Transcript JABSOM Annual Promotion and Tenure Workshop

JABSOM
Promotion and Tenure Workshop
Presented by the JABSOM Faculty Development Program
August 14, 2013
2:30-4:00pm
MEB 202
JABSOM
Faculty Development Program
Rosanne Harrigan, MS, EdD, APRN-Rx, FAAN
Director of Faculty Affairs
Department Chair, Complementary and Alternative Medicine
Kakaako, MEB 224K
692-0909
[email protected]
Lori Emery, MEd
Faculty Development Coordinator
Kakaako, Office of the Dean
692-0884
[email protected]
http://jabsom.hawaii.edu/facdev
Introduction to Promotion/Tenure at
UH-JABSOM
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UH Manoa Process
For UH compensated faculty only
Multi-level review process
Timetable: Oct-June
Requires assembly of a dossier
Resources: Websites
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UH Manoa Tenure, Promotion and Contract
Renewal Website
http://manoa.hawaii.edu/ovcaa/faculty/tenure
_promotion_contract_renewal/
JABSOM Faculty Development Website
http://jabsom.hawaii.edu/facdev
(Appt, Promo, Tenure Page)
Resources
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Promotion and Tenure Workshops
(UH and JABSOM)
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Department Chair, Senior Peers,
Past Applicants, JABSOM Faculty
Development Program
JABSOM Dossier Sample Library
(see Lori Emery)
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Manoa Faculty Mentoring Program
Dossier Sample Library
Know Your Documents
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2009-2015 Agreement between UHPA and BOR-UH
(Faculty Contract)
2013-2014 Manoa Criteria and Guidelines
(including minimum qualifications - Executive Policy E5.221)
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JABSOM I-M Faculty Series Criteria
(as applicable; usually for MD faculty only)
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Department Procedures and Criteria
(as applicable, check with your Dept Chair)
Waivers/Requests
*Requests must be made to the Dean via
Dept Chair approval
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Minimum Qualifications
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May request waiver of Service Requirements
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May request waiver of Educational Requirement
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Tenure – Probationary Period (Dean approval)
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May request shortening of probationary period to
1 year
May request lengthening of probationary period up
to 7 years
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
What happens if I receive a
negative review?
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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
Getting Ready
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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)
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Year before and/or year planning to
apply attend a P&T workshop
Monitor your progress/readiness with
your Chair annually
Gathering Material: “4 Folders”
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Teaching
Research/Scholarship
Service
Clinical (as applicable)
File material in these folders (either hard
copy or electronically) and update them
frequently for easy reference.
I plan to apply,
now what do I do?
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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)
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Borrow dossier sample for reference
Attend our Dossier Mentoring Program
during the summer you plan to apply
Preparing to Apply
Prepare the following to submit to your
Department Chair:
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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)
External Evaluations
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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
Application Parts 1-4
To be completed by applicant.
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Part
Part
Part
Part
1:
2:
3:
4:
Employment Details
Criteria and Guidelines
Credentials and Experience
Endeavors
Application Parts 5-9
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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.
Part 4-1: Statement of Endeavors
(Refer to Page 4.1 in Application)
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Narrative summary
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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
Statement of Endeavors
Reminder: Readers outside of your
academic discipline and the school will
be reviewing your dossier.
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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.)
Tenure vs. Promotion –
How to Address
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Tenure:
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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 longterm academic professional plan?
Promotion:
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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?
Part 4-2: Supporting Materials
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Include material appropriate to your
faculty classification
Such as:
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Teaching evaluations
Bibliography
Peer evaluations of contributions
Service record
Part 4-2: Supporting Materials
TEACHING EVALUATIONS
Teaching includes: undergrad, grad, post-baccalaure, med student,
residents, fellows, CME/CE
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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
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Materials from courses you developed
Innovations in teaching or teacher training
Publication of educational material
(electronic publication, textbooks, etc.)
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.)
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Publication list
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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)
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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
Part 4-2: Supporting Materials
SERVICE ACTIVITIES
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University Service
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(departmental, school, university committees
and activities)
Professional Service
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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)
Part 4-2: Supporting Materials
PEER EVALUATIONS OF CONTRIBUTIONS
Relevant external reviews of your
published work:
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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
Part 4-2: Supporting Materials
OTHER: LETTERS OF SUPPORT
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Letters of Support
(unsolicited and solicited from
peers, students, graduates,
patients, attendees/participants)
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Be selective of solicited letters (limit)
Letters should be substantial
Part 4-2: Supporting Materials
OTHER: CLINICAL ACTIVITIES
(typically for I-M faculty only)
Examples:
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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
What does a
Department Chair,
TPRC and APTC look for?
Vivek Nerurkar
Department Chair
Tropical Medicine, Medical Microbiology and
Pharmacology
JABSOM’s Top 5 Tip List
(refer to handout)
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5.
Do not assume others will
understand
Publication Impact vs. Journal
Impact
Summarize your Accomplishments
Quality over Quantity
Make the Reviewer’s Job Easy
Examples of Poor/Weak Dossier
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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
Examples of Successful Dossier
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Organized
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Concise
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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
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Use binders, tabs, labels, page dividers, table of contents
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
TREAT YOUR DOSSIER LIKE
A JOB APPLICATION!
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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
Final Comments
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Start Early!
Request consultation
Select materials that are significant
Be neat, clear, concise, and organized
Remember: Quality over Quantity!
Attend our Dossier Mentoring Program
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.