Presentation on theme: "Polishing your Portfolio for Promotion and Tenure"— Presentation transcript:
1 Polishing your Portfolio for Promotion and Tenure Bob NakamotoMol. Physiology & BiophysicsChair, SOM P&T Committee
2 Topics P&T information - Website P&T Timeline Formatting your CV for P&TYour Personal StatementsDocumentation in the PortfolioEducation (Teaching Portfolio)Clinical CareResearchScholarshipReference lettersThe P&T Committee
3 administration/faculty/faculty-dev/pandt Everything you need to know about P&Tis on the website:administration/faculty/faculty-dev/pandt
10 General AdviceSeek advice from mentors, including members of the P&T CommitteeRecord keeping – collect information that provides evidence for excellenceawards, invited talks, grateful patient letters, student evaluations, etc.Be aware of your faculty track and the criteria for each level of promotionBe certain what you do fits with your track and your job description – confer with Division Chief/Chair
11 Criteria for promotion: tenure-eligible tracks Key words = EXCELLENCE and TRAJECTORYAssistant to Associate – excellence in one area (clinical care, medical education, research) and local & regional reputationAssociate to Tenure – excellence in two areas plus continuing scholarship with a regional and emerging national reputationTenure to Professor – sustained excellence in two areas plus significant sustained scholarship and national & international reputationSame criteria apply to non-tenure tracks, but generally excellence is expected in only one area11
12 Your Promotions Portfolio Nominating letter from:ChairDivision Chief (if applicable)Secondary Dept. Chair (if applicable)Dept. committee letter with voteCandidate InformationCurriculum vitaePersonal statement(re)Appointment letterDocumentation of excellence in 1°and 2°area(s) of excellence (clinical, research, teaching)Documentation of scholarship3 publications (pdf files)Letters
13 Release Waiver form Waiver of access to P&T forms/evaluations. Not required for promotion or tenure and presence/absence will not reflect positively or negatively.
14 I. C.V. “P&T C.V.” format on the P&T – Resources for Faculty webpage (Not every category applies to everyone)
15 C.V. Pointers Content not context Be accurate and avoid sloppiness Your C.V. tells us who you areKeep simultaneous “P&T version” of C.V.Much more information than normalCheck out additional pointers at the AAMC webpage:https://www.aamc.org/members/gfa/faculty_vitae/150036/cv_cv_tips.html
16 C.V. Pointers Reverse chronological order Careful with abbreviations Present position is listed firstSame for honorsPublications can be in chronological order, but reverse is betterHelpful to distinguish activities that were:Done while at UVASince last promotion actionEspecially relevant to publications, invited talks, grants, etc.Careful with abbreviationsShould be stand-alone
17 C.V. Subheadings Reverse Chronological Order Personal DataEducationPost-Graduate EducationAcademic AppointmentsOther Pertinent EmploymentCertification and LicensureHonors and AwardsProfessional Affiliations (list years)
18 C.V. Subheadings (cont.) Areas of Research Interest Current Projects Be conciseCurrent ProjectsTeaching ActivitiesThis need not be as exhaustive as the Teaching Portfolio.
19 Teaching Activities in the C.V. Classroom teaching – give year, course number and # of lectures, % responsibilityClinical teaching – give yearsTeaching Activities other than classroom or clinicalGrand Rounds, Journal ClubsCommittees related to teachingClasses taken to improve teaching skillsDevelopment of new curriculum, teaching materials, etc.
20 C.V. (cont.) Inpatient Outpatient Boards, Editorships Clinical ActivitiesInpatientOutpatientNational, State, University, SOM, Department Committees and CouncilsNIH study sections, Dept. service, etc.Grants and contractsTitle, period, $ amounts for your part of the project, your role (PI, co-PI, etc.)
