SoM Promotion and Tenure Process Overview

(or everything you wanted to know about promotion but were afraid to ask….)

Dianne Durham, PhD

Senior Associate Dean Faculty Affairs and Development

School of Medicine

June 10, 2020

Promotion and Tenure Application Timeline

January – May 2020 Meet with department chair for annual faculty

assessment, discuss application suitability

March 2 – June 1, 2020 Submit registration after discussion with chair

May 1 2020 Begin receiving instructions from FAD to set up SharePoint folders

Now – Aug 31, 2020 Update CV, collect and upload information; requiredmeeting with Senior Associate Dean to review CV

August 3, 2020 Deadline for Department P&T Committees to meet

(letters not due until Aug 31)

August 31, 2020 APPLICATION DEADLINE

Complete application upload (CV, names of references, other supporting documents)

September 1 – December 1 2020 Updates from FAD to applicants (e.g. rec letters)

Updates for items already on CV may be sent to FAD 6/10/2020

Promotion and Tenure Review Timeline

Departmental P&T Committee

(summer 2020)

Campus APT Committees (KC and Wichita)

(September – December, 2020)

Joint P&T Committee

(January 2021)

Executive Dean, SoM

(February 2021)

Vice Chancellor for Academic Affairs

(March 2021)

Executive Vice Chancellor

Chancellor

(Effective July 1, 2021)

Unofficial

notification

Department chair

also evaluates

6/10/2020

Promotion and Tenure Review TimelineCampus APT Committees (KC and Wichita)

(September – December, 2020)

n=111 registered

n=?? reviewed

Today concentrate on preparing a successful package• Website resources

• CV preparation – Navigating FACT

• General CV highlights

• Common issues – e.g. Covid

• Reference letters

• Questions

6/10/2020

This page has documents and important links

Angie Basgall is the P&T expert

A complete CV is essential to describe your accomplishments

Your CV documents your career level for:

• Teaching

• Service (clinical and non-patient care)

• Research and Scholarship

It is the most important part of your application

Updated 2/27/20

6/10/2020

The Academic Rank Matrix defines career level expectations for each track and rank

The Academic Rank Matrix defines career level expectations for each track and rank

6/10/2020

Domain expectations – activities by career level for all domains

6/10/2020

Domain expectations

– activities by domain

for all career levels

As the ophthalmologists say………

Better 1? Or 2?

• Common CV tips, cautions

• CV is the most important thing – make your case

• Use FACT –read the directions carefully

• Key ingredients for success

The SoM Formatted CV is made up of four basic sections:

I. Personal Data

II. Teaching Activities (all types)

III. Service Activities (Clinical and All Other)

IV. Research and Scholarly Activities

SoM CV is organized to facilitate evaluation of faculty

achievement in each of 3 specific academic categories

Information about your activities are first entered into FACT, a

database system for collecting information.

You can then choose to run a SoM CV report (always in the

latest SoM format) or a “regular” CV report.

You only need to enter data once to get either report.

The CV you upload will be the SoM CV report from FACT.

Krista Wimberly can help with all things FACT6/10/2020

Fact screens

are organized

like the SoM CV

categories

Tutorials are

available to

assist with FACT

data entry

Use FACT to fill out your CV; everybody’s doing it

6/10/2020

Section I – Personal Data

1. Applicant Information

2. Professional DevelopmentA. Undergraduate and Graduate Education

B. Postgraduate Education

C. Continuing Education/Faculty Development (in relation to faculty appointment; only “above and

beyond))

D. Academic and Professional Appointments and Activities (current and previous)

E. Professional Registration/Licensure

F. Professional Certification(s)

G. Professional Societies and Affiliations

H. Honors and Awards

I. Acronyms

Full Name Degree(s)

Current Academic Rank

Current Academic Track

Primary Department

Secondary Department

Office Address Mailstop

Office Phone Email

1. Opening Statement (highlight important events, why you reached career level)

2. Instruction DetailsA. Didactic (formal) (combine annual event into one line, with inclusive years)

B. Non-didactic (informal) (journal club, CBCL, PBL, workshops, labs)

C. Clinical (learners in a clinical setting; include hrs/week, # learners, weeks/year)

D. Master’s Theses and PhD Dissertations Directed

E. Supervision of Students, Residents and/or Postdoctoral Fellows (should involve a project; can highlight pubs, awards)

F. Advising (career advising for individuals or groups)

G. Other Teaching Activities/Invited lectureships (CME or faculty development sessions, patient education, community outreach)

