1. May 16, 2011 Dossier Training for Administrative Support Staff May 16, 2011 Cindy Devine Office of the Associate Dean for Faculty Affairs

2. Overview of Today  Office of Faculty Affairs Website – Bookmark it! http://www.pennstatehershey.org/web/facultyaffairs/home/promotion  GURU P&T Forms and dossier word template  HR-23 P&T Administrative Guidelines – a lot of material we will cover today is addressed in this document

3. The Dossier: Order of Assembly Refer to page 7 of Administrative Guidelines  Promotion and Tenure Form  Biographical Data Form  COM Effort Allocation Page  COM Promotion and Tenure: Statement of the Dean of COM  Department P&T Criteria  Candidate’s Narrative Statement  Scholarship of Teaching and Learning  Patient Care Activities (if applicable)  Scholarship of Research and Creative Accomplishments  Service and the Scholarship of Service  External Letters of Assessment (confidential to the candidate)  Statements of Evaluation by Review Committees and Administrators

4. Promotion and Tenure Form (aka signatory page) Refer to page 39 of Administrative Guidelines Download from OFA website Prompted for PSU ID and password An accurate and fully-completed form is important Frequent issue: fields left blank Fill out in entirety – please remember signatures, recommend/not recommend box, and date If evaluating for BOTH tenure and promotion – 2 forms required with tenure on top Graduate Faculty Member Status If candidate is unsure, check with Graduate Education Office For promotion cases, fill in proposed rank and title Example: Associate Professor of Pediatrics

5. Biographical Data Form Refer to page 40 of Administrative Guidelines Download from OFA website Prompted for PSU ID and password If more space is needed for completing training or occupational record, may continue on another page Candidate must sign and date

6. COM Effort Allocation Page Download from OFA website Percentages must total 100% The candidate must complete – not you! If the candidate has questions about effort, he/she should discuss with Division Chief or Department Chair FY 2010-11 FY 2009-10 FY 2008-09 (Estimate)(Actual)(Actual) TEACHING 1. Didactic Teaching - Medical Students - Graduate Students 2. Professional Training/Mentoring a - Graduate Students - Medical Students b - Residents - Postdoctoral Fellows 3. Continuing Education Provided (teaching and preparation) Attended (learning) 4. Educational Administration PATIENT CARE 5. Direct Patient Care 6. Clinical Administration RESEARCH 7. Scholarship, Research, Creative Accomplishments 8. Research Administration SERVICE 9. - Service to the University - Service to the Profession - Public Service and Outreach 10. Other (Specify) _____ _____ _____ TOTAL (MUST EQUAL 100%)

7. COM Promotion and Tenure Criteria Promotion and Tenure: Statement of the Dean of the College of Medicine Download from OFA website Current version is January 2010

8. Department Promotion and Tenure Criteria Obtain from Department Chair’s assistant On record within the department OFA will request this document each fall as it must be reported to the University

9. Candidate’s Narrative Statement Written by the candidate It’s a 1-3 page first-person statement about the candidate’s scholarship in the context of his/her overall goals Candidate’s Name should be in top right corner Document should be labeled “Narrative Statement” Document is sent to external evaluators

10. aka rainbow dividers Scholarship Sections of Dossier Begin ( aka rainbow dividers) Available on OFA website Fillable word template Save time and effort, eliminate re-typing bullet and section headings Pay attention to the PSU guidelines for page numbering of scholarship sections Page 7 of Administrative Guidelines

11. Scholarship of Teaching and Learning* Refer to page 42 of Administrative Guidelines Pertains only to teaching at Penn State* Peer review of teaching letters required (Chair must solicit at least 2 letters from senior faculty members within the department) Letters are addressed to the department chair, and comment on teaching only, not other areas of scholarship Do not include material related to teaching at places other than Penn State UNLESS it is Penn- State sponsored teaching __________________________________ *For tenure reviews, from date of employment at Penn State; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter)

12. Scholarship of Teaching and Learning, Cont’d Quantitative teaching evaluations summarized in tables is preferred over providing excessive pages of individual evaluations Photos of the candidate are not permissible in dossiers, please white-out photos on teaching evaluations

13. Patient Care Activities* Patient Care Activities* Refer to page 44 of Administrative Guidelines Statement of PSHMC clinical assignment(s) including time commitment Details on quantity and complexity of cases (productivity) Quantity and complexity of cases should be fully documented Evidence of quality of care: patient satisfaction data or other evidence of patient care quality, ie Press Ganey, etc. Under no circumstances should patient names be included Evaluator of the “Summary performance evaluation” section should be identified. Who is the evaluator? __________________________________ * For tenure reviews, from date of employment at Penn State; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter)

