1. eCV: Show What You Know Sandra Burge, Ph.D. Department of Family and Community Medicine

2. Objectives Briefly review requirements for academic promotion Demonstrate how to use eCV to document expertise in Teaching Research Service

3. My Qualifications? eCV user Tenured Professor Former Member, UTHSCSA promotion & tenure committee

4. The Academic Life – An Overview Every university has 3 basic missions: Teaching Research Service Administrative Patient Care

5. The Academic Life – An Overview Each faculty must “develop excellence” in one or more of these missions “Excellence” is built by Peer Review we share our expertise with others so that… they may use our knowledge to improve their own work, and … we improve our work using their feedback. Excellent work in isolation is not scholarly!

6. The Academic Life – An Overview Thus, one aspect of promotion is your Reputation In teaching, research, and/or service Documented in your c.v.

7. The Academic Life – An Overview To get promoted at UTHSCSA… Tenured or Tenure-track faculty must demonstrate excellence in two missions and develop a national reputation Non-tenure-track faculty must demonstrate excellence in one mission and develop a local/ regional reputation

8. Using eCV to Document Our Expertise How do I get there? From the UTHSCSA homepage, Select “Inside UTHSCSA” Log in and select “HSC Business Applications” Select “eCV System” https://ecv.uthscsa.edu/scripts/nx.dll/nx3.nx.dll Lost your password? Your department has an eCV administrator

10. Using eCV to Document Our Expertise eCV creates a c.v. with 4 major sections: General Information Teaching Research Service

11. Using eCV These sections populate your c.v. BUT! Not in this sequence! These items are organized in alphabetical order, not logical order

12. GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees

13. eCV - Teaching

14. eCV – Teaching This section documents all preparation time + contact with learners Most common problems with documentation: Not enough information to make a decision Or, items located in the wrong sections – and sometimes missed. Or, Irritating repetition

15. Teaching Activities

17. eCV Teaching – What Goes Where? “Course Teaching Activity” For courses with course numbers In our catalogs “Other Teaching Activity” Everything else: Clinics, hospitals, labs, one-on- one, theses and dissertations, etc.

18. Other Info Include details about your workload & responsibilities Include details about your workload & responsibilities Course-based Teaching Course-based Teaching Drop-Down Menus School, Dept, & Course Number Drop-Down Menus School, Dept, & Course Number

19. Course-Based Teaching: CV Item 07/1988 - 06/2006 FAPR3005 FP Clerkship Graduate Sole Teacher Preparation Hrs: 72; Student Contact Hrs: 24; Since 1988, when the Family Medicine Clerkship first began at UTHSCSA, I have provided medical students with instruction in a variety of behavioral science and primary care topics. I taught one-to-three hour workshops on the following topics, generally averaging 3 to 8 contact hours with 25 students per rotation (8 rotations per year). The topics have included: Substance Abuse Domestic Violence Family Dynamics Obesity Health Behavior Change Counseling

21. eCV Teaching – What Goes Where? “Other Teaching Activity” Everything else: Clinics, hospitals, labs, one-on- one, theses and dissertations, etc.

22. “Category” Drop-down Menu Creates Sub-Titles “Category” Drop-down Menu Creates Sub-Titles “Other” Teaching “Other” Teaching Include details about your workload & responsibilities Include details about your workload & responsibilities

23. “Other Teaching” Categories: Group Instruction High School/ Jr. High Student Supervision Individual Instruction Theses, Dissertations Directed Supervising Committees Pre-Doctoral Student Supervision Post-Doctoral Rotation Supervision Post-Doctoral Student Supervision Rotation Student Supervision Undergraduate Student Supervision Visiting Graduate Student

24. eCV Teaching – What Goes Where? Category SubtitleTeaching Activities Group InstructionNoon conferences; Grand Rounds; Brown-bag seminars Individual InstructionStudent advising; other single-person teaching Theses/Dissertations Directed Chairing a thesis or dissertation committee Supervising Committees Sitting on a thesis or dissertation committee

25. eCV Teaching – What Goes Where? Category SubtitleTeaching Activities Pre-Doctoral Student Supervision Supervising students in clinical settings or research labs Post-Doctoral Student Supervision Supervising residents & fellows in a continuity clinic or research lab Post-Graduate Rotation Supervision Supervising residents & fellows in clinical rotations or practica Rotation Student Supervision Supervising students in clinical rotations or practica

27. eCV Teaching - Tips Always provide some details about the level of work & responsibility How many hours per month or year of student contact? Of preparation time? How many students? What is your role?