3. Development of Educational Materials

4. Educational Leadership

Section II – Teaching Data

1. Clinical Service (Patient Care)Text box for description of clinical practice; Need quantitative data also (RVUs vs benchmarks) either on CV or uploaded separately

2. Other Service (Not Patient Care)Text box for description of clinical practice; Need quantitative data also (RVUs vs benchmarks) either on CV or uploaded separately

A. International and National Service (all journal article reviews)B. Regional, State, and Local ServiceC. KUMC, School of Medicine, TUKHS & Departmental Service

Section III – Service

1. Opening Statement (describe area of interest, highlight accomplishments, evidence for career level)

2. Grants, Contracts, and Clinical TrialsA. Previous Grants, Contracts, and Clinical Trials

B. Current Grants, Contracts, and Clinical Trials (describe your role if not PI)

C. Submitted Grants, Contracts, and Clinical Trials (even if unfunded)

3. Scholarly Publications (DO NOT include “in preparation”)

A. Articles (Peer-Review, Published)

B. Manuscripts in Press (accepted, just waiting to be published)

C. Manuscripts Submitted - not yet accepted for publication

D. Invited or Non-Peer Reviewed Articles or Reviews

E. Books and Book Chapters

F. Published Abstracts**

G. Other Scholarly Publications (white papers, practice guidelines, etc)

Section IV – Research and Scholarship

The most common advice I give when reviewing a CV

• Make it easy for the reviewers

• Consolidate activities where appropriate

• Describe activities for someone not in your field

• Pay attention to the overviews – use them to highlight important stuff

• End each one with evidence for career level achievements – this is where you make your case for reaching your milestones!!

• Highlight national level activities for full professor

• Show the reviewers you care about the process

• Proofread your CV – if you don’t care, the reviewers won’t either

• Include everything; no surprises in chair or dept letter

• Specific sections

• Educational leadership, development of materials for mid-career

• Describe your role if not PI on a grant or trial

• Describe clinical practice so a non-clinician understands what you do

• Early career in research and scholarship requires publications6/10/2020

Reference LettersDepartmental committee and chair letters:

– Provide perspective on the applicant, how they contribute

– Emphasize or highlight data in the application

– Explain significance of achievements, specific to the field of endeavor

– Committee letter should list members present and state committee vote (e.g. 3 in favor, 2 against)

– Chair discusses committee, chair recommendations with applicant

Reference letters:

– Nominee provides contact information; form in SharePoint

– Dean’s office contacts referees on behalf of the SoM APT committee

• You may contact your referees to make sure they are willing to write a positive letter

• However, FAD will request the letters, which are sent directly to our office

– Referees receive instructions to email letters to a secure email address

– Promotion to associate professor – need 3 letters, submit 5 names

– Promotion to professor – need 5 letters, submit 8 names

Additional letters may be required:

– Letter from division director, chair of secondary department, center or institute if applicable

Reference Letter Guidelines

• Referees must be at the

requested rank or higher

• For tenure track,

research track referees

must be outside of

KUMC

• For full professor, it is

suggested that some

referees be from outside

KUMC

• Use the materials on the FAD website (FACT Screenshot Guide, CV mapping template) to figure out where things go on the CV. You can also email FAD to ask questions.

• Put all your activities on your CV! Go through your calendar to jog your memory. You may include presentations that were canceled because of COVID travel restrictions.

• Watch for and correct spelling errors. Bold your name in publications in the final Word SoMCV report from FACT.

• Glossary of acronyms is very helpful (FACT creates it for you)

• Use narrative opening statements to summarize your activities and highlight what you want the reviewer to be aware of; make the case for reaching your desired career level

• Make sure to include teaching evaluations; FAD can set up peer evaluations if desired.

• Encourage details (reviewers are from different departments and campuses)

Questions are always welcome! Contact us anytime.

Contact Angie Basgall or Elizabeth Harner

to schedule an appointment with Dr Durham for CV input

General Helpful Hints

Applicant P&T website on SharePoint: