If the candidate will have a primary assignment in a teaching capacity, the candidate should generally have demonstrated evidence of effective teaching ability. 

Professor of the Practice is an Other Teaching Staff position; Professors of the Practice are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service, nor do they participate in regular departmental, school or institute governance. 

Professors of the Practice are expected to devote a substantial portion of their professional life to the school or designated policy institute.  This title is not appropriate for individuals who may meet the qualifications but, for example, only teach a single course per year.  This title is not appropriate for individuals whose profession is or has been primarily academic.  Professors of the Practice should not hold concurrent positions at the University.  Individuals appointed to this position may not hold academic positions to which they would be returning or positions in the professions or public service, which would continue full time during the Stanford appointment (an individual may be on leave from a position for the duration of the Stanford appointment).

Involvement in departmental, school, or designated policy institute activities will vary according to the programmatic needs or opportunities and to the policies of the particular unit.  Persons holding this title may have full charge and responsibility for a departmental course for undergraduate majors.  They may teach graduate seminars; however, they may not direct graduate research or be principal advisors on masters or doctoral theses.  Professors of the Practice are not eligible to act as principal investigators on sponsored research projects.

Requests for appointments to Professor of the Practice arise from departments, schools or designated policy institutes and must be approved by the relevant Dean prior to submission to the Provost.  The Provost shall make appointments to this position in consultation with two members of the University Advisory Board designated by the Provost.  While Professors of the Practice may contribute to Inter-Departmental Programs, their primary appointment must reside in a department, school or designated policy institute.  Candidates shall be recommended with attention to the University’s overarching commitment to diversity, equity, and inclusion.  The recommendation should provide information on the specific responsibilities intended for the candidate and should discuss the evidence of the candidate’s qualifications for the position.

Candidates will be evaluated for appointment to Professor of the Practice based on (a) fit with the programmatic need or opportunity as communicated in a memorandum from the Dean; and (b) evidence of exceptional distinction as a practitioner, including 3-5 external or internal letters, a current curriculum vitae, and a brief candidate statement.  Additional evidence may be required depending on the nature of the programmatic role.

Appointments are expected to be of short duration, normally for a term of no more than five years.  Appointments may be renewed only in rare circumstances justified by continuing programmatic need. 

Reappointments are made using the same review process as the initial appointment except that teaching evaluations or other documentation may be reviewed as appropriate to the role, and justification for continued programmatic need or opportunity must be provided.  Reappointment is not guaranteed.

Professors of the Practice are considered full-time when they work for three consecutive quarters (e.g., autumn, winter, spring).  An individual appointed as a Professor of the Practice shall meet annually with the department chair or institute director. 

Professors of the Practice may apply for leave without salary.  Such leaves must be reviewed for approval by the individual’s dean.


5.2.8 Adjunct Appointments

For policies relating Adjunct Clinical Faculty appointments in the School of Medicine, please see Chapter 6 in the School of Medicine Faculty Handbook.

Adjunct Professor

Individuals holding this appointment may contribute to their department in a variety of ways.  They may be the primary instructor or co-instructor of courses, teach graduate seminars and be co-advisors (but not principal advisors) on masters or doctoral theses.  They may serve on departmental committees, consistent with school practice.  This position is not appropriate for individuals whose profession is primarily academic or current Stanford employees; such individuals should be appointed as Lecturers or Senior Lecturers, as appropriate.  However, faculty who have retired from other academic institutions may be appointed to this position.  This position may be a paid position or staffed by those who volunteer their time.

If an Adjunct Professor is appointed with pay, then the compensation requirements in Section 5.3.2 must be followed.

Adjunct Lecturer

Adjunct Lecturers are those who volunteer their time to teach or engage in other classroom activities.  They offer students the unique experience they have gained in their professional endeavors.  Adjunct lecturers are employed (or retired from) another (non-teaching) field.  Their primary contribution is made through teaching or co-teaching a course or assisting in courses.  Adjunct Lecturers may be involved on a regular basis with courses and other aspects of the Stanford educational mission.  For example, Adjunct Lecturers may serve as mentors, coaches or advisors for student projects over a period of multiple weeks, or work with faculty members to develop a course or organize and manage a lecture series.  Individuals who provide only occasional guest lecturing, coaching, or panel participation should not be appointed to this position.  This position is not appropriate for individuals whose profession is primarily academic.  Such individuals should be appointed as Lecturers or Senior Lecturers, as appropriate.  Adjunct Lecturers are not employees of the University and are not paid, but may be provided a token honorarium and have any business expenses reimbursed consistent with University policy.

