1 Preparing Your Academic File for Tenure and Promotion December 14, am: - 12:00 noon Anatomical Pathology, 7th Floor, Mackenzie Building

2 Clinical Research Centre

3 Dr. Blye Frank Professor and Head Division of Medical Education Department of Bioethics Faculty of Medicine Ph: University Ave, Dalhousie University, Halifax, NS B3H 4H7

4 Promotion at Dalhousie & Developing an Academic File

5 Objectives Participants will: 1.Gain a better understanding of the Promotion Process 2.Know the steps in developing an academic file 3.Know the elements included in the academic file 4.Understand the use of the academic file for professional development and promotion

6 Understanding the Promotion Process Objective #1

7 OVERVIEW When am I eligible for promotion? What do I have to prepare and submit – and by when? Who is involved in the process? What criteria is used to assess my application? How long will it take and when will I be notified if I am promoted?

8 ELIGIBILITY You may apply at any time For Assistant and Associate Professors, the Dean, via your Department Head, reminds you of your eligibility in the fall of your 5 th year of your appointment No early application or minimum time to wait Discuss with your Head if you meet the relevant criteria to decide when to apply for promotion

9 Deadline for application You must submit your application to your department no later than September 15 of the year in which consideration is to occur. Check with your Department Office on a specific deadline date, since some departments have submission deadlines earlier than September 15.

10 Who is involved in the process? Department Promotion/Tenure/CAPR Committee - makes a recommendation to: Department Head - makes a recommendation to: The Faculty of Medicine Clinical or Basic Science Promotion/Tenure/CAPR Committee - makes a recommendation to: The Dean - makes a recommendation to: The President - makes a recommendation to the Board of Governors.

11 Criteria and Standards All applicants (basic science and clinical faculty) are considered by the June 2002 Criteria and Standards. Available on DalMedix in the Faculty of Medicine File Library. brarydetails.cfm?ID_User=5979&ID_Group=26& ID_FileLibrary=70&RL=300413#

12 Notification The entire process takes approximately 10 months (deadline dates are set by the University): Application submitted in September: Faculty Committee recommends by February 14; Dean must recommend by March 31 (copy of Deans letter is sent to you and your Head on or before March 31); You will receive the Presidents letter of recommendation in June.

13 References Your Head will ask you to suggest possible external referees (in addition to internal referees); Must be arms-length; in the same field with noted expertise; provide an objective commentary based on information provided; Department must choose at least half of your suggested names; Assistant to Associate Professor – preferably 3, no fewer than 2; Associate to Professor–preferably 4, no fewer than 3.

14 Any questions about the process?

15 Steps in Developing your Academic File Objective #2

16 Getting Started 1. Find your Letter of Appointment 2. Get your C.V. up-to-date 3. Be very aware of the deadlines in the process 4. Seek advice (Head, recent successful applicants) 5. Start Now!

17 Academic File- 3 Important Components 1. The Candidates Statement 2. The C.V. 3. The File

18 1. Candidates Statement is: A detailed summary of activities in the categories of teaching, research, clinical service and administration; An opportunity to make the best case possible, by outlining how the criteria for promotion have been met;

19 2. Curriculum Vitae includes: education and employment history academic and professional experience research activities professional memberships list of publications, presentations other relevant information

20 3. What is an Academic File? A carefully constructed document that describes the quality, quantity and impact of one's contributions; Is required for promotion, tenure and reappointment decisions at Dalhousie University.

21 The File Materials Other Contributions (Administration) Category (Clinical Care) Category (Research) Category (Teaching) The C.V. The Candidate Statement

22 A Step-by-Step Approach 1. Clarify responsibilities (letter of appointment) 2. Select items for the file 3. Prepare statements on each item (summarize) 4. Order the items 5. Compile back-up evidence 6. Append exemplary materials

23 Any questions about the steps?

24 Elements Included in the Academic File Objective #3

25 Category: Teaching A record of teaching goals, methods and results (evidence). The section has all the material related to your teaching. Summarize (3 Cs- Clear, Crisp and Concise)

26 What to Include in the Teaching Section? 1. Student ratings of instruction 2. Listing of courses taught 3. Description of course materials 4. Activities to improve teaching 5. Statements of teaching colleagues 6. Innovations and their evaluation 7. Student comments after courses 8. Course/curriculum development 9. Supervision of theses/projects 10. Student/resident work

27 Category: Clinical and Professional Service 1. Community Boards 2. Presentations 3. Regional Organizations/Professional Groups 4. Innovative/Efficient Patient Care Service/Modality

28 Category: Research 1. Grants 2. Submissions (not successful) 3. Sample 4. Publications Referred Non-referred Reports

29 Category: Administration 1. Department 2. Faculty 3. University/Hospital 4. Boards 5. National 6. International

30 Any questions about the elements of the file?

31 Understand the use of the academic file for professional development and promotion Objective #4

32 Benefits of an Academic File Presents information fairly and fully to highlight accomplishments Shows a relationship between appointment criteria and activity Provides a long term record of activity and development

33 Tips Start now – an Academic File is a 4-5 year effort Open a teaching file Collect info from several sources regularly Create early drafts ~ e.g. table of contents Make frequent updates Use calendar/Blackberry as reminder Seek peer input Base your case on explicit evidence

34 Questions Comments

35 "If it isn't in your file you didnt do it!" Dr. Blye Frank, May 2002

36 Thank You! DME Website: