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Polishing your Portfolio for Promotion and Tenure Bob Nakamoto Mol. Physiology & Biophysics Chair, SOM P&T Committee 2-0279.

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Presentation on theme: "Polishing your Portfolio for Promotion and Tenure Bob Nakamoto Mol. Physiology & Biophysics Chair, SOM P&T Committee 2-0279."— Presentation transcript:

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

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

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10 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 11 Criteria for promotion: tenure-eligible tracks Key words = EXCELLENCE and TRAJECTORY Key words = EXCELLENCE and TRAJECTORY Assistant to Associate – excellence in one area (clinical care, medical education, research) and local & regional reputation 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 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 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 Same criteria apply to non-tenure tracks, but generally excellence is expected in only one area

12 12 Your Promotions Portfolio Nominating letter from: Nominating letter from: Chair Chair Division Chief (if applicable) Division Chief (if applicable) Secondary Dept. Chair (if applicable) Secondary Dept. Chair (if applicable) Dept. committee letter with vote Dept. committee letter with vote Candidate Information Candidate Information Curriculum vitae Curriculum vitae Personal statement Personal statement (re)Appointment letter (re)Appointment letter Documentation of excellence in 1°and 2°area(s) of excellence (clinical, research, teaching) Documentation of excellence in 1°and 2°area(s) of excellence (clinical, research, teaching) Documentation of scholarship Documentation of scholarship 3 publications (pdf files) 3 publications (pdf files) Letters Letters

13 13 Release Waiver form Release Waiver form Waiver of access to P&T forms/evaluations. Waiver of access to P&T forms/evaluations. Not required for promotion or tenure and presence/absence will not reflect positively or negatively. Not required for promotion or tenure and presence/absence will not reflect positively or negatively.

14 14 I. C.V. P&T C.V. format on the P&T – Resources for Faculty webpage (Not every category applies to everyone)

15 15 C.V. Pointers Content not context Content not context Be accurate and avoid sloppiness Be accurate and avoid sloppiness Your C.V. tells us who you are Your C.V. tells us who you are Keep simultaneous P&T version of C.V. Keep simultaneous P&T version of C.V. Much more information than normal Much more information than normal Check out additional pointers at the AAMC webpage: Check out additional pointers at the AAMC webpage: https://www.aamc.org/members/gfa/faculty_vit ae/150036/cv_cv_tips.html https://www.aamc.org/members/gfa/faculty_vit ae/150036/cv_cv_tips.html https://www.aamc.org/members/gfa/faculty_vit ae/150036/cv_cv_tips.html https://www.aamc.org/members/gfa/faculty_vit ae/150036/cv_cv_tips.html

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

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

18 18 C.V. Subheadings (cont.) Areas of Research Interest Areas of Research Interest Be concise Be concise Current Projects Current Projects Be concise Be concise Teaching Activities Teaching Activities This need not be as exhaustive as the Teaching Portfolio This need not be as exhaustive as the Teaching Portfolio.

19 19 Teaching Activities in the C.V. Classroom teaching – give year, course number and # of lectures, % responsibility Classroom teaching – give year, course number and # of lectures, % responsibility Clinical teaching – give years Clinical teaching – give years Teaching Activities other than classroom or clinical Teaching Activities other than classroom or clinical Grand Rounds, Journal Clubs Grand Rounds, Journal Clubs Committees related to teaching Committees related to teaching Classes taken to improve teaching skills Classes taken to improve teaching skills Development of new curriculum, teaching materials, etc. Development of new curriculum, teaching materials, etc.

20 20 C.V. (cont.) Boards, Editorships Boards, Editorships Clinical Activities Clinical Activities Inpatient Inpatient Outpatient Outpatient National, State, University, SOM, Department Committees and Councils National, State, University, SOM, Department Committees and Councils NIH study sections, Dept. service, etc. NIH study sections, Dept. service, etc. Grants and contracts Grants and contracts Title, period, $ amounts for your part of the project, your role (PI, co-PI, etc.) Title, period, $ amounts for your part of the project, your role (PI, co-PI, etc.)

