Promotion and Promotion and TenureTenure

John T. Slevin, MDJohn T. Slevin, MD

College of Medicine APT College of Medicine APT Committee RepresentativeCommittee Representative

Promotion 101: Promotion 101: Navigating the Navigating the

“Chutes and “Chutes and Ladders” Ladders”

of An of An Academic Medical Academic Medical

CareerCareer

Faculty Designations: College of Faculty Designations: College of MedicineMedicine

Tenure: RTS and STSTenure: RTS and STS

Academic freedomAcademic freedom Intended for university faculty (1940s)Intended for university faculty (1940s) An honor: given in recognition of An honor: given in recognition of

scholarly accomplishmentsscholarly accomplishments Not a permanent appointmentNot a permanent appointment An investment in the future of the An investment in the future of the

universityuniversity A national rating system of achievementA national rating system of achievement Linked to state funding (public Linked to state funding (public

universities)universities)

Promotions in the College of Promotions in the College of MedicineMedicine

Promotion criteria vary with title seriesPromotion criteria vary with title series Evaluations performed by peers of Evaluations performed by peers of

consulted faculty:consulted faculty: DivisionDivision DepartmentDepartment College of MedicineCollege of Medicine

Rating teaching, clinical performance Rating teaching, clinical performance tends to be subjectivetends to be subjective

Documentation of achievements is key: Documentation of achievements is key: individual responsibilityindividual responsibility

Guiding DocumentsGuiding Documents

Administrative Regulations (AR) II-Administrative Regulations (AR) II-1.0-1 procedures 1.0-1 procedures online

Web resources on the Associate Web resources on the Associate Provost for Faculty Affairs website:Provost for Faculty Affairs website:

http://www.uky.edu/Provost/APFA/ Promotion_Tenure/

The College P&T HandbookThe College P&T Handbook

Promotion and Tenure Promotion and Tenure (P&T) Policies and (P&T) Policies and

GuidelinesGuidelines Probationary PeriodProbationary Period

Applies to non-tenured full-time facultyApplies to non-tenured full-time faculty Shall not exceed Shall not exceed 77 years unless: years unless:

Medical, Educational, Elected office LeavesMedical, Educational, Elected office Leaves Automatic Delay Automatic Delay

ParenthoodParenthood Request for family dependent-careRequest for family dependent-care Tenure & Promotion Automatic Delay Automatic Delay

Department Promotions Flow Chart

Faculty/Division Chief

Chairman

Dean

Provost

President

Board of Trustees

Department APT

Committee

College of Medicine Appointment, Promotion and Tenure Committee

Academic Area Advisory Committee

Timeline for Promotion (Asst. → Assoc. Timeline for Promotion (Asst. → Assoc. Prof.)Prof.)

July 2008 Appointment Begins

July 2010 ----- 2 Yr Review by Dept APT

July 2015 Mandatory Promotion or Appointment Ends

July 2012 ----- 4 Yr Review by Dept APT

July 2013 ----- 5 Yr Review by Dept APT (“on- track”)

Aug- Sep 2013: Department APT

Oct-Nov 2013: Department Consulted Faculty Review and Chair’s Recommendation

Dec- May 2014: COM APT Review and Dean’s Recommendation

Jan-June 2014: Area Committee and Board of Trustees Final Recommendation

July 2014 ----- 6 Yr Review by Dept APTTerminal Year of Appointment

Full Dossier: Including-Letters of Support

Curriculum Vitae, DOETeaching/ ResearchFaculty Performance Reviews

Curriculum Vitae, DOETeaching/ResearchFaculty Performance Reviews

Offer LetterJob Description- Criteria for Promotion

Jan-Jun 2008 Recruitment

Preparing the DossierPreparing the Dossier(see Dossier Checklist)(see Dossier Checklist)

Faculty Faculty ResponsibilitiesResponsibilities

Curriculum vitaeCurriculum vitae Creative Creative

productivityproductivity Teaching Teaching

materialsmaterials References References

(letters)(letters)

Administrative Administrative SupportSupport

Job descriptionJob description Promotion Promotion

criteria criteria DOEDOE Faculty Faculty

performance performance reviewsreviews

Offer Letter: contractsOffer Letter: contracts

Job Description: STSJob Description: STS

Clinical, Teaching, Administrative Clinical, Teaching, Administrative ResponsibilitiesResponsibilities

