Implementing a Mentorship Program Across Departments at The Ohio State University College of Medicine
May 27, 2014
Define mentorship as a key responsibility for a COM department
Roles and Responsibilities Chair Mentorship Lead Primary Mentor Mentee
Tool Box with Templates & Resources
Purpose
2
Illustrate Need for Mentoring in COM
Define Mentorship in the Context of This Program
Rationale for Distributed Model
Identify Roles & Functions
Define Success
Explain Process
Objectives
3
OSU COMMentoring Interviews with Chairs (Spring 2013)
4
Mentoring in departments is variable Formal and informal programs Team mentoring in basic science Chair or division chief mentoring in clinical
departments Benchmark is the Department of Medicine
5
One Voice Survey 2013
Series1
0
1
2
3
4
5
“ I receive effective mentorship”
5
COM Departments
Mean=3.28
Department Results Agree 15% Neutral 67% Disagree 18%
Impact of Mentoring
Faculty members who are engaged in effective mentoring relationships are more likely to remain at academic medical centers
Advance in rank more rapidly Have greater career satisfaction Better career performance including improved
teaching of residents and medical students and increased quality of patient care
More successful at obtaining extramural funding
Binkley and Brod, Am J Med 2013
Impact of Mentoring Productivity and Retention
7
Mentee (% vs. no mentoring ) Compensation 25% vs. 5.3% Retention 72% vs. 49%
Mentor (% vs. no mentoring) Compensation 28% vs. 5% Retention 69% vs. 49%
Holincheck, J., “Case Study: WorkforceAnalytics at Sun,” Gartner, Inc., 2006
Effective Mentoring in OSU COMOpportunities and Model Barriers
No standard definition or goals No one accountable No program No training
Solution FAME Distributed Model Mentoring Leads (Department/Division) Modify APT Document Monitor and Assess
9
Definition of Mentoring
9
“There is a false sense of consensus, because at a superficial level everyone ‘knows’ what mentoring is. Butcloser examination indicates wide variation in operational definitions, leading to conclusions that are limited to the use of particular procedures”
Wrightsman LS. Research methodologies forassessing mentoring. Paper presented at theConference of the American PsychologicalAssociation, Los Angeles, CA, 1981. ERICDocument Reproduction Service No. ED209-339.
10
What We Mean When We Say Mentorship
Each Assistant Professor on the Tenure, Clinical and Research Tracks will find a Primary Mentor
Characteristics of primary mentoring:
Takes place outside of supervisor-employee relationship, at the mutual consent of a mentor and the person being mentored
Is career-focused or focuses on professional development that may be outside a mentoree’s area of work
Relationship is personal - a mentor provides both professional and personal support
Relationship is initiated by mentee, introductions facilitated by mentoring lead as needed
Relationship may cross job boundaries
11
The goal of this program is to provide accessible and meaningful engagement between a faculty member with an experienced and seasoned associate for the purposes of career development and advancement, fostered by the spirit of collegiality and underscored by personal achievement and professional balance.
Goal of FAME Program
Ellison, EC. “FAME Mentoring Program Goal Statement,” 2014
Role and Functions of the Mentoring Lead
12
Facilitate effective mentoring relationships Help faculty network, advise
Prepare junior faculty to be mentored Set expectations, discuss goal-setting Distribute Best Practices, templates
Prepare senior faculty to mentor Direct to training opportunities Distribute Best Practices & APT Guidelines
Troubleshoot and problem solve
Implement and Monitor FAME Timeline Track Milestones and Report Utilize templates in Tool Box
Coordinate with Department Chair Understand APT faculty tracks and paths, how to advance Embed 5 year plan in annual faculty review
Role and Functions of the Primary Mentor
13
Have introductory conversations with potential mentees Accept invitations to mentor, as appropriate
Not to exceed 3 at any given time Maximum number may vary by
department/division/faculty track Meet (q 3 months) with mentee Co-create mentoring agreement Guide mentee on development & execution of 5 year plan Attend Mentor training Help mentee network, find & obtain opportunities Understand APT faculty tracks and paths, how to
advance
Role and Functions of the Mentee
14
Identify a primary career mentor (via SciVal, networking, mentoring lead, etc.)
Schedule quarterly meetings Co-create a mentoring agreement Understand requirements of faculty track Write a 5 year plan with guidance from mentor Set annual goals (~3-5/year) Attend FAME training sessions Provide feedback and evaluation
Role and Functions of the Department Chair
15
Establish a departmental mentorship program Appoint a lead person in the Department
/Divisions Recognize mentoring relationships Review the 5 Year Plans and annual goals during
the Annual Evaluation Recognize outstanding mentors
Measuring Success
16
Individual Achievement of established goals,
implementation of 5 Year Plan Academic Productivity and Impact
Election to societies/leadership Reputation
Satisfaction with Mentoring Relationship Global
Time to promotion % Success in Promotion Faculty Retention Improved OneVoice Engagement scores
17
Rollout Plan
Wave One: 7/1/14: Assistant Professors
hired since 2011 on the regular faculty (having 6 mos-3 years of service) n=343
1/1/15: Assistant Professors, hired in calendar year 2014 (those hired in the summer will have assigned advisor) n=~100
Wave Two: 7/1/15: Assistant Professors,
hired 2008-2011 n=175 1/1/16: Assistant Professors,
hired in calendar year 2015 (those hired in the summer will have assigned advisor) n=~100
There are currently 508 senior rank faculty in the COM
FAME Mentoring Toolkit
18
First Year Mentorship Timeline
Mentor Training (via CCTS)
Mentoring Milestone Tracking Form
Mentorship Best Practices Document
Tools (Buckeye Box: https://osu.box.com/s/31sa9fj16we13glnku7e) List of Faculty to be Mentored in each department List of Senior Faculty to be Mentors Mentoring Agreement Template Expectations for each Role Mentoring Meeting Journal Template Mentoring Articles Contact Info More Forthcoming (e.g. 5 Year Plan Template and Training)
Next Steps
19
Timeline Poster will be sent to you Review Expectations and Tools, contact us with
questions Communicate Expectations and Best Practices
to Mentors and Junior Faculty Establish meetings with mentors in your
department for AY 14-15 Attend CCTS Mentor Training
Next session July 23 & 30 from 2-5pm Review APT with department chair Implement and Track Progress
20
September 9: FAME Mentoring Lead Meeting, 1-3pm, 105 BRT Topic: Facilitating relationships,
implementing the best practices, successes and questions to date
December 3: Mid-Year Mentoring Forum (for all mentors, mentees, leads and dept chairs), 2:30-4:30pm, 112 Meiling Topic: The 5 Year Plan – goal setting and
advancement with tools, templates, case studies
March 9: FAME Mentoring Lead Meeting, 2-4pm, 234 Meiling Topic: Evaluation and Discussion
June 4: Mentor Recognition Event (for mentors, leads and dept chairs), 5:30-7:30pm, Ross Auditorium
Mark Your Calendars: Upcoming
Events
Mentoring Resources
21
FAME Website: http://medicine.osu.edu/faculty/fame/pages/index.aspx
Mentoring Lead Resources on Buckeye Box: https://osu.box.com/s/31sa9fj16we13glnku7e
Binkley and Brod ; Am J Med 2013 Fleming et al. JAMA 308,1981;2012 Measuring the Effectiveness of Faculty Mentoring
Relationships Ronald A. Berk, PhD et al., Academic Medicine 80;66- 71 : 2005
Council for Faculty Development SciVal: http://
medicine.osu.edu/research/scival/pages/index.aspx