1. The Promotion Process at MCW Jeff Whittle, MD, MPH Chair, Rank and Tenure Committee Medical College of Wisconsin Slides courtesy of Joseph Layde & Cecilia Hillard

2. Objectives for Today Describe Promotion Tracks/Pathways Explain the process for Promotion Provide some DOs and DON’Ts

3. Jeff Whittle, M.D., MPH. (Chair) – Medicine Kathlyn Fletcher, MD - Medicine David Cronin, M.D., M.P.H. – Surgery Stephen Duncan, Ph.D. – Cell Biology Dara Frank, Ph.D. – Microbiology Jay Sandlow, M.D. – Urologic Surgery Quinn Hogan, M.D. – Anesthesiology Michael McCrea, Ph.D. – Neurosurgery Marlene Melzer-Lange, M.D. – Pediatrics Girija Ganesh Konduri, M.D. – Pediatrics Wai-Meng Kwok, PhD - Anesthesiology Rank & Tenure Committee Composition

4. For updated guidelines, more information and MCW CV format, go to the website for the Department of Faculty Affairs see website: http://www.mcw.edu/facultyaffairs.htm Department of Faculty Affairs I recommend the faculty handbook

5. Or, starting at Infoscope

7. The Promotion Pathways Traditional Clinician-Educator Research Clinician-Administrator

8. Promotion Criteria Demonstrated excellence and achievement in –Research/Scholarship –Teaching –Service/Clinical activities Key considerations vary by pathway Amount varies Associate versus Full

9. Traditional Clinician- Educator The Pathways: Expected Effort Research Committees Review panels Research, Education, Clinical products Clinical activities Committees Teaching

10. The Pathways: Expected Effort Research Clinician- Administrator Research Clinical and/or administrative activities /Research Clinical and/or administrative activities

11. The Promotion Process Departmental review (Internal Promotions Committee) Chair proposes faculty for promotion Packet Preparation for Committee Rank & Tenure Committee Review Dean/Board of Directors Approval

12. Deadlines: For July 1 st implementation October 1 st : Clinician-Educator January 1 st : Traditional, Research, Clinician-Administrator Tenure applications can be made at either deadline

13. What the applicant and department provide Letter from the chair: Explain why … Updated Curriculum Vitae, MCW format Updated portfolio for C-E and C-A Names of referees – your advocates Two representative publications

14. Minimum number of referees Research Pathway C-E Pathway C-A Pathway Traditional Pathway Associate Professor Internal External 4444 4242 4242 4444 Professor (& Tenure- C-E/Trad) Internal External 4444 4444 6262 4444

15. Selecting Referees All referees should: –Be at or above proposed rank (Professor best) –Speak to impact of your work Diversity is good –Internal letters Not all from your section Outside of your department if possible –External letters Not all from your training institution – 5 years since MCW Ask for more than the minimum required –Waiting for letters slows the process down

16. Preparing the Packet (Faculty Affairs – Dave Evans) Solicits letters from the referees. –Referees are provided with: CV, portfolio and representative publications MCW promotion criteria for the specific rank and pathway. When the minimum # of letters are received, the packet is sent to the R&T Committee for review at the next meeting

17. R & T Committee Review R&T committee members receive the complete packet (Chair’s letter, CV, letters from references, portfolio, representative publications) Comprehensive review of CV, portfolio, letters, and other information Comparison to pathway-specific requirements Votes on proposed action Majority (> 6 of 11) required for action Accept or reject proposed promotion May request additional information; in this case, the promotion is tabled

18. What we look for: Traditional Pathway Independent research funding Peer reviewed publications Service (committees, councils) Teaching activities Evidence of reputation –Associate Professor: Regional / National –Professor: National / International

19. What we look for: Clinician-Educator Pathway Excellence in teaching/education and clinical practice (if applicable) Scholarship –Development/dissemination of materials –Publications Service to institution (MCW/hospital) Evidence of reputation –Associate Professor: Regional –Professor: National

20. What we look for: Research Pathway Vital role in a research program; can be independent or a key component of a large program Role in research training/teaching Evidence of reputation –Associate Professor: Regional –Professor: National