Job Description: CTSJob Description: CTS

Assoc Professor:Assoc Professor: Sustained Sustained

excellenceexcellence Regional/Regional/

emerging emerging national national reputationreputation

Professor:Professor: Continued Continued

excellenceexcellence National and/or National and/or

International International reputationreputation

CRITERIA FOR APPOINTMENT AND/OR PROMOTION AND TENURE

Job Description/Criteria for Job Description/Criteria for PromotionPromotion

Unique to each facultyUnique to each faculty READ ITREAD IT Make sure it corresponds to the “real Make sure it corresponds to the “real

world”world” Focus your work to correspond with Focus your work to correspond with

the criteria for promotionthe criteria for promotion Map out a strategy (“game plan- Map out a strategy (“game plan-

2008”)2008”)

DOE Agreement: A “timesheet”DOE Agreement: A “timesheet”

DOE “Rules”DOE “Rules”

Began as a mechanism for main campus to Began as a mechanism for main campus to track work/salariestrack work/salaries

Can fluctuate over timeCan fluctuate over time Should match the job description (+/- 5%)Should match the job description (+/- 5%) Review it yearly (Review it yearly (faculty performance evaluationsfaculty performance evaluations)) Consider revising it if your job has Consider revising it if your job has

changedchanged Important for COM APT during promotionsImportant for COM APT during promotions

ie. 10% effort = measurable outputie. 10% effort = measurable output

Faculty Performance EvaluationsFaculty Performance Evaluations

YOU are responsible for:YOU are responsible for:

Updated CVUpdated CV Creative productivityCreative productivity

Publications, grant materialsPublications, grant materials Teaching portfolio and materialsTeaching portfolio and materials References: inside and outside References: inside and outside

lettersletters

Format for “official” UK CV

Teaching Activity

Speaking Engagements

Publications: ChronologicPublications: Chronologic

Separate according to:Separate according to: Peer-reviewed, original researchPeer-reviewed, original research Invited papersInvited papers EditorialsEditorials ReviewsReviews Book ChaptersBook ChaptersInclude “in-press”, not “in-prep”, or Include “in-press”, not “in-prep”, or

“submitted”“submitted”

TitleGranting Agency

ID numberBegin-end datesRole: PI, Co-InvDirect Costs

Grant Activity

Teaching Portfolio: University Teaching Portfolio: University RequirementRequirement

Reflective Statement (mandatory)Reflective Statement (mandatory)

Teaching Materials: (mandatory)Teaching Materials: (mandatory)

Examples:HandoutsOutlinesObjectives“Creativity”

Resident Teaching Evaluations: Housestaff Resident Teaching Evaluations: Housestaff Education OfficeEducation Office

Outside Letters: “Arms Length” Outside Letters: “Arms Length” EvaluationsEvaluations

What do I need to What do I need to accomplish in order to accomplish in order to

be promoted?be promoted?Guidelines for what Guidelines for what

“counts” and what doesn’t“counts” and what doesn’t

My Format for Evaluation

Research ChecklistResearch Checklist NIH competitive fundingNIH competitive funding VA Merit Review grantVA Merit Review grant Industry funding if local PI, and trials involving a Industry funding if local PI, and trials involving a

theme, in-keeping with area of studytheme, in-keeping with area of study Patents: new technology, devices, proceduresPatents: new technology, devices, procedures Journal Editorial BoardsJournal Editorial Boards Mentorship: post-doctoral, graduate studentsMentorship: post-doctoral, graduate students Awards: Physician-scientist, Young Investigator Awards: Physician-scientist, Young Investigator

awardsawards National Presenter: Keystone, Gordon ConferencesNational Presenter: Keystone, Gordon Conferences Abstract presenter at national meetingsAbstract presenter at national meetings Papers accepted or “in-press” in widely read and Papers accepted or “in-press” in widely read and

respected journalsrespected journals 1st author = Senior author > 21st author = Senior author > 2ndnd

