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 institutions 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. 1 st 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 individuals 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. 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 Total number of faculty members requesting consideration by the College P&T Committee 46 Promotion only21 Tenure only 2 Promotion & Tenure23 Emeritus status 0 Requests granted Promotion42/44 (95%) Tenure23/25 (92%) Promotion requests granted by rank Assistant to Associate26/29 (90%) Associate to Full14/15 (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 Activities AreaResponsibilityCalculationHrs/yr ACH Clinic2 half days per week4 hrs X 2 X Clinic f/u1 hr per 4 hrs clinic25% of clinic hours92 Procedures1 half day per week (X on service)4 hrs X 33 weeks132 3 hrs per week when on service3 hrs X 13 weeks39 Inpt GI service13 weeks per year13 wks X 5 days X 4 hrs260 Video endoscopy3/month X 4 hrs/study3 X 12 X 4144 TOTAL45%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 candidates field of special interest Not involved in candidates 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 TeachingResearchPatient CareAdministration % % %

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-NTP Clinical Scientist Clinical Educator Clinical Attending (in Percents)RangeTypicallyRangeTypicallyRangeTypicallyRangeTypicallyRangeTypically Teaching/Mentoring (Total) Didactic Teaching Bedside Teaching Research Clinical Service (Total) Direct Patient Care Bedside Teaching Leadership/Admin. Service 0-35*100-10* *5 0-10*5

Example: Reported time distribution inconsistent with track Clinician Educator on Wrong Path TeachingResearchPatient CareAdministration 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 Path TeachingResearchPatient CareAdministration 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 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. Dont 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, 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, The electronic system is available at:

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.