28. eCV Teaching - Tips A curriculum is more impressive than a long list of (otherwise disconnected) lectures or workshops. Use the “details” to describe a full set of lectures and workshops that comprise a curriculum

29. eCV – Do Not… Please do not list the same activity over and over and over again, year after year, semester after semester. Instead, include a range of dates, and details about your effort, responsibilities & role over time: “I have taught this course for 8 semesters in the last 10 years…”

30. eCV Teaching – FAQ “I gave a talk. Is it ‘Teaching,’ a ‘Presentation,’ or ‘Community Service?’” Burge’s Rule – consider your audience TEACHING = Talks given to your students, learners, and/or faculty in your own department/ division PRESENTATIONS = Talks given to professional audiences outside your own department COMMUNITY SERVICE = Talks given to non-professional groups, like high schools, nursing homes, boy scout troops, churches

31. eCV Teaching - FAQ “I am responsible for a large training program. Where does that go?” Or, “I coordinate a large set of teachers to deliver a coordinated set of talks and workshops to our trainees.” Administrative responsibilities for teaching and training programs belong in the Service Section.

32. eCV Teaching - FAQ “I developed a method for building learner- centered portfolios over a 3-year time span. This does not necessarily include direct face- time with students.” Special projects that support the teaching mission can be included under “Projects” in the Research Section.

33. eCV Teaching - Summary Course-based Teaching is generally delivered to students; must have a course number For “Other Teaching” the drop-down menu of categories will create subtitles in your c.v. DO include much detail about your effort & responsibilities. Some activities that support the Teaching Mission can be included in other sections of the c.v.

34. eCV - Research

35. GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees

36. eCV Research Research includes 6 sections. Expertise Projects Publications Presentations Research Grants Patents

37. eCV Research The Research Section includes all scholarly activity and innovation Not limited to hypothesis-testing research Do include innovative curricular, clinical, administrative projects Do include areas of expertise Do list all talks given to nondepartmental professional groups

38. eCV Research Most common problems with documentation: Non-researchers skip this section Teachers include their lectures under “Presentations” eCV sometimes generates repeated items

39. Expertise

42. Projects

43. Category Drop-Down Menu Creates Sub-Titles Category Drop-Down Menu Creates Sub-Titles

44. Project Categories include… Clinical Trials Collaborative Research Grant proposals Measurement Studies Papers Posters Presentations And also… Curriculum Development Departmental Projects Software Development Projects Teaching Projects University Projects

46. eCV Research - Projects Teachers Do include curricular projects and teaching innovations under “Projects” Clinicians Do include clinical projects (Practice Management, Quality Improvement efforts, Electronic Medical Records projects, etc.) under “Projects” Administrators Do include management projects, organizational projects, and other administrative efforts under “Projects”

47. Publications

48. eCV Research Publications are listed by subtitle Subtitles found under “Local Type” Subtitles include: Book Chapters Book/ Monograph Developed Software Dissertation/Thesis Editorial Electronic/ Web Publication Journal Articles Not Specified Other Papers Submitted Review Articles

49. Can Import Articles from Medline Can Import Articles from Medline

50. eCV Research - Publications Some cautions eCV will ask you for other UTHSCSA co-authors When you include them in the author list, this article will show up in their eCV. And vice versa (their additions on yours) When downloading Medline imports eCV may not check to determine whether this article is already on your c.v. Hence – repeated items may appear

52. Presentations

53. eCV – Research - Presentations “Presentations” are talks to professional audiences – excluding your own learners This demonstrates your reputation locally, regionally, nationally or internationally “Invited Speaker” has the highest prestige eCV includes few details about co- presenters or types of talks, I expand the description with “details”

56. Research Grants Research Grants

57. eCV Research – Grants This section should include all grants that involve you in any role (not limited to PI): Training grants Teaching innovation grants Administrative grants Clinical Service grants Research grants Conference grants Include local, state, foundation, industry, national and international granting agencies

58. eCV – Research - Grants Some cautions As with the “Publications” section, eCV will ask you for other UTHSCSA co-investigators When you include them in the investigator list, this grant will show up in their eCV. And vice versa (their additions on yours) You can remove others’ grants from your c.v. by removing yourself from the investigator list. DO NOT include grants that were unfunded.

