Promotion in the Clinical Departments of the Warren Alpert Medical School Michele G. Cyr MD, FACP Professor of Medicine Associate Dean for Academic Affairs Warren Alpert Medical School of Brown University April 11, 2012

Biomed Faculty Affairs The mission of BioMed Faculty Affairs is to support faculty in the Biology and Medical departments in their research and teaching functions, and to facilitate faculty development, including promotion, recruitment, appointments, retention, mentoring, and diversity. Michele G. Cyr, MD, FACP – Associate Dean for Academic Affairs Jean Marie Layton – Manager Susan Barnaby – Administrative Assistant Elizabeth Boynton – Medical Faculty Affairs Coordinator Cynthia Ruel –Data Coordinator

Clinical Departments Behavioral & Social Sciences* Neurology Biostatistics* Dermatology Diagnostic Imaging Emergency Medicine Epidemiology* Family Medicine Health Services, Policy & Practice* Medicine Neurology Neurosurgery Obstetrics & Gynecology Orthopaedics Pathology & Laboratory Medicine** Pediatrics Psychiatry & Human Behavior Radiation Oncology Surgery *Public Health Departments **Hybrid Department (both clinical and campus-based faculty)

Brown Faculty Organization Academic Faculty Pre-track Research Scholar Track (RST) Teaching Scholar Track (TST) (Research) Track (Res) Clinical Faculty Clinical Voluntary Track (CV) Clinician Educator Track (CE) Medical Academic Faculty (Research) Track Research Scholar Teaching Assistant TST Associate TST Professor TST Assistant RST Associate RST Professor RST Instructor (Res) (u/o) Assistant (Res) Associate (Res) Professor (Res) Instructor (up/out) Assistant (up/out) Pre-track Medical Clinical Faculty Clinical Voluntary Track Clinician Educator Clinical Instructor Clinical Assistant Clinical Associate Clinical Professor Instructor (Clinical) Assistant (Clinical) Associate (Clinical) Professor (Clinical)

Term Limits (Up-Or-Out) Academic Faculty - TST, RST, (Res) Instructor Pre-track: 2 x 2-year terms Assistant Professor Pre-track/TST/RST: 3 x 3-year terms Faculty must chose either TST or RST by end of 3rd term Instructor (Research): 1 x 2-year term No term limits above Instructor rank Clinical Faculty (CE, CV) No term limits for any rank in clinical tracks

AMS Medical Faculty 2011 *Emeritus, Adjunct, Visiting, Research Associate, Teaching Associate

AMS Medical Faculty Promotions 2011 Associate Professor N=31 Professor N=9

Track Expectations What are the defining differences between the tracks? What are the major criteria by which I will be judged for promotion? What difference does it make?

Teaching Scholar Track Expectations Major teaching role* Excellence in teaching National reputation as a teaching scholar New or different teaching activities for Professor Continuous record of scholarly productivity Clinical skills – positively considered Service contributions – positively considered * Please see self-assessment for examples

Research Scholar Track Expectations Independent, productive research program Continuous record of excellent teaching Continuous record of scholarly productivity National reputation as a research scholar International reputation for Professor Clinical skills – positively considered Service contributions – positively considered

(Research) Track Expectations Independent/collaborative research program Biologically- or medically-related research Continuous record of scholarly productivity National reputation as a research scholar International reputation for Professor Clinical skills – positively considered Teaching or Service contributions – positively considered

Clinical Voluntary Track Expectations Excellence in teaching, counseling, and mentoring High level of clinical skill Senior physician for Professor Acknowledged standing in the community Leadership position for Professor Scholarly publications – positively considered Required for Professor 100 hours of service/teaching per year

Clinician Educator Track Expectations Excellence in teaching Contributions to clinical service or research program Leadership participation in regional professional societies National reputation for Professor Continuous record of scholarly productivity Service contributions – positively considered 200 hours of service/teaching per year

The Promotion Process What is the timeline for entire promotion process? Why does it take so long? Who reviews my dossier?

“Typical” Academic-Track Assistant Professor at Brown First three-year term: Faculty and mentor/supervisor/chair plan career focus Informally decide track by end of first term Second three-year term: Continue work on goals Third three-year term: Prepare promotion dossier in Year 7 for review in Year 8

Timeline Examples Timeline for Assistant Professor: Standard Academic Year1 Academic Year2 Academic Year3 Academic Year4 Academic Year5 Academic Year6 Academic Year7 Academic Year8 Academic Year9 Assistant Professor – Term 1 Assistant Professor – Term 2 Assistant Professor – Term 3 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 Prepare dossier 2012-13 CMFA review 2013-14 Promo effective 7/1/13 Timeline for Assistant Professor: 2 x 1-Year Extensions Year1 Year2 Year3 Year4 Year5 Year6 Year7 Year8 Year9 Year10 Year11 Assistant Professor Term 1 Assistant Professor – Term 2 with 2 extensions Assistant Professor – Term 3 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 Extension 2012-13 2013-14 Prepare dossier 2014-15 CMFA review 2015-16 Promo effective 7/1/15

