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Promotion & Tenure Overview Workshop 2012
Jeannette M. Shorey II, M.D.
Professor of Medicine
Associate Dean for CME and Faculty Affairs
Overview
“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, 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 2009 COM Guidelines on Faculty Appointments, Promotion, and Tenure
Overview – How is this system of rewards fairly administered?
“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 the 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)
Keys to academic success and promotion
Study and understand the “P&T document.” http://www.uams.edu/facultyaffairs/Promotionandtenure/default.asp.
Read the entire document, then Focus on the promotion criteria for your pathway
Read the “Companion Guide” to the P&T document. also on the Office of Faculty Affairs web page
Understand how your departmental P&T Committee works.
Keys to academic success and promotion
Develop at least one P&T mentoring relationship.
Be a pack rat! Proactively collect the written evidence of your contributions to the College.
Love your work!
Moving “through the ranks” – Who assesses your contributions? Academic Ranks within the College
Promotion from Instructor to Assistant Professor Promotion from Assistant to Associate Professor Promotion from Associate to Professor Promotion in secondary department
Who assesses your contributions and achievements? You! Individuals who will write letters of recommendation Departmental P&T committee Department Chair College P&T committee Dean Chancellor; UA President and Board of Trustees
P&T Committee Actions 2011-2012
Total number of faculty members requesting consideration by the College P&T Committee 46 Promotion only 21 Tenure only 2 Promotion & Tenure23 Emeritus status 0
Requests granted Promotion 42/44 (95%) Tenure 23/25 (92%)
Promotion requests granted by rank Assistant to Associate 26/29 (90%) Associate to Full 14/15 (93%)
Top 6 Problems with P&T Packets
6. Lack of documentation Teaching and mentoring activities*
Research and scholarly activities
Clinical service activities*
Leadership and administrative activities
National/International recognition*
* The more problematic areas
Top 6 Problems with P&T Packets
6. Lack of documentation Teaching and mentoring activities – help the P&T Committee understand the quality and quantity of your teaching contributions.
Target audience: who were your learners, and how many of them were there?
Contact time? Preparation time? Learners’ evaluations of your teaching
Clinical ActivitiesArea Responsibility Calculation Hrs/yr
ACH Clinic 2 half days per week 4 hrs X 2 X 46 368
Clinic f/u 1 hr per 4 hrs clinic 25% of clinic hours 92
Procedures 1 half day per week (X on service) 4 hrs X 33 weeks 132
3 hrs per week when on service 3 hrs 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 lectures Study section membership Editorial boards National committee assignments National professional society officer Board certification in specialty/subspecialty Publications Honors and awards
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate sources
Letters of recommendation
For promotion to… Associate – at least 3 letters Professor – at least 3 letters
Obtained by the chair; candidate may make suggestions to the chair
From nationally recognized authorities From outside the institution (for all but Clinical Attendings
– which may come from inside or outside UAMS) In candidate’s field of special interest Not involved in candidate’s prior training or
employment “Other letters are encouraged” if they add value
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate source
3. Reported time & effort distribution inconsistent with documented activities or track
Excerpt from P&T Cover Page
Allocation of Percent Time
Teaching Research Patient Care Administration
% % % %
Example: Reported time distribution inconsistent with documented activities
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
Ranges of Effort by Pathway
Basic
Scientist-TP Basic
Scientist-NTPClinical 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 20
Leadership/Admin. Service
0-35* 10 0-10* 5 0-10* 2.5 0-20* 5 0-10* 5
Example: Reported time distribution inconsistent with track
Clinician Educator on Wrong PathTeaching Research Patient Care Administration
10 % 40% 45% 5%
Clinical Educator on wrong track – distribution is that of a
Clinical Scientist
Example: Reported time distribution inconsistent with track
Clinician Educator on Wrong PathTeaching Research Patient Care Administration
30 % 10% 55% 5%
Clinical Scientist on wrong track – distribution is that of a Clinical Educator
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate source
3. Reported time distribution inconsistent with documented activities or track
2. Wrong track for job description
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate source
3. Reported time distribution inconsistent with documented activities or track
2. Wrong track for job description
1. Incomprehensible, poorly organized information
#1 Problem in 2011-2012
1. Incomprehensible, poorly organized information
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
Evaluate “fit”
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.
How can you help to assure your own success? 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 both the paper and electronic versions of your packet, which 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? Arrange proactively for 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.
COM Deadline
Deadline for submission of your electronic packet and 2 paper copies of your packet is Monday October 1, 2012.
Two paper packets are still required and are due to the Office of Faculty Affairs, Central Building (old hospital) 4D40, by 4:30pm on Monday, October 1, 2012.
The electronic system is available at:
http://PromotionTenure.UAMS.edu
Best advice from a former P&T Committee Member:
“Each of us faculty members must assiduously attend to designing and executing our careers AND to documenting them!” Brendan Stack, M.D.