Book chapters in major textbooksBook chapters in major textbooks

NOT AS HELPFUL:NOT AS HELPFUL:Co-Investigator involvement (only) in researchCo-Investigator involvement (only) in researchAbstracts published, or “in review, submitted papers”Abstracts published, or “in review, submitted papers”

Teaching ChecklistTeaching Checklist Speaking Engagements: Invited, audience, visiting Speaking Engagements: Invited, audience, visiting

professorships, plenary sessions at national meetingsprofessorships, plenary sessions at national meetings National Conferences: panel discussions, chairman National Conferences: panel discussions, chairman

scientific sessions, abstract reviewerscientific sessions, abstract reviewer Local/Regional Conferences: grand rounds, noon Local/Regional Conferences: grand rounds, noon

conference, CME courses, fellow/ resident conference, CME courses, fellow/ resident conferencesconferences

Awards: Flexner Master Teacher award, house-staff, Awards: Flexner Master Teacher award, house-staff, medical student awardsmedical student awards

ABIM or similar exam writerABIM or similar exam writer UKMC course director or lecturer UKMC course director or lecturer Unique teaching methods: computers, graphics, Unique teaching methods: computers, graphics,

discussion groupsdiscussion groups Physical diagnosis preceptor, clerkship involvementPhysical diagnosis preceptor, clerkship involvement

NOT AS HELPFULNOT AS HELPFUL::Repetitive pharmaceutical talksRepetitive pharmaceutical talksJournal clubs, other conference “participant”Journal clubs, other conference “participant”Advisor to residents, students Advisor to residents, students

Clinical ChecklistClinical Checklist Unique areas of clinical expertiseUnique areas of clinical expertise Referral of patients for specific procedures, treatments, diagnosisReferral of patients for specific procedures, treatments, diagnosis Head of major clinical programsHead of major clinical programs Director of a clinical arm of a major program (Director of a clinical arm of a major program (ieie. cancer). cancer) Excessive service hours for an important service (Excessive service hours for an important service (ieie. ICU). ICU) Director of a major hospital program (Director of a major hospital program (ieie. trauma, rehab). trauma, rehab) Expertise as a consultant ( Expertise as a consultant ( ieie. wt loss, hyperlipidemia). wt loss, hyperlipidemia) Mentor for residents, fellowsMentor for residents, fellows Committees in Frankfort, VA VISN, Medicaid, local P & TCommittees in Frankfort, VA VISN, Medicaid, local P & T CME courses: Fam Practice, Board ReviewCME courses: Fam Practice, Board Review

NOT AS HELPFULNOT AS HELPFUL::

Letters from former traineesLetters from former trainees

Time in serviceTime in service

Inappropriate title series (RTS > STS)Inappropriate title series (RTS > STS) Inaccurate distribution of effortInaccurate distribution of effort Vaguely defined job description (STS)Vaguely defined job description (STS) Inadequate documentation of teaching Inadequate documentation of teaching

(RTS)(RTS) Difficulty in proving the “clinical Difficulty in proving the “clinical

excellence” criteria (CTS)excellence” criteria (CTS) Changes in leadership (mentor, chief, Changes in leadership (mentor, chief,

chair, dean)chair, dean)

Recurring Issues with Recurring Issues with PromotionPromotion

Recurring Issues with Recurring Issues with PromotionPromotion

Regular Title Series Academic Basic Scientist, Academic Clinician/Scientist: “Independent funding and reasonable expectation of

continued independent funding” 25% time in scholarly activity

Special Title Series Academic Clinician/Scientist, Academic Medical Educator Job description ↔ DOE ↔ “Real world” Activity 25% time in scholarly activity

Research Title Series ↔ Research Faculty Member “Established reputation as an investigative contributor

outside UK medical and scientific community,…” Clinical Title Series ↔ Clinical Faculty Member

“Emerging reputation as an authority in a clinical field.” “Development of greater than local reputation for excellence

in clinical practice.”