Policies Regarding Timeline for Promotion Term Extensions Up to three 1-year extensions Request must be submitted within one year of the event One-year Notice of Non-Renewal Faculty can be reviewed in Year 9 if they waive their notice Early Reviews Faculty can be recommended early for promotion Time in Level Clock starts when appointed as Assistant Professor in the academic track (TST, RST) Track Switching Must wait one academic year for promotion

The Promotion Process Spring: Year 7* Candidate and Department decide if time is right for promotion Candidate selects his/her track Candidate is informed of departmental deadlines Preliminary Departmental Review Ask Department Administrator or Promotions Committee Chair about required documents (varies by department) Promotions Committee informs candidate if they can go forward for promotion * Process timing uses Academic Assistant Professor as a guide

The Promotion Process Summer: Year 7/8 Department reserves CMFA slots for upcoming year Department solicits external reviewer letters for approved candidates

Fall/Winter/Spring: Year 8 The Promotion Process Fall/Winter/Spring: Year 8 Department Promotions Committee reviews completed dossiers Department Promotions Committee recommends candidates to Department Chair Department Administrator submits completed dossiers to BMFA BMFA drafts Candidate Summaries and prepares electronic dossiers for CMFA Candidates are allowed to submitted an updated CV to CMFA before promotional review

Fall/Winter/Spring: Year 8 The Promotion Process Fall/Winter/Spring: Year 8 CMFA reviews dossiers and makes recommendation to Dean Dean reviews dossiers and makes recommendation to Provost Provost reviews dossiers and makes recommendation to President and Corporation At this point, BMFA is authorized to issue promotion letter to candidate Corporation approves promotion

The Promotion Process Summer: Year 9 Promotion goes into effect July 1 Senior level promotions are featured in the summer edition of Brown Medicine

CMFA Review all senior level promotions and appointments for Alpert Medical School 12 meetings per academic year Membership Full Professor Medical Academic or Campus-Tenured 3-year terms 5 elected from medical academic faculty 1 elected by Program in Biology 1 elected by Program in Public Health 3 elected by Brown University Faculty Governance

Faculty Dossier Responsibilities What information am I responsible for compiling? Updated CV Personal statement (examples available from BMFA) Teaching dossier (Teaching Scholar faculty only) Teaching hours (Clinical faculty only) Research responsibilities Evaluations (not applicable for (Research) faculty) Names for external reviewers

Dossier Contents Chair & Chief letters of support Department promotion committee report CV Personal statement Teaching dossier (only for promotion in TST) Teaching hours breakdown (only for Clinical faculty) Sample letter sent to external reviewers External letters (department and candidate selected) Teaching evaluations

Teaching Dossier/ Medical Education Log Record of teaching activities Role in course or rotation Dates, numbers of students Awards received Evaluations! Scholarly Contributions Listed on Web Maintain records! Required for promotion in Teaching Scholar track Recommended for promotion in Clinician Educator track

Research Documentation Publications resulting from research Research Grants Granting agency Title of award Role in grant Direct costs Inclusive years of award Research trainees

It is the faculty member’s responsibility to obtain evaluations Teaching Evaluations It is the faculty member’s responsibility to obtain evaluations Keep a file of any evaluations you receive Electronic evaluation systems: OASIS (Brown) E-Value (GME programs) Ask program administrators for help Clerkships, Residencies, Fellowships

Reviewer Letters Purpose: Objective and unbiased assessment from experts in your discipline regarding national reputation and standing in community Names must be at your promotion rank or higher Candidate selected letters may include (but not recommended): Names from former mentors, mentees, collaborators, co-authors Describe relationship between letter writer and candidate Committee selected letters cannot be from above mentioned people Outside Brown? YES for promotion in all academic promotions, clinical voluntary professor, and clinician educator professor

Tips for Success in the Promotions Process General Understand promotion criteria Establish who your mentors are Seek guidance from mentors--early and often Especially important to help develop national reputation Decide career niche early – set and track goals annually Use annual review process to assess progress Steadily work toward career goals Update CV regularly Time management is crucial! Request mock review by Department Chair and/or BMFA

Tips for Success in the Promotions Process Publications Get first authorship – don’t rush to be senior author until Associate Professor Abstracts should become publications – don’t put off writing manuscripts Peer-reviewed publications carry more weight than book chapters; case reports are important for clinical faculty National Reputation/Service Get involved with your national organization(s) and take on a leadership role Say “yes” to Study Sections Be a good citizen but don’t give away all your time

Tips for Success in the Promotions Process Educational Activities Keep records of ALL educational activities (CME talks, Grand Rounds, etc.) Create a “Promotions Folder” and save all evaluations Update the Teaching Dossier regularly Research Focus on establishing your “niche” and track record as an independent investigator If your research is closely tied to your mentor’s, this could be problematic when soliciting letters of reference Apply for grants often and early: non-industry grants count Do not focus only on R01s Keep a list of mentees

Resources Medical Faculty “411”/Frequently Used URLs Self-Assessments http://biomed.brown.edu/bmfa/forms/Useful_Links_Medical_Faculty.doc Self-Assessments http://biomed.brown.edu/bmfa/appointment Department Contacts http://biomed.brown.edu/administration/chairs.php Brown Privileges http://biomed.brown.edu/bmfa/forms/all_faculty_privileges.pdf Teaching Opportunities http://biomed.brown.edu/bmfa/TeachingOpps