ELIZABETH PUSCHECK, M.D., M.S. DEPARTMENT CHAIR

OBSTETRICS AND GYNECOLOGYWAYNE STATE UNIVERSITY

Preparing Your Promotion and Tenure Package:

Clinician-Educator Faculty

START

P&T

Document

KNOW IT!

OR

Set

Goals

Plan routeClinical Activity

Research

Teaching

Document - OR

Current

CV

Tenure Clock??? Associate ProfessorMore

BetterInvited Presentations

Editorial Boards

Document - OR

Professional

Societies

It’s Your Move!Lee Lee Doyle, Ph. D. University of Arkansas for Medical Sciences

College of Medicine

Significance of Promotion & Tenure

Recognition of academic accomplishment and advancement by faculty members at the Department and School levels

Recognition and commitment by the University P&T Committee and the Provost (and the Board of Governors)

Promotional raise

The Faculty Affairs Website

http://facaffairs.med.wayne.edu/

Promotion/Tenure Annual Timeline

May/June

Faculty member concludes preparation of P&T dossier

June/July

Department requests external letters of evaluation

July/August

Department P&T Committee meets

Letters from P&T Chair and Department Chair complete the dossier

September 1

Dossiers are submitted to the School of Medicine Human Resources Office

September/October

Human Resources office reviews content of dossiers in detail

November

External letters of evaluation are added to P&T dossier

Original file is copied and distributed to SOM P&T Committee members

Promotion/Tenure Annual Timeline (2)

December

SOM P&T Committee deliberates

Denial notices are sent to faculty, informing them of the appeal process

Approval notices are sent to faculty

January

Appeal meeting of SOM P&T Committee; notices of approval or denial

Approved files are sent with letters from the SOM P&T Committee and the Dean to the Provost

February/March/April

Any major NEW information for the dossier should be sent to the Provost‘s Office

Deliberations of the University P&T Committee

Departments conclude Merit Review and determine who should be recommended for P&T in the next annual program

May: Results of P&T program are announced

August: Effective date of promotion or tenure is in August

Promotion and Tenure

Who makes the decisions?

Department P&T Committee The SOM Promotions and Tenure Committee (Executive

Committee)WSU P&T Committee

What documents do they need?

The CV (only part of the package) Personal statement, teaching grid & portfolio, grant grid External letters (also Chair‘s & departmental committee letters for

SOM and WSU committees)

What are your chances?

How many publications do you need? What about grants?

Myths and misperceptions

Faculty Tracks

The criteria for appointment and promotion depend on the rank and track

Know your appointment track Research-Educator Clinician-Educator

Research

Refer to the Factors and Guidelines for Promotion (undergoing revision)

Faculty track is stated explicitly by the Chair in the Letter of Offer, which you sign at the time of appointment; Research-Educator is the default track, so it may not be specified

P & T Process

Step 1: Promotion is initiated by the Department(s)

● CV, Teaching Portfolio, Personal Statement, Grant Grid and 6* external recommendation letters are reviewed by Dept. P&T Committee ● *new this year – previously 3, then 3 sought by SOM

● Department P&T Committee writes letter of support

● If approved by P&T Committee, Dept. Chair‘s letter of support (very important) accompanies the package to SOM Human Resources Office

Step 2: Review at the SOM level

– Package is reviewed by SOM P&T Committee in early December

– Denial letters are mailed; if denied, can be appealed in January to the SOM P&T committee

– If approved (2/3 vote), sent to WSU with P&T Chair‘s letter and Dean‘s letter of support

SOM P&T Committee

Executive Committee of the Faculty Senate functions as the SOM P&T Committee

15 faculty members (plus a student)

Associate or Full Professor

10 tenured members (5 Basic and 5 Clinical)

5 Clinician-Educators - vote on all but tenure

Only Full Professors vote on Promotion to Full Professor

WSU P&T Committee reviews packages in March-April (15 members, 3 from SOM who were not on the SOM Committee)

The Committee is advisory to the Provost, who participates in the discussions; President is the ultimate judge, but rarely intervenes; Board of Governors ratifies the decisions

