The Promotion Processat MCW

Jeff Whittle, MD, MPHChair, Rank and Tenure

Committee

Medical College of Wisconsin

Slides courtesy of Joseph Layde & Cecilia Hillard

Objectives for Today

Describe Promotion Tracks/Pathways

Explain the process for Promotion

Provide some DOs and DON’Ts

Jeff Whittle, M.D., MPH. (Chair) – MedicineKathlyn Fletcher, MD - MedicineDavid Cronin, M.D., M.P.H. – SurgeryStephen Duncan, Ph.D. – Cell BiologyDara Frank, Ph.D. – MicrobiologyJay Sandlow, M.D. – Urologic SurgeryQuinn Hogan, M.D. – AnesthesiologyMichael McCrea, Ph.D. – NeurosurgeryMarlene Melzer-Lange, M.D. – PediatricsGirija Ganesh Konduri, M.D. – PediatricsWai-Meng Kwok, PhD - Anesthesiology

Rank & Tenure Committee Composition

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.htmDepartment of Faculty Affairs

I recommend the faculty handbook

Or, starting at Infoscope

The Promotion Pathways

Traditional

Clinician-Educator

Research

Clinician-Administrator

Promotion Criteria

Demonstrated excellence and achievement in – Research/Scholarship– Teaching– Service/Clinical activities

Key considerations vary by pathway

Amount varies Associate versus Full

TraditionalClinician-Educator

The Pathways: Expected Effort

ResearchCommittees

Review panels

Research,Education,Clinical productsClinical

activitiesCommittees

TeachingTeaching

The Pathways: Expected Effort

ResearchClinician-

Administrator

ResearchClinical and/or administrative activities

/Research

Clinical and/or administrative activities

The Promotion ProcessDepartmental review (Internal Promotions

Committee)

Chair proposes faculty for promotion

Packet Preparation for Committee

Rank & Tenure Committee Review

Dean/Board of Directors Approval

Deadlines: For July 1st implementation

October 1st: Clinician-Educator

January 1st: Traditional, Research, Clinician-Administrator

Tenure applications can be made at either deadline

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

Minimum number of refereesResearchPathway

C-E Pathway

C-APathway

TraditionalPathway

AssociateProfessor Internal External

44

42

42

44

Professor (& Tenure-C-E/Trad) Internal External

44

44

62

44

Selecting RefereesAll 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 sectionOutside of your department if possible

– External lettersNot all from your training institution – 5 years since MCW

Ask for more than the minimum required– Waiting for letters slows the process down

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

R & T Committee ReviewR&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 actionAccept or reject proposed promotionMay request additional information; in this case, the promotion is tabled

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

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

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

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)

Types of Evidence

CV– Must be in MCW format– Provides useful information if done well– Could include entries that may not be

understood by committeeConsider annotations as needed

CV examples

Competitive award, selected annually by physiological researchers based on cv, career accomplishments, and abstract for annual meeting

Young Investigator AwardCirculation SectionAmerican Physiological Society

CV examplesNew 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

CV Examples

1998-200430 hours/year

Introduction to Clinical Medical (M1)(the Medical Interview)

2004-present10 hours/year

Bioethics Small Group Facilitator (M2)

2006-present7 hrs/rotation8 rotations/yr

Case-based Interactive Learning Sessions: Pediatric interview and child development, SP evaluation (M3)

Provides an idea of time commitment

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

Portfolio Example: Teaching

Student Teaching Evaluations: Dr. Nelson compared to other faculty

Portfolio Example: Clinical

Year gone on sabbatical

Portfolio Example: Administration

Role: Facilitator, OSCE program development

Activities: Developed 12 OSCE stationsImplemented OSCE evaluationDeveloped teaching OSCE, video OSCE

Student rating: 90% rate it as excellentProducts: OSCE evaluation system

(reliability 0.69-.89) 2 peer reviewed national presentations 1 publication

Portfolio Example: Clinician-Administrator

TenureAwarded 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

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

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 1st.

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

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

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

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

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

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)

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

Thank You!

Questions?