Title: Promotion and Tenure at the University of Virginia School of Medicine
1Promotion and Tenure at the University of
Virginia School of Medicine
Emilie Rissman, PhD Chair UVa SOM Promotion and
Tenure Committee
2Objectives for This Workshop
- (1) To demystify the SOM PT process
- (2) For faculty members to understand the
criteria they must fulfill for each stage of
promotion - (3) To help candidates get their materials in the
best possible shape for the SOM PT committee
3Common Questions about PT
- What are the different faculty tracks?
- What are the criteria for promotion or tenure on
my track? - How can I find out where I stand regarding
promotion tenure? - Where can I get help with my portfolio?
- Who are the members of the PT committee?
4Objective 1 to demystify the PT process
I still have room for a second opinion
5Where can I read about the guidelines for
promotion or tenure?
- SOM PT guidelines are on the web (updated)
- http//www.healthsystem.virginia.edu/intern
et/faculty-dev/pandt/home.cfm - FAQs about PT now available on the web
- Note the print version of UVa SOM Faculty
Handbook is out of date--dont use
6Tracks
- Tenure eligible
- Academic Investigator (AI)
- Clinician Investigator (CI)
- Clinician Educator (CE)
- Academic Educator (AE)
- Tenure ineligible
- Clinical Faculty (CF)
- Research Faculty
- Independent Research (RF/IR)
- Research Support (RF/RS)
- Instructional Faculty (IF)
7Faculty Tracks Typical Effort
Allocation--Tenure Eligible
- Academic Investigator majority of effort (80)
devoted to research variable amount of teaching - Clinician Investigator 50-80 of effort devoted
to research (protected time) variable amounts of
patient care and teaching - Clinician Educator 80 of time devoted to
patient care and teaching (at least 20
non-clinical time protected) scholarship
required - Academic Educator 50-70 of time devoted to
patient care and/or medical education 30-50 of
time devoted to scholarly activities with
research focused on medical education (MD or PhD)
8Faculty Tracks Typical Effort
Allocation--Non-tenure Tracks
- Clinical Faculty majority of time devoted to
clinical service and teaching scholarship is
optional and variable - Research Faculty two tracks on each, majority
of time is devoted to PI research teaching is
optional - Independent Research
- Research Support
- Instructional Faculty majority of time devoted
to teaching or service (clinical or other)
9When can I be promoted? PT Timeline
- Tenure-eligible tracks
- Assistant Professor 6 years
- Associate Professor 4 years (maximum)
- Associate Professor with tenure time to next
promotion not mandated - Professor
- Non-tenure-eligible tracks
- must be in rank for minimum of 5 year before
being considered for next promotion - no maximum time
10The Timing of Promotion and Tenureassistant
professors on tenure-eligible tracks
- must be promoted to Associate Professor by end of
the 6th year on UVa faculty a faculty member who
can to UVa from an Assistant Professor position
may be able to go up for earlier promotion - promotions portfolio must be prepared after only
5 years on the faculty - first promotion is usually to Associate Professor
with Term (i.e., without tenure) - if meets criteria for both promotion and tenure,
may be request both at same time (double jump) - tenure eligibility continues for 4 years
(maximum) after promotion to Associate Professor
with term - a faculty member hired as an Associate Professor
has only 4 years of tenure eligibility
11Time off-the-clock
- Must be requested from the Dean by your Chair
- Granted in one-year increments
- Granted for various reasons, such as
- change in professional responsibilities
- personal illness
- childbirth, child care
- illness of a child, parent, spouse
- Should be requested when needed, not after the
absence from duties has occurred - Should not be requested after faculty member is
nominated for promotion or tenure
12The SOM Promotion Tenure Committee
- Members about 15 tenured full professors more
clinicians than scientists few department chairs - Task to evaluate faculty nominated for
promotion or tenure by applying the written
promotion guidelines as consistently as possible - Values broad perspective confidentiality
fidelity to the PT criteria consistency
constructive interactions with chairs, chiefs,
and candidates
13Results from 2006-2007 PT Committee
- 77 candidate packets were sent to the SOM PT
committee - 70 approved in initial round (91) with 7
disapproved - 5 appealed, of which 4 approved and 1
disapproved - Overall success rate at the SOM PT level
- 74 / 77 96
14The Review Process of the SOM PT Committee
- Candidate is assigned a primary and a secondary
reviewer from among the committee members - Entire committee evaluates each promotions
