JABSOM Promotion and Tenure Workshop Presented by the JABSOM Faculty Development Program August 14, 2013 2:30-4:00pm MEB 202

JABSOM Faculty Development Program Rosanne Harrigan, MS, EdD, APRN-Rx, FAAN Director of Faculty Affairs Department Chair, Complementary and Alternative Medicine Kakaako, MEB 224K 692-0909 harrigan@hawaii.edu Lori Emery, MEd Faculty Development Coordinator Kakaako, Office of the Dean 692-0884 lmatsuza@hawaii.edu http://jabsom.hawaii.edu/facdev

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

Resources: Websites UH Manoa Tenure, Promotion and Contract Renewal Website http://manoa.hawaii.edu/ovcaa/faculty/tenure_promotion_contract_renewal/ JABSOM Faculty Development Website http://jabsom.hawaii.edu/facdev (Appt, Promo, Tenure Page)

Resources Promotion and Tenure Workshops (UH and JABSOM) Department Chair, Senior Peers, Past Applicants, JABSOM Faculty Development Program JABSOM Dossier Sample Library (see Lori Emery) Manoa Faculty Mentoring Program Dossier Sample Library

Know Your Documents 2009-2015 Agreement between UHPA and BOR-UH (Faculty Contract) 2013-2014 Manoa Criteria and Guidelines (including minimum qualifications - Executive Policy E5.221) JABSOM I-M Faculty Series Criteria (as applicable; usually for MD faculty only) Department Procedures and Criteria (as applicable, check with your Dept Chair)

Waivers/Requests *Requests must be made to the Dean via Dept Chair approval Minimum Qualifications May request waiver of Service Requirements (Dean approval) May request waiver of Educational Requirement (Chancellor approval) Tenure – Probationary Period (Dean approval) May request shortening of probationary period to 1 year May request lengthening of probationary period up to 7 years

Promotion/Tenure Timeline Jun-Aug Faculty notify Chair of intent to apply; submit names of possible external reviewers Oct (early) Application due to Dept 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 Dept Chair of negative review up until his level of review) Jan Tenure, Promotion Review Committee (TPRC); university-wide review Feb-Mar Manoa Chancellor (MCO) MCO notifies applicants of negative review at any level May Board of Regents (BOR) Approval Jun 30 Dean notifies applicants of outcome Jul 1 Tenure effective Aug 1 Promotion effective

What happens if I receive a negative review? Dean will notify you of any negative recommendations by DPC, Dept Chair, or Dean Manoa will notify you of any negative review after the TPRC review You will be allowed to review your dossier and submit a rebuttal within 10 days Dossier is then reviewed again by TPRC (if TPRC voted negatively); otherwise it goes directly to the Chancellor Chancellor makes final recommendation

Getting Ready Begin preparing as soon as appointed Maintain CV - update regularly Tenure-track faculty – keep track of probationary period (check most recent Personnel Notification Form - PNF or ask JABSOM HR) Year before and/or year planning to apply attend a P&T workshop Monitor your progress/readiness with your Chair annually

Gathering Material: “4 Folders” Teaching Research/Scholarship Service Clinical (as applicable) File material in these folders (either hard copy or electronically) and update them frequently for easy reference.

I plan to apply, now what do I do? Meet with Chair to make sure you are ready! Go through your “4 Folders” and select your best material Save the rest in a box or file (to be readily available incase asked for) Borrow dossier sample for reference Attend our Dossier Mentoring Program during the summer you plan to apply

Preparing to Apply Prepare the following to submit to your Department Chair: List of 3-5 names of potential external reviewers Current CV 1-page brief bullet-pointed summary highlighting your professional accomplishments (“Who am I” summary to highlight and accompany your CV)

External Evaluations You provide 3-5 names and addresses of possible external reviewers to your Dept Chair Dept Chair (in consultation with the DPC Chair) identifies 2-3 more names Purpose: to obtain an opinion about the scholarly contributions you have made Should be: professionally capable to assess your work objectively and comment on its significance in the discipline; be at or above the rank you are applying for; be outside of the University of Hawaii system You should not contact possible external evaluators; Dept Chair solicits external evaluations Chair to send out letter of request, applicant’s CV, Summary of Professional Accomplishments, and applicable criteria Chair should secure total of at least 4-6 letters (comparable number from applicant list and from dept list) Letters are confidential and not shown to applicant

Application Parts 1-4 To be completed by applicant. 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. Reviewers at each level will insert their assessment and recommendation (vote) into your dossier. You will be able to view the reviewer assessments and recommendations either after the TPRC review if there are any negative votes up to that point of review OR after the promotion/tenure process is complete (in June) if all positive.

Part 4-1: Statement of Endeavors (Refer to Page 4.1 in Application) Narrative summary Personal statement of your unique aspects and special significance of accomplishments and value in the areas of teaching, research, service, clinical (as applicable). Analysis of activities since your last promotion or initial hire. Direct it towards readers who are not in your field. Clearly state how you meet all applicable criteria. Tenure applicants should include a statement of future plans and future value to the University and your field. Recommended length no more than 9 pages (12 point font size) Categories to address dependent on faculty classification (I, R, M, S, B), refer to application for specific areas to address – use appropriate Page 4.1

Statement of Endeavors Reminder: Readers outside of your academic discipline and the school will be reviewing your dossier. Explain clearly (in layman’s terms) what you do and the impact and significance of your scholarly work Explain any norms in your field (such as authorship/publication, grant funding, teaching, etc.)

