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WELCOME TO THE DEPARTMENT OF MEDICINE’S 2011 ACADEMIC REVIEW WORKSHOP

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Title: WELCOME TO THE DEPARTMENT OF MEDICINE’S 2011 ACADEMIC REVIEW WORKSHOP


1
WELCOME TO THEDEPARTMENT OF MEDICINES2011ACADE
MIC REVIEW WORKSHOP
2
Overview of Workshop
  • Refresher course for Academic Review Process
  • To provide some pointers in preparing your file
  • Your Academic Affairs Analysts are here to answer
    your questions and give you tips on file
    preparation
  • Policies do change and we want to make sure you
    have the latest information

3
ACADEMIC AFFAIRS OFFICE
  • UCSD Medical CenterDepartment of
    Medicine8950 Villa La Jolla Drive, C106 La
    Jolla, CA  90237Fax  (858) 246-0958Mail Code
    0912
  • http//med.ucsd.edu/academicaffairs.shtml

4
ACADEMIC AFFAIRS STAFF
  • David DeSpain - Academic Affairs Analyst
  • GIM, Pulm, Neph, BMI
  • (858) 822-1761 ddespain_at_ucsd.edu
  • Nancy Phu-Lee - Academic Affairs AnalystGastro,
    Physio. RAI, ID, Genetics
  • (858) 246-0931 nphulee_at_ucsd.edu
  • Julie Garrie - Academic Affairs Analyst
    Endo/Metab, Derm, Hosp Med, Geriatrics, GPH, BMT
  • (858) 246-0932 jgarrie_at_ucsd.edu
  • Christine Johnson - Academic Affairs Analyst
  • Hem/Onc, Cardio, EMS
  • (858) 246-0933 clj006_at_ucsd.edu
  • Kelly Santos- - Academic Affairs Specialist
  • Postdocs (858) 246-0937 klsantos_at_ucsd.edu
  • Tanya Tomlinson Academic Affairs Assistant
  • Non-Salaried/Voluntary
  • (858) 822-0776 tstomlinson_at_ucsd.edu

5
2011 Academic ReviewCandidate Timetable
6
2011 Academic ReviewCandidate Timetable
  • March Complete your documents and2010
    schedule a meeting with your
    Division Head or Faculty Sponsor to
    discuss your review as soon as
    possible
  • April 15th DEADLINE for submission2010 of
    candidate documents to your Division Head
    and/or Faculty Sponsor, and originals to
    your analyst for DOMCAP eligible files

7
2010 Academic ReviewCandidate Timetable
  • April Division Heads meet with
    eligible2010 faculty to vote on all
    actions, except normal merit advancements
  • June Aug DOMCAP meets four meetings2010 will
    be held during this time to review all
    actions except normal merit advancements
  • Sept. Oct. Department meetings two
    faculty2010 meetings will be held during
    this time to review and vote on all
    files reviewed by DOMCAP

8
Below is a listing of UCSD websites in an effort
to help familiarize and inform you on the
Academic Personnel process
  • POLICY AND PROCEDURE MANUAL
  • DEPARTMENT ACADEMIC AFFAIRS WEBSITE
  • http//med.ucsd.edu/academicaffairs.shtml
  • SOM DEANS OFFICE ACADEMIC AFFAIRS WEBSITE
  • http//som.ucsd.edu/index.php/academic/
  • UCSD ACADEMIC AFFAIRS WEBSITE
  • http//academicaffairs.ucsd.edu/offices/apo/

9
Below is a listing of UCSD websites in an effort
to help familiarize and inform you on the
Academic Personnel process
  • ACADEMIC SENATE COMMITTEE ON ACADEMIC PERSONNEL
  • http//www-senate.ucsd.edu/committees/cap.htm
  • INTERNATIONAL CENTER
  • http//orpheus.ucsd.edu/icenter/scholars/visa_dep
    artments.html
  • This page provides Visa information for
    Departments and International scholars.
  • LEAVES OF ABSENCE
  • ACADEMIC LEAVE POLICY (PPM 230-10)
  • http//adminrecords.ucsd.edu/ppm/docs/230-10.HTML
  • BENEFITS AND PRIVILEGES (APM 700 TO 760)
  • http//www.ucop.edu/acadadv/acadpers/apm/sec5-pdf
    .html
  • UNIVERSITY OF CALIFORNIA, OFFICE OF THE
    PRESIDENT AT YOUR SERVICESITE
  • http//atyourservice.ucop.edu/employees/life_chan
    ges/leaves/index.html
  • SABBATICAL LEAVES

