1. 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

2. JABSOM Office of Faculty Affairs
Richard Kasuya, MD, MSEd
Interim Director of Faculty Affairs Professor of Medicine, Office of Medical Education
Lori Emery, MEd
Faculty Development Program Manager

3. 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

4. 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

5. 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

6. 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

7. Where can I find resources/information on promotion/tenure?
UH Manoa Promotion/Tenure Website
JABSOM Faculty Development Website
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

8. Related Documents
Agreement between UHPA and BOR-UH (Faculty Contract)
UH Manoa Criteria and Guidelines
(including BOR minimum qualifications - Policy 9-2)
JABSOM M-Faculty Series Criteria
(as applicable; usually for MD faculty with clinical duties)
Department Procedures and Criteria
(as applicable, check with your Dept Chair)

9. 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)

10. 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

11. 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

12. 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)

13. 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

14. 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.

15. 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

16. 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

17. 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

18. 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

19. 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

20. QUESTIONS

21. 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