Promotion and Tenure Workshop Overview 2017

Jeannette M. Shorey II, MD, FACP
Professor of Medicine
Associate Provost for Faculty
UAMS College of Medicine

1. Jeannette M. Shorey II, M.D. Professor of Medicine UAMS Associate Provost for Faculty Promotion & Tenure: The Institutional Perspective for All Faculty

2. “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 standard-setting, 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, diversity and inclusion, excellence and safety. 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 .” 1 st paragraph of the 2011 COM Guidelines on Faculty Appointments, Promotion, and Tenure Overview

3. “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 your 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) Overview – How is this system of rewards fairly administered?

4. Study and understand the “P&T Guidelines.” http://faculty.uams.edu/compromotionandtenure / Read the entire document, then Focus on the promotion criteria for your pathway P&T Resources are available: uams.edu, click on the FACULTY landing site, then “Promotion and Tenure,” and “College of Medicine” Understand how your departmental P&T Committee works Develop at least one P&T mentoring relationship When to “go up” for promotion? When you have fulfilled the criteria. On a tenure track, “typically” after having completed 5 years as Assist. Prof. (typically, assistant professors request promotion in the fall of their 6 th year) Do not expect to be able to request P&T after having completed 6 years. Keys to academic success and promotion

5. Be a pack rat! Proactively collect the written evidence of your contributions to the College. Save it in the same folders you’ll eventually create within the P&T database to save time later. Keys to academic success and promotion

6. Academic Ranks and Requests

7. Steps to approval

8. Promotion by Academic Pathway in 2016-2017 ppointments

9. Promotion – 5 Year Trend - 5 – 5 Year Trends

10. Tenure by Academic Pathway 2016-2017 athway

11. Tenure – 5 Year Trend – 5 Year Trends

12. Outside Letters: too few and/or inappropriate source Lack of documentation – especially of teaching/mentoring activities, clinical services, and achievement of national reputation Reported time distribution inconsistent with documented activities or track Wrong track for job description Poorly organized packet Top 5 Problems with P&T Packets

13. At least 3 Recommendation Letters are required 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 and expertise Not involved in candidate’s prior training or employment “Other letters are encouraged” if they add value On letterhead and signed Author must be a Professor if requesting Professor rank, typically Professors if requesting Associate Professor rank 1 – Outside Letters

14. Form exists in P&T database Clarifies the letter writer’s relationship to you Explains the letter writer’s knowledge of your work Required An addition to the formal letter of recommendation process – Your chair does this step New in 2015-2016: External Referee Form

15. Teaching and Mentoring Activities: Help the P&T Committee understand the quality and quantity of your teaching contributions Target Audience: who were your learners, how many learners? Contact time? Preparation time? Learners’ evaluations of your teaching Summarize Comparative data – other teachers in your department 2 – Lack of Documentation

16. Teaching and Mentoring Activities: 2 – Lack of Documentation

17. Appendix A, continued Examples of Clinical Service   Exemplary provider of patient care as evidenced through metrics such as - peer assessment patient satisfaction scores referring physician satisfaction compliance with preventive care guidelines outcomes assessments productivity and efficiency cost-effective provider program growth Leadership in a practice or hospital setting Recognition by peers as a skilled clinician Utilization and/or initiator of new diagnostic or treatment modalities Development of evidence-based clinical practice guidelines Development and/or effective implementation of quality improvement projects or programs 2 – Lack of Documentation

18. Clinical Service Activities: 2 – Lack of Documentation

19. Clinical Service Activities: 2 – Lack of Documentation

20. Clinical Service Activities: 2 – Lack of Documentation Area Responsibility Calculations Hrs/Yr ACH Clinic 2 half days per week 4 hrs X 2 X 46 368 Clinic f/u 1 hr per 4 hrs in clinic 25% of clinic hours 92 Procedures 1 half day per week (x on service) 4 hrs X 33 weeks 132 3 hours per week when on service 3hrs 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 45% 1035

