Polishing your Portfolio for Promotion and Tenure Bob Nakamoto Mol. Physiology & Biophysics Chair, SOM P&T Committee rkn3c@virginia.edu, 2-0279

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

administration/faculty/faculty-dev/pandt Everything you need to know about P&T is on the website: http://www.medicine.virginia.edu/ administration/faculty/faculty-dev/pandt

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

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

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

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.

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

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: https://www.aamc.org/members/gfa/faculty_vitae/150036/cv_cv_tips.html

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

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)

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 .

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.

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.)

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)

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: hslref@virginia.edu (4) If you are neither the first author nor the corresponding author, state briefly your contributions to the paper

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. 51:1234-1246, 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. 67:234-245, 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. 56:123-456, 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

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

II. Personal Statement

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 http://www.healthsystem.virginia.edu/internet/faculty-dev/PandT/pstatement.cfm

III. Area of Excellence a. Clinical Care

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.

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.

Do NOT directly solicit letters from patients to support promotion

III. Area of Excellence b. Research

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.

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

III. Area of Excellence c. Teaching Portfolio

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.

Teaching Portfolio “Do”s and “Don't”s 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.

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)

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.

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

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

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

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

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

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

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

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