1. Promotion & Tenure Preparing a High Quality Dossier: “A Day in the Life of a Dossier – The Good, the Bad, and the Ugly!” College of Medicine June 2, 2010

2. Is it really this bad??????

3. Overview of Today Updates Shared Responsibility Reminders The University Committee Questions Automation Update

4. Process of Shared Responsibility

5. Reminders...

6. General Double-check collation o... pages upside down o... duplicate pages o... pages in the wrong sections! Pagination o Teaching: A-1, A-2, etc. o Research/CA: B-1, B-2, etc. o Etc. Deadline for submitting factual changes or new information is February 15 – new information submitted by deadline, all levels must review. ◦ Example of new information: manuscript accepted for publication.

7. General (cont.) Information should only be listed ONCE in the dossier. For example, for certain activities, a judgment will need to be made as to where is the most appropriate place to capture the information. ◦ Examples: outreach activities, paper presentations used in conference proceedings. Do NOT include evaluative statements written by the candidate, samples of publications, letters of appreciation or thanks, course outlines, vita, statements or references about a candidate’s personal life, etc. Please use binder clips instead of staples.

8. Promotion and Tenure Form (aka signatory page) An accurate and fully-completed form is imperative. Information used for a variety of activities, including database input for report and institutional report generation, and preparation of correspondence from the President to the candidate. ◦ Frequent issue: Incorrect Employee IDs! Fill out in entirety – please remember signatures, recommend/not recommend, and date! If evaluating for BOTH tenure and promotion – 2 forms with tenure on top. For promotion cases, please fill in recommended rank and title. ◦ Example: Associate Professor of Biochemistry

9. Candidate’s Narrative Statement Is required for all dossiers (any provisional tenure review, final tenure review, and promotion reviews. Also required for all fixed-term promotion dossiers in the COM. May be revised and updated as the candidate progresses in his/her career path. May NOT exceed three pages.

10. Teaching and Learning For tenure consideration (with or without promotion): timeline for included materials would be from date of employment at Penn State in a tenure-eligible position. For promotion consideration: timeline would be from date of last promotion at Penn State or most recent five years – whichever is shorter.

11. Teaching and Learning (cont.) Student comments should be included in a summary format... do not include a complete listing. Do not include letters of appreciation or thank you letters.

12. Teaching and Learning Section: Reminders (cont.) Name and number of the course, time period for teaching, type of student instructed, evaluation scale, and the enrollment should be included. If the candidate has advised students or mentored MSRs, names of the advisees and timeframe should be included. In addition, some candidates may wish to provide former advisees’ present position and place of current employment.

13. Teaching and Learning Section: Peer Reviews of Teaching Department Chairs should ensure that this section of the dossier contains at least two letters from senior faculty member in the department who have observed the teaching of the candidate during the time period that is under review. Clarification and structure about this process will be explained to Department Chairs in the near future.

14. Patient Care Section: Reminders Under no circumstances should patient names be included. Quantity and complexity of cases should be fully documented; a one-page section is not sufficient. Quality of care should be documented using patient satisfaction scores (PressGaney) if available. Clinicians should include evidence of scholarship in patient care, such as development of new protocols, interventions, quality improvement activities, etc.

15. Research and Creative Accomplishments Timeline for material covers the candidate’s career. For multiple authored works, provide indication of effort, role or contribution. Important: For manuscripts accepted, a letter of acceptance should be included at the end of the section. Listings of work in progress should not be included in final tenure reviews and all promotion reviews beyond the assistant professor or equivalent.

16. Research and Creative Accomplishments: Reminders For multiple-authored works, the role/contribution of the candidate should be noted (e.g. lead author, co-author). The PI must be listed for all grants. The designation of the role of the candidate must be included (e.g. PI, co-PI). In addition, the percentage of effort for the candidate for each grant must be provided and the total percentage effort across grants should be logical, i.e., no more than 100%!!

17. Service For tenure consideration (with or without promotion): timeline for included materials would be from date of employment at Penn State in a tenure-eligible position. For promotion consideration: timeline would be from date of last promotion at Penn State or most recent five years – whichever is shorter.

18. Service: Reminders Service activities should clearly list time period and role in the activity (present, chair, member, etc.). All departmental and college committees should be listed. External service reported in the Research and Creative Accomplishments section should not be repeated here (you can make reference to the Research and Creative Accomplishments section).

19. External Evaluators Defined as evaluators outside of the Penn State system (a faculty member at another Penn State campus is not eligible to serve as an external evaluator). Materials sent to external evaluators: ◦ Five examples of scholarship are required for each candidate (no exceptions). ◦ Cover sheet listing the five items, including journal citation(s) if applicable, as well as a brief explanation of each.

20. External Evaluators (cont.) Materials sent to external evaluators (cont): ◦ Candidate’s CV  Evaluator may not be familiar with the full extent of the candidate’s professional contributions, so it is vital that the CV is current and thorough.  No required format for the CV; however, it should contain information which clearly reflects the candidate’s scholarship.

21. External Letters of Assessment This section is NOT accessible by the candidate. Any preliminary/courtesy contact should be from the dean’s office – no contact from candidate! Minimum of four external letters. Describe: ◦ Procedure for selecting, how letters were solicited, materials sent to evaluators, identification of those writing, evaluator’s standing in discipline. Include: ◦ A copy or sample letter sent to the evaluators; please don’t include all letters sent to evaluators. ◦ Log of external letters. ◦ The letters!

22. External Letters of Assessment (cont.) Be sure that committee and administrator assessment letters do not reference external reviewers by name or by other descriptors that would reveal the identity. “A Chaired Professor of Cellular and Molecular Biology at an Ivy League institution near Boston who holds the endowed Smith Chair....”

23. Statements of Evaluation – Review Committees and Administrators: Reminders For tenure actions, include all prior provisional evaluative letters beginning with the earliest provisional review. [If this information is not included, the dossier will be returned to the department for insertion.] Name and rank of each committee member should be included in the committee’s letter. All votes should be accounted for, including any abstentions. If a consultation occurred, reference to such should be included in the evaluative letter. For split committee votes, be sure that both the majority and minority views are expressed in the evaluative letter.

24. Provisional Tenure Reviews: Reminders Face page of the dossier: recommendation box must be checked and signed off by the Department P&T Committee Chair and Department Chair BEFORE submission to the Dean’s Office The Department P&T Committee evaluative letter MUST include the numeric vote on the action (including note of any abstentions) of whether or not the committee recommends continuation on the tenure track.

25. Provisional Tenure Reviews: Reminders (cont.) After a provisional tenure review: ◦ The Dean of the College of Medicine writes an evaluative letter, addressed directly to the candidate, and copied to the Department Chair. ◦ The Department Chair should discuss the results of the provisional review, including the Dean’s letter, with the candidate. ◦ The candidate should receive written copies of all provisional evaluative letter at that time, i.e., department committee, department chair, and dean’s evaluation.

26. The University Committee First working day in March – Firm Deadline University P&T Committee Meetings start the week following Spring Break! University Committee members must be prepared to review between 30-40 dossiers per week. Recommendations to the Provost’s Office typically by the end of April.

27. The University Committee (cont.) Dossiers Received and Scanned Sorted by Action Processed in Database Reports Generated Committee Members Review on Secure Web-Site and begin deliberations

28. The University Committee (cont.) Importance of the Dossier to the Process The dossier “paints the picture” to the University Committee, Provost and President. A sloppily done dossier could relay the wrong impression to the reviewer.

29. Questions? Ideas and Thoughts from the Audience....

30. Automation Update!