1. Polishing your Portfolio for Promotion and Tenure
Bob Nakamoto
Mol. Physiology & Biophysics
Chair, SOM P&T Committee

2. Topics P&T information - Website P&T Timeline
Formatting your CV for P&T
Your Personal Statements
Documentation in the Portfolio
Education (Teaching Portfolio)
Clinical Care
Research
Scholarship
Reference letters
The P&T Committee

3. administration/faculty/faculty-dev/pandt
Everything you need to know about P&T
is on the website:
administration/faculty/faculty-dev/pandt

10. General Advice
Seek advice from mentors, including members of the P&T Committee
Record keeping – collect information that provides evidence for excellence
awards, invited talks, grateful patient letters, student evaluations, etc.
Be aware of your faculty track and the criteria for each level of promotion
Be 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 TRAJECTORY
Assistant to Associate – excellence in one area (clinical care, medical education, research) and local & regional reputation
Associate to Tenure – excellence in two areas plus continuing scholarship with a regional and emerging national reputation
Tenure to Professor – sustained excellence in two areas plus significant sustained scholarship and national & international reputation
Same criteria apply to non-tenure tracks, but generally excellence is expected in only one area 11

12. Your Promotions Portfolio
Nominating letter from:
Chair
Division Chief (if applicable)
Secondary Dept. Chair (if applicable)
Dept. committee letter with vote
Candidate Information
Curriculum vitae
Personal statement
(re)Appointment letter
Documentation of excellence in 1°and 2°area(s) of excellence (clinical, research, teaching)
Documentation of scholarship
3 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 are
Keep simultaneous “P&T version” of C.V.
Much more information than normal
Check out additional pointers at the AAMC webpage:

16. C.V. Pointers Reverse chronological order Careful with abbreviations
Present position is listed first
Same for honors
Publications can be in chronological order, but reverse is better
Helpful to distinguish activities that were:
Done while at UVA
Since last promotion action
Especially relevant to publications, invited talks, grants, etc.
Careful with abbreviations
Should be stand-alone

17. C.V. Subheadings Reverse Chronological Order
Personal Data
Education
Post-Graduate Education
Academic Appointments
Other Pertinent Employment
Certification and Licensure
Honors and Awards
Professional Affiliations (list years)

18. C.V. Subheadings (cont.) Areas of Research Interest Current Projects
Be concise
Current Projects
Teaching Activities
This 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, % responsibility
Clinical teaching – give years
Teaching Activities other than classroom or clinical
Grand Rounds, Journal Clubs
Committees related to teaching
Classes taken to improve teaching skills
Development of new curriculum, teaching materials, etc.

20. C.V. (cont.) Inpatient Outpatient Boards, Editorships
Clinical Activities
Inpatient
Outpatient
National, State, University, SOM, Department Committees and Councils
NIH study sections, Dept. service, etc.
Grants and contracts
Title, 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 supervised
Undergraduate, Master’s, Ph.D. and postdoctoral trainees supervised (We do not want to see every name of every resident your Dept. has trained)
Papers published
Peer-reviewed articles
Books, 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 field
The 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 rankings
Help 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 trainees
Identify electronic publications
Do not recommend using the H-factor for junior faculty

24. C.V. (cont.) Technology Transfer Activity
Inventions
Patents applied for and awarded
Registered copyright material
Trademarks for University owned intellectual properties
License agreements
Invited Lectures and Symposia
Distinguish from meetings attended or submitted abstracts
Community Outreach

25. II. Personal Statement

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

27. III. Area of Excellence a. Clinical Care

28. Criteria for Clinical Excellence (Examples)
Requires at least 20% time
Patient care: 
“Clinical skills, clinical innovations, clinical research and/or programs that are locally and/or regionally distinctive; programs that measurably improve patient outcomes.”
Productivity
RVUs (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 future
Consistent adherence to practice-related standards
Examples are P4P, JCAHO core measures, National Patient Safety Goals, etc.
Candidates should be above the median.
Patient Satisfaction Scores
Dept. 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 standards
Access, communication, etc.
Specialty-specific outcome measures
Examples are mortality rates, readmission rates, case complexity.
Clinical practice improvement activities
These 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 evaluations
These 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

31. III. Area of Excellence b. Research

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 sections
Presentations at meetings (international and national), and other institutions
Posters vs. oral presentations (selected abstracts)
Indicate whether presentations were invited
Workshops – show us you are the expert in the field

34. III. Area of Excellence c. Teaching Portfolio

35. Teaching Portfolio
The 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 activities
A 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, with
selected excerpts from narrative comments by
students and trainees.
Summarize categories of teaching experience, if
extensive.
Do not include syllabi, class notes, web-based
materials, lab manuals or clinical cases.
Exception: A short sample might be provided
for 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 Letters
Candidate and Chair make list of up to 20 potential referees
At least 7 must be “independent external” (recommend more)
Cannot be former advisor/mentor, institutional colleague, or collaborator
Dean’s office must receive at least 3 for committee consideration
Rest are combination of internal and external
Waiver to view letters
You will not know who sends and does not send letters
Do not contact the referees 39 39

41. Indicators of Regional/ National/ International Reputation
Service on a study section or grant review panel of a regional or national agency
Membership on editorial boards of major journals
Invited reviews and articles
Invited talks at regional/national/ international symposia and at other institutions; visiting professorships
Officer, chair, or member of a committee of regional or national professional or scientific society 41 41

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 Documentation
Too 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 Letters
Too 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 Documentation
Show 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, and
learn how to construct your best possible portfolio.
Current P&T Committee Members
Robert Nakamoto, Physiology, Chair
Jaideep Kapur, Neurology, Vice Chair
Robert Bloodgood, Cell Biology
Daniel Burke, Biochemistry & Mol. Genetics
Abhinav "Bobby" Chhabra, Orthopaedic Surgery
Patrice Guyenet, Pharmacology
Stuart Howards, Urology
Lee Jensen, Radiology
Maria-Beatriz Lopes, Pathology
Robert O’Connor, Emergency Medicine
Mark Okusa, Medicine
Sally Parsons, Microbiology, Immunology & Cancer
JoAnn Pinkerton, Obstetrics and Gynecology
2 new members TBA 43

44. Other Able Consultants Veterans of P&T Committee
Mark Abel, Orthopedics
Vic Baum, Anesthesiology
Ann Beyer, Microbiology
David Brautigan, Microbiology
Mark Conaway, PHS
Sim Galazka, Family Medicine
Leigh Grossman, Pediatrics
John Hanks, Surgery
Stacey Mills, Pathology
Stephen Park, Otolaryngology HNS
Larry Phillips, Neurology
Thomas Platts-Mills, Medicine
George Rich, Anesthesiology
Emilie Rissman, Biochemistry
Dick Santen, Medicine
Mark Shaffrey, Neurosurgery
Peggy Shupnik, Medicine
Sharon Hostler, Senior Associate Dean 44

45. Remember
Check 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 you
Please make the portfolio accessible and do not use too many acronyms and abbreviations
4. READ and BELIEVE the website
5. 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” references
7. 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 students
8. Please feel free to contact any of us
9. 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 help
10. Most applicants are successful