Transcript Top 5 Problems with P&T Packets

Promotion & Tenure
Overview Workshop 2012
Jeannette M. Shorey II, M.D.
Professor of Medicine
Associate Dean for CME and Faculty Affairs
Overview
“The mission of UAMS and its College of Medicine is to improve
the health, healthcare and well-being of all Arkansans and
others in the region, nation, and the world through the education
of exemplary health care providers, the provision of standardsetting, comprehensive clinical programs, scientific discovery
and research, and the extension of services to the State of
Arkansas and beyond. This mission is accomplished through
collegial work that manifests the institution’s core values of
integrity, respect, teamwork, creativity, and excellence. The
primary instrument by which this mission is executed for
the College of Medicine is the Faculty. Their success
significantly depends on a system that provides adequate
recognition and rewards for their work in promoting the
mission of the College.”
1st paragraph of the 2009 COM Guidelines on Faculty Appointments, Promotion, and Tenure
Overview – How is this system of
rewards fairly administered?
“The degree of excellence of a given individual’s
academic contributions often cannot be exactly
defined. However, an evaluation of the degree of
excellence of contribution is a professional judgment
which can best be made initially by members of the
discipline itself (Read: national experts in the field and your
departmental P&T Committee), subject to a later broader
faculty review by the College Promotion and Tenure
Committee.” (Page 2, 2011 COM Guidelines on P&T)
“Excellence may be demonstrated and promotion may
therefore be awarded without the candidate having
fulfilled every single criterion noted on the tables.”
(This sentence precedes each of the criteria tables within 2011 COM
Guidelines on P&T)
Keys to academic success and promotion
 Study and understand the “P&T document.”
http://www.uams.edu/facultyaffairs/Promotionandtenure/default.asp.
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Read the entire document, then
Focus on the promotion criteria for your pathway
 Read the “Companion Guide” to the P&T document.
also on the Office of Faculty Affairs web page
 Understand how your departmental P&T Committee
works.
Keys to academic success and promotion
 Develop at least one P&T mentoring
relationship.
 Be a pack rat! Proactively collect the written
evidence of your contributions to the College.
 Love your work!
Moving “through the ranks” – Who
assesses your contributions?
 Academic Ranks within the College
 Promotion from Instructor to Assistant Professor
 Promotion from Assistant to Associate Professor
 Promotion from Associate to Professor
 Promotion in secondary department
 Who assesses your contributions and achievements?
 You!
 Individuals who will write letters of recommendation
 Departmental P&T committee
 Department Chair
 College P&T committee
 Dean
 Chancellor; UA President and Board of Trustees
P&T Committee Actions 2011-2012
 Total number of faculty members requesting
consideration by the College P&T Committee 46
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Promotion only
21
Tenure only
2
Promotion & Tenure 23
Emeritus status
0
 Requests granted
 Promotion
42/44 (95%)
 Tenure
23/25 (92%)
 Promotion requests granted by rank
 Assistant to Associate
26/29 (90%)
 Associate to Full
14/15 (93%)
Top 6 Problems with P&T Packets
6. Lack of documentation
Teaching and mentoring activities*
Research and scholarly activities
Clinical service activities*
Leadership and administrative activities
National/International recognition*
* The more problematic areas
Top 6 Problems with P&T Packets
6. Lack of documentation
Teaching and mentoring activities – help the
P&T Committee understand the quality and
quantity of your teaching contributions.
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Target audience: who were your learners,
and how many of them were there?
Contact time?
Preparation time?