10
Normal Periods of Service Professorial Series(or
equivalent titles)
  • Assistant Professor I Two years at each
    step II III IV V VI Cross-over
    merit Used in exceptional situations.
    May be used in lieu of service at Assoc.
    Prof., steps I II

11
Normal Periods of Service Professorial Series(or
equivalent titles)
  • Associate Professor I Two years at each
    step
  • II
  • III
  • IV V Cross-over merit Used in
    exceptional situations. May be used in lieu
    of service at Prof., steps I II

12
Normal Periods of Service Professorial Series(or
equivalent titles)
  • Professor I Three years at each step
  • II
  • III
  • IV
  • V Step V may be for indefinite duration
  • VI Granted on evidence of continuing
    great distinction, recognized nationally
    or internationally in scholarship
    or teaching. Continuing excellence
    and high merit in original scholarship, te
    aching, and service
  • VII Three years at each step
  • VIII
  • IX Four years at step
  • Above Four years at each salary level. Same
    as Scale Professor VI with international
    recognition

13
You will find the following policies and criteria
at our website http//med.ucsd.edu/academicaffai
rs.shtml
  • Policy on Appraisals
  • Policy on Advancement to
  • Professor, Step VI and above
  • Professor Above Scale
  • Policy on Accelerations
  • Basic Appointment/Promotion Criteria for
  • FTE In Residence
  • Clinical X
  • Adjunct
  • Clinical
  • Research Scientist

14
List of Academic Review Forms to Review
  • Teaching Quantification Form
  • Biography
  • Bibliography
  • Candidates Self-assessment
  • Referee List

15
Teaching Quantification Form
16
INSTRUCTIONS FOR TEACHING QUANTIFICATION FORM
  • 1. Prepare an individual Teaching Quantification
    form for each academic year (i.e.
    7/1/08-6/30/09). Do not combine academic years on
    one form. Important to put the correct dates on
    top of form, each form should go through June
    30th of each year.
  • 2. List exact course numbers AND course titles as
    listed in the course catalog. List
    Student/Trainees that you have mentored during
    that academic year.

17
INSTRUCTIONS FOR TEACHING QUANTIFICATION FORM
  • 3. List of Courses
  • CORE Courses
  • Medicine 401 - Medicine Core Clerkship
  • Primary Care 401 - Primary Care Core Clerkship
  • SOM 410 - From Principles to Practice
  • Neurology 401 - Neurology Core Clerkship
  • Pediatrics 401 - Pediatrics Core Clerkship
  • Psychiatry 401 - Psychiatry Core Clerkship
  • Reproductive Medicine 401 - Obstetrics and
    Gynecology Core Clerkship
  • Surgery 401 - Surgery Core Clerkship
  • PRECLINICAL CORE Courses
  • SOM 201A/B - Introduction to Clinical Medicine
  • SOM 202A - Social and Behavioral
    Sciences-Doctor/Patient Relationship
  • SOM 202C - Social and Behavioral
    Sciences-Human Growth and Development
  • SOM 202D - Social and Behavioral
    Sciences-Introduction to Health Care Systems
  • SOM 202E - Social and Behavioral
    Sciences-Psychopathology
  • SOM 204 - Cell Biology and Biochemistry

18
INSTRUCTIONS FOR TEACHING QUANTIFICATION FORM
  • A list of elective and subspecialty courses can
    be found here
  • http//meded.ucsd.edu/Catalog/overview/electives.h
    tml
  • The form is an Excel program and the totals will
    be automatically calculated at the bottom of each
    box.
  • In clinical teaching, a session is defined as a
    half-day.
  • Credits for committee membership should reflect
    actual meeting attendance.