Tenure vs. Promotion – How to Address Do you have a continued long-term need and value to the department, school, university, field? What will you do for the dept, school, and university in the future; What is your long-term academic professional plan? Promotion: How do you meet or exceed the requirements for the rank you are applying for? What have you contributed to the dept, school, university, field up until this point? What are you future plans?

Part 4-2: Supporting Materials Include material appropriate to your faculty classification Such as: Teaching evaluations Bibliography Peer evaluations of contributions Service record

Part 4-2: Supporting Materials TEACHING EVALUATIONS Teaching includes: undergrad, grad, post-baccalaure, med student, residents, fellows, CME/CE Teaching evaluations (summaries) Achievement of learning outcomes List students advised, mentored, trained; Thesis/Dissertation committees served on Thank you letters Special recognition (awards) Contributions to curriculum development Materials from courses you developed Innovations in teaching or teacher training Publication of educational material (electronic publication, textbooks, etc.)

Part 4-2: Supporting Materials BIBLIOGRAPHY Separate bibliography into categories as indicated in UH Manoa Guidelines (such as published referred data based works, abstracts, conference presentations (local, regional, national, international, etc.) Publication list Most recent works first Make clear division between work published/completed since your last promotion or since initial hire and earlier work Impact factors (if helpful) Joint author works – indicate estimate of your contributions or role Presentation invitations Grant submission information Grants submitted; Grants funded; Grant reviews; Include: Title of grant, Role, Amount awarded, Award dates, Brief description of purpose of grant Do not submit: in preparation or under review Clarify what “in-press” means, submit documentation (letter of acceptance)

Part 4-2: Supporting Materials SERVICE ACTIVITIES University Service (departmental, school, university committees and activities) Professional Service (discipline, field – examples: member/officer in professional organization, editing professional publication, organizing conferences/workshops) Community Service (boards, pro bono service, providing expertise to community/public - examples: serving as science fair judge, etc)

Part 4-2: Supporting Materials PEER EVALUATIONS OF CONTRIBUTIONS Relevant external reviews of your published work: Published reviews Grant reviewers’ comments Letters to the editor Readers’ comments of manuscripts submitted for publication Unsolicited letters from peers in response to publication of your work

Part 4-2: Supporting Materials OTHER: LETTERS OF SUPPORT (unsolicited and solicited from peers, students, graduates, patients, attendees/participants) Be selective of solicited letters (limit) Letters should be substantial

Part 4-2: Supporting Materials OTHER: CLINICAL ACTIVITIES (typically for I-M faculty only) Examples: Patient satisfaction surveys (competence in professionalism, communication, humanism) Recognition (awards for clinical or educational excellence) Participation or leading of clinical quality improvement initiatives Administration of clinical and/or educational training programs Development of new clinical services Serve as specialty resource in area of expertise

Tropical Medicine, Medical Microbiology and Pharmacology What does a Department Chair, TPRC and APTC look for? Vivek Nerurkar Department Chair Tropical Medicine, Medical Microbiology and Pharmacology

JABSOM’s Top 5 Tip List (refer to handout) Do not assume others will understand Publication Impact vs. Journal Impact Summarize your Accomplishments Quality over Quantity Make the Reviewer’s Job Easy

Examples of Poor/Weak Dossier Unorganized Not concise or too lengthy Too many acronyms and abbreviations (not spelled out for readers) Does not easily describe the applicant’s unique contributions and expertise Readers have to search for information Does not meet the minimum requirements or criteria for rank sought Does not follow the University guidelines for Preparing the Application (including organization of material and correctly numbering pages and inserting name at upper right corner on all pages) Weak external letters or low number of external letters Negative recommendation or weak assessments from either DPC, Dept Chair, Dean, and/or TPRC

Examples of Successful Dossier Organized Use binders, tabs, labels, page dividers, table of contents Concise Not excessively wordy or lengthy in number of pages Only includes substantial information/material and not a lot of “fluff” material that isn’t helpful to reader Easy to read Everything is spelled out – such as acronyms, abbreviations, and field/discipline norms that non-specialty readers can easily understand Explains field norms such as joint authorships, authorship order, publication contribution, publication significance, impact factors, etc. Follows all guidelines for preparing application Clearly explains how applicant meets or exceeds all applicable requirements and criteria Clearly spells out and identifies significance of applicant’s unique contributions and field expertise

TREAT YOUR DOSSIER LIKE A JOB APPLICATION! Be sure to follow all of the guidelines for preparing your application. It is your responsibility to make sure that your application (dossier) is complete prior to submitting it to your Dept Chair. Have your chair or other faculty mentor review a draft of your dossier and provide you feedback If you have questions, consult your Dept Chair, Dr. Harrigan or Ms. Emery

Final Comments Start Early! Request consultation Select materials that are significant Be neat, clear, concise, and organized Remember: Quality over Quantity! Attend our Dossier Mentoring Program

Any Questions? Thank you for attending today's workshop. Please contact us if you have any questions about the promotion and tenure process. Please complete the evaluation sheet. We wish you all the best with your progress toward applying for promotion and/or tenure.