portfolio and votes on each candidate makes
recommendation to Dean - members from the same department or who feel they
have a conflict abstain from vote - Dean notifies chairs of the Committees
recommendations
15review process (cont)
- Candidate may appeal negative recommendation to
Dean based on (1) new information or (2) modified
request/action (such as promotion only no
tenure or expedited track change and assessment
based on criteria for the new track) - PT Committee makes its recommendations to the
Dean - Dean makes recommendations to the Provost
- The Provosts PT Committee may review the Deans
recommendations - Candidates may appeal negative recommendations to
Provosts Committee based only on procedural
improprieties - The Provost makes recommendations to the BOV
16Timetable for Review 2008-2009http//www.healthsy
stem.virginia.edu/internet/faculty-dev/PandT/timel
ine0809.cfm
- May 2008 Department chairs review faculty and
decide who must and who should come up for
promotion. - July-August Dean requests letters from all
referees - (criteria for referee names at
http//www.healthsystem.virginia.edu/internet/facu
lty-dev/PandT/documents/P-T_LtrsofRef_Criteria_200
7.pdf) - Candidates must submit updated CVs to be sent to
the referees - Letters must be received from 5
external-independent referees - Candidates must submit a minimum number of names
of external-independents referees - 5 if seeking promotion to associate professor
with term - 7 if seeking tenure or promotion to full
professor - Recommendation submit names of 10
- Chair must submit full addresses, phone and fax
numbers, and e-mail addresses for all referees - Maximum number of referee names allowed 20
total
17timeline (cont)
- September Department review (summary and vote
required) - October 15 Departments submit completed
portfolios to the Dean - November December PT Committee considers
candidates and makes recommendations to Dean - about January 1, 2009 Dean sends SOM PT
summaries to chairs - January SOM appeals process
- Late January PT Committee considers appeals
and submits final recommendations to the Dean
- about February 2 Dean submits recommendations
to Provost - Spring Provosts PT Committee considers
candidates - Late Spring BOV approves Provosts
recommendations
18Objective 2 faculty understand criteria they
must meet for each stage of promotion
Actually it was more of a lateral move than a
promotion
19?
Two tracks are not shown on chart Academic
Educator (new tenure-eligible track) and the two
Research tracks (Independent Research and
Research Support)
20Criteria for promotiontenure-eligible tracks
- Key words EXCELLENCE and TRAJECTORY
- Assistant to Associate excellence in one area
(clinical care, medical education, research) and
local regional reputation - Associate to Tenure excellence in two areas
plus continuing scholarship and emerging national
reputation - Tenure to Professor sustained excellence in two
areas plus significant sustained scholarship and
national international reputation - Same criteria apply to non-tenure tracks, but
generally excellence is expected in only one area
21Example Clinician Investigator
- Promotion to Associate Professor documented
excellence in research funding (NIH K Award or
equivalent) scholarship (peer-reviewed papers)
nascent national reputation board certification - Award of Tenure documented excellence in
research plus another area (education or clinical
care) NIH funding as PI additional scholarship
national reputation - Promotion to Professor more of the above
sustained NIH funding and scholarship national
and international reputation
22Example Academic Investigator
- Promotion to Associate Professor documented
excellence in research NIH (or equivalent)
funding scholarship (peer-reviewed
publications) nascent national reputation - Award of Tenure documented excellence in
research plus another area maintained NIH
funding (renewal of grant second grant or the
award of a group grant (PPG, etc.) additional
scholarship national reputation - Promotion to Professor more of the above
sustained NIH funding continuing scholarship
national and international reputation - (Note Being PI of a project in a PPG or SCOR
is regarded as equivalent to being PI of an NIH
R01.)
23Example Clinician Educator
- Promotion to Associate Professor documented
excellence in one area scholarship
local/regional reputation board certification - Award of Tenure documented excellence in two
areas additional scholarship regional/national
reputation - Promotion to Professor all of the above plus
significant scholarship national reputation - Note Professor is a big jump from Associate in
that substantially more scholarship and national
reputation are required.