Advice: Key Points from the Advice: Key Points from the Area CommitteeArea Committee

Scholarship is THE ISSUEScholarship is THE ISSUE FOCUS on your specific area FOCUS on your specific area Negotiate research time “up front” Negotiate research time “up front” A 10% effort should result in a measurable A 10% effort should result in a measurable

outcome (outcome (ieie. grants, papers). grants, papers) (Local) committees take up too much time(Local) committees take up too much time Find a mentor; associate with experts in the Find a mentor; associate with experts in the

fieldfield Push into visibility- on a national levelPush into visibility- on a national level First grant proposals are critical- they set First grant proposals are critical- they set

the scalethe scale Get to know the chairGet to know the chair

Profiles of Successful Profiles of Successful CandidatesCandidates

Criteria common to faculty who Criteria common to faculty who have had a successful reviewhave had a successful review

Taken from recent Internal Taken from recent Internal Medicine candidatesMedicine candidates

Combined accomplishments of Combined accomplishments of multiple individualsmultiple individuals

Listed according to Title Series, Listed according to Title Series, Faculty DesignationFaculty Designation

GuidelinesGuidelines for goals and for goals and expectationsexpectations

Profile of a Successful Profile of a Successful RTS RTS CandidateCandidate

Academic Basic ScientistAcademic Basic Scientist

Basic scientist: PhD or MD/PhDBasic scientist: PhD or MD/PhD Job Description: Translational research, clinicsJob Description: Translational research, clinics DOE: 80% research, 20% clinicalDOE: 80% research, 20% clinical Grants: NIH- R01, NIH-R21Grants: NIH- R01, NIH-R21 Publications: Average 2/yr Publications: Average 2/yr

50% 150% 1stst Au Au Total = 10-15Total = 10-15

Presentations: Keystone, Gordon, AHA as panelist, Presentations: Keystone, Gordon, AHA as panelist, original researchoriginal research

Excellence in research- original and independent Excellence in research- original and independent projectsprojects

Letters: Leaders in the field, recognized experts “arms Letters: Leaders in the field, recognized experts “arms length”length”

Teaching: Research seminarsTeaching: Research seminars basic science grad/med coursesbasic science grad/med courses mentor for post-doc fellowsmentor for post-doc fellows above average student evaluationsabove average student evaluations

Profile of a Successful Profile of a Successful RTSRTS CandidateCandidate

Academic Clinician ScientistAcademic Clinician Scientist Physician: MD or MD/PhDPhysician: MD or MD/PhD Job Description: Clinical researcher in platelet Job Description: Clinical researcher in platelet

function, thyroid cancerfunction, thyroid cancer BMT directorBMT director

DOE: 40% research, 40% clinical, 20% teaching/prof. DOE: 40% research, 40% clinical, 20% teaching/prof. developmentdevelopment

Grants: ACS, SWOG, Phase II treatment trialsGrants: ACS, SWOG, Phase II treatment trials Publications: Average 2/yr Publications: Average 2/yr

50% 150% 1stst Au Au Total = 10-15Total = 10-15

Presentations: SWOG, ALA, AHS- abstracts and Presentations: SWOG, ALA, AHS- abstracts and panelistpanelist

Excellence in research- original and independent Excellence in research- original and independent projects, collaborator in the field, unique areas for the projects, collaborator in the field, unique areas for the universityuniversity

Letters: National leaders in the field, recognized Letters: National leaders in the field, recognized experts (“arms length”) who can attest to the experts (“arms length”) who can attest to the importance of the workimportance of the work

Teaching: visiting professorTeaching: visiting professor CME coursesCME courses National meetingsNational meetings

Profile of a Successful Profile of a Successful STSSTS CandidateCandidate

Academic Clinician ScientistAcademic Clinician Scientist Physician: MD in Subspecialty divisionPhysician: MD in Subspecialty division Job Description: Pulmonary function lab director, Job Description: Pulmonary function lab director,

fellowship coordinatorfellowship coordinator DOE: 30% research, 40% clinical, 30% teaching/adminDOE: 30% research, 40% clinical, 30% teaching/admin Grants: NIH-K award, Phase II drug trials as local PIGrants: NIH-K award, Phase II drug trials as local PI Publications: Average 1/yr (case reports, reviews, Publications: Average 1/yr (case reports, reviews,

manuals, chapters)manuals, chapters) 50% 150% 1stst Au Au Total = 5-10Total = 5-10

Presentations: Grand rounds, Noon Conf, CME coursesPresentations: Grand rounds, Noon Conf, CME courses Excellence in teaching- regional or emerging nat’l Excellence in teaching- regional or emerging nat’l

reputation for excellence in teaching, clinical role reputation for excellence in teaching, clinical role model for students, housestaffmodel for students, housestaff

