1. Promotion in the Clinical Departments of the Warren Alpert Medical School Michele G. Cyr MD, FACP
Professor of Medicine
Associate Dean for Academic Affairs
Warren Alpert Medical School of Brown University
April 11, 2012

2. Biomed Faculty Affairs
The mission of BioMed Faculty Affairs is to support faculty in the Biology and Medical departments in their research and teaching functions, and to facilitate faculty development, including promotion, recruitment, appointments, retention, mentoring, and diversity.
Michele G. Cyr, MD, FACP – Associate Dean for Academic Affairs
Jean Marie Layton – Manager
Susan Barnaby – Administrative Assistant
Elizabeth Boynton – Medical Faculty Affairs Coordinator
Cynthia Ruel –Data Coordinator

3. Clinical Departments Behavioral & Social Sciences* Neurology
Biostatistics*
Dermatology
Diagnostic Imaging
Emergency Medicine
Epidemiology*
Family Medicine
Health Services, Policy & Practice*
Medicine
Neurology
Neurosurgery
Obstetrics & Gynecology
Orthopaedics
Pathology & Laboratory Medicine**
Pediatrics
Psychiatry & Human Behavior
Radiation Oncology
Surgery
*Public Health Departments
**Hybrid Department (both clinical and campus-based faculty)

4. Brown Faculty Organization
Academic Faculty
Pre-track
Research Scholar Track (RST)
Teaching Scholar Track (TST)
(Research) Track (Res)
Clinical Faculty
Clinical Voluntary Track (CV)
Clinician Educator Track (CE)
Medical Academic Faculty
(Research)
Track
Research
Scholar
Teaching
Assistant TST
Associate TST
Professor TST
Assistant RST
Associate RST
Professor RST
Instructor (Res) (u/o)
Assistant (Res)
Associate (Res)
Professor (Res)
Instructor (up/out)
Assistant (up/out)
Pre-track
Medical Clinical Faculty
Clinical
Voluntary
Track
Clinician
Educator
Clinical Instructor
Clinical Assistant
Clinical Associate
Clinical Professor
Instructor (Clinical)
Assistant (Clinical)
Associate (Clinical)
Professor (Clinical)

5. Term Limits (Up-Or-Out)
Academic Faculty - TST, RST, (Res)
Instructor Pre-track: 2 x 2-year terms
Assistant Professor Pre-track/TST/RST: 3 x 3-year terms
Faculty must chose either TST or RST by end of 3rd term
Instructor (Research): 1 x 2-year term
No term limits above Instructor rank
Clinical Faculty (CE, CV)
No term limits for any rank in clinical tracks

6. AMS Medical Faculty 2011
*Emeritus, Adjunct, Visiting, Research Associate, Teaching Associate

7. AMS Medical Faculty Promotions 2011
Associate Professor N=31
Professor N=9

8. Track Expectations
What are the defining differences between the tracks?
What are the major criteria by which I will be judged for promotion?
What difference does it make?

9. Teaching Scholar Track Expectations
Major teaching role*
Excellence in teaching
National reputation as a teaching scholar
New or different teaching activities for Professor
Continuous record of scholarly productivity
Clinical skills – positively considered
Service contributions – positively considered
* Please see self-assessment for examples

10. Research Scholar Track Expectations
Independent, productive research program
Continuous record of excellent teaching
Continuous record of scholarly productivity
National reputation as a research scholar
International reputation for Professor
Clinical skills – positively considered
Service contributions – positively considered

11. (Research) Track Expectations
Independent/collaborative research program
Biologically- or medically-related research
Continuous record of scholarly productivity
National reputation as a research scholar
International reputation for Professor
Clinical skills – positively considered
Teaching or Service contributions – positively considered

12. Clinical Voluntary Track Expectations
Excellence in teaching, counseling, and mentoring
High level of clinical skill
Senior physician for Professor
Acknowledged standing in the community
Leadership position for Professor
Scholarly publications – positively considered
Required for Professor
100 hours of service/teaching per year

13. Clinician Educator Track Expectations
Excellence in teaching
Contributions to clinical service or research program
Leadership participation in regional professional societies
National reputation for Professor
Continuous record of scholarly productivity
Service contributions – positively considered
200 hours of service/teaching per year

14. The Promotion Process
What is the timeline for entire promotion process?
Why does it take so long?
Who reviews my dossier?

15. “Typical” Academic-Track Assistant Professor at Brown
First three-year term:
Faculty and mentor/supervisor/chair plan career focus
Informally decide track by end of first term
Second three-year term:
Continue work on goals
Third three-year term:
Prepare promotion dossier in Year 7 for review in Year 8

16. Timeline Examples Timeline for Assistant Professor: Standard
Academic Year1
Academic Year2
Academic Year3
Academic Year4
Academic Year5
Academic Year6
Academic Year7
Academic Year8
Academic Year9
Assistant Professor – Term 1
Assistant Professor – Term 2
Assistant Professor – Term 3
Prepare dossier
CMFA review
Promo
effective 7/1/13
Timeline for Assistant Professor: 2 x 1-Year Extensions
Year1
Year2
Year3
Year4
Year5
Year6
Year7
Year8
Year9
Year10
Year11
Assistant Professor Term 1
Assistant Professor – Term 2 with 2 extensions
Assistant Professor – Term 3
Extension
Prepare dossier
CMFA review
Promo effective 7/1/15