24Example Academic Educator
- Promotion to Associate Professor documented
excellence in education scholarship
local/regional reputation - Award of Tenure documented excellence in
education and one other domain additional
scholarship regional/national reputation - Promotion to Professor all of the above plus
significant scholarship national/international
reputation. - Note Professor is a big jump from Associate in
that substantially more scholarship and national
reputation are required.
25Criteria for promotion non-tenuredClinical
Faculty track
- Promotion to Associate Professor documented
excellence in one area scholarship optional
local/regional reputation board certification - Promotion to Professor documented excellence in
one area substantial scholarship national
reputation - Note Professor is a big jump from Associate in
the level of scholarship and national reputation
required. - ___________
- CFs may do clinical care, teaching, research,
institutional service, etc. They are evaluated
according to their job descriptions, but credit
is given for all of their accomplishments.
26Criteria for promotion non-tenured Research
Faculty Independent Research
- Promotion to Associate Professor documented
excellence in independent research (as PI) NIH
funding scholarship significant national
reputation - Promotion to Professor all of the above
sustained NIH funding national and international
reputation - _____________
- Accomplishments in other areas (e.g., teaching
or clinical) are taken into account but not
required.
27Criteria for promotion non-tenured Research
Faculty Research Support
- Promotion to Associate Professor documented
excellence in research (as co-investigator)
scholarship evidence of significantly enhancing
the research programs of other UVa faculty
members - Promotion to Professor all of the above
sustained funding as co-investigator national
reputation - _________________
- A Research FacultyResearch Support faculty
member may move into a RFIndependent Research
appointment. The Committee tries to judge each
candidate on his/her total record of
achievements.
28Criteria for promotion non-tenuredInstructional
Faculty
- Promotion to Associate Professor documented
excellence in the area of the job description - Promotion to Professor not an option
29Documenting Excellence
30Documenting Excellence in Research
- Judgments of peers funding from nationally
competitive sources, esp. NIH external letters - Research Productivity Papers in peer-reviewed
journals quantity is considered, quality is
weighted more heavily than quantity - Impact of Research journal rankings, citations,
invitations to speak at national meetings and
other institutions, letters from leaders in the
field that specify candidates contributions to
field - Ability to attract students and fellows and
evidence of productive interactions with other
investigators
31Excellence Funding AI CI tracks
- Assistant to Associate one external grant
(e.g., R01 for AI K award for CI) - Associate to Tenure continuing funding (2nd R01
or competitive renewal for AI 1st R01 for CI) - Tenure to Professor sustained funding track
record of secure funding - Note Funding can be R01-equivalents (program
project, center grant, DOD, NSF, American Heart,
American Diabetes, etc.)
32Criteria for Collaboration
The School of Medicine has the following
criteria for the evaluating candidates
involved in team science 1. The curriculum
vitae contains evidence of research
scholarship in peer-reviewed journals of
significant impact and sustained, successful
competition for hypothesis-driven, extramural
funding (NIH, AHA, NDF). Co-investigator or
project investigator on a PPG is counted like a
R01 investigator of other type (with significant
time and effort) will be valued. The
bibliography may include middle-authored
publications, and non-PI roles on grants should
be explained with annotations giving the
candidates specific contribution to projects.
33criteria for collaboration (cont)
- Letters from collaborators speak to the unique
and invaluable contribution made by the candidate
to the success of the research. External
referees acknowledge the candidate's national
reputation and recognition as a "collaborator's
collaborator or "researcher's researcher." - 3. Letters about the candidate should discuss how
this particular collaboration generates synergy,
creates innovative research networks and/or
institutional opportunities beyond the expected
product of the individual, and independent
research. - 4. First-author scholarly publications may
include application development, instructive
descriptions of interdisciplinary methodologies,
commentaries, or chapters.
34How publications are evaluated (no formula, no
absolute number!)
He should have published.
35Evaluating publications
- More weight is given to first- and senior-
(corresponding) author papers. - Quality is as important as quantity.
- Special attention is paid to the papers published
at UVa and since the last promotion. - The quality of journals is relevant. We look at
journal rankings and impact factors published by
ISI. Impact factors differ by field. We realize
they are not perfect and that they differ by
fields.
