June 11, 2012 Dossier Training for Administrative Support Staff June 11, 2012 Cindy Devine Office of the Associate Dean for Faculty Affairs

Overview of Today  Office of Faculty Affairs Website – Bookmark it  GURU P&T Forms and dossier word template  HR-23 P&T Administrative Guidelines – a lot of material we cover today is mandated by this document

Dossier Preparation l The dossier rules are the same for tenure-track and fixed-term faculty. Deadlines are different, as the review cycle for fixed-term promotions occur later in the academic year.

The Dossier: Order of Assembly Make sure you are using the current version of these forms  Promotion and Tenure Form  Biographical Data Form  COM Effort Allocation Page  COM Promotion and Tenure: Statement of the Dean of COM  Department P&T Criteria  Candidate’s Narrative Statement  Scholarship of Teaching and Learning  Patient Care Activities (if applicable)  Scholarship of Research and Creative Accomplishments  Service and the Scholarship of Service  External Letters of Assessment (confidential to the candidate)  Statements of Evaluation by Review Committees and Administrators

Promotion and Tenure Form (aka signatory page) Download from OFA website - Prompted for PSU ID and password An accurate and fully-completed form is important Frequent issue: fields left blank Fill out in entirety – please remember signatures, recommend/not recommend box, and date If evaluating for BOTH tenure and promotion – 2 forms required with tenure on top Graduate Faculty Member Status If candidate is unsure, check with Graduate Education Office For promotion cases, fill in complete proposed rank and department Example: Associate Professor of Pediatrics

Biographical Data Form Download from OFA website Prompted for PSU ID and password If more space is needed for completing training or occupational record, may continue on another page Candidate must sign and date

COM Effort Allocation Page Download from OFA website Percentages must total 100%. Record % for each mission (patient care if applicable). The candidate must complete. If the candidate has questions about effort, he/she should discuss with Division Chief or Department Chair FY FY FY (Estimate)(Actual)(Actual) TEACHING 1. Didactic Teaching - Medical Students - Graduate Students 2. Professional Training/Mentoring a - Graduate Students - Medical Students b - Residents - Postdoctoral Fellows 3. Continuing Education Provided (teaching and preparation) Attended (learning) 4. Educational Administration PATIENT CARE 5. Direct Patient Care 6. Clinical Administration RESEARCH 7. Scholarship, Research, Creative Accomplishments 8. Research Administration SERVICE 9. - Service to the University - Service to the Profession - Public Service and Outreach 10. Other (Specify) _____ _____ _____ TOTAL (MUST EQUAL 100%)

COM Promotion and Tenure Criteria Promotion and Tenure: Statement of the Dean of the College of Medicine Download from OFA website to make sure the current version is used Current version is June 2012 – details will be available in near future

Department Promotion and Tenure Criteria Obtain from Department Chair’s office On record within the department OFA will request this document each fall as it must be reported to the University

Candidate’s Narrative Statement Written by the candidate It’s a 1-3 page first-person statement about the candidate’s scholarship in the context of his/her overall goals Candidate’s Name should be in top right corner Document should be labeled “Narrative Statement” Document is placed in dossier, as well as sent to external evaluators

aka rainbow dividers Scholarship Sections of Dossier Begin ( aka rainbow dividers) Available on OFA website Fillable word document template Save time and effort, avoid re-typing bullet and section headings Mandated PSU guidelines for page numbering of scholarship sections Page 7 of Administrative Guidelines

Scholarship of Teaching and Learning* Pertains only to teaching at Penn State* Peer review of teaching letters required (Chair must solicit at least 2 letters from senior faculty members within the department) Letters are addressed to the department chair, and comment on teaching only, not other areas of scholarship. The candidate does not solicit these letters. Do not include material related to teaching at places other than Penn State UNLESS it is Penn-State sponsored teaching _______________________________ *For tenure reviews, from date of employment at Penn State in tenure track position; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter)

Scholarship of Teaching and Learning, Cont’d l Evidence of students’ evaluations of teaching must be provided. If the candidate does not provide any, ask the candidate to discuss this with the Division Chief/Chair to discuss a way of providing information. However, candidate should not provide pages and pages of students’ ratings of teaching. Summarize the teaching scores in a table by showing, for example, the average scores received by the faculty member from the students in the course, by year in which the course was taught, e.g.: l AY AY AY l Course # l PBL sessions l Guest lectures in…

Scholarship of Teaching and Learning, Cont’d B ullet #1. The first item asks for courses “in resident instruction.” In this context, “resident” refers to students in residence at Penn State, not to residency training. Some of our faculty confuse this and only list residency training. Include enrollment % of each course (frequently missed) Photos of the candidate are not permissible on teaching evaluations, please white-out

Patient Care Activities* The candidate’s patient care activities (types of assignments, complexity of cases, evidence of quality of care such as patient satisfaction scores) must be described in detail for the entire period of time under review; this cannot be done in only 1-2 pages. Make sure that this section is comprehensive, and if there is only 1-2 pages of information provided, ask the candidate or Division Chief to expand the section. Faculty members who are primarily clinicians should have comprehensive patient care sections. __________________________________ *For tenure reviews, from date of employment at Penn State in tenure track position; for promotion reviews from last promotion or most recent 5 years (whichever is shorter)

