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Preparing for Promotion Advice from the
Rank & Tenure Committee
Karen Marcdante, MDMedical College of Wisconsin
Questions for Faculty
How is excellence in academic faculty recognized?
With all the tasks I’m asked to do, who makes sure that I will advance?
How do others know that I am productive?
Objectives for Today
Describe Promotion Tracks/Pathways
Explain the process for Promotion
Provide some DOs and DONTs
Bruce Campbell, MD (Otolaryngology)Eric Cohen (Nephrology)Julie Biller, MD (Pulmonary Medicine)Owen Griffith, PhD (Biochemistry)Cecilia Hillard, PhD (Pharmacology)Karen Marcdante, MD (Pediatrics) (chair)Marlene Melzer-Lange (Pediatrics)Frank Pintar, PhD (Neurosurgery)Hershel Raff, PhD (Endocrine)Jeanne Seagard, PhD (Anesthesiology)Craig Young, MD (Orthopedics/Sport Med)
Rank & Tenure Committee Composition
The Promotion Tracks
“Traditional”
Clinician-Educator
Research
Academic Clinician
Promotion Criteria
Demonstrated excellence and achievement in – Scholarship/research– Teaching– Service
Amount and type of activity varies by track
TraditionalClinician-Educator
The Tracks: Expected Effort
ScholarshipTeachingService
The Tracks: Expected Effort
Scholarship
Teaching
Service
Research Academic Clinician
The Promotion ProcessDepartmental review
Chair proposed faculty for promotion
Packet Preparation for Committee
Rank & Tenure Committee Review
Dean/Board of Directors Approval
You’re Promoted!
Deadlines: For July 1st implementation
October 1st: Traditional Path and all tenure
January 1st: Clinician Educator, Research, Academic Clinician
For updated guidelines, more information and MCW CV format , see website:
http://www.mcw.edu/facaffairs
What to provide when proposedUpdated CV
Updated portfolio (CE/AC tracks +?)
Names of referees
Two representative publications
Number of refereesResearchPath
Clinician Educator Path
Academic Clinician Path
Traditional
Assoc Professor Internal External
45
42
4*2
45
Professor Internal External
47
44
6*2
47
Selecting Referees
All letters– Best if referee at/above proposed rank– 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
Preparing the Packet(Office of Faculty Affairs)
Solicits letters from the referees.– Referees are provided
Full packet (including portfolio)MCW promotion criteria for rank and track.
When the minimum # of letters are received, the packet is sent to the R&T Committee.
R & T Committee ReviewR&T committee members receive packet (CV, letters, portfolio, articles)
– May request additional information– If need additional info, proposal is tabled
Votes on proposed action
Majority ( 6 of 11) required for action– Accept or reject proposed promotion
R&T Committee review
Careful review of activities and productivity, letters, products
Comparison to requirements
Strong focus on promoting when possible– Discussion of quality, quantity, criteria
What we look for: Traditional Track
Independent research funding
Peer review publications
Service (committees, councils)
Teaching activities
Evidence of reputation– Associate Professor: Regional/National– Professor: National/International
What we look for: Clinician Educator Track
Excellence in teaching/education and clinical practice
Scholarship– Development/dissemination of materials– Publications
Service to institution (MCW/hospital)
Evidence of reputation– Associate Professor: Regional– Professor: National
What we look for:Research Track
Independent funding and publications
Role in research program/core facility
Role in research training
Evidence of reputation– Associate Professor: Regional– Professor: National
What we look for:Academic Clinician Track
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 years
Service to institution (MCW/Hospital)
Types of Evidence
CV– Provides useful information if done well– Includes entries that may not be
understood by committeeConsider annotations as needed
CV examplesNew Investigator AwardResearch in Medical EducationCentral Group on Educational Affairs of the Association of American Medical
CollegesCompetitive award, selected by medical education
researchers based on abstract and presentation
CV Examples
30 hours/year Introduction to Clinical Medical (M1)(the Medical Interview)
10 hours/year Bioethics Small Group Facilitator (M2)
7 hrs/rotation8 rotations/yr
Case-based Interactive Learning Sessions: Pediatric interview and child development, SP evaluation (M3)
Provides an idea of time commitment
Portfolios
Used most often in Clinician Educator but can be provided by anyone
Contains additional evidence not easy to incorporate into CV
Examples of your best work that demonstrate your impact
Portfolio Example: Teaching
0
0.5
1
1.5
2
2.5
3
3.5
4
96-97 97-98
All U.K. Faculty
All Year 3 & 4COM Faculty
All PediatricFaculty
Dr. Chris Nelson
Student Teaching Evaluations: Dr. Nelson compared to other faculty
Portfolio Example: Clinical
Section's Patient Volume
400500600700800900
10001100
1999 2000 2001 2002 2003 2004
Year
No. of Pts
Year gone on sabbatical
Portfolio Example: Administration
Role: Facilitator, OSCE program developmentActivities: Developed 12 OSCE stations
Implemented OSCE evaluationDeveloped teaching OSCE, video
OSCEStudent rating: 90% rate it as excellentProducts: OSCE evaluation system
(reliability 0.69-.89)2 peer reviewed national presentations1 publication
Portfolio Example: Academic Clinician - QI
0
10
20
30
40
50
60
70
80
90
July October January April
Percent
receiving enteral feeds
Implementation of protocol
TenureAwarded to individuals deemed “vital” to missions– For accomplishments beyond achieving
academic recognition– Reflects exceptional, continuous contributions
Available for Traditional and Clinician Educator paths only
Granted independent of promotion
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
Rarely given below rank of Professor
The Dean and BoardPositive Vote
Dean notified– Can overturn a positive, not negative
vote
If Dean approves, sent to MCW Board of Directors
If Board approves, promotion takes effect July 1st.
Negative VoteR&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 and MCW cultureNo “Up or out” policy
Tenure rarely granted at Associate Professor level– Different from state institutions
Goal of the committee = Promotion– Work with department to optimize
chance– Still need evidence of excellence
Promotion “DOs”
Start preparing NOW– Collect evidence– Keep CV up to date
Get input from others– Colleagues, mentors, chairs
Know the criteria
Promotion “DOs”:When submitting
Use MCW format for CV/portfolio
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– Talk with them personally (not via email)
– 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
Promotion “DON’Ts”
Submit incomplete/sloppy materials
Include “wish list”– Submitted papers, grants, etc
Assume we’ll know anything about you
Promotion “DON’Ts”
Ask for a letter from a member of R&T– Can’t vote for you if wrote a letter
Make it difficult for committee to see your value
SummaryKnow criteria for promotion in your track– Deliberately pursue the criteria
Follow the process to provide best evidence
Pay attention to the details (Dos and Don’ts)
SummaryPromotion 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