General Provisions

Adjunct appointments may be for a single quarter or for a period of one year and are renewable.  Appointments may be full time or part time effort.  One year appointments (defined as 9-12 months) must cover teaching in three consecutive quarters (fall, winter, spring).  Non-consecutive quarter appointments are considered two single quarter appointments.  The determination of the length of the appointment and the percentage of effort should be based on programmatic need and, for paid Adjunct Professor appointments, budgetary considerations.

Appointees typically have primary professional involvement in business, industry, or government during their Stanford appointment.  These positions should not be used for individuals who are involved directly in: the execution and design of research, assisting in goals of a sponsored research project, preparation of proposals or reports or authoring research results.  Research activity at this level of involvement requires a separate research appointment.  See http://doresearch.stanford.edu/policies/research-policy-handbook/non-faculty-research-appointments/policy-and-procedures-appointment-and-promotion-academic-staff-research.

Individuals holding these titles are not members of the Professoriate, the Academic Council, the University Medical Line, or the Academic Staff, nor do they accrue time toward tenure by length of service.  It is expected that departments will appoint and reappoint individuals to these positions through a rigorous process that involves faculty in the department, or the designated departmental leadership.  The appointment to these positions is conditioned upon completion of relevant compliance training.


5.3 Procedures for Appointments and Reappointments

5.3.1 Procedures

The Faculty and Academic Staff Appointment (FASA) system must be used for recording all teaching appointments of individuals to all titles used for Other Teaching Staff.  The recommendation should note the circumstances which warrant the appointment.  If the candidate is substituting for a faculty member on leave, the name and leave status of that faculty member must be included.  If the candidate is recommended for an interim appointment while a search is ongoing to fill a faculty billet, the recommendation should note the position.

Further, the recommendation should provide information on the specific responsibilities of the candidate beyond teaching.  All recommendations should briefly discuss available evidence of the candidate’s teaching ability.  Finally, the recommendation should explain how the candidate and his or her qualifications came to the notice of the department.

When an individual is proposed for reappointment, whether paid or unpaid, the department or school must submit a new Faculty and Academic Staff Appointment (FASA) transaction, rather than a memorandum of reappointment.  If the reappointment is for more than one year, or if the candidate will have served for three years during which time no evaluation of teaching effectiveness has been presented, the recommendation should discuss evidence to date of the candidate’s teaching.  In most instances, however, the renewal recommendation may simply refer to the original appointment form and need merely update the record (e.g., visa status, current outside employment, future courses, etc.).

Appointments may not be averaged over teaching quarters and non-teaching quarters in order to meet benefits eligibility.  Non-consecutive quarter appointments may not be bridged, but instead are considered two single quarter appointments.  Appointments meeting the benefits eligible criteria are eligible for Health and Welfare benefits provided by the University to benefits eligible staff employees.

Members of the Other Teaching Staff who; are benefits eligible; working in three consecutive academic year quarters (fall, winter, spring) with teaching and other related duties in each of the three quarters; and are appointed from September 1 through August 31, may elect to have their salary paid over a 12-month period, allowing them to receive University contributions to benefits plans every month in accordance with their percent time of appointment.  Members of the Other Teaching Staff are not eligible for layoff, vacation, or PTO, as provided in Administrative Guide Memos 2.1.6 and 2.1.17; therefore, those who do not elect to be paid over a 12-month period will be paid over a 9- or 10-month period according to their appointment letter, and will receive University contributions to benefits plans only in those months that they receive salary in accordance with their percent time of appointment.  They must personally make special arrangements with the University HR Service Team for the employee’s contribution during periods in which salary is not paid.  In order to allow benefits eligible Other Teaching Staff the option to spread their salary over 12 months, they must opt in prior to September 1st of each year of the appointment.  Non-benefits eligible appointments are not eligible to spread salary over the unpaid academic quarter and must be terminated at the end of the final teaching quarter of their current appointment unless they are on a multi-year appointment teaching in three consecutive quarters in each academic year of the multi-year appointment.