21 C.V. (cont.) Facilities (applies to laboratory only) Personnel currently supervisedUndergraduate, Master’s, Ph.D. and postdoctoral trainees supervised (We do not want to see every name of every resident your Dept. has trained)Papers publishedPeer-reviewed articlesBooks, Chapters, Reviews (indicate which are peer-reviewed)Enduring materials (videos, software, websites)Short Communications (editorials, commentaries, articles)Abstracts (distinguish if abstracts are reviewed)
22 How to list journal articles on your C. V How to list journal articles on your C.V. for P&T: citation analysis, journal rankings, and author contribution:You need to provide special information for all papers:(1) # of times cited(2) The Impact Factor (IF) of the journal(3) The rank of that journal (ranked by IF) in its fieldThe ISI "Web of Science" website from HSC Library Homepage (NOT Google - #’s may be different), can be used to get the citations to any of your published papers and the journal IFs and rankingsHelp available at:(4) If you are neither the first author nor the corresponding author, state briefly your contributions to the paper
23 Underline co-authors who are your trainees Use asterisk (*) to indicate the corresponding author. When you are neither the first nor the corresponding author, briefly state your contribution to the paper.Schmaltzcroft C.*, Schniklefritz, P. E. and Afacmemb, U. V. A new class of dopamine receptors in the median eminence. Neurosci. 51: , 2000.Cited 23 times, IF = 6.096, Rank 17 of 194 neuroscience journals. Over half the experiments were done in Dr. Afacmemb’s lab by his technician.Afacmemb, U. V., Schmaltzcroft, C. and Schniklefritz, P. E.* Dopamine inhibits firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67: , 2001.Cited 13 times, IF = 2.045, Rank 80 of 194 neuroscience journals; rank 3 among 25 clinical neurology journals.Schmaltlzcroft, C.*, Afacmemb, U. V. and Schnicklelfritz, P. E. Quantification of dopamine receptor density in the cerebellum. J. Neurobiol. 56: , 2003.Cited 5 times, IF = 3.145, Rank 54 of 194 neuroscience journals. Dr. Afacmemb provided the antibodies used to estimate dopamine receptor density and the experiments demonstrating antibody specificities were done in his laboratory.Underline co-authors who are your traineesIdentify electronic publicationsDo not recommend using the H-factor for junior faculty
24 C.V. (cont.) Technology Transfer Activity InventionsPatents applied for and awardedRegistered copyright materialTrademarks for University owned intellectual propertiesLicense agreementsInvited Lectures and SymposiaDistinguish from meetings attended or submitted abstractsCommunity Outreach
26 Personal Statement or What Makes You Tick? Use active voice, not passive voice.Try to limit this to one page.Think about the audience. This document will be read by a range of clinicians/scientists.Cover the highpoints, don’t go into too much detail on any one point.How do you define yourself? Start with the most important part of your job and end with a short summary.See examples at
28 Criteria for Clinical Excellence (Examples) Requires at least 20% timePatient care: “Clinical skills, clinical innovations, clinical research and/or programs that are locally and/or regionally distinctive; programs that measurably improve patient outcomes.”ProductivityRVUs (normalized for national standards, MGMA etc.) are the most commonly used. Strive for top 50%.With current market forces, criteria for productivity may become more stringent in the futureConsistent adherence to practice-related standardsExamples are P4P, JCAHO core measures, National Patient Safety Goals, etc.Candidates should be above the median.Patient Satisfaction ScoresDept. of Market Research & Planning can supply Press Ganey data for prior 5 years in appropriate format- tell them it’s for P&T use.Can also supply geographic distribution of patients.
29 Other Possible Measures Adherence to performance standardsAccess, communication, etc.Specialty-specific outcome measuresExamples are mortality rates, readmission rates, case complexity.Clinical practice improvement activitiesThese can be documented by the candidate (can include community service).Scholarly activity applicable to the candidate’s clinical activity is expected.This may include peer-reviewed publications, participation in clinical trials, etc.360-degree evaluationsThese are confidential and the candidate’s Chair or Division Chief would be responsible for collecting them.
30 Do NOT directly solicit letters from patients to support promotion
32 Research Statement Be concise. General description so all members can understand what you do and why it is important.Refer to the important publications that illustrate the points (not all of them) in the statement.Emphasize progress since the last promotion action.Where is the work going and future plans.
33 Research Activities Grant support (past, present and pending) Publications (with the annotations)Review activities – journals and study sectionsPresentations at meetings (international and national), and other institutionsPosters vs. oral presentations (selected abstracts)Indicate whether presentations were invitedWorkshops – show us you are the expert in the field
35 Teaching PortfolioThe Teaching Portfolio is a companion to the more traditional C.V.The Teaching Portfolio has two parts:A short introductory section (one page or less) that summarizes your teaching activitiesA main body that gives detailed information about your contributions as an educator.
36 Teaching Portfolio “Do”s and “Don't”s Keep length to pages, maximum!Use summary data for teaching evaluations, withselected excerpts from narrative comments bystudents and trainees.Summarize categories of teaching experience, ifextensive.Do not include syllabi, class notes, web-basedmaterials, lab manuals or clinical cases.Exception: A short sample might be providedfor major, complex creations; however,descriptions should usually suffice.Do not use an appendix.
