promotion and tenure workshop overview 2016

Jeannette M. Shorey II, M.D.Professor of MedicineUAMS Associate Provost for Faculty

Promotion & Tenure: The Institutional Perspective for All Faculty

“The mission of UAMS and its College of Medicine is to improve the health, healthcare and well-being of all Arkansans and others in the region, nation, and the world through the education of exemplary health care providers, the provision of standard-setting, comprehensive clinical programs, scientific discovery and research, and the extension of services to the State of Arkansas and beyond. This mission is accomplished through collegial work that manifests the institution’s core values of integrity, respect, teamwork, creativity, diversity, and excellence. The primary instrument by which this mission is executed for the College of Medicine is the Faculty. Their success significantly depends on a system that provides adequate recognition and rewards for their work in promoting the mission of the College.”

1st paragraph of the 2011 COM Guidelines on Faculty Appointments, Promotion, and Tenure

Overview

“The degree of excellence of a given individual’s academic contributions often cannot be exactly defined. However, an evaluation of the degree of excellence of contribution is a professional judgment which can best be made initially by members of the discipline itself (Read: national experts in your field and your departmental P&T Committee), subject to a later broader faculty review by the College Promotion and Tenure Committee.”

Page 2, 2011 COM Guidelines on P&T

“Excellence may be demonstrated and promotion may therefore be awarded without the candidate having fulfilled every single criterion noted on the tables.”

This sentence precedes each of the criteria tables within 2011 COM Guidelines on P&T)

Overview – How is this system of rewards fairly administered?

Study and understand the “P&T document.” http://medicine.uams.edu/files/2012/07/2011-PT-Guidelines.doc Read the entire document, thenFocus on the promotion criteria for your pathway

See “Promotion and Tenure” section of College of Medicine web site (from UAMS.edu home page, click on College of Medicine, then Faculty, then Promotion & Tenure)

Understand how your departmental P&T Committee works

Develop at least one P&T mentoring relationship

Keys to academic success and promotion

http://medicine.uams.edu/files/2012/07/2011-PT-Guidelines.doc



Be a pack rat! Proactively collect the written evidence of your contributions to the College. Save it in the same folders you’ll eventually create within the P&T database to save time later.

Keys to academic success and promotion

Academic Ranks and Requests

Create &

Submit

Your Packe

t

Departmental P&T

Committee

to Revie

w

COM P&T Committee to

Review

Dean to Review

Chancellor to Review

UA Board and

President to Revie

w

If all approve, promoti

on and/or

tenure is official 7/1 of

following year

Steps to approval

0102030405060708090

100

28

920

3724

816

32

85.7% 88.8%80%

86.4%

Requested Approved Percent Approved

P&T Committee Actions 2015-2016

1. Outside Letters: too few and/or inappropriate source

2. Lack of documentation – especially of teaching/mentoring activities, clinical services, and achievement of national reputation

3. Reported time distribution inconsistent with documented activities or track

4. Wrong track for job description5. Poorly organized packet

Top 5 Problems with P&T Packets

At least 3 Recommendation Letters are requiredObtained by the chair; candidate may make

suggestions to the chair From nationally recognized authoritiesFrom outside the institution (for all but Clinical Attendings –

which may come from inside or outside UAMS)In candidate’s field of special interest and expertiseNot involved in candidate’s prior training or

employment“Other letters are encouraged” if they add valueOn letterhead and signedAuthor must be a Professor if requesting Professor

rank, typically Professors if requesting Associate Professor rank

1 – Outside Letters

Clarifies the letter writer’s relationship to you

Explains the letter writer’s knowledge of your work

Required

An addition to the formal letter of recommendation process – Your chair does this step

New This Year: External Referee Form

Teaching and Mentoring Activities:Help the P&T Committee understand the quality and quantity of your teaching contributions

Target Audience: who were your learners, how many learners?

Contact time?Preparation time?Learners’ evaluations of your teaching

SummarizeComparative data – other teachers in your

department

2 – Lack of Documentation

Teaching and Mentoring Activities:


Appendix A, continuedExamples of Clinical Service Exemplary provider of patient care as evidenced through metrics such

as - peer assessment patient satisfaction scores referring physician satisfaction compliance with preventive care guidelines outcomes assessments productivity and efficiency cost-effective provider program growth

Leadership in a practice or hospital setting Recognition by peers as a skilled clinician Utilization and/or initiator of new diagnostic or treatment modalities Development of evidence-based clinical practice guidelines Development and/or effective implementation of quality improvement

projects or programs


Clinical Service Activities:2 – Lack of Documentation

Clinical Service Activities:2 – Lack of Documentation

Area Responsibility Calculations Hrs/YrACH Clinic 2 half days per week 4 hrs X 2 X 46 368Clinic f/u 1 hr per 4 hrs in clinic 25% of clinic

hours92

Procedures 1 half day per week (x on service)