19
INSTRUCTIONS FOR TEACHING EVALUATIONS
  • 1. Teaching Evaluations are a critical component
    of faculty academic review files. A file devoid
    of high quality teaching evaluations will be
    denied advancement.
  • 2. Occasionally, course coordinators will
    forward a copy of composited teaching evaluations
    to the Chairs Office. Evaluations on file in
    the Chairs office are copied and sent to
    Division Heads in the early part of each review
    cycle. You may review your evaluations in either
    the Division Heads office or in the Chairs
    office, to determine which evaluations are
    missing from your file.
  • 3. If evaluations are missing, candidates need
    to communicate with course coordinators to ensure
    that composited evaluations are sent to the
    Chairs office each quarter for inclusion in your
    review file. (All evaluations must be
    composited.)
  • 4. It is also recommended that a list of former
    and/or current trainees (as listed on the
    Biography form in section II.g. Student
    Instructional Activities), be submitted with the
    file, especially when formal teaching is limited.
    Prepare the Mentee Evaluation form found at our
    web site under FORMS http//dom.ucsd.edu/Academic
    Affairs/tabid/59/Default.aspx
  • The Chair will solicit evaluations in
    confidence, from these individuals. A composite
    will be provided for your review upon request.

20
Mentee Contact Form
21
UCSD ACADEMIC BIOGRAPHY
22
UCSD ACADEMIC BIOGRAPHY
23
UCSD ACADEMIC BIOGRAPHY
24
Section III - Bibliography
  • A. PRIMARY PUBLISHED WORK
  • I. Original Articles
  • 1. Picard, Jean-Luc. An Analysis of Starship
    Captain's Log Procedures. The Starship Journal
    5150-163 (2007)
  • 2. Picard, Jean-Luc. Trading with the
    Ferengis. The Journal of Intergalactic Economics
    1055-80 (2007)
  • from 3. Picard, Jean-Luc. Cybernetic
    Androids Starship Command Material? Journal of
    Positrionic Research
  • submitted 19111-131 (2008)
  • _____________________________________________
    __________________________________________________
    __
  • 4. Picard, Jean-Luc. The Q and the
    Question of Omnipotence. Journal of Metaphysics
    In Press (2010)
  • II. Invited Articles, Book Chapters, etc.
  • 1. Picard, Jean-Luc, Crusher, Beverly, and
    Riker, William. The Proper Care and Feeding of
    Young Starship Ensigns. The Starship Journal
    523-20 (1997) (Invited Article)
  • from in press 2. Picard, Jean-Luc. Recreational
    Uses for Starship Holodecks. In Federation
    Starship of Captains 13-21 (1999) (Book
    Chapter) __________________________________
    __________________________________________________
    _____________

25
Section III - Bibliography
  • B. OTHER WORK
  • I. Abstracts Published (Optional)
  • 1. Picard, Jean-Luc and Riker, William. Cost
    Effectiveness of Traveling at Warp Speed 4 versus
    Warp Speed 5. Proceedings of Intergalactic
    Economics, 729-30 (2001)
  • _________________________________________________
    ________________________________________________
  • 2. Picard, Jean-Luc, Crusher, Beverly, and
    LaForge, Geordi. Travel at Warp Speeds In Excess
    of 5.5 May
  • Cause Wrinkles. The Starship Journal 6131
    (2002)
  • II. Abstracts Presented (Optional)
  • 1. Picard, Jean-Luc, and Crusher, Beverly
    Secretion of Klingon blood and its regulation in
    human subjects. 188th Annual Meeting of the
    lntergalactic Medical Society, October 1999.
  • _________________________________________________
    ________________________________________________
  • 2. Picard, Jean-Luc Migration of the Vulcans
    to Earth. 3045th Annual Conference of the
    Earthling Captains Society, April 2002.
  • III. Miscellaneous (Optional)

26
Section III - Bibliography
  • C. WORK IN PROGRESS (Optional)
  • 1. Picard, Jean-Luc and LaForge, Geordi. An
    Analogy Between Anti-Matter and Tribbles.
    Submitted to Journal of Space Engineering.
    (2010) (Original Article)
  • _________________________________________________
    _____________________________
  • 2. Picard, Jean-Luc. Effective Methods of
    Interrogation for Androids and Other Alien
    Species. The Starship Journal. (2010) In
    Preparation (Original Article)

