2017 JABSOM Promotion and Tenure Dossier Mentoring Program Presented by the JABSOM Office of Faculty Affairs June 7 – July 26, 2017 (Wednesdays, weekly) 12:00-1:00pm

JABSOM Office of Faculty Affairs Richard Kasuya, MD, MSEd Interim Director of Faculty Affairs Professor of Medicine, Office of Medical Education 692-0940 kasuya@hawaii.edu Lori Emery, MEd Faculty Development Program Manager 692-0884 lmatsuza@hawaii.edu http://jabsom.hawaii.edu/faculty/facdev/

Introductions Name Department Current Rank Rank Applying For % FTE Number of Years at JABSOM Office Location Research Focus/Clinical Area of Expertise/Specialty Question you have about promotion/tenure

DOSSIER PREPARATION MENTORING PROGRAM Session #1 Wednesday, June 7, 2017 How will this program help me? Where do I find information/resources? Overview of application, criteria/guidelines, review process External reviewers CV Summary of Professional Accomplishments

How will this program help me? Help you understand the promotion/tenure application process (including levels of review, deadlines, filling out the application form, criteria and guidelines) Provide mentoring/feedback from senior faculty Provide you tips and strategies to put together a successful dossier Provide an overview of the different sections of the dossier Help keep you on track to have a dossier rough draft by the end of the program

Introduction to Promotion/Tenure at UH/JABSOM UH Manoa Process For UH compensated faculty only Multi-level review process Timetable: Oct-June Requires filling out application form and assembly of a dossier

Where can I find resources/information on promotion/tenure? UH Manoa Promotion/Tenure Website http://manoa.hawaii.edu/ovcaa/faculty/tenure_promotion_contract_renewal/ JABSOM Faculty Development Website http://jabsom.hawaii.edu/faculty/facdev/appt-promo-tenure/ UH and JABSOM Promotion and Tenure Workshops Chair, Senior Peers, Past Applicants, JABSOM Faculty Development Program JABSOM Dossier Sample Library (contact Lori Emery) Manoa Faculty Mentoring Program Dossier Library http://www.fmp.hawaii.edu/dossier_lists.html

Related Documents 2015-2017 Agreement between UHPA and BOR-UH (Faculty Contract) http://www.uhpa.org/contracts/2015-2017-ta-pdf/ UH Manoa Criteria and Guidelines (including BOR minimum qualifications - Policy 9-2) http://manoa.hawaii.edu/ovcaa/faculty/tenure_promotion_contract_renewal/ JABSOM M-Faculty Series Criteria (as applicable; usually for MD faculty with clinical duties) http://jabsom.hawaii.edu/wp-content/uploads/2014/03/JABSOM-M-series-criteria-June-5-2009.pdf Department Procedures and Criteria (as applicable, check with your Dept Chair)

Make Sure You Meet the Requirements/Criteria! MINIMUM REQUIREMENTS: Years of service Educational requirements CRITERIA: UH Manoa School (JABSOM M-series criteria, typically for MD faculty who have clinical duties) Department (check with your department)

Timeline Action and Review Process Jun-Aug Faculty notify Chair of intent to apply; submit names of possible external reviewers Oct 6 Application due to Department Chair Oct-Nov Department Personnel Committee (DPC) Review   Department Chair Review Nov Appointment, Promotion, Tenure Committee (APTC); school-wide review; advisory to Dean Dec Dean Review (Dean notifies applicant of negative review up until his level of review) Jan Tenure, Promotion Review Committee (TPRC); university-wide review Feb-Mar Manoa Chancellor Review; Applicants notified of any negative recommendation April President forwards recommended approved list to Board of Regents (BOR) May BOR formally approve list; Applicants notified of final outcome Jul 1 Tenure effective Aug 1 Promotion effective

What happens if I receive a negative recommendation? All applicants notified by Vice Chancellor’s Office of TPRC recommendation (late-Feb to mid-Mar) Negative recommendations Notified by Dean after Dean’s review (Dec) Notified by Vice Chancellor’s Office after TPRC review (late-Feb to mid-Mar) Rebuttal process – faculty may review dossier and submit rebuttal within 10 days Dossier reviewed again by TPRC (if TPRC vote is negative); otherwise goes directly to Chancellor

What is a Dossier? 2 main parts (to be completed by applicant): UH Promotion and Tenure Application Form (form-fillable online) Statement of Endeavors and Supporting Materials (information you include in this section will be dependent upon your faculty series and academic/professional work that you do)

Application Parts 1-4 (To be completed by applicants) Part 1: Employment Details Part 2: Criteria and Guidelines Part 3: Credentials and Experience Part 4: Endeavors

Application Parts 5-9 (To be completed by reviewers) Part 5 – Departmental Assessment (DPC and Dept Chair) Part 6 – Dean’s Assessment Part 7 – TPRC Assessment Part 8 – Request to Examine Dossier (for negative recommendations only) Part 9 – Chancellor’s Recommendation Reviewers at each level will insert their written assessment and recommendation (vote) into your dossier.

Part 4 (material to be included dependent upon your faculty series) Statement of Endeavors Instructional Activities Research/Scholarly Activities Service Activities Other (such as Clinical Activities) Supporting Materials Teaching Evaluations Bibliography Peer Evaluations of Contributions Other

External Evaluators: Requirements and Purpose External Evaluators should be at or above the rank you are applying for Be respected scholars in related fields who are not at UH-Manoa Applicants should not contact possible external evaluators; Dept Chair solicits external evaluations Should be professionally capable to assess your work objectively and comment on its significance in the discipline Purpose is to obtain an opinion about the scholarly contributions which applicant has made and not to determine whether applicant would receive promotion/tenure at another institution

External Evaluators: Solicitation Process Applicant provides 3-5 names and contact information of possible external reviewers to Dept Chair Dept Chair (in consultation with the DPC Chair) identifies 2-3 more names Chair should secure total of at least 4-6 letters (comparable number from applicant list and from dept list) Chair to send letter of request, one page summary highlighting applicant’s contributions (recommended), applicant’s CV (required), copies of reprints of applicant’s major publications (if practical, not required), and copies of applicable criteria Letters are confidential and not shown to applicant

CV Keep your CV up-to-date Summary of academic and professional accomplishments Will be sent to external reviewers See sample for suggested format Helpful for promotion/tenure preparation and annual feedback

Summary of Academic and Professional Accomplishments: “Who Am I Summary of Academic and Professional Accomplishments: “Who Am I ?” Exercise Think about “Who Am I” and draft a brief (1-2 page) summary to highlight your most significant academic and professional contributions that you would want reviewers to know about you This summary should be sent along with your CV to external reviewers This summary will also serve as a guide for expanding upon your Statement of Endeavors in each of the areas of Teaching, Research, Service, and Clinical (as applicable) Brief narrative with bullet point format Explain clearly (in layman’s terms) what you do and the impact and significance of your scholarly work and your expertise

QUESTIONS

To Do By Next Session: NEXT SESSION JUNE 14 Work on updating your CV Start drafting your Summary of Professional Accomplishments Start thinking of at least 3 possible external reviewers Review application form, guidelines, and all applicable criteria for rank applying for Confirm with your Dept Chair if your department has additional dept criteria that you must meet Make appointment to consult with your Dept Chair about your readiness to apply NEXT SESSION JUNE 14