Departments and Programs may not bridge non-teaching quarters in order to extend an Other Teaching Staff appointment for an academic or calendar year.  Appointments may only include quarters in which the individual is teaching a course for credit.


5.3.2 Compensation

Other Teaching Staff appointments (with the exception of those titles under which individuals volunteer their time or have outside funding) must be with pay and must be paid as it is earned each pay period according to Stanford’s normal pay cycles.  Salary payments must not be paid in a lump sum or fixed amount, unless the duration of such appointment is less than one pay period in length.  Hourly payments must be paid on a per hour basis and must be reported for payment in terms of hours worked and hourly rate, including terms lasting less than one pay period.

During periods of teaching and related activities, all benefits-eligible Other Teaching Staff appointments must be paid at or above the minimum salary required by California for exempt employees (method #1 below), calculated on either a weekly or monthly basis as appropriate.  All paid contingent Other Teaching Staff appointments (regardless of percentage of time of appointment) must be paid in one of the following methods:

  1. at or above the minimum salary for exempt employees in California (calculated on a weekly or monthly basis as appropriate);
  2. at or above the minimum salary calculated using the per-course hour method under California Labor Code Section 515.7*; or
  3. by the hour for all hours worked (non-exempt; timecard required).  

*To use this method across more than quarter, and in the likely event the amount of classroom hours varies across the quarters, the salary of record will need be updated at the beginning of each academic quarter and cannot be averaged over the duration of the appointment.

For more information on appropriate setting and calculation of salaries, please contact Faculty Affairs.

5.3.3 Notice of non-renewal

Appointments are often made for fixed terms on a temporary basis with no expectation of renewal.  Others are made with the possibility of renewal.  For all Other Teaching Staff appointments no specific notice of non-renewal is required.  Rather, the appointment end date is as specified in the appointment letter.

5.3.4 Termination for Other Teaching Staff titles

A paid Other Teaching Staff appointee can be terminated prior to the end of their appointment term if the University determines, in its sole discretion, that an extraordinary financial emergency exists or the discontinuation or modification of all or a part of an academic program is warranted.  In such circumstances, up to 30 days’ notice of termination will be provided if practicable and solely at the University’s discretion.

A paid Other Teaching Staff appointee can also be terminated prior to the designated appointment end date: for cause (including but not limited to, lack of satisfactory performance, misconduct, failure to follow University policies or procedures, misuse of University resources, or other conduct or acts that are detrimental to the reputation of the University or disruptive to is operations); or for programmatic or budgetary reasons including lack of funding.

  1. In circumstances involving for cause, the individual is entitled to 30 days’ written notice of termination; in serious cases, pay in lieu of notice may be given with the concurrence of the Provost’s Office or designee.
  2. For programmatic or budgetary reasons including lack of funding, the individual is entitled to 30 days’ written notice of termination.  Pay in lieu of notice may be given at the department’s discretion.

Those Other Teaching Staff who volunteer their time (unpaid Adjunct Professors, Adjunct Lecturers), as well as all paid and unpaid Visiting titles, are considered “at will”; therefore, either party may terminate the appointment at any time without the necessity of a reason.


5.4 Leave Policies

It is important that members of the Other Teaching Staff be regularly available on campus to teach students, interact with colleagues, and participate continuously in the educational programs of the University.  Extended absences from campus may not only reduce an Other Teaching Staff member’s contribution to the University, but may also disrupt instructional programs.

5.4.1 Short Absences

Other Teaching Staff hired for consecutive multi-quarter appointments may have University designated breaks of service (i. e. Spring break, Winter break.  Does not include summer break).  They do not accrue vacation time.  Sick time is granted or accrued as prescribed by California law.  However, short absences for personal business, illness, jury duty, and similar limited absences are normally with full salary.  It is expected that when scheduling periods of leave with pay, one’s academic responsibilities are taken into consideration and continued to be fulfilled.  Other Teaching Staff must obtain advance permission for the leave from the department chair or program director during teaching quarters for any leave that may affect class, laboratory, or other commitments.

Benefits eligible Other Teaching Staff may apply for a personal leave without salary.  Such leaves are discretionary and must be reviewed for approval by the individual’s department chair or program director and dean.