36evaluating publications (cont)
- Citations to the candidates papers tell us the
impact the candidates publications have on
his/her field. We know that publications in some
fields garner more citations than others. - Un-refereed publications (chapters, invited
articles) are also considered but are given less
weight. - Electronic publications are more difficult to
judge we recommend publication in print
journals if possible.
37Documenting Excellence in Education
- Didactic Teaching quantity and quality
evaluations by students, residents, or fellows
(compared to other instructors) evaluations by
peers teaching awards in the department or SOM
development of new courses leadership of
courses responsibility for innovations - Training in Laboratory and Clinical Research
attracting students, residents, and fellows to
collaborate in your activities evaluations by
them posters and papers presented by them at
national meetings papers co-authored by them
awards won by students, residents, or fellows
38excellent in education (cont)
- Clinical Training directing residency or
fellowship program innovations in training
initiating a new fellowship papers, posters,
presentations co-authored with students,
residents, or fellows awards won by residents
or fellows evaluations by students, residents,
or fellows
39Documenting Clinical Excellence
- Some suggested criteria for clinical excellence
- (see details at http//www.healthsystem.virginia.
edu/internet/faculty-dev/PandT/documents/Clinical-
Excellence-Criteria.pdf ) - Productivity 50 of MGMA scale other
- Adherence to practice standards specialty
specific - Patient satisfaction scores
- Institutional performance standards
- Outcome measures specialty specific
- Practice improvement innovations
- Scholarly activity
- 360-degree evaluations
40clinical excellence (cont)
- A physician is recognized as a clinical leader
who is a recognized authority in a clinical
specialty. He/she is repeatedly requested to
instruct other physicians through consultations,
lectures, seminars, visiting professorships, and
invited writings. He/she is known across the
clinical services as the person to talk to about
patient problems. -
- A physician is recognized as a superior
consultant who is attentive to the needs of the
patient and of the referring physician
(evaluations and letters from referring
physicians are useful for PT).
41- As an alternative to traditional research, a
physician may establish a new field or a new
school of thinking in clinical medicine, adapt a
major application of new knowledge to the
clinical setting, develop or improve a diagnostic
or therapeutic technique, design or implement a
new program of patient care and/or education,
develop patient education materials, pursue
health services research, or create a new and
innovative mode of health care delivery. (This
is called scholarship of application.) - Scholarship of application ideally results in
peer-reviewed publications and presentations at
regional or national meetings and other
institutions.
42Documenting Excellence in Service (e.g.,
Committees)
- In general, service on departmental or SOM
committees is NOT highly weighted! - There are exceptions, such as being chair of
important departmental or SOM committees, Academy
of Distinguished Educators (for CE track),
residency program director. - Committees do vital work, but no one was ever
denied promotion for refusing assignment to
internal committees. - Dont be afraid to refuse to serve on a committee
that doesnt interest you. - Do serve on committees that interest you and
whose work will affect your functions, but they
may not help you be promoted. -
43How Scholarship is Evaluated
- Peer-reviewed publications (highest weight)
- Quantity especially since appointment or since
last promotion - Quality ranking of journals citation history
- Weighted more heavily first- and
senior-(corresponding) author publications
44evaluating scholarship (cont)
- Publications that may not be peer-reviewed
- Chapters (is it in a well-respected book?)
- Invited reviews and comments (quality of
journal?). This is evidence of reputation. - Electronic publications are currently hard to
evaluate Beware! (This is evolving.) - Note Scholarship that does not result in some
sort of publication is more difficult to
evaluate.
45Indicators of Regional/National/ International
Reputation
- Service on a study section or grant review panel
of a regional or national agency - Membership on editorial boards of major journals
- Invited reviews and articles
- Invited talks at regional/national/ international
symposia and at other institutions visiting
professorships - Officer, chair, or member of a committee of
regional or national professional or scientific
society
46Objective 3 To help candidates get their
materials in the best possible shape for the
PT committee
47General Advice
- Keep good records start maintain a file of
information on excellence (awards, grateful
patient letters, student evaluations, etc.). - Be certain that what you do fits with your track
and your job description confer with division
head/chair. - Seek advice from mentors, including members of
the PT committee.
