1. COAP 101 Virginia Stallings, MD, Director Mary Blitzer Field, MPhil, Assistant Director Office of Faculty Development, Joseph Stokes Jr. Research Institute, CHOP http://stokes.chop.edu/facultydevelopment/ Revised February 16, 2009 Faculty Tracks, Promotion Processes & Policies

2. Topics Faculty Tracks Faculty Tracks Reappointment & Promotion Processes Reappointment & Promotion Processes Family-Friendly Policies Family-Friendly Policies

3. Expectations: Big Picture 1. Clinical care 2. Teaching “EDB”/ “teaching file” “EDB”/ “teaching file” 3. Scholarly endeavors Publication Publication Funding Funding Others Others 4. Service Local/regional Local/regional National National International International 5. Reputation Talks Talks Publications Publications Professional organizations Professional organizations

4. Expectations by Track ResearchClinicalTeachingService Clinician-EducatorXXXX AcademicClinician (2004) (2004) ≤ 10% XXX TenureX Independent funding XXX ResearchXIndependent/collaborative ≤ 10% X

5. Clinician-Educator Expectations: 10 years Yrs 1-3 Yrs 3-6 Yrs 7-9(10) Research Establish focus Establish focus Increase productivity Increase productivity Regional/ Regional/ national reputation Clinical Consolidate skills from fellowship Consolidate skills from fellowship Establish area of interest Establish area of interest More mastery More mastery “Becoming the expert in…” “Becoming the expert in…” “The go-to person” “The go-to person” Regional & national reputation Regional & national reputation Teaching Hospital & local area Hospital & local area Regional talks Regional talks “Boston to “Boston to Baltimore and out Baltimore and out to Pittsburgh” to Pittsburgh” Grand rounds Grand rounds Regional Regional National meetings National meetings Service Local/CHOP/Penn Local/CHOP/Penn Family support groups Family support groups Local Local Regional Regional National National Local Local Regional Regional National National

6. Academic Clinician Expectations Expectation of continued progress No specific probationary period Excellence in Clinical Practice Emphasis on quality & quantity Emphasis on quality & quantity Innovation in delivery of care Innovation in delivery of care Quality improvement initiatives Quality improvement initiatives “Regional reputation or recognition are desirable but are not an absolute requirement for promotion to Associate or full Professor.” “Regional reputation or recognition are desirable but are not an absolute requirement for promotion to Associate or full Professor.” Excellence in Teaching – All Settings Curriculum development Curriculum development Innovative teaching materials & methods Innovative teaching materials & methods Mentoring Mentoring

7. Tenure Track Expectations Physician-Scientists – 10 years Yrs 1-3 Yrs 3-6 Yrs 7-9 (10) Research Research systems established Research systems established Transitioning toward independence Transitioning toward independence Steady stream of funding (e.g. co-PI on R01, Ks, foundation grants) Steady stream of funding (e.g. co-PI on R01, Ks, foundation grants) Continuous productivity Continuous productivity Some first- authored papers, a few last-authored papers Some first- authored papers, a few last-authored papers PI on R01(s) PI on R01(s) High impact on field High impact on field Series peer-reviewed articles “tell a coherent story” Series peer-reviewed articles “tell a coherent story” Sustainable, independent funding Sustainable, independent funding - 2 R01s helpful - 2 R01s helpful Clinical Consolidate fellowship skills Consolidate fellowship skills “Becoming the expert in…” “Becoming the expert in…” National reputation National reputation Teaching Regional talks Regional talks Regional & national talks. Regional & national talks. National / international talks/visiting professor National / international talks/visiting professor Service Local/CHOP/Penn Local/CHOP/Penn Local, regional, national Local, regional, national

8. Research Track Expectations Yrs 1-3 Yrs 3-6 Yrs 7-9 (10) Research Contributions to collaborative projects and/or independent productivity Contributions to collaborative projects and/or independent productivity …for term specified or for duration of external financial support, whichever is shorter.” …for term specified or for duration of external financial support, whichever is shorter.” Increasing contributions to collaborative projects and/or independent productivity Increasing contributions to collaborative projects and/or independent productivity Term specified or external support Term specified or external support “Distinctive, original, or expert intellectual contribution” to collaborative projects and/or independent research “Distinctive, original, or expert intellectual contribution” to collaborative projects and/or independent research Term specified or external support Term specified or external support Teaching Limited teaching Limited teaching May not exceed 10% standing faculty load. Lab supervision, invited lectures are fine. May not exceed 10% standing faculty load. Lab supervision, invited lectures are fine. Limited teaching Limited teaching Service Local/CHOP/Penn Local/CHOP/Penn Local Local Regional Regional National National Local Local Regional Regional National National