21. What we look for: Clinician-Administrator Pathway Excellence in clinical practice, program development Excellence in teaching (lower volume) Time in rank (not sole factor) –Asst. Associate Professor: 10 years –Assoc. Professor: > 5 more years Service to institution (MCW/Hospital)

22. Types of Evidence CV –Must be in MCW format –Provides useful information if done well –Could include entries that may not be understood by committee Consider annotations as needed

23. CV examples Competitive award, selected annually by physiological researchers based on cv, career accomplishments, and abstract for annual meeting Young Investigator Award Circulation Section American Physiological Society

24. CV examples New Investigator Award Research in Medical Education Central Group on Educational Affairs of the Association of American Medical Colleges Competitive award, selected by medical education researchers based on abstract and presentation

25. CV Examples 1998-2004 30 hours/year Introduction to Clinical Medical (M1) (the Medical Interview) 2004-present 10 hours/year Bioethics Small Group Facilitator (M2) 2006-present 7 hrs/rotation 8 rotations/yr Case-based Interactive Learning Sessions: Pediatric interview and child development, SP evaluation (M3) Provides an idea of time commitment

26. Portfolios Expected in Clinician-Educator and Clinician-Administrator paths but can be provided by anyone Contains additional evidence not easy to incorporate into CV Contains examples of your best work that demonstrate your impact Should be concise - 5 pages

27. Portfolio Example: Teaching Student Teaching Evaluations: Dr. Nelson compared to other faculty

28. Portfolio Example: Clinical Year gone on sabbatical

29. Portfolio Example: Administration Role: Facilitator, OSCE program development Activities: Developed 12 OSCE stations Implemented OSCE evaluation Developed teaching OSCE, video OSCE Student rating: 90% rate it as excellent Products:OSCE evaluation system (reliability 0.69-.89) 2 peer reviewed national presentations 1 publication

30. Portfolio Example: Clinician-Administrator

31. Tenure Awarded to individuals deemed “vital” to missions of MCW –For accomplishments beyond achieving academic recognition –Reflects exceptional, continuous contributions Available in Traditional and Clinician-Educator pathways only Granted independent of promotion, but can be granted at the same time

32. What we look for: Tenure decisions Evidence of how you are VITAL to MCW missions –Identified by internal AND external referees –What would happen if faculty wasn’t present

33. The Dean and Board Positive Vote on Promotion/Tenure Dean notified –Can overturn a positive, not negative vote If Dean approves, sent to MCW Board of Trustees If Board approves, promotion takes effect July 1 st.

34. Negative Vote R&T sends letter to chair –Reasons for denial Must wait until next academic year to resubmit Appeal process –Chair submits significant new information –Or appeals to committee in person

35. Promotion “DOs” Start preparing NOW –Collect evidence –Keep CV up to date –Review often Get input from others –Colleagues, mentors, chairs Know the criteria - just being here for a long time does not warrant promotion

36. Promotion “DOs”: When submitting Use MCW format for CV Provide complete, accurate information Don’t assume others know what you do –Consider annotating CV –Use portfolio if CV insufficient to demonstrate contributions Send your best publications

37. Promotion “DOs”: When submitting Select referees carefully –Let them know you plan to submit their name –Consider what they know and can comment on –At or above proposed rank –Can comment on whether you would be promoted at their institution (external) –Include Key people in your career - not all from your training –Ask for more than required minimum

38. Promotion “DON’Ts” Do not submit incomplete/sloppy materials -No typos, incorrect grammar, incomplete citations, duplications, out-of-date information -Pay attention to the CV categories Do not include things that you hope will happen - Submitted papers, etc -Approved but not funded grants Do not make it difficult for the R&T committee to see your value to MCW

39. Summary Know criteria for promotion in your pathway Deliberately pursue the criteria Follow the process to provide best evidence of your excellence and value Pay attention to the details (Dos and Don’ts)

40. Summary Promotion and Tenure decisions based on evidence of excellence Need to provide best, clear documentation –Ask for help from experts on preparation Goal is to promote when prepared

41. Thank You! Questions?