Letters: Regional/National collaborators in the field, Letters: Regional/National collaborators in the field, recognized authoritiesrecognized authorities

Teaching: Medical student coursesTeaching: Medical student courses Flexner master teacher awardsFlexner master teacher awards Excellent evals from courses, rotationsExcellent evals from courses, rotations

Profile of a Successful Profile of a Successful STSSTS CandidateCandidate

Academic Medical EducatorAcademic Medical Educator Physician: MD in Gen Internal Medicine DivisionPhysician: MD in Gen Internal Medicine Division Job Description: Medical school course director (IMP)Job Description: Medical school course director (IMP) DOE: 20% research, 20% clinical, 60% teachingDOE: 20% research, 20% clinical, 60% teaching Grants: HRSA training grants Grants: HRSA training grants Publications: Average 2/yr as collaborator, principal Publications: Average 2/yr as collaborator, principal

investigator in educational methodsinvestigator in educational methods Presentations: ASIM, SMA, ACGME, AAMC- Presentations: ASIM, SMA, ACGME, AAMC-

curriculum development, mentor of resident case curriculum development, mentor of resident case presentationspresentations

Excellence in instruction- new methods, active in Excellence in instruction- new methods, active in committeescommittees

Letters: National educators, program directors, DeansLetters: National educators, program directors, Deans Teaching: Flexner master educator awardsTeaching: Flexner master educator awards

Excellent teaching evals, clinical rotationsExcellent teaching evals, clinical rotations

Profile of a Successful Profile of a Successful ResTSResTS CandidateCandidate

Non-Tenure TrackNon-Tenure Track Basic scientist: PhD, or MD/PhDBasic scientist: PhD, or MD/PhD Job Description: Basic science lab director, GI Job Description: Basic science lab director, GI

pathologypathology DOE: 100% researchDOE: 100% research Grants: NIH- R21, AGA, clinical trialsGrants: NIH- R21, AGA, clinical trials Publications: Average 2/yr Publications: Average 2/yr

50% 150% 1stst Au Au Total = 10-15Total = 10-15

Presentations: AGA, Gordon Conf , recognition in Presentations: AGA, Gordon Conf , recognition in professional societyprofessional society

Excellence in research- original and independent Excellence in research- original and independent projectsprojects

Letters: Leaders in the field, recognized experts “arms Letters: Leaders in the field, recognized experts “arms length”length”

Teaching: None requiredTeaching: None required

Profile of a Successful Profile of a Successful CTSCTS CandidateCandidate

Non-Tenure TrackNon-Tenure Track

Physician: MD in Subspecialty, or Gen Int MedicinePhysician: MD in Subspecialty, or Gen Int Medicine Job Description: Clinics, outreach, inpatient wards, Job Description: Clinics, outreach, inpatient wards,

ICU/hospitalistICU/hospitalist DOE: 95% clinical, 5% teaching/prof developmentDOE: 95% clinical, 5% teaching/prof development Grants: None requiredGrants: None required Publications: Some as collaborator, case reports, Publications: Some as collaborator, case reports,

chapters, clinical observations, total < 5chapters, clinical observations, total < 5 Presentations: AMA, KMA, local societies, CME Presentations: AMA, KMA, local societies, CME Excellence in patient care- recognized for expertise in Excellence in patient care- recognized for expertise in

a clinical areaa clinical area Letters: Referring physicians, national authorities in Letters: Referring physicians, national authorities in

clinical areasclinical areas Teaching: Excellent evaluations as a clinical role Teaching: Excellent evaluations as a clinical role

modelmodel Documentation: Growth of clinical programsDocumentation: Growth of clinical programs

Note: RVUs, # of clinical service months, rotations are Note: RVUs, # of clinical service months, rotations are probably not a factorprobably not a factor

Good luck!Good luck!

Material adapted from presentations by:

Heidi M. Anderson, Office of Provost Jimmi Hatton-Kolpek, College of Pharmacy Catherine A. Martin, College of Medicine John T. Slevin, College of Medicine Mikel D. Smith, College of Medicine