Approval letters are mailed late April/early May

Congratulations: Promotion is effective in August

Step 3: Review at the WSU level

Documentation for P&T Deliberations

• CV

• Teaching portfolio

• Grant grid

• Personal statement

• External letters of reference

Curriculum Vitae (CV)

The official record of your academic career

Use WSU CV format (for ease and efficiency of review) (available on Faculty Affairs website)

Assure accuracy (inaccuracies jeopardize credibility)

The CV can be updated at any stage in the review process, up to the review by the WSU University P&T Committee

What is your CV?Concrete representation of YOU:Who you are, where you have been, what you are doing now, where you are going

In preparing your CV, address:

• Format

• Annotation

• Comprehensiveness

• Truth

• Significance

Three Legs of the Career Stool

ScholarshipGrants, contracts, clinical trials, etc.Publications, abstracts, presentations

TeachingUME, GME, undergraduates, graduate students,

faculty

ServiceVarious settings, including clinical

Annotation: Explain the Entries in Your CV

You know yourself better than anyone else.

The reviewers will not always understand the significance of an entry in the CV.

For any entry in the CV where its impact or your role is not obvious, provide a brief explanation of impact and/or your role in an annotation below the entry. You may also provide an explanation in your Personal Statement.

The Chair‘s letter should provide explanation of your major accomplishments.

CV Format

SCHOOL OF MEDICINE CV FORMAT (include date prepared & signature) (template: Faculty Affairs website)

NAME Degree Address and contact information NO social security number

For each category in the CV, list items in chronological order Indicate dates when applicable. Eliminate any heading for which there is no entry. Font and Size: be reasonable, 11-12 point best, Arial or

Times New Roman usual choices

EDUCATION (chronological order) Baccalaureate, Graduate, Postgraduate List name of institution, location, and date of degree

Training Fellowships Postdoctoral work Additional postgraduate training (MPH, Imaging courses) Internship & Residency (if applicable)

Faculty Appointments Positions as part of faculty (not training appointments) Current rank and track (be accurate)

Hospital/Professional Appointments

Wayne Samuel Underdog, M.D.Assistant Professor, Clinician-Educator

Office address: Department of Neurology(office, phone, FAX, e-mail)

Education1990-1994 A.B., magna cum laude, Hungry College, Hamsville, Texas 1994-1999 M.D., Full of Hope School of Medicine, Heartland, Ohio

An example:

Training

1999-2002 Resident in NeurologyUniversity of Texas Health Science Center, Dallas, TX

???

2003-2004 Fellowship, Neurologic Basis of HumorMassachusetts General Hospital, Boston, MA

***Gaps in time need to be explained

Faculty Appointments

2004-2006 Assistant Professor of NeurologyNYU School of Medicine, New York, NY

2006-present Assistant of Neurology Wayne State University School of Medicine, Detroit, MI

2009-present Director of SCU*, Wayne State University SOM, Detroit, MI

*No acronyms - Spell out, e.g., Stem Cell Unit(ANNOTATE: This is the first such unit in Michigan)

Major Professional Societies2004-present Xxxxxx2006-present Yyyyyy

Medical Licensure

Board CertificationInclude certificate number and date of expiration

Honors2009 WSU SOM Teaching Award2010 WSU SOM Research Excellence Award 2009 Hershel H. Homer Award (annotate)*2005 Betty Crocker, Best Apple Pie Recipe (???)***(Annual award to member of Am. Soc. of Neurology who has made

innovative contributions to research in metallonomics)

** Leave out honors irrelevant to your career no matter how happy they make you. Community and other honors for your professional successes are fine.

