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

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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

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OSU COMMentoring Interviews with Chairs (Spring 2013)

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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

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One Voice Survey 2013

Series1

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1

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3

4

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“ I receive effective mentorship”

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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

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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

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Definition of Mentoring

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“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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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