21. National/International Recognition: 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 “Invited presentations” and presentations at national meetings Honors and awards 2 – Lack of Documentation

22. 3 – Reported FTE inconsistent with documentation

23. 3 – Reported T&E inconsistent with documentation   Basic Scientist-TP Basic Scientist-NTP Clinical Scientist Clinical Educator Clinical Attending (in Percents) Range Typically Range Typically Range Typically Range Typically Range Typically Teaching/Mentoring (Total) 10-35 30 0-30 5 5-10 7.5 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 Research 50-85 60 90-100 90 40-90 75 5-30 10 0-10 5 Clinical Service (Total) 10-50 20 40-80 80 70-100 90 Direct Patient Care 10-50 15 40-60 60 70-100 70 Bedside Teaching 2-10 5 10-40 20 0-30 20 Leadership/Admin. Service 0-35* 10 0-10* 5 0-10* 2.5 0-20* 5 0-10* 5

24. 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 3 – Reported T&E inconsistent with documentation

25. Clinician Educator on Wrong Path Teaching Research Patient Care Administration 10 % 50 % 35 % 5% Clinical Educator on wrong track – distribution is that of a Clinical Scientist 3 – Reported T&E inconsistent with documentation

26. Clinician Educator on Wrong Path Teaching Research Patient Care Administration 30 % 10% 55% 5% Clinical Scientist on wrong track – distribution is that of a Clinical Educator 3 – Reported T&E inconsistent with documentation

27. 4 – Wrong Track for Job Description

28. Organize sections of your packet in parallel with the categories of contribution noted in the P&T Document (P&T Database will help you!) (teaching/mentoring; research/scholarly work; clinical service; leadership/administrative service; professional recognition) Explain your contributions in language that a smart person who knows (almost) nothing about your field can understand Assure that your CV is comprehensible, comprehensive, and well-formatted. Ensure your CV is an accurate and authentic representation of your work. Copy/paste and then annotate portions of your CV within the sections of your dossier to clarify your contributions 5 – Poorly Organized Packet

29. Bibliography – explain your role in multi-author paper (annotate bibliography) ** Stillman P, Swanson D, Regan MB, Philbin MM, Nelson V, Ebert T, Ley B, Parrino T, Shorey J , Stillman A, Alpert E, Caslowitz J, Clive D, Florek J, Hamolsky M, Hatem C, Kizirian J, Kopelman R, Levenson D, Levinson G, McCue J, Pohl H, Schiffman F, Schwartz J, Thane M, Wolf M. Assessment of Clinical Skills of Residents Utilizing Standardized Patients. Ann Intern Med. 1991; 114:393.   ** indicates this publication is included among the 10 submitted for review by the P&T Committee I recruited residents from the Internal Medicine Residency Programs at both the Brigham & Women’s Hospital and the Beth Israel Hospital to participate in this study. I was one of the faculty members who helped conduct the half-day sessions at U. Massachusetts Medical Center. I participated in faculty meetings wherein the data were reviewed, and I reviewed and provided comments on the first and penultimate drafts of the publication.   This publication was one of the foundational studies that lead to the development of standardized patient programs across the country, including the UAMS Clinical Skills Center. Explain the peer-review process of “novel publications” (e.g., clinical guidelines; on-line journals; published curriculae) Leadership and Administrative Service – explain role on committees (e.g., chair or member; what was the work of the committee? Was it a little or a LOT of work?) 5 – Poorly Organized Packet – “fixes”

30. 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. Evaluate “fit”

31. 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 your electronic P&T packet – carefully naming each document. This 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?

32. Proactively collect the 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. How can you help to assure your own success?

33. Deadline for submission of your electronic packet is Monday September 25, 2017. (please make note this date!!) The electronic system is available at: https://promotiontenure.uams.edu Attend a training session - learn how to create your P&T dossier within this electronic system. COM Deadline

34. “Each of us faculty members must assiduously attend to designing and executing our careers AND to documenting them!” Brendan Stack, M.D. Best advice from a former P&T Committee Member:

35. Questions?