ServiceIndicate dates and activity and your role for the various categories in the format model order; examples in format model are not all inclusive

WSU Service (departmental, school-level and university-level) Department/DivisionSchool of MedicineUniversity

UPG or Other Physician Practice Plan

Affiliate Medical Organizations (e.g., DMC, KCI, VA, Oakwood, Crittenton)

Professional (e.g., positions in medical or scientific organizations and societies)

Community (e.g., presentations for lay audiences, educational outreach, media presentations/interviews)

Consulting

Scholarly ServiceGrant Review Committees (Indicate full member, ad hoc member, telephone reviewer)

National/International Regional/Local

Service for Peer-Reviewed Journals EditorEditorial Board Manuscript reviewer (indicate journal and number of manuscripts)

Other (e.g., Institutional Review Board, Clinical Evaluation Committee, Data and Safety Monitoring Board)

Other

Wayne State University Service (note order of categories)

Departmental2008 - 2009 Seminar Committee, Dept. of Neurology2009 Salary Committee, Dept. of Neurology

School of Medicine2007 Building Advisory Committee2007-present Medical School Admissions Committee

University 2009-present Academic Senate

Community Service2010 Channel 56 Interview

Professional Service 2009-present Treasurer, Midwest Society of

Electrophysiology

An Example:

What to include or NOT

• Do NOT highlight your deficiencies by having lots of “None” categories. Delete headings where you have nothing (yet); add them as they become relevant

• BE COMPREHENSIVE! You know your activity best! If you do not write it down, evaluators will not know. For grant review committees, indicate if invited but unable to serve , since it documents regional or national scholarly reputation

• Annotate items

–Unique items whose significance not generally known

–Highly specialized activity

–Indicate time commitments

CV Format: TEACHING

This section is especially IMPORTANT for Clinician-Educators

This section complements the Teaching Portfolio

Years elsewhere (dates, list institutions)

Years at WSU (dates)

Teaching activity at WSU

List categories or types of teaching activity and your role. Indicate years taught

Undergraduate students

Medical students

Other students

Residents/Fellows

Faculty

Teaching

Teaching

• Mentorship (define and list mentees, preferably with dates)

• Course materials (unpublished)

• Curriculum development

• Invited teaching elsewhere, if appropriate

Visiting Professor/Lecturer (e.g., invited short courses or lectures plus interactions with students/trainees)

Grants, Contracts and Other Research Funding

Chronological order for each category; give role, title, source, total period of support, total direct costs

Current active grants

Active National/International Grants and Contracts

Active Other Grants and Contracts

Pending (waiting for review and decision; do not include planned)

Pending National/International Grants and Contracts

Pending Other Grants and Contracts

Previously funded Grants and Contracts (must list previous 10 years for tenure)

Previously submitted Grants and Contracts (if scored but not funded, you can state your score)

Grants, Contracts and Other Research Funding

Details and accuracy essential

Agency and dates of total funding

$$$ (Total direct costs) and dates in effect

Title

PI (if it is not you)

Your Role (PI, co-PI, Co-I, collaborator; be accurate)

Co-PI does not exist in VA, DoD! (check , since this is a moving target; for NIH, check RFA to be sure co-PIs are allowed)

Annotate your role (e.g., ―I provide the MRI expertise for this grant‖)

Percent effort

An example:

Current Grants2/05-1/08 National Institute of Mental Health, PI: JR Droll,

$1,000,000Co-I, WS Underdog, 10% effort (include annotation of role)―Visual incongruity in obsessive compulsive disorder‖

12/08-11/12 National Institutes of Mental Health, PI: WS Underdog, $750,000, 25% effort―The Role of GABAergic Inputs to the Amygdala in Humor and Wit‖

Pending Grants6/11 – 5/14 National Science Foundation, PI: WS Underdog, $300,000

―Loss of Comic Sense in Gulf War Veterans‖, 15% effort

Previous Grants Approved and Funded 7/06-6/08 Michigan Infectious Disease Society, New Investigator Award

PI: WS Underdog, $50,000, 20% effort―Function of the Amygdala in Humor and Wit‖

Clinical Trials Activities

Include trials in which YOU have a major role

Define your contribution (PI or co-PI, site PI for a multi-center trial, protocol committee member)

Patents

Indicate status (submitted, issued)

Date

Number

Title

Your role (primary inventor or co-inventor)

Points about Publications

The SOM Promotion and tenure Committee looks for focus of interest and accomplishment, and at the trajectory of papers over time (consistency, esp. recently)

A disproportionate excess of abstracts over published papers (i.e., abstracts not converted to publications) raises a red flag

No expectation of prescribed numbers of papers or grants: ―There are papers and there are papers.‖ Focus and trajectory over time are also important.