21 21 C.V. (cont.) Facilities (applies to laboratory only) Facilities (applies to laboratory only) Personnel currently supervised Personnel currently supervised Undergraduate, Masters, Ph.D. and postdoctoral trainees supervised (We do not want to see every name of every resident your Dept. has trained) Undergraduate, Masters, Ph.D. and postdoctoral trainees supervised (We do not want to see every name of every resident your Dept. has trained) Papers published Papers published Peer-reviewed articles Peer-reviewed articles Books, Chapters, Reviews (indicate which are peer-reviewed) Books, Chapters, Reviews (indicate which are peer-reviewed) Enduring materials (videos, software, websites) Enduring materials (videos, software, websites) Short Communications (editorials, commentaries, articles) Short Communications (editorials, commentaries, articles) Abstracts (distinguish if abstracts are reviewed) Abstracts (distinguish if abstracts are reviewed)

22 22 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: 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 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 23 Use asterisk (*) to indicate the corresponding author. When you are neither the first nor the corresponding author, briefly state your contribution to the paper. 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: , Schmaltzcroft C.*, Schniklefritz, P. E. and Afacmemb, U. V. A new class of dopamine receptors in the median eminence. Neurosci. 51: , Cited 23 times, IF = 6.096, Rank 17 of 194 neuroscience journals. Over half the experiments were done in Dr. Afacmembs lab by his technician. Cited 23 times, IF = 6.096, Rank 17 of 194 neuroscience journals. Over half the experiments were done in Dr. Afacmembs 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: , Afacmemb, U. V., Schmaltzcroft, C. and Schniklefritz, P. E.* Dopamine inhibits firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67: , Cited 13 times, IF = 2.045, Rank 80 of 194 neuroscience journals; rank 3 among 25 clinical neurology journals. 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: , Schmaltlzcroft, C.*, Afacmemb, U. V. and Schnicklelfritz, P. E. Quantification of dopamine receptor density in the cerebellum. J. Neurobiol. 56: , 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. 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 Underline co-authors who are your trainees Identify electronic publications Identify electronic publications Do not recommend using the H-factor for junior faculty Do not recommend using the H-factor for junior faculty

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

25 25 II. Personal Statement

26 26 Personal Statement or What Makes You Tick? Use active voice, not passive voice. Use active voice, not passive voice. Try to limit this to one page. Try to limit this to one page. Think about the audience. This document will be read by a range of clinicians/scientists. Think about the audience. This document will be read by a range of clinicians/scientists. Cover the highpoints, dont go into too much detail on any one point. Cover the highpoints, dont 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. How do you define yourself? Start with the most important part of your job and end with a short summary. See examples at See examples at dev/PandT/pstatement.cfm dev/PandT/pstatement.cfm

27 27 III. Area of Excellence a. Clinical Care

28 28 Criteria for Clinical Excellence (Examples) Requires at least 20% time Requires at least 20% time Patient care: Patient care: Clinical skills, clinical innovations, clinical research and/or programs that are locally and/or regionally distinctive; programs that measurably improve patient outcomes. Clinical skills, clinical innovations, clinical research and/or programs that are locally and/or regionally distinctive; programs that measurably improve patient outcomes. Productivity Productivity RVUs (normalized for national standards, MGMA etc.) are the most commonly used. Strive for top 50%. 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 With current market forces, criteria for productivity may become more stringent in the future Consistent adherence to practice-related standards Consistent adherence to practice-related standards Examples are P4P, JCAHO core measures, National Patient Safety Goals, etc. Examples are P4P, JCAHO core measures, National Patient Safety Goals, etc. Candidates should be above the median. Candidates should be above the median. Patient Satisfaction Scores Patient Satisfaction Scores Dept. of Market Research & Planning can supply Press Ganey data for prior 5 years in appropriate format- tell them its for P&T use. Dept. of Market Research & Planning can supply Press Ganey data for prior 5 years in appropriate format- tell them its for P&T use. Can also supply geographic distribution of patients. Can also supply geographic distribution of patients.

29 29 Other Possible Measures Other Possible Measures Adherence to performance standards Adherence to performance standards Access, communication, etc. Access, communication, etc. Specialty-specific outcome measures Specialty-specific outcome measures Examples are mortality rates, readmission rates, case complexity. Examples are mortality rates, readmission rates, case complexity. Clinical practice improvement activities Clinical practice improvement activities These can be documented by the candidate (can include community service). These can be documented by the candidate (can include community service). Scholarly activity applicable to the candidates clinical activity is expected. Scholarly activity applicable to the candidates clinical activity is expected. This may include peer-reviewed publications, participation in clinical trials, etc. This may include peer-reviewed publications, participation in clinical trials, etc. 360-degree evaluations 360-degree evaluations These are confidential and the candidates Chair or Division Chief would be responsible for collecting them. These are confidential and the candidates Chair or Division Chief would be responsible for collecting them.

