Promotion in the Clinical Departments of the Warren Alpert

Medical School

Michele G. Cyr MD, FACP

Professor of MedicineAssociate Dean for Academic AffairsWarren Alpert Medical School of Brown UniversityApril 11, 2012

Biomed Faculty Affairs

The mission of BioMed Faculty Affairs is to support faculty in the Biology and Medical departments in

their research and teaching functions, and to facilitate faculty development, including

promotion, recruitment, appointments, retention, mentoring, and diversity.

Michele G. Cyr, MD, FACP – Associate Dean for Academic Affairs

Jean Marie Layton – ManagerSusan Barnaby – Administrative AssistantElizabeth Boynton – Medical Faculty Affairs CoordinatorCynthia Ruel –Data Coordinator

Clinical Departments

Behavioral & Social Sciences*

Biostatistics* Dermatology Diagnostic Imaging Emergency Medicine Epidemiology* Family Medicine Health Services, Policy &

Practice* Medicine

Neurology Neurosurgery Obstetrics & Gynecology Orthopaedics Pathology & Laboratory

Medicine** Pediatrics Psychiatry & Human Behavior Radiation Oncology Surgery

*Public Health Departments**Hybrid Department (both clinical and campus-based faculty)

Brown Faculty Organization

Academic Faculty Pre-track

Research Scholar Track (RST) Teaching Scholar Track (TST) (Research) Track (Res)

Clinical Faculty Clinical Voluntary Track (CV) Clinician Educator Track (CE)

Medical Clinical Faculty

ClinicalVoluntary

Track

ClinicianEducator

Track

Clinical InstructorClinical AssistantClinical AssociateClinical Professor

Instructor (Clinical)Assistant (Clinical)Associate (Clinical)Professor (Clinical)

Medical Academic Faculty

(Research)Track

ResearchScholarTrack

TeachingScholarTrack

Assistant TSTAssociate TSTProfessor TST

Assistant RSTAssociate RSTProfessor RST

Instructor (Res) (u/o)Assistant (Res)Associate (Res)Professor (Res)

Instructor (up/out)Assistant (up/out)

Pre-track

Term Limits (Up-Or-Out)

Academic Faculty - TST, RST, (Res) Instructor Pre-track: 2 x 2-year terms Assistant Professor Pre-track/TST/RST: 3 x 3-

year terms Faculty must chose either TST or RST by end of

3rd term Instructor (Research): 1 x 2-year term

No term limits above Instructor rank

Clinical Faculty (CE, CV) No term limits for any rank in clinical tracks

AMS Medical Faculty 2011

*Emeritus, Adjunct, Visiting, Research Associate, Teaching Associate

AMS Medical Faculty Promotions 2011

Associate Professor N=31 Professor N=9

Track Expectations

What are the defining differences between the tracks?

What are the major criteria by which I will be judged for promotion?

What difference does it make?

Teaching Scholar Track Expectations

Major teaching role* Excellence in teaching National reputation as a teaching

scholar New or different teaching activities for

Professor

Continuous record of scholarly productivity Clinical skills – positively considered Service contributions – positively considered

* Please see self-assessment for examples

Research Scholar Track Expectations

Independent, productive research program

Continuous record of excellent teaching Continuous record of scholarly

productivity National reputation as a research scholar

International reputation for Professor

Clinical skills – positively considered Service contributions – positively considered

(Research) Track Expectations

Independent/collaborative research program Biologically- or medically-related research

Continuous record of scholarly productivity

National reputation as a research scholar International reputation for Professor

Clinical skills – positively considered Teaching or Service contributions – positively

considered

Clinical Voluntary Track Expectations

Excellence in teaching, counseling, and mentoring

High level of clinical skill Senior physician for Professor

Acknowledged standing in the community Leadership position for Professor

Scholarly publications – positively considered Required for Professor

100 hours of service/teaching per year

Clinician Educator Track Expectations

Excellence in teaching Contributions to clinical service or

research program Leadership participation in regional

professional societies National reputation for Professor

Continuous record of scholarly productivity Service contributions – positively

considered 200 hours of service/teaching per year

The Promotion Process

What is the timeline for entire promotion process?

Why does it take so long?

Who reviews my dossier?

“Typical” Academic-Track Assistant Professor at Brown

First three-year term: Faculty and mentor/supervisor/chair plan

career focus Informally decide track by end of first term

Second three-year term: Continue work on goals

Third three-year term: Prepare promotion dossier in Year 7 for

review in Year 8

Timeline Examples

Academic Year1

Academic Year2

Academic Year3

Academic Year4

Academic Year5

Academic Year6

Academic Year7

Academic Year8

Academic Year9

Assistant Professor – Term 1

Assistant Professor – Term 2

Assistant Professor – Term 3

2005-06 2006-07 2007-08 2008-09 2009-10 2010-112011-12Prepare dossier

2012-13CMFA review

2013-14Promoeffective 7/1/13

Timeline for Assistant Professor: Standard

Timeline for Assistant Professor: 2 x 1-Year Extensions

Year1 Year2 Year3 Year4 Year5 Year6 Year7 Year8 Year9 Year10 Year11

Assistant Professor Term 1

Assistant Professor – Term 2 with 2 extensions

Assistant Professor – Term 3

2005-06 2006-07 2007-08 2008-09 2009-10 2010-112011-12Extensio

n

2012-13Extensio

n

2013-14Prepare dossier

2014-15

CMFA review

2015-16Promo effective 7/1/15

Policies Regarding Timeline for Promotion

Term Extensions Up to three 1-year extensions Request must be submitted within one year of the event

