DOSSIER PREPARATION MENTORING PROGRAM Session #2 June 9  Review “Who am I”, CV, External Reviewers  Levels of Review  Dossier Sections  Statement of Endeavors  Supporting Material  Getting Started  Putting Together the Dossier: Tips and Strategies  “Top 5 Tips”  Teaching Section (hold off until next week)

REVIEW  Who Am I Statement (Summary of Professional and Academic Contributions)  CV  External Reviewers  Criteria  Chair Consultation

TimelineAction and Review Process Jun-AugFaculty notify Chair of intent to apply; submit names of possible external reviewers Oct 2Application due to Department Chair Oct-NovDepartment Personnel Committee (DPC) Review Department Chair Review Nov Appointment, Promotion, Tenure Committee (APTC); school-wide review; advisory to Dean DecDean Review (Dean notifies applicant of negative review up until his level of review) JanTenure, Promotion Review Committee (TPRC); university-wide review Feb-MarManoa Chancellor Review; Applicants notified of any negative recommendation AprilPresident forwards recommended approved list to Board of Regents (BOR) May BOR formally approve list ; Applicants notified of final outcome Jul 1Tenure effective Aug 1Promotion effective

Review Process – Notifications and Negative Recommendations (refer to Criteria/Guidelines)  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

Part 4-1: STATEMENT OF ENDEAVORS (Refer to Page 17 of the Criteria/Guidelines and Page 4.1 in Application)  Narrative section of dossier  Expand upon your “Who am I” statement  Typical areas to address (Teaching, Research, Service, and Clinical – as applicable)  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  Recommended length up to 9 pages total  Suggestion: 1-3 pages per area to address  12 point font size  Guide reviewers to Supporting Materials

Statement of Endeavors  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 your 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.

Part 4-2: Supporting Materials  Include material appropriate to your faculty classification and to each section (Teaching, Research, Service, Clinical – as applicable) Such as: Teaching evaluations Bibliography Peer evaluations of contributions Service record Other: clinical activities

Getting Started: “4 Folders”  Teaching  Research/Scholarship  Service  Clinical (as applicable) File material in these folders and update them frequently for easy reference.

Getting Started  Select best material from your “4 Folders”  Material to be included is based on categories dependent upon your faculty series (I, I-M, R, S, B, etc)  Save the rest in a box or file (to be readily available incase asked for)  Material and narrative should specifically relate to how you meet the criteria  Look at dossier samples for examples

Putting Together the Dossier (refer to Pages of the Criteria/Guidelines)  Use binder (may be printed double-sided)  Make sure your name appears (on upper right corner) of all pages  Page number each page (at bottom center) accordingly  Left hand margin should be set at 1-1/2”; all other margins should be set at 1”  Use 12 point font size (recommend sans serif font such as Arial)

Putting Together the Dossier: Recommended organization tips and strategies Make it easy for reviewers to read your dossier!  Tab dividers for each section  Table of contents before each Supporting Materials section  Summaries: tables, charts, graphs  Reference page numbers in Statement of Endeavors narrative to direct readers to corresponding information in Supporting Material section

JABSOM’s Top 5 Tip List (refer to handout) 1. Do not assume others will understand 2. Publication Impact vs. Journal Impact 3. Summarize your Accomplishments 4. Quality over Quantity 5. Make the Reviewer’s Job Easy!

TO DO BEFORE NEXT SESSION: Send list of 3-5 external reviewers to your Department Chair CV and draft of “Who am I” summary to: Lori Emery for mentor feedback Start going through Teaching, Research, Service and Clinical “folders” and begin selecting material to possibly include in your dossier NEXT SESSION JUNE 16