48Promotions Portfolio
- Curriculum vitae annotated (see details at
http//www.healthsystem.virginia.edu/internet/facu
lty-dev/PandT/documents/CV-Format.doc) - Personal statement (one page) (see examples at
http//www.healthsystem.virginia.edu/internet/facu
lty-dev/PandT/pstatement.cfm - Documentation of excellence in primary area
- Document of excellence in secondary area(s)
- Documentation of scholarship, including 3
publications (pdf files) - Documentation of service (local, regional,
national) - Letters from internal and external referees
note the new requirements for minimum and maximum
number of names to be submitted
49CV Pointers from the AAMC
- Curriculum Vitae - Tips and Strategies
- Tips
- Structure and format
- Format be consistent don't be repetitive be
concise include a page number and name header on
all pages be neat - Don't include SSN, age, gender, race, religion,
political affiliation, marital/parental status,
disability or national origin explanation of why
you're leaving your present job salary history
DEA numbers - Date alignment because CVs are read left to
right, avoid placing dates on the left margin as
doing so emphasizes the date as opposed to the
activity - Reverse chronological order present position
is listed first same for honors, publications,
etc. - Font, paper, printing
- Font use 12-18 point font size for name (the
largest font size you use) - 12-14 point font for headings 10-12 point font
for text. Don't use too many fonts - pick one and use it throughout
- Paper use white/off-white 24-lb paper and a
matching envelope - Printing/typesetting use a laser printer
never use a dot-matrix printer - Proofing
- Proof VERY carefully and dont rely ONLY on
automatic spell check
50AAMC pointers (cont)
- Strategies for keeping current
- Update materials at least semi-annually
- Collect things in real time as they happen
- Use holding files with folders (electronic or
paper-based) for each of the sections - Keep publications as submitted, in press, and
published (keep the same system for your teaching
portfolio) - Keep a running header with the most current
version - If you maintain different versions of your
documents for different purposes, update them at
the same time or keep clear notes about what
you've updated and what you haven't. Keeping a
base file, then running "compare documents" will
do much of that work for you, provided you save a
redlined version and note on other documents the
need to update them for consistency. - NOTE Be honest!
Available at http//www.aamc.org/members/facultyde
v/facultyvitae/fall05/cv_portfolio.htm
51How to list journal articles on CV for PT
citation analysis, journal rankings, and author
contribution
- You need to provide special information about
your papers published at UVa - Impact Factor (IF) of the journal
- Rank of that journal (ranked by IF) in its field
- The ISI "Web of Science" website (can be found
from HSC Library homepage) can be used to get the
full citations to your published papers and the
journal impact factors and rankings. Phone or
e-mail Karen Knight in the Library if you need
help with this. - Contribution to paperif you are neither the
first author nor the corresponding author,
explain briefly what you contributed to the paper
52Examples of how to list papers in your CV for PT
(in these citations, you are U.V. Afacmemb)
- An asterisk () indicates the corresponding
author. When you are neither the first nor the
corresponding author, briefly state your
contribution to the paper. - Schmaltzcroft C, Schniklefritz PE, and Afacmemb
UV. A new class of dopamine receptors in the
median eminence. Neurosci 511234-1246, 2000. - Cited 23 times, IF 6.096, Rank 17
of 194 Neuroscience journals. Over half the
experiments were done in Dr. Facmembs lab by his
technician. -
- Afacmemb UV, Schmaltzcroft C, Schniklefritz PE.
Dopamine inhibits firing of pyramidal cells in
neocortex. J. Clinical Neurosci. 67234-245,
2001. - Cited 13 times, IF 2.045, Rank 80
of 194 neuroscience journals rank 3 among 25
clinical neurology journals. - Schmaltlzcroft C, Afacmemb UV, and
Schnicklelfritz PE. Quantification of dopamine
receptor density in the cerebellum. J.
Neurobiol. 56123-456, 2003. - Cited 5 times, IF 3.145, Rank 54 of
194 Neuroscience journals. Dr. Facmemb provided
the antibodies used to estimate dopamine receptor
density and the experiments demonstrating
antibody specificities were done in his
laboratory.
53Personal Statement
- Use active voice, not passive voice.