List in chronological order publications that are published or accepted and in press

Do not list those submitted or in preparation

Describe your role where it is not obvious (e.g., middle author) in a parenthetical annotation below the publication entry Possible roles (examples): study conception, design, implementation

(including patient recruitment), data analysis, manuscript writing

Indicate also in a parenthetical annotation co-authors who are students/trainees of yours.

CV Format: Publications

Publications

Peer-Reviewed Publications (include all formats, including electronic)

Reports of original observations

Case reports

Review articles

Editorials/commentaries

Letters to the Editor

Books, editorships, and chapters

Educational materials (computer programs, other online)

Abstracts (indicate last five years only)

Other (please specify)

Area of scholarly activity focus should stand out

Clarify if not apparent (impact factors may be appropriate for some disciplines)

Clarify journal policies as to most important authors in the sequence (e.g., first or last)

Indicate clearly if you are listed only in a multicenter study group

Publications

Original Observations

1. Underdog WS, Smith JR, and Honcho, H. The development of a sense of the comic in infants. J Humor 45: 456-461, 1999.

2. Melan-Cholia T, Underdog WS and Bliss RE. Woman with episodic hilarity and hypertrophy of the amygdala. Neuropsychiatric Radiology 3:23-25, 2005. (Your role)

3. Glad IM, Underdog WS, and Honcho H. Confocal localization of neurotransmitters mediating humorous stimuli within the amygdala. Proc Natl Acad Sci USA 78:1245-1253, 2006. (Your role and mention of student IM Glad)

4. etc.

Refereed Case Reports

1. Melan-Cholia T, Underdog WS and Bliss RE. Woman with episodic hilarity and hypertrophy of the amygdala. Neuropsychiatric Radiology 3:23-25, 2005. (Your role and mention of resident T Melan-Cholia)

Review Articles

1. Underdog WS and Honcho H. The seventh sense: comic sense. Psychiatry Reviews 45:234-267, 2003.

Educational Materials

1. Static EX, Gloom DM, Underdog WS and Bliss RE. Interactive computer learning modules to teach assessment of humor, wit and comic sense. http/www.comicmedicine.org (WS Underdog developed the course content and was integrally involved in implementation.)

2. Puscheck, EE. PBL Cases for Hirsutism, Endometriosis, Climacteric, and Menopause for 3rd year WSU medical students. 2002.

3. Puscheck, EE. Everything You Wanted To Know About Infertility, But Were Afraid To Ask. Video for Abbot Laboratories‘ personnel training. 1998.

4. Puscheck EE, et al. Nutrition Clinician. Multi-disciplinary Demonstration video. Institute for the Learning Sciences, Northwestern University. 1998.

5. Puscheck EE, et al. Nutrition Clinician Computer Interactive Program. Institute for the Learning Sciences, Northwestern University 1998.

Abstracts

1. Underdog WS, Glad IM, and Honcho H. Use of PET scanning for identifying active emotions. Soc Emotions and Senses 32:147A, 2004 (presented in plenary session at international meeting)

Invited Lectures/Presentations

Invited/refereed int‘l or national meetings

Invited/refereed local/regional meetings

Invited seminars or Grand Rounds (5 years)

Other scholarly work (specify)

Consider a ‗Shadow‘ CV

There are many reasons our CVs may be requested

You may not want one to include annotation or possibly funding history

Be sure to keep both up to date with the relevant additions!