14. Scholarship of Research and Creative Accompishments Scholarship of Research and Creative Accompishments Refer to page 45 of Administrative Guidelines List most recent date first throughout this section! This section covers the candidate’s entire career Publications Peer-reviewed journal articles number them and note authorship role Manuscripts “accepted” and “in press” provide acceptance letter from journal (email is okay) and place at end of this section Keep format of citations consistent throughout section Research projects Completed, current, and planned (with dates) note role, funding source, percent of effort

15. Service and the Scholarship of Service* Service and the Scholarship of Service* Refer to page 47 of Administrative Guidelines Committee work and leadership in candidate’s profession Service activities should clearly list time period and role in the activity (president, chair, member, etc) External service reported in the Research section should not be repeated here – only list once! May make reference to the Research section INTERNAL (at Penn State) Department, College, University EXTERNAL (outside Penn State) Profession, Community _________________________________________________________________________ * For tenure reviews, from date of employment at Penn State; for promotion reviews, from last promotion or most recent 5 years (whichever is shorter); provide dates for all activities

16. External Letters of Assessment External Letters of Assessment Refer to page 48 of Administrative Guidelines This section is confidential to the candidate. Do not share this section with the candidate! Evaluators must be from experts in candidate’s field who are of higher rank than the candidate Defined as evaluators outside of the PSU system faculty member at another PSU campus is not eligible May not be from: Former teachers, mentors, or supervisors Close collaborators (e.g., co-investigators or co- authors) Letters from reviewers with a conflict of interest will be discounted during the review process

17. External Letter Log, Cont’d External Letter Log, Cont’d Refer to page 49 of Administrative Guidelines The Dean’s Office solicits these letters The Dean’s Office will provide you with the “sample request letter” At least four external letters are required for dossier, OFA will continue to contact evaluators until four evaluators have been confirmed Process is time-consuming and time sensitive Critical that names and contact information are submitted to the OFA on time!

18. Materials sent to external evaluators: Candidate’s Narrative Statement Five examples of scholarship are required from each candidate (no exceptions) Cover sheet listing the five items, including citation(s), and brief explanation of each item Candidate’s CV 1.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 2.No required format for CV; however, it should contain information which clearly reflects the candidate’s scholarship COM & Department Promotion and Tenure Criteria

19. Statements of Evaluation This section is compiled by the department Must include the evaluative letters from the Dept. P&T Committee and Department Chair. Letters should be addressed to the Dean Be sure that Committee and Chair assessment letters do not reference external reviewers by name or by other descriptors that would reveal the evaluator’s identity “A Chaired Professor of Pharmacology at an Ivy League institution near Boston who holds the endowed Smith Chair....”

20. All votes should be accounted for, including any abstentions Name and rank of each committee member should be included in the committee’s letter For split committee votes, be sure that both the majority and minority views are expressed in the evaluative letter For tenure actions, all prior provisional evaluative letters beginning with the earliest provisional review must be included For candidate’s holding joint appointment, the primary department requests a letter from the joint appointment department chair, that letter is placed before the primary department chair letter Statements of Evaluation, cont’d.

21. Beginning with P&T reviews for AY 2011-20102: All faculty members who receive the majority of their salary support from an Institute, the Institute Director will provide a letter for the dossier Letter is placed before the primary department chair’s evaluative letter (similar to joint appointment letter) Procedure must be followed consistently for all candidates for promotion or tenure Department Chairs will be informed of this new procedure at the June Executive Council Meeting. More information will follow.

22. Candidate’s Signature Page Refer to Pg 11 of Administrative Guidelines The candidate is provided the opportunity to review the accuracy and completeness of the factual records and informational materials prior to the beginning of the current review process. For tenure reviews, the dossier will contain complete written copies from earlier reviews: Peer review of teaching letters Provisional tenure review recommendation letters from Dept. P&T Committee, Chair, and Dean For promotion reviews, evaluative recommendation letters related to earlier promotion reviews shall not be included in the dossier

23. Items that may not appear in the dossier Evaluative statements written by the candidate Statements about the candidate’s personal life that are not relevant to his/her work CV, copies of publications, course outlines Letters of appreciation or thanks

24. Top Ten Reasons Dossiers are returned to departments 1.Incomplete fields, if “none”, or “n/a”, indicate as such 2.Missing pages & sections, and pages & sections were in wrong order 3.Multiple (excessive) pages of individual teaching evaluations were included, rather than providing a summary of teaching results, ie. tables 4.Missing the two peer review of teaching letters (Chair’s responsibility) 5.Timeline of scholarship was not followed, ie. teaching from previous institution was included 6.Photos of faculty members appeared on teaching evaluations 7.Inadequate documentation of patient care activities (quantity and quality) 8.Authorship role on multi-authored publications were not noted, and letters of acceptance for “in press” articles were not included 9.Failure to provide details of grants (e.g., title, funder, grant number, dates, grant P.I., role and % effort) 10.Dept. P&T Cte. letter referred to external evaluators by name/location

25. Questions? Thank you!