4 hrs X 33 weeks

132

3 hours per week when on service

3hrs X 13 weeks

39

Inpt GI service

13 weeks per year 13 wks X 5 days X 4 hrs

260

Video endoscopy

3/month X 4 hrs/study 3 X 12 X 4 144

Total 45% 1035

National/International Recognition:Letters of recommendation (minimum 3)Invited lecturesStudy section membershipEditorial boardsNational committee assignmentsNational professional society officerBoard certification in specialty/subspecialtyPublications“Invited presentations” and presentations at

national meetingsHonors and awards


3 – Reported FTE inconsistent with documentation


Basic Scientist-TP

Basic Scientist-NTP

Clinical Scientist

Clinical Educator

Clinical Attending

(in Percents) Range Typically Range Typically Range Typically Range Typically Range Typically

Teaching/Mentoring (Total) 10-35 30 0-30 5 5-10 7.5 10-50 25 0-30 20

Didactic Teaching 1-3 2.5 2-10 5 0-2 1

Bedside Teaching 2-10 5 10-40 20 0-30 20

Research 50-85 60 90-100 90 40-90 75 5-30 10 0-10 5

Clinical Service (Total) 10-50 20 40-80 80 70-100 90

Direct Patient Care 10-50 15 40-60 60 70-100 70

Bedside Teaching 2-10 5 10-40 20 0-30 20Leadership/Admin. Service 0-35* 10 0-10* 5 0-10* 2.5 0-20* 5 0-10* 5

Reported teaching time = 30%Documented teaching activity = 2 lectures per

year

Problem: 30% time should look like at least 600 hours of contact and prep time


Clinician Educator on Wrong PathTeachingResearch Patient Care Administration

10 % 40% 45% 5%

Clinical Educator on wrong track – distribution is that of a

Clinical Scientist


Clinician Educator on Wrong PathTeachingResearch Patient Care Administration

30 % 10% 55% 5%

Clinical Scientist on wrong track – distribution is that of a Clinical Educator


4 – Wrong Track for Job Description

Organize sections of your packet in parallel with the categories of contribution noted in the P&T Document (teaching/mentoring; research/scholarly work; clinical service; leadership/administrative service; professional recognition)

Explain your contributions in language that a smart person who knows (almost) nothing about your field can understand

Assure that your CV is comprehensible, comprehensive, and well-formatted.

Ensure your CV is an accurate and authentic representation of your work.

Copy/paste and then annotate portions of your CV within the sections of your dossier to clarify your contributions

5 – Poorly Organized Packet

Bibliography – explain your role in multi-author paper (annotate bibliography)**Stillman P, Swanson D, Regan MB, Philbin MM, Nelson V, Ebert T, Ley B, Parrino T, Shorey J, Stillman A, Alpert E, Caslowitz J, Clive D, Florek J, Hamolsky M, Hatem C, Kizirian J, Kopelman R, Levenson D, Levinson G, McCue J, Pohl H, Schiffman F, Schwartz J, Thane M, Wolf M. Assessment of Clinical Skills of Residents Utilizing Standardized Patients. Ann Intern Med. 1991; 114:393. ** indicates this publication is included among the 10 submitted for review by the P&T Committee

I recruited residents from the Internal Medicine Residency Programs at both the Brigham & Women’s Hospital and the Beth Israel Hospital to participate in this study. I was one of the faculty members who helped conduct the half-day sessions at U. Massachusetts Medical Center. I participated in faculty meetings wherein the data were reviewed, and I reviewed and provided comments on the first and penultimate drafts of the publication. This publication was one of the foundational studies that lead to the development of standardized patient programs across the country, including the UAMS Clinical Skills Center.

Explain the peer-review process of “novel publications” (e.g., clinical guidelines; on-line journals; published curriculae)

Leadership and Administrative Service – explain role on committees (e.g., chair or member; what was the work of the committee? Was it a little or a LOT of work?)

5 – Poorly Organized Packet – “fixes”

Know your pathway!Be knowledgeable about specific expectations

for promotion (and tenure, if applicable) on your pathway.

Is it realistic to expect that you can achieve P&T expectations with your current job description?

Discuss any concerns immediately with your mentor, division chief, and/or chair.

Evaluate “fit”

Know the rules! Talk to the P&T committee chair in your department or

faculty affairs representative before finalizing your initial appointment or if you have unresolved concerns.

Get a mentor.Attend P&T workshops.Prepare concise, neat, well-organized documents for

your electronic P&T packet – carefully naming each document. This will help reviewers easily find evidence that you have met the criteria for your pathway.

“Decode” acronyms.

How can you help to assure your own success?

Proactively collect the documentation you will need later (“pack rat”).

Request annual evaluation from Department Chair, preferably in writing.

Heed the advice!Be aware that promotion in a secondary

department is not automatic and requires separate action.

Don’t wait until the last minute – start now.

How can you help to assure your own success?

Deadline for submission of your electronic packet is Monday September 26, 2016. (please make note this date!!)

The electronic system is available at: https://promotiontenure.uams.edu

Attend a training session - learn how to create your P&T dossier within this electronic system.

COM Deadline

https://promotiontenure.uams.edu/

“Each of us faculty members must assiduously attend to designing and executing our careers AND to documenting them!” Brendan Stack, M.D.

Best advice from a former P&T Committee Member:

Questions?

promotion and tenure workshop overview 2016

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