Teaching Portfolio (No more than 20 pages in length)

Important for all faculty, especially Clinician-Educators

What you doNarrative statement of roles and responsibilities in teaching

Description of involvement in curricular development, innovations, and administration

Table (―Grid‖) summarizing your teaching activities (since appointment or last promotion – 1 grid per year is fine.) Use latest GRID format (revised 1/09)

How well you do itSummary of evaluations of your teaching, included on the ―grid,‖ followed

by representative evaluative comments

Optional discussion of significance of evaluation data

Appendix material optional (included in the 20 page limit)

The Teaching Grid: Quantitative Teaching Summary

Type of

Teaching

Activity

and

Type of

Learners

Your

Role

Total #

of

contact

hours

this

year

Total # of

hours in

preparation

this year

Total # of

Learners

Evaluation:

Mean, SD

(if

appropriate

and

available;

scoring

scale;

other

evaluative/

outcome

data)

Give selective free comments from evaluations at end of grid.

WSU SOM QUANTITATIVE TEACHING SUMMARY

CLINICIAN EDUCATOR SAMPLE ITEMS (Jan 20XX through Dec 20XX)

Type of Teaching Activity and

Type of Learner (s)

Your Role Total #

contact

hours this

year

Total # of

hours in

preparation

this year

Total # of learners Evaluation:

COURSE DIRECTION

Physical Diagnosis –Clinical

Medicine 2:

MS 2 students

Course Director 250 15 292 Numerical scores not given

“Strongly agree” and

“Agree” 70-92% in

all categories.

Self Study Modules

- Physical Diagnosis:

MS2 students

Author of modules

Monitored student

performance on

BlackBoard

50 20 292 All students completed the

modules (not graded)

Standardized Patient Program:

Standardized patients

Design of session

Demonstration,

practice, and

individual SP

certification

80 15 18

MedStart Coordinator

(MedStart - WSU BS/MD

program):

Undergraduates

WSU-SOM Director of

Program

40 10 60

LECTURES

Pre Med Symposium:

Undergraduates

Didactic 4 2 50

Physical Diagnosis Didactics:

MS2 Students

Orientation

HEENT lecture

PD exam review

40 5 290

SMALL-GROUP INTERACTIVE INSTRUCTION

MedStart Seminar- Talking to

your patients:

Undergraduates

Didactic followed by

Small Group

sessions

6 3 30 85% excellent

7% very good/good

PreMatriculation Program:

MS1 students

Small Group 4 2 15

CLINICAL INSTRUCTION

Internal Medicine – Ambulatory

Clinic:

MS4 students

Clinical Preceptor 240 5 4 “Strongly agree” and

“Agree” in all

categories

Dept. of Medicine Teaching

Rounds:

Resident, interns, Sub-intern,

students

Bedside teaching 80 5 6 8.6( 0.7),scoring scale 1-10

Clinical Skills Center

Physical Diagnosis:

MS2 students

Preceptor for PD

sessions

30 5 720 70% felt small group

sessions were

helpful

Ambulatory Internal Medicine

Clinic:

MS1 students

Individual clinical

teaching

32 1 4

MENTORING/ADVISING

Residency program:

PGYI, II, III residents

Academic advisor 36 4 6 All are making expected

progress

Resident Research Month:

PGY III resident

Mentor Research

Project

15 5 1 4.8(0.9) on a scale of 1-5

Teaching Portfolio

Selected Student Comments Dept. of Medicine Teaching Rounds ―Teaching us how to organize our thoughts made learning more manageable.‖ ―Best attending I‘ve had.‖ ―Overall excellent teacher.‖Physical Diagnosis Didactics: ―Well organized. Very thorough slide use.‖ ―Perfect.‖ ―Lecture notes very helpful and explained things clearly.‖

Curriculum Development Integrated Family Medicine RotationDesigned, directed, implemented and evaluated six curricular components within the 3-year longitudinal curriculum. Involved integration of situated learning experiences for each of the 30 residents by level of training.

Educational Administration: Family Medicine Residency ProgramProgram Director. Provide oversight to the residency, responsible for program accreditation; faculty and resident recruitment; curriculum development; residency policies and procedures development and implementation; inpatient and outpatient services schedules; competency-based evaluation system.

Introduce Evaluations

Introduce your evaluations

Demonstrate quality of your teaching

For example:

Teach mainly in the clinical setting as a preceptor so there are mainly individual evaluations

Teach in the lab with research and here are representative samples of my evaluations

Teach large groups (1st year core class)—individual lecturer versus course director

Evidence of Teaching Excellence

Quantitative evaluations: group into summary tables.