27
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • The citations in each of the three Sections must
    be in chronological order, beginning with the
    earliest and ending with the most recent entry.
  • Ensure that each item appears only once on the
    bibliography.
  • Numbers assigned to citations are permanent and
    may not be moved or re-numbered once the format
    is established in Sections A and B.
  • Publications that were inadvertently omitted from
    the previous bibliography should be inserted in
    its chronological place without changing the
    existing numbering system. Instead, a letter (x,
    y, x) or a symbol should be used instead of a
    number. A parenthetical explanation stating the
    item was omitted in error or inadvertently
    omitted last review should appear at the end of
    the citation.
  • Authors, titles, journal title, volumes, editors,
    pages, etc. MUST be listed on the bibliography
    EXACTLY as they appear on the publication. "Et
    al." may not be used in lieu of listing multiple
    authors. The inclusive page numbers and year of
    publication must follow each citation.
  • Draw a solid horizontal line in each Section (A,
    B and C) to separate the new citations from
    citations listed at the time of the last
    advancement. A dotted or dashed line should be
    drawn in each Section (A, B and C) to separate
    the new citations from citations listed at the
    time of the last review when there was no
    advancement.
  • Place an asterisk () to the left of each number
    for which you are submitting a reprint, galley
    proof or publishers binding acceptance of entire
    corpus.
  • In the left margin, indicate the change in status
    of citations from the last review to the present
    one, e.g., From In Preparation, From
    Submitted, From Accepted, From In Press. Do
    not type NEW in the left margin of new work
    below the line.
  • A new signature and date should be affixed each
    time the bibliography is revised.

28
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • A. PRIMARY PUBLISHED WORK This section
    consists of work published in the open literature
    (peer reviewed), which one may reasonably expect
    to find in libraries other than UCSD. Websites
    may be listed in this section. This section
    should be separated into subsections I.
    Original Articles II. Invited Articles, Book
    Chapters, Books/Edited Books. In Section II, a
    descriptor is required at the end of the citation
    (e.g. book chapter, book, invited article). Do
    not list descriptor in the right hand margin. In
    Press and/or Accepted items should also be
    included in this section. Such items should
    indicate in press or accepted at the end of
    the citation. For accepted work, please include
    publishers binding acceptance of entire corpus
    for in press, please include galley proofs, if
    submitting with review file.
  • Do not list Abstracts in Section A at all.
    Abstracts are to be listed under B. Other Work
    It is suggested that bibliographies be redone to
    meet this format, HOWEVER, you may begin the new
    format using your existing bibliography placing
    new items under the line in the new format.

29
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • B. OTHER WORK (Use of this section is optional)
  • This section should include other published
    work, which the candidate may wish to list to
    demonstrate scholarly activities. This includes
    Abstracts (presented and published), patents,
    non-reviewed work, book reviews, conference
    proceedings, Letter to the Editor, newsletters,
    encyclopedia entries, DVDs, CDs, videos.This
    section may also be separated into subsections
    (e.g., Abstracts Presented, Abstracts Published,
    Miscellaneous). If not sub sectioned out, a
    descriptor is required at the end of each
    citation (e.g., DVD, conference proceeding, etc.)
    These items need not be forwarded along with the
    file.

30
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • C. WORK IN PROGRESS (Use of this section is
    optional.) Section C will continue to be
    important in certain disciplines and in certain
    cases, e.g., cross-over merits and appraisals.
    This section is for work that is submitted or in
    preparation only. You must submit a manuscript
    (in any shape or form) that are listed in this
    section.
  • For items previously listed under Section C,
    "Work in Progress", which are now published and
    appear in Section A, it should be deleted from
    Section C. The numbering in this section may be
    changed with each review. If not published after
    two review cycles, remove from Section C.
  • REPRINTS
  • 1. Section A Submit a copy of each reprint,
    galley proofs and/or publishers binding
    acceptance of entire corpus of all new material.
    You may select which reprints to submit with the
    file. You do not have to send all new material
    below the line with the review file.
  • 2. Section B not necessary for this section.
  • 3. Section C A manuscript in any shape or form
    is required.
  • 4. Place corresponding in upper right corner of
    each reprint.

31
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • FIVE MOST SIGNIFICANT PUBLICATIONS
  • Appointees in the Ladder Rank, In Residence,
    Adjunct and Professional Research Scientist
    series are required to submit a listing of their
    five most significant publications when
    undergoing career reviews (i.e., promotions, Step
    VI, Above Scale). This does not exclude the
    submission of a required full bibliography, but
    puts the burden on the selected publications to
    satisfy the criterion of creativity. The intent
    is to reduce the pressure to publish a large
    number of slight papers and to concentrate on a
    smaller number of substantive works.
  • On a separate sheet of paper, list 5 most
    significant publications since a candidates last
    career advancement or appointment (i.e., since
    promotion from Assistant to Associate, Associate
    to Full Professor/Research Scientist.) These are
    listed with proper citations, corresponding
    bibliography number and must be either published
    or in press only. A short statement as to the
    significance of the publication and the
    candidates role in writing the publication is
    required. Place an asterisk to the left of each
    item number on the bibliography and submit a
    reprint or galley proof with review file. Do not
    duplicate if already included as part of the
    reprint package. (Do not send more than one copy
    of any reprint.)