17. Policies Regarding Timeline for Promotion
Term Extensions
Up to three 1-year extensions
Request must be submitted within one year of the event
One-year Notice of Non-Renewal
Faculty can be reviewed in Year 9 if they waive their notice
Early Reviews
Faculty can be recommended early for promotion
Time in Level
Clock starts when appointed as Assistant Professor in the academic track (TST, RST)
Track Switching
Must wait one academic year for promotion

18. The Promotion Process Spring: Year 7*
Candidate and Department decide if time is right for promotion
Candidate selects his/her track
Candidate is informed of departmental deadlines
Preliminary Departmental Review
Ask Department Administrator or Promotions Committee Chair about required documents (varies by department)
Promotions Committee informs candidate if they can go forward for promotion
* Process timing uses Academic Assistant Professor as a guide

19. The Promotion Process Summer: Year 7/8
Department reserves CMFA slots for upcoming year
Department solicits external reviewer letters for approved candidates

20. Fall/Winter/Spring: Year 8
The Promotion Process
Fall/Winter/Spring: Year 8
Department Promotions Committee reviews completed dossiers
Department Promotions Committee recommends candidates to Department Chair
Department Administrator submits completed dossiers to BMFA
BMFA drafts Candidate Summaries and prepares electronic dossiers for CMFA
Candidates are allowed to submitted an updated CV to CMFA before promotional review

21. Fall/Winter/Spring: Year 8
The Promotion Process
Fall/Winter/Spring: Year 8
CMFA reviews dossiers and makes recommendation to Dean
Dean reviews dossiers and makes recommendation to Provost
Provost reviews dossiers and makes recommendation to President and Corporation
At this point, BMFA is authorized to issue promotion letter to candidate
Corporation approves promotion

22. The Promotion Process Summer: Year 9
Promotion goes into effect July 1
Senior level promotions are featured in the summer edition of Brown Medicine

23. CMFA
Review all senior level promotions and appointments for Alpert Medical School
12 meetings per academic year
Membership
Full Professor
Medical Academic or Campus-Tenured
3-year terms
5 elected from medical academic faculty
1 elected by Program in Biology
1 elected by Program in Public Health
3 elected by Brown University Faculty Governance

24. Faculty Dossier Responsibilities
What information am I responsible for compiling?
Updated CV
Personal statement (examples available from BMFA)
Teaching dossier (Teaching Scholar faculty only)
Teaching hours (Clinical faculty only)
Research responsibilities
Evaluations (not applicable for (Research) faculty)
Names for external reviewers

25. Dossier Contents
Chair & Chief letters of support
Department promotion committee report CV
Personal statement
Teaching dossier (only for promotion in TST)
Teaching hours breakdown (only for Clinical faculty)
Sample letter sent to external reviewers
External letters (department and candidate selected)
Teaching evaluations

26. Teaching Dossier/ Medical Education Log
Record of teaching activities
Role in course or rotation
Dates, numbers of students
Awards received
Evaluations!
Scholarly Contributions Listed on Web
Maintain records!
Required for promotion in Teaching Scholar track
Recommended for promotion in Clinician Educator track

27. Research Documentation
Publications resulting from research
Research Grants
Granting agency
Title of award
Role in grant
Direct costs
Inclusive years of award
Research trainees

28. It is the faculty member’s responsibility to obtain evaluations
Teaching Evaluations
It is the faculty member’s responsibility to obtain evaluations
Keep a file of any evaluations you receive
Electronic evaluation systems:
OASIS (Brown)
E-Value (GME programs)
Ask program administrators for help
Clerkships, Residencies, Fellowships

29. Reviewer Letters
Purpose: Objective and unbiased assessment from experts in your discipline regarding national reputation and standing in community
Names must be at your promotion rank or higher
Candidate selected letters may include (but not recommended):
Names from former mentors, mentees, collaborators, co-authors
Describe relationship between letter writer and candidate
Committee selected letters cannot be from above mentioned people
Outside Brown?
YES for promotion in all academic promotions, clinical voluntary professor, and clinician educator professor

30. Tips for Success in the Promotions Process
General
Understand promotion criteria
Establish who your mentors are
Seek guidance from mentors--early and often
Especially important to help develop national reputation
Decide career niche early – set and track goals annually
Use annual review process to assess progress
Steadily work toward career goals
Update CV regularly
Time management is crucial!
Request mock review by Department Chair and/or BMFA

31. Tips for Success in the Promotions Process
Publications
Get first authorship – don’t rush to be senior author until Associate Professor
Abstracts should become publications – don’t put off writing manuscripts
Peer-reviewed publications carry more weight than book chapters; case reports are important for clinical faculty
National Reputation/Service
Get involved with your national organization(s) and take on a leadership role
Say “yes” to Study Sections
Be a good citizen but don’t give away all your time

32. Tips for Success in the Promotions Process
Educational Activities
Keep records of ALL educational activities (CME talks, Grand Rounds, etc.)
Create a “Promotions Folder” and save all evaluations
Update the Teaching Dossier regularly
Research
Focus on establishing your “niche” and track record as an independent investigator
If your research is closely tied to your mentor’s, this could be problematic when soliciting letters of reference
Apply for grants often and early: non-industry grants count
Do not focus only on R01s
Keep a list of mentees

33. Resources Medical Faculty “411”/Frequently Used URLs Self-Assessments
Self-Assessments
Department Contacts
Brown Privileges
Teaching Opportunities