Describe the specific examples of evaluation forms used and what they mean (i.e. mean response numbers; i.e. 5 out of 7, 5 of 5, with 5 being best!)

Include specific comments from learners that can "bring to life" your numerical evaluations and help readers gain a clearer picture of you as a teacher.

Demonstrate excellence in teaching by characterizing success of those you advise/mentor.

Evidence could include trainee publications, presentations, awards, fellowships, and career placements, (success of your learners), for example.

The Grant Grid: Externally Funded Research

Principal

Investigator

Co-Principal

Investigator(s)

Candidate

Percent

Effort

Funding

Agency

and Grant

Number

Start

and

Ending

Dates

Annual

Direct

Costs

Annual

Indirect

Costs

Total

Direct

and

Indirect

Costs for

Entire

Project

period

Personal Statement (Required)

• No page limit (2-3 pages recommended)

• What would you expect someone to highlight in a letter that recommends you for promotion?

• Set your evaluation materials in the perspective of your discipline so that an outside evaluator understands and appreciate the big picture of your academic life and the relationships among the various components. At the SOM and at the WSU level, people outside of your department are evaluating you

• Review and revise at least once per year (for management of your career)

• Use it for self-evaluation (direction and progress) and for helping others to judge you and mentor you

• Create talking points for an overall description that integrates all aspects of your career

Personal Statement (2)

Possible points to consider:

What am I doing?

Why am I doing it?

How am I doing it (methods/strategies)?

How well am I doing it?

Where am I going in this aspect of my career?

Where am I going overall - what‘s my vision? Why am I here? What do I want to accomplish?

External Review Letters

Extremely important!

Candidate and Chair (or designee) provide at least six names, contact

information, position, and qualifications

All reviewers must be at or above the rank to which the candidate is to be

promoted

The Department solicits six letters (a change from previous years, during

which the Department solicited 3 and the SOM, 3)

Reviewers should not have any direct academic or personal relationship

with the candidate (e.g., mentor, former departmental colleague, co-author,

or collaborator) [arm‘s length relationship — aware of the field,

interpretation of candidate‘s contribution, but not related personally or

professionally]

External Review Letters

The most credible letters critically review the scholarly (and teaching, if known) accomplishments of the candidate

It adds credibility if the writer mentions his/her prior experience on a P&T Committee

Very helpful if the writer concludes with a statement that the candidate would surely be promoted in a comparable track at his/her institution (or

even ―would be competitive‖)

External Letters

Do NOT ask letters from relatives or those with whom you had close working relationships (e.g. mentors unless several years removed and those with whom you had multiple projects or publications)

It is important the persons writing letters know you by your work or from prior scientific exchange. Make sure that these people will give you the STRONGEST letters

It is OK to let them know that you have given their name (make sure they are not on sabbatical)

The external reviewers will be asked, ―Would this candidate be promoted at your institution?‖

START

P&T

Document

KNOW IT!

OR

Set

Goals

Plan routeClinical Activity

Research

Teaching

Document - OR

Current

CV

Tenure Clock??? Associate ProfessorMore

BetterInvited Presentations

Editorial Boards

Document - OR

Professional

Societies

It’s Your Move!Lee Lee Doyle, Ph. D. University of Arkansas for Medical Sciences

College of Medicine

Good Luck and Thank You!

Thanks to Dr. Noreen Rossi, who began the saga of WS Underdog

Thanks also to Drs. Steve Lerner, Judith Whittum-Hudson, Ginny Delaney-Black, and Linda Roth, who contributed to the evolution of this presentation

Thanks to the Executive Committee, which has continually sought to improve the P&T process

Questions about professional development?

To meet in person or to talk by phone or e-mail, contact:

Linda M. Roth, Ph.D. Director of Professional DevelopmentFaculty Affairs and Professional Development

lroth@med.wayne.edu

577-6854

Questions about P&T or Career Development?

Feel free to contact me:

Elizabeth Puscheck, M.D., M.S.

epuschec@med.wayne.edu