The Promotion ProcessPresentation of the

Rank & Tenure Committee

Cecilia Hillard, PhDChair, Rank and Tenure

Committee

Medical College of Wisconsin

Objectives for Today

Describe Promotion Tracks/Pathways

Explain the process for Promotion at MCW

Provide some DOs and DONTs

Stephen Duncan, PhD (Cell Biology)

Joseph Layde, MD (Psychiatry)

Michael Quasney, MD, PhD (Pediatrics)

Frank Pintar, PhD (Neurosurgery)

Wai-Meng Kwok, PhD (Anesthesiology)

Craig Young, MD (Orthopedics/Sports Med)

Karen Brasel, MD (Surgery)

Dara Frank, PhD (Microbiology)

Jeffrey Whittle, MD (Medicine)

Jay Sandlow, MD (Urology)

Rank & Tenure Committee Composition

Up-to-date information at Infoscope

Faculty Affairs

The Promotion Tracks

Traditional

Clinician-Educator

Research

Academic Clinician

Promotion Criteria

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

Amount and type of activity varies by track

Traditional Pathway

Independent, extramurally funded researcher• Senior-authored, peer reviewed publications;

PI on grants; patents

Significant contributions to the educational missionService to MCW and to the broader scientific communityNational (Associate) or International (Professor) reputation

Research PathwayResearch is the primary emphasis• Can be an essential member of a research

team• Lead a critical research core• Can be independently funded

Educational contributions can be “traditional” or in research trainingService to MCW and to the broader scientific communityRegional (Associate) or National (Professor) reputation

Clinician Educator Pathway

Scholarship and excellence in clinical science and/or education• Scholarly products are required; best

are peer-reviewed

Significant contributions to the educational missionService to MCW or hospitalsRegional (Associate) or National(Professor) reputation

Academic Clinician PathwayExcellence in clinical practice; clinical program development• Less emphasis on scholarly products, but need

to show impactSome contribution to the educational missionService to MCW or hospitalsTime in rank (10 years as assistant; at least 5 as associate)• Other institutions count; equivalent

nonacademic positions

TenureAwarded to individuals deemed “vital” to missions of MCW– Is recognition of future promise, based upon

accomplishments– Reasons for vitality are outlined in chair’s letter and

referee letters

• Available for Traditional and Clinician Educator tracks; Associate and Professor ranks

Granted independent of promotion, but can be granted at the same time

Types of Evidence

CV– Must be in MCW format; use the faculty

collaboration data base– Follow the categories, use those that are

appropriate for you– Feel free to annotate; add a category

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

1998-2004

30 hours/year

Introduction to Clinical Medical (M1)

(the Medical Interview)

2004-present

10 hours/year

Bioethics Small Group Facilitator (M2)

2006-present

7 hrs/rotation

8 rotations/yr

Case-based Interactive Learning Sessions: Pediatric interview and child development,

SP evaluation (M3)

Provides an idea of time commitment

Educator’s PortfolioUsed most often by those in Clinician Educator and Academic Clinician pathwaysContains additional information beyond the CV (do not duplicate)Demonstrate your impact in education and clincial program developmentQuantitative data are better than testimonialsBe concise - no more than 10 pages (we prefer 5)We do not need a statement of your philosophy

Portfolio Example: Teaching

0

0.5

1

1.5

2

2.5

3

3.5

4

96-97 97-98

All 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 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: Academic Clinician

0

10

20

30

40

50

60

70

80

90

July October January April

Percent

receiving enteral feeds

Implementation of protocol

Letters of support

Ideally, they address your impactCan provide us with perspectiveCan put your accomplishments into a context

Selecting Referees

Choose people who can speak to your impactChoose people with stature; rank helps us gauge this as does institutionInternal referees– Outside of your department– Comment on novel aspects of your contributions (eg

committee work or educational role)

External referees – Must have left MCW more than 5 years ago– Try to get a variety of institutions

The Promotion ProcessDepartmental review

(Internal Promotions Committee)

Chair proposes and submits “materials”

Faculty Affairs solicits and receives letters

Rank & Tenure Committee Review

Dean/Board of Directors Approval

What materials are required when proposed?

Letter from the Chair outlining reasons that promotion is requested and:

Curriculum vitaeEducator’s portfolio (CE/AC pathways)Names of refereesTwo publications

Deadlines for receipt of materials in Faculty Affairs:

For July 1, 2012 implementation

October 1, 2011: Clinician Educator

January 1, 2012: Traditional, Research, Academic Clinician, Tenure

Minimum number of refereesResearch

Path

Clinician Educator Path

Academic Clinician Path

Traditional

Path

Assoc Professor

Internal

External4

5

4

2

4

2

4

5

Professor

Internal

External

4

7

4

4

6

2

4

7

Preparing the Packet(This occurs in Faculty Affairs)

Solicit letters from the referees.– Referees are provided:

CV, portfolio and publications

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

R&T committee members receive “packet” several weeks ahead of the meeting (Chair letter, CV, letters from referees, portfolio, publications)

Carefully review the entire packet before the meeting

Comparison to requirements

R & T Committee ReviewA member presents a brief overview of the candidate’s accomplishmentsDiscussion; comparison to criteriaVote, using a “motion, second” process– Accept or reject proposed promotion– Table for more information or clarification

Majority of those present required for actionWe review as many as 15 packets/meeting; rolling process

The Dean and Board of TrusteesPositive Vote on Promotion/Tenure

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 Vote

R&T chair communicates with departmental 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 cultureTraditional pathway faculty in the basic science departments must be promoted to associate professor within 7 years of assistant professor appointment; other pathways do not have a clock

• Tenure not automatically granted at Associate Professor level

• The R+T committee will– Work with department to optimize materials– Provide advice regarding CV and portfolio

preparation

Promotion “DOs”Start preparing NOW– Collect evidence– Keep CV up-to-date– Review often– Cultivate referees

Get input from others– Colleagues, mentors, chairs, rank and tenure

members

Know the criteria– Work to fulfill them

Promotion “Dos”

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 is insufficient to

demonstrate your contributions and impact

Submit your best publications

Promotion “Dos”

Select referees carefully– Talk with them beforehand– At or above proposed rank– It is helpful if he/she can comment on whether

you would be promoted at their institution– Include key people in your career, but try to

expand beyond those involved in your training– Ask for more than required minimum

Promotion “DON’Ts”No incomplete/sloppy materials- No typos, incorrect grammar, incomplete citations,

duplications, out-of-date information- Don’t mix abstracts, chapters, papers- Follow the instructions for the CV categories- When in doubt, ASK!

No “wish lists”- Submitted papers- Approved but not funded grants

No assumptions – Define abbreviations– Annotate to clarify

SummaryHave frequent discussions with your chair; understand the departmental expectations for promotion

Know criteria for promotion in your pathway– Deliberately pursue the criteria

Follow the process to provide best evidence

Pay attention to the details

Summary

Promotion and Tenure decisions are based on evidence of excellence in your contributions to the MCW missions

Rank and tenure is flexible in our consideration of “evidence of excellence”

Provide clear documentation

– Ask for help on preparation

Goal is to promote when prepared

Thank You!

Questions?