- Think about the audience. This document may be
sent to the people that are asked for letters. - Cover the highpoints, dont go into too much
detail on any one point. - Cover how you define yourself start with the
most important part of your job, end with a short
summary. - Examples at http//www.healthsystem.virginia.edu/
internet/faculty-dev/PandT/pstatement.cfm
54Educational Documentation
- Do not include PowerPoint slides of your lectures
unless this is something really novel. - Do include student evaluations, quantification of
your performance as compared with other
instructors. - Ask the course director if they are collecting
this information and if not tell them it is
important for your next promotion. - For CI and AI candidates your post docs and
graduate students in the lab are a reflection of
your excellence in education. Include
documentation of how these folks are doing, where
they are now, etc.
55Referee Letters
- Letters from independent external referees (at
least 5) from individuals at proposed rank or
higher who have not been formally associated with
the candidate, some referees should be suggested
by the chair independent of the candidate. List
sent by the chair to the Dean - Additional external referees who have been
associated formally with the candidate some of
these dont hurt - Letters from internal referees no set number
required - External letters should tell us what
contributions the candidate has made to his/her
field - Internal letters should tell us what the
candidate has contributed to UVa SOM
56Referee Letters Tips
- Letters are typically requested from people you
trained with. - Types of people to ask
- Co-authors, but these are counted differently
- Those in your field, know your work
- People you have invited in to give grand rounds
or a seminar - Who have higher rank than you do
- People you may know from committees (study
section, societies) or service - From equivalent or high-ranked institutions
- NAS, Nobel winners ! Famous people
57Summary Sheet Used by PT Committee
BACKGROUND EDUCATION TRAINING BOARD
CERTIFICATIONS ACADEMIC POSITIONS REVIEW OF
CURRENT POSITION (including effort
distribution) EDUCATIONAL CLINICAL .
RESEARCH GRANTS
58summary sheet (cont)
PUBLICATIONS Peer-reviewed
papers
Chapters, invited publications,
etc. REPUTATION (Area, State, Regional,
National) INSIDE LETTERS OUTSIDE
LETTERS PUBLICATIONS SUBMITTED (List and brief
evaluation) CANDIDATE'S MAJOR ROLES AT UVa AND
IN THE WORLD CONTRIBUTIONS OF CANDIDATE'S
SCHOLARSHIP NATURE AND SIGNFICANCE SUMMARY
59How a consultation might be helpful
- Am I on the right faculty track?
- Am I a reasonable candidate for promotion or
tenure at this time? - What are my strengths and weaknesses vis-à-vis
promotion/tenure? - How can I better document my accomplishments?
- Can my promotions portfolio be polished?
60Before submitting your portfolio, you are
encouraged to consult PT Committee members
- We want you to understand the PT guidelines and
to know how you stand with respect to the
criteria for promotion and to construct your
portfolio in the best possible way. - PT Committee Members, 2008-2009
- Emilie Rissman, Biochemistry and Molecular
Genetics (Chair) - Mark Abel, Orthopedics (Vice-Chair)
- Victor Baum, Anesthesiology
- David Brautigan, Microbiology
- Mark Conaway, Health Evaluation Sciences
- Jim Garrison, Pharmacology
- Suzanne Holroyd, Psychiatry
- Bea Lopes, Pathology
- Stephen Park, Otolaryngology HNS
- Thomas Platts-Mills, Internal Medicine
- Rob Sawyer, Surgery
- Mark Shaffrey, Neurosurgery
- Judy White, Cell Biology
61Other able consultants
- Veterans of PT Committee
- Larry Phillips, Neurology (former chair)
- Howard Kutchai, Physiology (former chair)
- Sim Galazka, Family Medicine
- Jim Bennett, Neurology
- Peggy Shupnik, Internal Medicine
- Stacey Mills, Pathology
- Bob Bloodgood, Cell Biology
- Peyton Taylor, OB/GYN
- Dick Santen, Internal Medicine
- Ann Beyer, Microbiology
- George Rich, Anesthesiology
- Tom Daniel, Surgery
- John Hanks, Surgery
- Sharon Hostler, Interim Vice President and Dean
62Good Luck!
- Emilie Rissman, PhD
- Chair, PT Committee
- Phone 982-5611
- E-mail efr2f_at_virginia.edu