37 Teaching Portfolio “Do”s and “Don't”s (cont.) Do not include PowerPoint slides of your lectures unless this is something really novel.Do include student evaluations, quantification of your performance as compared with other instructors.Ask the course directors if they are collecting this information and if not tell them it is important for your next promotion.For CI and AI candidates, your postdocs and graduate students in the lab are a reflection of your teaching ability.Include documentation of how your postdocs are doing, where they have gone, etc. (outcomes)
38 IV. Scholarship You must select three (3) publications ONLY – provide them as pdfs.In 1-2 sentences tell us why you chose those 3 examples. This is very helpful for a reviewer not in that small field.The emphasis should be on work at UVa, particularly the work since your last promotion.If you have many to select from, be sure to include one overview paper (review; book chapter) that will give the P&T Committee a good summary of how your work fits into the field.High-impact papers are ideal.Papers from your laboratory that demonstrate independence are also important.Prefer examples of work since last promotion action.
39 V. Letters of Recommendation Reference LettersCandidate and Chair make list of up to 20 potential refereesAt least 7 must be “independent external” (recommend more)Cannot be former advisor/mentor, institutional colleague, or collaboratorDean’s office must receive at least 3 for committee considerationRest are combination of internal and externalWaiver to view lettersYou will not know who sends and does not send lettersDo not contact the referees3939
41 Indicators of Regional/ National/ International Reputation Service on a study section or grant review panel of a regional or national agencyMembership on editorial boards of major journalsInvited reviews and articlesInvited talks at regional/national/ international symposia and at other institutions; visiting professorshipsOfficer, chair, or member of a committee of regional or national professional or scientific society4141
42 Most Frequent Problems with Promotion Portfolios Candidate’s C.V.Not in the correct P&T Committee format (see instructions on the website)Redundancies in C.V. (do not list your publications in more than one section of the C.V.)Papers in preparation should not appear on your C.V.Education DocumentationToo much information in the Education section (do not send us your Academy of Distinguished Educators portfolio application. See the instructions on the P&T website on how to adapt it for P&T)Present teaching evaluations and ratings in condensed formats (do not include reams of raw evaluation data)Referee LettersToo few letters from External-Independent Reviewers (A minimum of 3 are required for review)Give plenty of suggestions to your Chair (8-10 names; maximum of 20). You would be amazed how many requests are not returned.Research DocumentationShow us your independence. Be sure to list your % effort on each grant and your role on the project for grants on which you are not the PI
43 Before you submit your portfolio, you are encouraged to consult P&T Committee members We want you to understand the P&T guidelines,know the criteria for P&T for your particular track, andlearn how to construct your best possible portfolio.Current P&T Committee MembersRobert Nakamoto, Physiology, ChairJaideep Kapur, Neurology, Vice ChairRobert Bloodgood, Cell BiologyDaniel Burke, Biochemistry & Mol. GeneticsAbhinav "Bobby" Chhabra, Orthopaedic SurgeryPatrice Guyenet, PharmacologyStuart Howards, UrologyLee Jensen, RadiologyMaria-Beatriz Lopes, PathologyRobert O’Connor, Emergency MedicineMark Okusa, MedicineSally Parsons, Microbiology, Immunology & CancerJoAnn Pinkerton, Obstetrics and Gynecology2 new members TBA43
44 Other Able Consultants Veterans of P&T Committee Mark Abel, OrthopedicsVic Baum, AnesthesiologyAnn Beyer, MicrobiologyDavid Brautigan, MicrobiologyMark Conaway, PHSSim Galazka, Family MedicineLeigh Grossman, PediatricsJohn Hanks, SurgeryStacey Mills, PathologyStephen Park, Otolaryngology HNSLarry Phillips, NeurologyThomas Platts-Mills, MedicineGeorge Rich, AnesthesiologyEmilie Rissman, BiochemistryDick Santen, MedicineMark Shaffrey, NeurosurgeryPeggy Shupnik, MedicineSharon Hostler, Senior Associate Dean44
45 RememberCheck out the website for the timeline, formatting and instructions
46 Summary 1. It’s not as intimidating as you may think 2. If your Chair and Dept. do a good job, there should be a 100% “pass rate”3. Don’t pass us a sloppy or quickly done portfolio, or we will pass it back to youPlease make the portfolio accessible and do not use too many acronyms and abbreviations4. READ and BELIEVE the website5. Not everyone will fill in every line of the standardized C.V.Promotion decision is qualitative – not points for each activity/triumph
47 Summary (cont)6. First thing is to get your C.V. prepared and generate the list of inside and outside letters.Pay careful attention to the “independent” references7. Start now to collect teaching and clinical evaluations, if you haven’t started already.If the course did not have formal evaluations, ask the course director to get anecdotal comments from students8. Please feel free to contact any of us9. P&T Committee members in your department or with whom you work will recuse themselves and not in the room. Don’t be afraid to ask their advice and help10. Most applicants are successful