Leaves of Absence do not extend the end date of appointments, including Fixed Term appointments.  Other Teaching Staff are not eligible to take sabbatical leaves.

5.4.2 Family and Medical Leave (effective January, 1995)

The following describes categories of leave that may be available to eligible Other Teaching Staff who need to take a leave of absence for family or personal medical reasons.  Temporary instructors may be needed when such a leave is necessary.  When this is the case, department chairs and school deans are responsible for making the necessary appointment arrangements.

5.4.2.1. Short Term Disability and Pregnancy Disability Leave

5.4.2.1.a Short Term Disability

Other Teaching Staff in California are covered for short-term disabilities for their own serious health condition by either, the university's Voluntary Disability Insurance plan (VDI) or State Disability Insurance (SDI) if the Other Teaching Staff member opted out of VDI.  Non-California employees are covered under a separate 13-week short-term disability plan (STD).  To be eligible for short-term disability, an Other Teaching Staff member must be on a current paid appointment at the time of the medically certified disability.  Short-term disability leave does not extend the end date of the current appointment.

During short-term disability leave, the Other Teaching Staff member is expected to apply for Short-Term Disability Insurance according to established procedures. (Specific instructions are available on the Benefits website.)  The length of disability leave is determined by the Other Teaching Staff’s physician, who certifies the number of weeks that the Other Teaching Staff member is disabled.  Upon approval of a disability leave with Stanford’s voluntary disability insurance carrier, the insurance carrier will issue a weekly benefit check directly to the Other Teaching Staff member for the duration of the approved leave.  The Other Teaching Staff’s department, based on established departmental procedure, may choose to supplement the Other Teaching Staff’s pay up to their current base salary (less the amount received from the insurance carrier) each pay period for a portion of the leave or for its entirety.  The Other Teaching Staff member should contact their local Human Resources manager for local procedures.

5.4.2.1.b Pregnancy Disability Leave

California’s Pregnancy Disability Leave Law allows for leave of up to four months due to medically certified, pregnancy-related disability.  To be eligible for pregnancy disability leave, an Other Teaching Staff member must be on a current paid appointment at the time of the medically certified, pregnancy-related disability.  Pregnancy disability leave does not extend the end date of the current appointment.

During pregnancy disability leave, the Other Teaching Staff member is expected to apply for Short-Term Disability Insurance according to established procedures.  (Specific instructions are available on the Benefits website.)  The length of pregnancy disability leave is determined by the Other Teaching Staff member’s physician, who certifies the number of weeks that Other Teaching Staff member is disabled, both before and after delivery.  Upon approval of a pregnancy disability leave with Stanford’s voluntary disability insurance carrier, the insurance carrier will issue a weekly benefit check directly to the Other Teaching Staff member for the duration of the approved leave.  The Other Teaching Staff member’s department, based on established departmental procedure, may choose to supplement the Other Teaching Staff member’s pay up to their current base salary (less the amount received from the insurance carrier) each pay period for a portion of the leave or for its entirety.  The Other Teaching Staff member should contact their local Human Resources manager for local procedures.

5.4.2.2. Family and Medical Leave

Stanford’s policy on Family and Medical Leave (FML) for those holding Other Teaching Staff titles follows the guidelines of the California Family Rights Act (CFRA) of 1991 (amended in 1993, 2020, and 2022) and the federal Family and Medical Leave Act (FMLA) of 1993.  This legislation provides for up to 12 weeks of unpaid leave in any 12-month period for certain family and medical reasons.  Family or medical leave may be taken for the following reasons:

  • Under FMLA, to care for the Other Teaching Staff member’s spouse, same sex domestic partner, parent, or child who has a serious health condition that requires the Other Teaching Staff member’s absence from work to care for the ill family member.  [In this case, the Other Teaching Staff member may also be eligible for Paid Family Leave];
  • Under CFRA, to care for the Other Teaching Staff member’s spouse, domestic partner, child, parent, parent-in-law (parent of spouse or domestic partner), grandparent, grandchild, or sibling who has a serious health condition that requires the Other Teaching Staff member’s absence from work to care for the ill family member.  [In this case, the Other Teaching Staff member may also be eligible for Paid Family Leave];
  • for a Other Teaching Staff member’s serious health condition [in this case the Other Teaching Staff member may be eligible for short-term or long-term disability];
  • the birth of a child or the placement of a child with the Other Teaching Staff member for adoption or foster care [In this case, the Other Teaching Staff member may also be eligible for Paid Family Leave];
  • To care for a family member who is a member of the Armed Services and suffers serious injury in the line of duty or is undergoing treatment or recuperation from a serious injury (up to 26 weeks).  The Other Teaching Staff member must be a spouse, parent, son, daughter, or next of kin of the service member. [In this case, the Other Teaching Staff member may also be eligible for Paid Family Leave];
  • Protected qualifying exigency leave for the spouse, domestic partner, child or parent (include parent-in-law under CFRA) of the service member in the Armed Forces.