9. Tenure Track Expectations Non-clinical, usually PhD – 7 years Yrs 1-3 Yrs 3-6 Research Experimental systems established Experimental systems established Transitioning toward independence Transitioning toward independence By year 3, one first-authored paper, or able to visualize papers coming out of research By year 3, one first-authored paper, or able to visualize papers coming out of research Evidence steady stream of funding (e.g. co-PI on R01, K awards, foundation grants) Evidence steady stream of funding (e.g. co-PI on R01, K awards, foundation grants) High impact on field High impact on field Series of peer- reviewed articles “tell a coherent story” Series of peer- reviewed articles “tell a coherent story” Sustainable, independent funding Sustainable, independent funding - 2 R01s helpful - 2 R01s helpful Teaching Regional & national Regional & national National & international National & international Service Local/CHOP/Penn Local/CHOP/Penn Regional, national Regional, national

10. 10-Year Timeline 0 1 23456 78910 Promotion or Terminal Year A-C reappointment 2 nd Reappointment 1 st Reappointment Yrs 3 & 6: CV and EDB due by November Appointment SOM COAP Review Yr 8 – EDB due May Yr 9 – Final dossier due August ‘10-’11 Dept COAP Review Based on July 1, 2008 appt ’08-‘09’09-’10‘11-’12 ’12-’13’13-’14’14-’15’15-’16’16-’17’17-’18 (Ext.)

11. Reappointment Process Process Documentation Documentation Feedback Feedback

12. Process Provost’s Staff Conference (Promotion) Deans U of P Schools PSC Subcommittee (Reappointment) Selected designees School of Medicine COAP Departmental COAP Division/Candidate

13. Process Review by COAP Review by COAP Evaluate whether acceptable rate of progress/productivity Evaluate whether acceptable rate of progress/productivity Record of scholarship for all tracks, except AC Record of scholarship for all tracks, except AC For CE & AC, clinical productivity & excellence For CE & AC, clinical productivity & excellence Teaching quality & quantity (teaching file/EDB) Teaching quality & quantity (teaching file/EDB) (excluding research track) (excluding research track) Identify & address any areas of deficiency Identify & address any areas of deficiency

14. Documentation Package Overview Chair/Chief Chair’s recommendation letter (chief) Chair’s recommendation letter (chief) Letter from education officer Letter from education officer Academic plan Academic planCandidate CV CV Clinical productivity metrics Clinical productivity metrics (if applicable) Some components of Educational Database (EDB) due at reappointment (Dec 2007) Next slide Some components of Educational Database (EDB) due at reappointment (Dec 2007) Next slide

15. Documentation: Teaching Record Candidate responsible for: (Dec ’07) (Dec ’07) Section 3 Educational Database (EDB) – Teaching activities (e.g. didactic and clinical) Section 3 Educational Database (EDB) – Teaching activities (e.g. didactic and clinical) Section 4 Educational Database (EDB) – Administrative teaching activities (e.g. thesis committee, admissions committee) Yearly teaching evaluation records in HAMSTER (next slide) and other sources (e.g. CME or Biomedical Graduate Studies) Yearly teaching evaluation records in HAMSTER (next slide) and other sources (e.g. CME or Biomedical Graduate Studies) Questions on teaching documentation at reappointment? Contact your faculty coordinator, Linda Timbers.

