1. 1 Polishing your Portfolio for Promotion and Tenure Victor Baum, Chair Promotion and Tenure Committee UVa School of Medicine

2. 2 This was a waste of time. It just repeated whats on the web site. -Lora Baum, Ph.D. 1.LOOK AT THE WEBSITE! 2.I will try and not just reiterate what you could read for yourself

3. 3 Where can I read about the portfolio guidelines for promotion or tenure? SOM P&T Guidelines on the Web: SOM P&T Guidelines on the Web: http://www.medicine.virginia.edu/ administration/faculty/faculty- dev/pandt http://www.medicine.virginia.edu/ administration/faculty/faculty- dev/pandt Print version of UVa SOM Faculty Handbook (out of date, dont use)

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7. 7 General Advice Record keeping – start & maintain a file of information that pertains to excellence (awards, grateful patient letters, student evaluations, etc.) Be certain what you do fits with your track and your job description – confer with Division Chief/Chair Seek advice from mentors, including members of the P&T Committee

8. 8 Your Promotions Portfolio Nominating letter from chair/division chief, (re)appointment letter, Dept. committee letter with vote I. Curriculum vitae II. Personal statement III. Documentation of excellence in primary and secondary area(s) of excellence (clinical, research, teaching) IV. Documentation of scholarship, including 3 publications (pdf files) V. Letters

9. 9 Objectives for this workshop 1) Describe the proper CV format 2) Explain the Personal Statement 3) Describe Clinical Care Documentation 4) Describe Research Documentation 5) Describe Education Documentation (Teaching Portfolio) 6) Describe examples of Scholarship

10. 10 The Journey By May 1st: By May 1st: Department Chairs review faculty and decide who must and who should come up for promotion July-August: July-August: Dean requests letters from inside and outside referees 3 independent outside letters are required; you should submit at least 10 names of outside reviewers; some suggested by candidate, some from the Chair. Your Chair will submit a copy of your updated CV along with the names, addresses, phone and fax numbers, and email addresses of all referees – DO NOT CONTACT THEM YOURSELVES September: September: Departmental review (summary and vote required) October 3rd: October 3rd: Departments submit portfolios to the Dean November: November: P&T Committee meets to consider candidates and make recommendations to Dean About January 1st: About January 1st: Dean sends P&T summaries to Chairs January 15th: January 15th: SOM appeals process Late January: Late January: P&T Committee considers appeals and submits final recommendations to the Dean About February 2: About February 2: Dean submits recommendations to Provost Late Spring Late Spring: Provosts P&T Committee considers selected candidates June June: Board of Visitors decides on Provosts recommendations July July: Promotion becomes effective

11. 11 New New Release Waiver form Release Waiver form Candidates will be asked to sign a form waiving access to P&T forms/evaluations. Candidates will be asked to sign a form waiving 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.

12. 12 I. CV (Not every category applies to everyone)

13. 13 Reverse chronological order; present position is listed first. Same for Honors. Publications can be in chronological order, but reverse is better. CV Pointers Check out additional pointers at: https://www.aamc.org/members/gfa/faculty_vitae/150034/preparing_your_ curriculum_vitae.html https://www.aamc.org/members/gfa/faculty_vitae/150034/preparing_your_ curriculum_vitae.html

14. 14 CV Content not context Content not context Review P&T website for formatting of promotion materials Review P&T website for formatting of promotion materials Keep simultaneous P&T version of c.v. if not how you would normally keep it Keep simultaneous P&T version of c.v. if not how you would normally keep it Careful with abbreviations Careful with abbreviations

15. 15 CV 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)

16. 16 CV (cont.) Areas of Research Interest Areas of Research Interest A few words, not extensive A few words, not extensive Current Projects Current Projects Again a sentence or two Again a sentence or two Teaching Activities This need not be as exhaustive as the Education Portfolio The portfolios provide an arena in which to expand on the c.v..

17. 17 Teaching Activities in the CV Classroom teaching – give year, course number and # of lectures Classroom teaching – give year, course number and # of lectures Clinical teaching with years Clinical teaching with years Other types of teaching Other types of teaching 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.

18. 18 CV (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, your role (PI, co-PI, etc.). This is very important to clarify, esp. AI track. Title, period, amounts, your role (PI, co-PI, etc.). This is very important to clarify, esp. AI track.

19. 19 CV (cont.) Facilities (applies to laboratory only) Facilities (applies to laboratory only) Personnel currently supervised Personnel currently supervised Masters, PhD and postdoctoral students supervised (We do not want to see every name of every resident your Dept. has trained.) Masters, PhD and postdoctoral students supervised (We do not want to see every name of every resident your Dept. has trained.) Invited lectures and symposia given Invited lectures and symposia given 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) Videos Videos Abstracts Abstracts

20. 20 How to list journal articles on your CV for P&T: citation analysis, journal rankings, and author contribution: You need to provide this special information in your CV for all papers: You need to provide this special information in your CV for all papers: (1) The Impact Factor (IF) of the journal (2) 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. Phone or email Karen Knight in the Library if you need help with this. 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. Phone or email Karen Knight in the Library if you need help with this. (3) If you are neither the first author nor the corresponding author of the paper, tell us briefly what you contributed to the paper (see next slide) (see next slide)