30 30 Do NOT directly solicit letters from patients to support promotion Do NOT directly solicit letters from patients to support promotion

31 31 III. Area of Excellence b. Research

32 32 Research Statement Be concise. Be concise. General description so all members can understand what you do and why it is important. 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. Refer to the important publications that illustrate the points (not all of them) in the statement. Emphasize progress since the last promotion action. Emphasize progress since the last promotion action. Where is the work going and future plans. Where is the work going and future plans.

33 33 Research Activities Grant support (past, present and pending) Grant support (past, present and pending) Publications (with the annotations) Publications (with the annotations) Review activities – journals and study sections Review activities – journals and study sections Presentations at meetings (international and national), and other institutions Presentations at meetings (international and national), and other institutions Posters vs. oral presentations (selected abstracts) Posters vs. oral presentations (selected abstracts) Indicate whether presentations were invited Indicate whether presentations were invited Workshops – show us you are the expert in the field Workshops – show us you are the expert in the field

34 34 III. Area of Excellence c. Teaching Portfolio

35 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 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. A main body that gives detailed information about your contributions as an educator.

36 36 Teaching Portfolio Dos and Don'ts Keep length to pages, maximum!Keep length to pages, maximum! Use summary data for teaching evaluations, withUse summary data for teaching evaluations, with selected excerpts from narrative comments by selected excerpts from narrative comments by students and trainees. students and trainees. Summarize categories of teaching experience, ifSummarize categories of teaching experience, if extensive. extensive. Do not include syllabi, class notes, web-basedDo not include syllabi, class notes, web-based materials, lab manuals or clinical cases. 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.Do not use an appendix.

37 37 Teaching Portfolio Dos and Don'ts (cont.) Do not include PowerPoint slides of your lectures unless this is something really novel. 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. 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. 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. 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) Include documentation of how your postdocs are doing, where they have gone, etc. (outcomes)

38 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 39 V. Letters of Recommendation Reference Letters Reference Letters Candidate and Chair make list of up to 20 potential referees Candidate and Chair make list of up to 20 potential referees At least 7 must be independent external (recommend more) At least 7 must be independent external (recommend more) Cannot be former advisor/mentor, institutional colleague, or collaborator Cannot be former advisor/mentor, institutional colleague, or collaborator Deans office must receive at least 3 for committee consideration Deans office must receive at least 3 for committee consideration Rest are combination of internal and external Rest are combination of internal and external Waiver to view letters Waiver to view letters You will not know who sends and does not send letters You will not know who sends and does not send letters Do not contact the referees Do not contact the referees

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

42 42 Most Frequent Problems with Promotion Portfolios Candidates C.V. Candidates C.V. Not in the correct P&T Committee format (see instructions on the website) 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.) 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. Papers in preparation should not appear on your C.V. Education Documentation 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) 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) Present teaching evaluations and ratings in condensed formats (do not include reams of raw evaluation data) Referee Letters Referee Letters Too few letters from External-Independent Reviewers (A minimum of 3 are required for review) 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. 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 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 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 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 OConnor, Emergency Medicine Mark Okusa, Medicine Sally Parsons, Microbiology, Immunology & Cancer JoAnn Pinkerton, Obstetrics and Gynecology 2 new members TBA

44 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 Dick Santen, Medicine Mark Shaffrey, Neurosurgery Peggy Shupnik, Medicine Sharon Hostler, Senior Associate Dean

45 Remember Check out the website for the timeline, formatting and instructions Check out the website for the timeline, formatting and instructions 45

46 Summary 1. Its not as intimidating as you may think 1. Its not as intimidating as you may think 2. If your Chair and Dept. do a good job, there should be a 100% pass rate 2. If your Chair and Dept. do a good job, there should be a 100% pass rate 3. Dont pass us a sloppy or quickly done portfolio, or we will pass it back to you 3. Dont 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 Please make the portfolio accessible and do not use too many acronyms and abbreviations 4. READ and BELIEVE the website 4. READ and BELIEVE the website 5. Not everyone will fill in every line of the standardized C.V. 5. Not everyone will fill in every line of the standardized C.V. Promotion decision is qualitative – not points for each activity/triumph Promotion decision is qualitative – not points for each activity/triumph 46

47 6. First thing is to get your C.V. prepared and generate the list of inside and outside letters. 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 Pay careful attention to the independent references 7. Start now to collect teaching and clinical evaluations, if you havent started already. 7. Start now to collect teaching and clinical evaluations, if you havent started already. If the course did not have formal evaluations, ask the course director to get anecdotal comments from students 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 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. Dont be afraid to ask their advice and help 9. P&T Committee members in your department or with whom you work will recuse themselves and not in the room. Dont be afraid to ask their advice and help 10. Most applicants are successful 10. Most applicants are successful Summary (cont) 47


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