16. HAMSTER (House-staff & Medical Student Teaching Evaluation Record) Database maintained by School of Medicine Captures data from all medical student, house staff, & fellow evaluations during past 3 years (July through June) Does not capture Biomedical Graduate Studies (BGS) or CME teaching Captures data from all medical student, house staff, & fellow evaluations during past 3 years (July through June) Does not capture Biomedical Graduate Studies (BGS) or CME teaching Individual faculty members may access their own records at http://my.med.upenn.edu/ with Penn Key Individual faculty members may access their own records at http://my.med.upenn.edu/ with Penn Keyhttp://my.med.upenn.edu/ Questions on HAMSTER? Elizabeth O’Grady liz@mail.med.upenn.edu liz@mail.med.upenn.edu Need PennKey? School of Medicine Information Services medhelp@mail.med.upenn.edu medhelp@mail.med.upenn.edu or (215) 573-4636.

17. Teaching Record: Find out how you’re doing. Education Officer Education Officer HAMSTER record HAMSTER record

18. Documentation: Academic Plan Ensures effort consistent with track ACADEMIC PLAN FOR ______________________, Degree ____ Proposed Start Date: ______________________ Mentor:_______________________ Breakdown of duties: % Research % Clinical Service % Teaching % Administration 100% Research: Clinical Services: Teaching: Administration: Approved: Candidate ____________________________________ (date)___ Chief ________________ Division of ______________ (date) ___ Chairman_____________ Department of ____________(date)___

19. Feedback If no concerns, receive letter “Congratulations…!” If no concerns, receive letter “Congratulations…!” Examples of evaluation terms: Examples of evaluation terms: “Outstanding” “Outstanding” “On track” “On track” If concerns, info directed to chair & discussed with faculty member (& chief) If concerns, info directed to chair & discussed with faculty member (& chief) Examples of evaluation terms: Examples of evaluation terms: “Concern” “Concern” “Warning” “Warning”

20. Promotion Process Process Documentation Documentation Feedback Feedback

21. Process Same administrative review (division, department, SOM, PSC) Same administrative review (division, department, SOM, PSC) School of Medicine COAP School of Medicine COAP Evaluates candidate for contributions to clinical, teaching, and research missions Evaluates candidate for contributions to clinical, teaching, and research missions Passes recommendation to Dean Passes recommendation to Dean Provost Staff Conference Provost Staff Conference Dean advocates for candidate at conference Dean advocates for candidate at conference

22. Documentation: Complete Dossier Chair Chair Chair’s recommendation letter (division chief) Chair’s recommendation letter (division chief) Letter from education officer (department specific) Letter from education officer (department specific) EDB EDB Academic plan Academic plan Letters to establish academic reputation (next slide) Letters to establish academic reputation (next slide)Candidate CV CV Personal statement (2 pages) Personal statement (2 pages) Extramural consultants (next slide) Extramural consultants (next slide) Teaching references (next slide) Teaching references (next slide) Up to 4 reprints, etc. Up to 4 reprints, etc.

23. Documentation: Letters Extramural Consultants “Non-Penn” Extramural Consultants “Non-Penn” C-E, Tenure, Research Tracks - Chair list (n=8), Candidate list (n=3) - Chair list (n=8), Candidate list (n=3) - Note: CV, personal statement, and reprints accompany SOM solicitation of letters from extramural consultants Intramural consultants “Penn” Intramural consultants “Penn” C-E, Tenure, and Research Tracks - 3 or more provided by chair (candidate) Recommendation Letters “Penn and Non-Penn” Recommendation Letters “Penn and Non-Penn” A-C Track - 6 to 8 letters with no more than half from home department. Typically some from outside Penn (Different from Clinical Skills Questionnaire – later slide) Teaching Letters Teaching Letters C-E, Tenure, A-C -EDB Section 5A “teaching letters” – List of 10 former trainees (candidate) -EDB Section 5A “teaching letters” – List of 10 former trainees (candidate) - EDB Section 6C “other letters” if appropriate. Solicited by candidate.

24. Documentation: Teaching Letters Get in the habit early – maintain lists. Get in the habit early – maintain lists. EDB Section 5A EDB Section 5A Medical students Medical students Residents Residents Postdocs Postdocs Fellows Fellows Faculty with whom you teach Faculty with whom you teach “All instructional activities count.” “All instructional activities count.”