32
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
  • CURRICULUM VITAE
  • This is used to send with referee solicitation
    letters for those proposed for promotion or a
    change-in-series. Please make sure your CV is
    current and free from typos
  • We also want to retain a current copy on file for
    all faculty.

33
Candidates Self-assessment
  • This is a required part of your file!
  • This will give you a chance to explain what cant
    be done in other sections or documents, or why
    you did one thing as opposed to something else.
  • Tip if you have a section of your file that is
    lacking, you can give your plan on how it will be
    addressed in this section.

34
Candidates Self-assessment
  • We suggest you title the document Candidate's
    Self-assessment at the top of the page, followed
    by the text.Make sure you sign and date at the
    bottom. Send the original with the other
    original documents to your analyst.
    Additionally, you should include a copy along
    with the documents you send to your Division Head.

35
Candidates Self-assessment
  • RESEARCH AND SCHOLARLY ACTIVITES
  • Describe the focus of your research, notable
    observations, your specific role in collaborative
    research ventures, new grant funding and any
    additional noteworthy information. Describe
    awards or prizes won. Specifically define your
    role (e.g. Principal or Co-Principal Investigator
    or head of a CORE program project), for each
    award.
  • TEACHING ACTIVITIES
  • Describe precise teaching role(s) in each
    course, as well as special lectures (e.g.,
    Medical Grand Rounds, M M, etc.), seminars or
    other teaching activities. Describe teaching
    awards won. Also, comment on mentoring
    activities, particularly those that you list in
    Section I, g. on the biography form.
  • CLINICAL ACTIVITIES
  • Describe patient care related activities.
    Include approximate numbers of patients
    evaluated/time, venues and other relevant
    information.
  • UNIVERSITY AND PUBLIC SERVICE
  • Describe areas of University/Public Service.
    Include your specific involvement, time
    commitment, and accomplishments.

36
Referee List
  • Everyone, in all series, who are proposed for
    promotion, career review (step VI), above scale,
    or a change in series are required to submit a
    Referee List.
  • Some things to remember
  • REFEREES MUST BE HIGHER THAN YOUR CURRENT RANK.
  • REFEREES MAY NOT INCLUDE
  • - COLLABORATORS WITHIN THE LAST 10 YEARS.
  • - THOSE WHO ARE LISTED ON YOUR BIBLIOGRAPHY
    FROM 2000 TO PRESENT. (ANALYSTS ARE REQUIRED
    TO CHECK YOUR LIST AGAINST YOUR BIBLIOGRAPHY)
  • - ANYONE WHO SERVED AS YOUR MENTOR WITHIN THE
    LAST 10 YEARS.

37
Referee Criteria
  • Clinical Series
  • Scientist
  • Clinical X
  • Ladder, In Res, Adjunct

38
Referee List
39
Certification A
  • Those due for normal merit advancement must
    submit Certification A with their review
    documents.
  • All others will be advised of the proposed
    action before it is voted on by the department.
  • By signing Certification A, the candidate
    certifies that he or she was informed of the
    pending review and was given the opportunity to
    ask questions and provide pertinent information
    and evidence, to suggest names of referees (if
    applicable), and to review the material in the
    file.

40
Certification B
  • Cert B is signed and dated after the
    departmental review of the file and prior to
    submission of the file. By signing Certification
    B, the candidate certifies that he or she has had
    the opportunity to review the completed file and
    the department's recommendations prior to
    submission of the file for campus review.

41
Certification C
  • Cert C is signed by the candidate if material is
    added to the file after it is forwarded to the
    Deans Office and/or Academic Personnel Office.

42
Few Other Things to Keep in Mind
  • Service options Intern Selection Committee
    contact Anne Bamrick for details.
  • If you have taken Sabbatical during the review
    period, you will need to include a copy of the
    Sabbatical Report with your documents.
  • If you have received any service acknowledgement
    letters (you did a great job letter), you should
    include them with your documents.

43
  • Questions?
  • http//med.ucsd.edu/academicaffairs.shtml
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