Learners’ evaluations of your teaching
Clinical Activities
Area
Responsibility
Calculation
ACH Clinic
2 half days per week
4 hrs X 2 X 46
Clinic f/u
1 hr per 4 hrs clinic
25% of clinic hours
Procedures
1 half day per week (X on service)
4 hrs X 33 weeks
132
3 hrs per week when on service
3 hrs X 13 weeks
39
Inpt GI service
13 weeks per year
13 wks X 5 days X 4 hrs
260
Video endoscopy
3/month X 4 hrs/study
3 X 12 X 4
144
TOTAL
Hrs/yr
368
92
45%
1035
National/International Recognition
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Letters of recommendation (minimum 3)
Invited lectures
Study section membership
Editorial boards
National committee assignments
National professional society officer
Board certification in specialty/subspecialty
Publications
Honors and awards
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate
sources
Letters of recommendation
 For promotion to…
 Associate – at least 3 letters
 Professor – at least 3 letters
 Obtained by the chair; candidate may make
suggestions to the chair
 From nationally recognized authorities
 From outside the institution (for all but Clinical Attendings –
which may come from inside or outside UAMS)
 In candidate’s field of special interest
 Not involved in candidate’s prior training or
employment
 “Other letters are encouraged” if they add value
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate
source
3. Reported time & effort distribution
inconsistent with documented activities
or track
Excerpt from P&T Cover Page
Allocation of Percent Time
Teaching
%
Research
%
Patient Care
%
Administration
%
Example: Reported time distribution
inconsistent with documented activities
Reported teaching time = 30%
Documented teaching activity = 2 lectures per
year
Problem: 30% time should look like at least 600
hours of contact and prep time
Ranges of Effort by Pathway
Basic
Scientist-TP
(in Percents)
Range Typically
Teaching/Mentoring
(Total)
10-35
Range
Clinical
Educator
Typically Range Typically Range Typically
Range
Typically
10-50
25
0-30
20
Didactic Teaching
1-3
2.5
2-10
5
0-2
1
Bedside Teaching
2-10
5
10-40
20
0-30
20
40-90
75
5-30
10
0-10
5
10-50
20
40-80
80
70-100
90
10-50
15
40-60
60
70-100
70
2-10
5
10-40
20
0-30
20
0-10*
2.5
5
0-10*
5
60
90-100
5
Clinical
Attending
7.5
50-85
0-30
Clinical
Scientist
5-10
Research
30
Basic
Scientist-NTP
90
Clinical Service (Total)
Direct Patient Care
Bedside Teaching
Leadership/Admin.
Service
0-35*
10
0-10*
5
0-20*
Example: Reported time distribution
inconsistent with track
Clinical Educator on wrong track – distribution is that of a
Clinical Scientist
Teaching
10 %
Research
Patient Care
Administration
40%
45%
Clinician
Educator on Wrong
Path
5%
Example: Reported time distribution
inconsistent with track
Clinical Scientist on wrong track –
distribution is that of a Clinical Educator
Teaching
30 %
Research
Patient Care
Administration
10%
55%
Clinician
Educator on Wrong
Path
5%
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate
source
3. Reported time distribution inconsistent with
documented activities or track
2. Wrong track for job description
Top 6 Problems with P&T Packets
6. Lack of documentation
5. Inadequate teaching evaluation
4. Outside letters: too few, inappropriate
source
3. Reported time distribution inconsistent with
documented activities or track
2. Wrong track for job description
1. Incomprehensible, poorly organized
information
#1 Problem in 2011-2012
1. Incomprehensible, poorly organized
information
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Organize sections of your packet in parallel with the categories
of contribution noted in the P&T Document
(teaching/mentoring; research/scholarly work; clinical service; leadership/administrative
service; professional recognition)
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Explain your contributions in language that a smart person
who knows (almost) nothing about your field can understand
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Assure that your CV is comprehensible, comprehensive, and
well-formatted
Evaluate “fit”
 Know your pathway!
 Be knowledgeable about specific
expectations for promotion (and tenure, if
applicable) on your pathway.
 Is it realistic to expect that you can achieve
P&T expectations with your current job
description?
 Discuss any concerns immediately with your
mentor, division chief, and/or chair.
How can you help to assure your
own success?
 Know the rules!
 Talk to the P&T committee chair in your department or
faculty affairs representative before finalizing your initial
appointment or if you have unresolved concerns.
 Get a mentor.
 Attend P&T workshops.
 Prepare concise, neat, well-organized documents for both
the paper and electronic versions of your packet, which
will help reviewers easily find evidence that you have met
the criteria for your pathway.
 “Decode” acronyms.
How can you help to assure your
own success?
 Arrange proactively for documentation you will need
later (“pack rat”).
 Request annual evaluation from Department Chair,
preferably in writing.
 Heed the advice!
 Be aware that promotion in a secondary department
is not automatic and requires separate action.
 Don’t wait until the last minute – start now.
COM Deadline
 Deadline for submission of your electronic
packet and 2 paper copies of your packet is
Monday October 1, 2012.
 Two paper packets are still required and are
due to the Office of Faculty Affairs, Central
Building (old hospital) 4D40, by 4:30pm on
Monday, October 1, 2012.
 The electronic system is available at:
http://PromotionTenure.UAMS.edu
Best advice from a former P&T
Committee Member:
“Each of us faculty members must assiduously
attend to designing and executing our careers
AND to documenting them!” Brendan Stack, M.D.