25. Documentation: Educational Database or Teaching Record Candidate works with faculty coordinator to ensure all sections complete: Section 1 – CV Section 2 – Personal statement on teaching (December ’07) Section 3 – Teaching activities (e.g. didactic and clinical) Section 4 – Administrative teaching activities (e.g. thesis committee, admissions committee) (December ’07) Section 5A –Contact information for former trainees Section 5B – Evaluation data Section 6A – Education Officer report Section 6B – Graduate Group Chair letter (if appropriate) Section 6C – Other peer letters On line EDB template at Office of Faculty Development web site http://stokes.chop.edu//facultydevelopment/ On line EDB template at Office of Faculty Development web site http://stokes.chop.edu//facultydevelopment/ http://stokes.chop.edu//facultydevelopment/ Questions on documentation for EDB? Kelli Wilson kellijw@mail.med.upenn.edu Questions on documentation for EDB? Kelli Wilson kellijw@mail.med.upenn.edu

26. EDB Documentation by Others Education Officer prepares Summary Statement Education Officer prepares Summary Statement School of Medicine solicits letters School of Medicine solicits letters EDB, including Summary Statement, evaluated by members of subcommittee of School of Medicine COAP who are outside candidate’s department EDB, including Summary Statement, evaluated by members of subcommittee of School of Medicine COAP who are outside candidate’s department School of Medicine prepares abbreviated EDB to be submitted with promotion dossier for review by School of Medicine COAP School of Medicine prepares abbreviated EDB to be submitted with promotion dossier for review by School of Medicine COAP EDB becomes “dossier within a dossier” EDB becomes “dossier within a dossier”

27. Documentation: Academic Clinician Specific Respondents rate Academic Clinician candidate “ Exceeds expectations”/“Meets expectations”/“Cannot evaluate” 1. Medical knowledge, clinical judgment, clinical skills 2. Communication with other health professionals 2. Communication with other health professionals 3. Compassion & respect for & communication with patients 4. Dedication & enthusiasm for patient care 5. Professionalism & respect for colleagues, trainees & allied health professionals 6. Overall performance Clinical Skills Questionnaire

28. Documentation Academic Clinician Specific Clinical Skills Questionnaire 15 colleagues (e.g. referring physicians) 15 colleagues (e.g. referring physicians) 5 former trainees (e.g. fellows, house staff) 5 former trainees (e.g. fellows, house staff) 5 allied health professionals (e.g. nurses, 5 allied health professionals (e.g. nurses, technicians, dieticians) technicians, dieticians) Questions about Clinical Skills Questionnaire? Contact your faculty coordinator.

29. Feedback Outcome communicated to candidate via chair Outcome communicated to candidate via chair “Up or out” system, except Academic Clinician “Up or out” system, except Academic Clinician Review at 9 th year allows for “terminal 10 th year” if needed Review at 9 th year allows for “terminal 10 th year” if needed

30. Family-Friendly Policies University of Pennsylvania Extension of Probationary Period Extension of Probationary Period Reduction in Duties Reduction in Duties

31. Extension of Probationary Period Qualifying events Qualifying events Birth or adoption of a child Birth or adoption of a child Serious medical condition of faculty member or family member/domestic partner Serious medical condition of faculty member or family member/domestic partner Catastrophic event Catastrophic event One year at a time, maximum 3 years One year at a time, maximum 3 years Notify your Chair in person and in writing! Notify your Chair in person and in writing! All tenure, C-E, and research track faculty are entitled to the extension, but only if they notify their department chair within one year of the qualifying event. All tenure, C-E, and research track faculty are entitled to the extension, but only if they notify their department chair within one year of the qualifying event.

32. Extension of Probationary Period for Assistant Professors For School of Medicine COAP: For School of Medicine COAP: Always encouraged Always encouraged No effect on evaluation No effect on evaluation Candidate who requests an extension but does not “use it” will not be considered for “early” promotion review Candidate who requests an extension but does not “use it” will not be considered for “early” promotion review

33. Reduction in Duties for Any Rank Events Events Serious illness or injury Serious illness or injury Child care Child care Service to community Service to community Anticipation of a move to emeritus status Anticipation of a move to emeritus status Various percentages possible Various percentages possible E.g. 2 years @ 50% = 1-year extension E.g. 2 years @ 50% = 1-year extension or 5 years @ 20% = 1-year extension or 5 years @ 20% = 1-year extension Maximum of 6 years of reductions Maximum of 6 years of reductions

34. Questions? Questions?