21. 21 Use asterisk (*) to indicate the corresponding author. When you are neither the first nor the corresponding author, briefly state your contribution to the paper. See examples below. Use asterisk (*) to indicate the corresponding author. When you are neither the first nor the corresponding author, briefly state your contribution to the paper. See examples below. Schmaltzcroft* C., Schniklefritz, PE, and Afacmemb, UV. A new class of dopamine receptors in the median eminence. Neurosci 51:1234-1246, 2000. Schmaltzcroft* C., Schniklefritz, PE, and Afacmemb, UV. A new class of dopamine receptors in the median eminence. Neurosci 51:1234-1246, 2000. 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, UV., Schmaltzcroft, C.,and Schniklefritz, PE*. Dopamine inhibits firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67:234-245, 2001. Afacmemb, UV., Schmaltzcroft, C.,and Schniklefritz, PE*. Dopamine inhibits firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67:234-245, 2001. 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, UV., and Schnicklelfritz, P.E. Quantification of dopamine receptor density in the cerebellum. J. Neurobiol. 56:123-456, 2003. *Schmaltlzcroft, C, Afacmemb, UV., and Schnicklelfritz, P.E. Quantification of dopamine receptor density in the cerebellum. J. Neurobiol. 56:123-456, 2003. Cited 5 times, IF = 3.145, Rank 54 of 194 Neuroscience journals. Dr. Facmemb 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. Facmemb provided the antibodies used to estimate dopamine receptor density and the experiments demonstrating antibody specificities were done in his laboratory.

22. Yes, we appreciate that relative impact factors differ among specialties Yes, we appreciate that relative impact factors differ among specialties 22

23. 23 NEW NEW Intellectual Property Intellectual Property 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

24. 24 II. Personal Statement

25. 25 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, 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. See examples at on P&T website

26. 26 III. Area of Excellence a. Clinical Care

27. 27 Criteria for Clinical Excellence (Examples) Requires at least 20% time 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 its for P&T use. Can also supply geographic distribution of patients.

28. 28 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 candidates clinical activity is expected. This may include peer-reviewed publications, participation in clinical trials, etc. 360-degree evaluations These are confidential and the candidates Chair or Division Chief would be responsible for collecting them.

29. 29 Do NOT directly solicit letters from patients to support promotion Do NOT directly solicit letters from patients to support promotion

30. 30 III. Area of Excellence b. Research

31. 31 Research Statement Short and sweet. 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. Tell us where the work is going.

32. 32 Research Activities Grant support (past, present and future) Co-PI status Publications (with the annotations) Review activities – journals and study sections Presentations at meetings (international and national), and other institutions Posters versus oral presentations Indicate whether presentations were invited.

33. 33 III. Area of Excellence c. Teaching Portfolio

34. 34 Teaching Portfolio The Teaching Portfolio is a companion to the more traditional CV. 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.

35. 35 Teaching Portfolio Dos and Don'ts Keep length to 20-30 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.

36. 36 Teaching Portfolio Dos and Don'ts (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 are now, etc.

37. 37 If education is an area of excellence and you want referees to see educational portfolio, append it to the c.v. If education is an area of excellence and you want referees to see educational portfolio, append it to the c.v.

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.

39. 39 V. Letters Internal and external Independent or not From internal and external referees – ask for at least twice as many as the bare minimum. You would be amazed at how many people do not respond. Does where the letter comes from count as much as what it says?

40. 40 Most Frequent Problems with Promotion Portfolios Candidates CV Not in the correct P&T Committee format (see instructions on the website) Redundancies in CV (do not list your publications in more than one section) Papers in preparation should not appear on your CV 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 (three is the minimum to be RECEIVED; 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 Be sure to list your % effort on each grant (this includes grants on which you are not the PI) Please dont abbreviate everything

41. 41 Before you submit your portfolio, you are encouraged to consult P&T Committee members. We want to be your friend 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 Victor Baum, Anesthesiology, Chair (2012)* Robert Nakamoto, Physiology, Vice-Chair (2014) Robert Bloodgood, Cell Biology (2013) Daniel Burke, Biochemistry (2013) Bobby Chhabra, Orthopaedics (2014) Mark Conaway, Public Health Sciences (2012) Jim Garrison, Pharmacology (2011) Leigh Grossman, Pediatrics (2012) Patrice Guyenet, Pharmacology (2014) Stuart Howards, Urology (2013) Lee Jensen, Radiology (2014) Jaideep Kapur, Neurology (2012) Bea Lopes, Pathology (2013) Mark Okusa, Medicine (2013) Sally Parsons, Microbiology (2013) JoAnn Pinkerton, Ob/Gyn (2013) *year term ends

42. 42 Other Able Consultants Veterans of P&T Committee Emilie Rissman, Biochemistry Larry Phillips, Neurology Howard Kutchai, Physiology Mark Abel, Orthopedics Jim Bennett, Neurology Ann Beyer, Microbiology David Brautigan, Microbiology Sim Galazka, Family Medicine John Hanks, Surgery Suzanne Holroyd, Psychiatry Stacey Mills, Pathology Stephen Park, Otolaryngology HNS Thomas Platts-Mills, Medicine Dick Santen, Medicine Rob Sawyer, Surgery Mark Shaffrey, Neurosurgery Peggy Shupnik, Medicine Peyton Taylor, OB/GYN Sharon Hostler, Senior Associate Dean

43. 43 The Good News! Summary 2008-2011 No.% Candidates put forward by department at beginning of regular P&T cycle 164 Department recommendations to SOM Approved by Department Approved by Department Not approved by department Not approved by department153 11 1193% 7% 7% Initial SOM P&T Committee decisions Approved in initial decision Approved in initial decision Not approved (denied) in initial decision Not approved (denied) in initial decision123 26 2679%21% Appeals to SOM P&T Committee * Appeal accepted (decision reversed) Appeal accepted (decision reversed) Appeal denied (decision upheld) Appeal denied (decision upheld) Candidate did not appeal Candidate did not appeal 7 5 14 14 27%19%54% Overall SOM decisions (including appeals) Approved, recommended to Provost Approved, recommended to Provost Not approved (denied) Not approved (denied)132 20 20 87%13% Success rate for all candidates put forward 80%