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

2. JABSOM Faculty Development Program
Rosanne Harrigan, MS, EdD, APRN-Rx, FAAN
Director of Faculty Affairs
Department Chair, Complementary and Alternative Medicine
Kakaako, MEB 224K
Lori Emery, MEd
Faculty Development Coordinator
Kakaako, Office of the Dean

3. 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

4. Resources: Websites
UH Manoa Tenure, Promotion and Contract Renewal Website
JABSOM Faculty Development Website
(Appt, Promo, Tenure Page)

5. 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

6. Know Your Documents
Agreement between UHPA and BOR-UH (Faculty Contract)
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)

7. 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 year
May request lengthening of probationary period up to 7 years

8. 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

9. 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

10. 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

11. 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.

12. 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

13. 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)

14. 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

15. 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

16. 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.

17. 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

18. 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.)

19. 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?

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

21. 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.)

22. 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)

23. 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)

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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.