One-year Notice of Non-Renewal Faculty can be reviewed in Year 9 if they waive their notice

Early Reviews Faculty can be recommended early for promotion

Time in Level Clock starts when appointed as Assistant Professor in the

academic track (TST, RST) Track Switching

Must wait one academic year for promotion

The Promotion Process

Spring: Year 7* Candidate and Department decide if time is

right for promotion Candidate selects his/her track Candidate is informed of departmental

deadlines Preliminary Departmental Review

Ask Department Administrator or Promotions Committee Chair about required documents (varies by department)

Promotions Committee informs candidate if they can go forward for promotion* Process timing uses Academic Assistant Professor as a guide

The Promotion Process

Summer: Year 7/8 Department reserves CMFA slots for

upcoming year Department solicits external reviewer letters

for approved candidates

The Promotion Process

Fall/Winter/Spring: Year 8 Department Promotions Committee reviews

completed dossiers Department Promotions Committee

recommends candidates to Department Chair Department Administrator submits completed

dossiers to BMFA BMFA drafts Candidate Summaries and

prepares electronic dossiers for CMFA Candidates are allowed to submitted an updated

CV to CMFA before promotional review

The Promotion Process

Fall/Winter/Spring: Year 8 CMFA reviews dossiers and makes

recommendation to Dean Dean reviews dossiers and makes

recommendation to Provost Provost reviews dossiers and makes

recommendation to President and Corporation At this point, BMFA is authorized to issue

promotion letter to candidate Corporation approves promotion

The Promotion Process

Summer: Year 9 Promotion goes into effect July 1

Senior level promotions are featured in the summer edition of Brown Medicine

CMFA

Review all senior level promotions and appointments for Alpert Medical School

12 meetings per academic year Membership

Full Professor Medical Academic or Campus-Tenured 3-year terms 5 elected from medical academic faculty 1 elected by Program in Biology 1 elected by Program in Public Health 3 elected by Brown University Faculty

Governance

What information am I responsible for compiling? Updated CV Personal statement (examples available from

BMFA) Teaching dossier (Teaching Scholar faculty only)

Teaching hours (Clinical faculty only)

Research responsibilities Evaluations (not applicable for (Research) faculty)

Names for external reviewers

Faculty Dossier Responsibilities

Chair & Chief letters of support Department promotion committee report CV Personal statement Teaching dossier (only for promotion in TST)

Teaching hours breakdown (only for Clinical faculty)

Sample letter sent to external reviewers External letters (department and candidate

selected)

Teaching evaluations

Dossier Contents

Teaching Dossier/Medical Education Log

Record of teaching activities Role in course or rotation Dates, numbers of students Awards received Evaluations! Scholarly Contributions Listed on Web Maintain records! Required for promotion in Teaching Scholar

track Recommended for promotion in Clinician

Educator track

Research Documentation

Publications resulting from research

Research Grants Granting agency Title of award Role in grant Direct costs Inclusive years of award

Research trainees

Teaching Evaluations

It is the faculty member’s responsibility to obtain evaluations

Keep a file of any evaluations you receive

Electronic evaluation systems: OASIS (Brown) E-Value (GME programs)

Ask program administrators for help Clerkships, Residencies, Fellowships

Reviewer Letters

Purpose: Objective and unbiased assessment from experts in your discipline regarding national reputation and standing in community

Names must be at your promotion rank or higher Candidate selected letters may include (but not

recommended): Names from former mentors, mentees, collaborators, co-authors

Describe relationship between letter writer and candidate Committee selected letters cannot be from above mentioned

people Outside Brown?

YES for promotion in all academic promotions, clinical voluntary professor, and clinician educator professor

Tips for Success in the Promotions Process

General Understand promotion criteria Establish who your mentors are

Seek guidance from mentors--early and often Especially important to help develop national reputation

Decide career niche early – set and track goals annually Use annual review process to assess progress

Steadily work toward career goals Update CV regularly Time management is crucial! Request mock review by Department Chair and/or

BMFA

Tips for Success in the Promotions Process

Publications Get first authorship – don’t rush to be senior author until

Associate Professor Abstracts should become publications – don’t put off

writing manuscripts Peer-reviewed publications carry more weight than book

chapters; case reports are important for clinical facultyNational Reputation/Service Get involved with your national organization(s) and take

on a leadership role Say “yes” to Study Sections Be a good citizen but don’t give away all your time

Tips for Success in the Promotions Process

Educational Activities Keep records of ALL educational activities (CME talks,

Grand Rounds, etc.) Create a “Promotions Folder” and save all evaluations Update the Teaching Dossier regularly Research Focus on establishing your “niche” and track record as an

independent investigator If your research is closely tied to your mentor’s, this

could be problematic when soliciting letters of reference Apply for grants often and early: non-industry grants count Do not focus only on R01s Keep a list of mentees

Resources

Medical Faculty “411”/Frequently Used URLshttp://biomed.brown.edu/bmfa/forms/Useful_Links_Medical_Faculty.doc

Self-Assessmentshttp://biomed.brown.edu/bmfa/appointment

Department Contactshttp://biomed.brown.edu/administration/chairs.php

Brown Privileges http://biomed.brown.edu/bmfa/forms/all_faculty_privileges.pdf

Teaching Opportunitieshttp://biomed.brown.edu/bmfa/TeachingOpps