Patient Care Activities* Under no circumstances should patient names be included “Summary performance evaluation” section. The name of the evaluator must be identified, ie. Division Chief, Department Chair __________________________________ *For tenure reviews, from date of employment at Penn State in tenure track position; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter)

Patient Care Evaluation Letters l Letters soliciting evaluations of the quality of patient care may be solicited from internal or external evaluators. l Internal patient care letters may be solicited by the Department Chair (not the candidate) and must be from faculty members of higher rank than the candidate beginning academic year 2012/13 l External patient care letters must be solicited by the Office of Faculty Affairs and may be from any physician who is familiar with the candidate’s practice (academic appointment is not required). l There is no minimum requirement for the number or type of patient care letters. This is the Department Chair’s judgment. l The patient care evaluation letters are placed in the Patient Care section of the dossier and must be in the dossier when the candidate reviews and signs off on it.

Scholarship of Research and Creative Accomplishments List most recent date first throughout this section This section covers the candidate’s entire career Publications Peer-reviewed journal articles number them and note authorship role (frequently missed) Manuscripts “accepted” and “in press” provide acceptance letter from journal ( is okay) and place at end of this section Keep format of citations consistent throughout section Research projects Completed, current, and planned (with dates) note role, funding source, percent of effort

Service and the Scholarship of Service* Committee work and leadership in candidate’s profession Make sure service effort is reflected on effort allocation page Service activities should clearly list time period and role in the activity (president, chair, member, etc) Provide dates for all activities External service reported in the Research section should not be repeated here – only list once May make reference to the Research section Department, College, University INTERNAL (at Penn State) Department, College, University Profession, Community EXTERNAL (outside Penn State) Profession, Community _________________________________________________________________________ * For tenure reviews, from date of employment at Penn State in tenure track position; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter)

External Letters of Assessment This section is confidential to the candidate. NEVER share this section with the candidate. Evaluators are selected by the Department Chair, and letters are solicited by the Dean’s Office Evaluators must be from experts in candidate’s field who are of higher rank than the candidate and have no conflicts of interest Evaluators must be outside the PSU system (cannot be member at another PSU campus)

External Evaluators Department Chairs should ensure that the list of potential external evaluators does not include the candidate’s former teachers, mentors, or supervisors; individuals who have collaborated significantly with the candidate; or others whose relationship to the candidate might make objective assessments difficult. The candidate and department chair are asked to sign off on the list of potential external evaluators to confirm that the evaluators do not have a conflict of interest. (beginning AY 2012/13) Letters from reviewers with a conflict of interest will be discounted during the review process

External Letter Log The Dean’s Office solicits these letters The Dean’s Office will provide you with the “sample request letter” that is placed in the dossier At least four external letters are required for dossier, OFA will continue to contact evaluators until four evaluators have been confirmed Process is time-consuming and time sensitive Critical that names and contact information are submitted to the OFA by the deadline

Materials sent to external evaluators: Candidate’s Narrative Statement Five examples of scholarship are required from each candidate (no exceptions) Cover sheet listing the five items, including citation(s), and brief explanation of each item Candidate’s CV Evaluator may not be familiar with the full extent of the candidate’s professional contributions, so it is vital that the CV is current and thorough No required format for CV; however, it should contain information which clearly reflects the candidate’s scholarship COM & Department Promotion and Tenure Criteria

Statements of Evaluation This section is compiled by the department Must include the evaluative letters from the Dept. P&T Committee and Department Chair. Letters should be addressed to the Dean Be sure that Department Committee and Chair assessment letters do not reference external reviewers by name or by other descriptors that would reveal the external evaluator’s identity

In department committee’s letter, all votes should be accounted for, including any abstentions Name and rank of each committee member should be included in the department committee’s letter For split committee votes, be sure that both the majority and minority views are expressed in the evaluative letter For tenure actions, all prior provisional evaluative letters beginning with the earliest provisional review must be included Statements of Evaluation, cont’d.

For tenure reviews, the dossier will contain complete written copies from earlier reviews: Peer review of teaching letters For tenure track, provisional tenure review recommendation letters from Dept. P&T Committee, Chair, and Dean For promotion (only) reviews, evaluative recommendation letters related to earlier promotion reviews shall not be included in the dossier

Joint Appointments All faculty members who hold a joint appointment, the Department Chair of the joint appointment will provide a letter for the dossier (solicited by primary department) Letter is placed before the primary department chair’s evaluative letter Procedure must be followed consistently for all candidates for promotion or tenure Required for all reviews, including provisional tenure reviews

Institute Director Letters All faculty members who receive the majority of their salary support from an Institute (>50%), the Institute Director will provide a letter for the dossier (solicited by primary department) Letter is placed before the primary department chair’s evaluative letter (similar to joint appointment letter) Procedure must be followed consistently for all candidates for promotion or tenure Required for all reviews, including provisional tenure reviews

Candidate’s Signature Page The candidate is provided the opportunity to review the accuracy and completeness of the factual records and informational materials and signs off on their dossier prior to the beginning of the current review process.

Items that may not appear in the dossier Evaluative statements written by the candidate. Candidate does not evaluate him/herself. Statements about the candidate’s personal life that are not relevant to his/her work CV, copies of publications, copies of course outlines Letters of appreciation or thanks

Questions? Thank you.