A serious health condition is defined as any illness, injury, impairment, or physical or mental condition serious enough to involve hospitalization, in-patient care in a residential medical facility, or continuing treatment or supervision by a health care provider.

To be eligible for Family or Medical Leave, an individual must have been employed by Stanford (within the U.S.) for at least 12 months at 50% of full time and have worked at least 1250 hours in the preceding 12 months prior to the start date of the requested leave.  An individual is not eligible if they have used the maximum yearly leave provided by law.

When the need for family leave is foreseeable, requests for family or medical leave should be made sufficiently in advance to allow the school or department to make replacement teaching and other arrangements.

Family Leave (FMLA or CFRA) does not provide income during the period of approved leave.  It is up to the department’s established leave procedures to determine if the department will supplement the Other Teaching Staff member’s salary up to their full current base (less any amount received from the insurance carrier) for any portion of the approved leave.

During Family or Medical Leave or CFRA, the University continues its contributions toward medical and dental group health plans.  The individual continues to be responsible for paying their own premium.  If additional leave is approved beyond Family or Medical Leave or CFRA, the individual must pay the University’s portion of the monthly premium in addition to their own premium to ensure continuous insurance coverage.  Family and Medical Leave or CFRA does not extend the end date of the current appointment.

5.4.2.3. Paid Family Leave

Paid Family Leave (PFL) insurance is available to all Other Teaching Staff members who participate in the Stanford Voluntary Disability Insurance (VDI) Plan or the California State Disability Insurance (SDI) Plan.  It provides partial wage replacement during an approved Family and Medical Leave to care for a seriously ill family member or bonding with a new child.  The relationship between PFL and FML is that FML provides eligible employees up to 12 work weeks of unpaid job protected leave in a 12-month period for their own serious health condition, to care for a family member with a serious health condition, or because of the birth or placement of a child with the employee for adoption or foster care.  PFL does not change or extend FML in any way and is completely separate from it.  PFL merely provides up to eight weeks of paid insurance benefits to employees who suffer a wage loss when they take time off work to care for a family member covered by the PFL regulations.  If an Other Teaching Staff member is eligible for FML, they are required to take FML at the same time they are receiving PFL.  

During PFL, benefits eligible employees will receive a portion of their base pay, up to a weekly maximum, from the disability administrator or state disability program, for up to eight weeks in a rolling 12-month period. The university will supplement the approved state paid family leave benefit to maintain the benefits eligible employee’s base pay for the first six weeks that the employee is receiving PFL benefits.  For the remaining two weeks of a Paid Family Leave, the Other Teaching Staff’s department, based on established departmental procedure, may choose to supplement pay.  The Other Teaching Staff member should contact their local Human Resources manager for local procedures.  Together, the state PFL and the university’s supplement will not exceed 100% of an employee’s base pay as of their last day worked before starting their leave. 

The “top up” program is not available for non-benefits eligible lecturers.  However, non-benefits eligible lecturers may still be eligible for the weekly insurance payment for any approved Paid Family Leave.

Please note baby bonding leaves under FML and CFRA concurrently run for a total of 12 weeks; however, for maternity bonding leaves, PDL (pregnancy disability leave) and FML also run concurrently, but the female Other Teaching Staff member is then eligible to receive an additional 12 weeks of bonding leave under CFRA.  CFRA runs concurrently with PFL (paid family leave).  Additional information is available at http://cardinalatwork.stanford.edu.

Paid Family Leave does not extend the end date of the current appointment.


5.4.3 Military Leaves

Please refer to Administrative Guide Memo 2.1.18 for procedures regarding Other Teaching Staff members who are required to fulfill active military training and/or active military duty.