59. Training Grant Research Grant

60. eCV Research - FAQ “I provide one-on-one training for students, staff and visiting faculty who work in my research lab. Where does that go? ” Teaching and training can be included in the Teaching section under “Other Teaching”. Select the category “individual instruction,” and describe your learners, your effort, and your key role in that activity.

61. eCV Research - Summary This section is NOT limited to Research! This section is important for demonstrating your reputation as a teacher, researcher, administrator, or service-provider Non-researcher faculty should include (at a minimum) Expertise Projects Presentations DO include details about your most important accomplishments

62. eCV - Service

63. GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees

64. eCV Service This section documents … coordination & administrative responsibilities, patient care, service to professional societies, participation on local, regional, national and international committees, community service and mission work, and other service.

65. eCV Service Most common problems with documentation: Physicians with large clinical responsibilities do not document patient care (gasp!) Administrators use only one line to document their (very valuable and complex) administrative role Faculty use this section as a “dumping ground” when they are confused about item placement Committee Work is listed multiple times

66. eCV Service Service includes 4 sections. Service Activities This section is the largest, with several subtitles Prof. Organizations Grant Reviews Committees – This section includes UTHSCSA and hospital committees only – not professional societies

67. Service Activities Service Activities

68. Category Drop-Down Menu Creates Sub-Titles Category Drop-Down Menu Creates Sub-Titles

69. eCV Service Categories/ Subtitles include: Administrative Responsibilities Patient Care Service to the Government Service to the Institution Service to the Profession Service to the Public Other Service

71. eCV Service What does NOT go in “Service Activities”? UTHSCSA and local hospital committee work will be listed below Membership on Grant-reviewing committees or panels will be listed below Membership in professional societies will be listed below (but offices will not).

72. eCV Service – What Goes Where? Category SubtitleService Activities Administrative Responsibilities Dean; Associate Dean; Chair; Vice Chair; Training Director; Medical Director; Research Core Director; Project Manager; Coordinator; other Patient CareDirect patient care, inpatient & outpatient. Also include supervision of patient care providers & trainees Service to the Government Policy committees; licensing committees; NIH consultation & advising; military advising.

73. eCV Service – What Goes Where? Category SubtitleService Activities Service to the Institution All non-committee, non-administrative, non-patient care service to UTHSCSA Service to the Profession Professional societies’ committees & offices; Editorial Boards; Peer Reviewing; Service to the PublicCommunity work; mission work; volunteerism; talks to nonprofessional groups; media coverage – newspaper, radio, & TV interviews & quotes

74. eCV Service - Tips Your largest, most important, and most time- consuming responsibilities should get the thickest description. Use “Details” Service outside of your department documents your expertise and your reputation. Use no acronyms or initials Some readers will not be familiar with your societies or acronyms

75. Prof. Organizations Prof. Organizations

76. to add detail about societies

78. Grant Reviews Grant Reviews

80. Committees

82. For Standing Committees For Standing Committees Choose Type Drop-Down Menu of Committees Drop-Down Menu of Committees

84. eCV Service - FAQ “What about repetition?” In my experience, too little information is the bigger problem. Some repetition is OK. Remember to thickly describe your most important roles. One-line administrative titles are easy to miss.

85. eCV Service - FAQ “I just came back from deployment to Iraq; can I document that in my eCV?” I would place it in the “Service Activities” section, with a subtitle of “Service to the Government.” Use “details” to describe your role there. Deployment can also be included in the “Employment History” section.

86. eCV Service - FAQ “Where can I put radio interviews or newspaper quotes?” Place this in “Service Activities,” with a subtitle of “Service to the Public”. Our media exposure often serves as public education. I might label this item “Media Interviews” and include dates and venues in the description.

87. eCV Service - Summary “Service” includes many responsibilities and tasks that keep UTHSCSA running. “Service” also includes activities within our professional societies, journals, funding agencies, and policy-making agencies Community service counts! Include it in eCV.

88. eCV – Your Product How do I proofread my eCV? How do I print my eCV? Can I save the document electronically?

89. To Preview a Section, Press Here To Preview a Section, Press Here

90. Find complete C.V. views here Find complete C.V. views here For complete c.v. Press here

92. Summary You can use eCV to document expertise and reputation for excellence in… Teaching Research Service GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees GENERAL INFO Biographical Data Degrees/Education Employment History Lic/Certifications Honors & Awards Prof. Development TEACHING Teaching Activities RESEARCH Expertise Projects Publications Presentations Research Grants Patents SERVICE Service Activities Prof. Organizations Grant Reviews Committees