reappointment & promotion for fixed-term faculty · reappointment & promotion for...

Reappointment & Promotion

for Fixed-Term Faculty

Statewide Department of Family MedicinePresented By: Margaret Helton, MD

10/12/2019

GOALS FOR TODAY

ANSWER FREQUENTLY

ASKED QUESTIONS

CLARIFY VARIOUS

PROCESSES, PROCEDURES,

AND TIMELINES

DISCUSS RESOURCES &

TOOLS TO ASSIST YOU

EXCHANGE IDEAS AND

SHARE EXPERIENCES

WHAT I S YOUR UNDERSTANDING OF THE

REAPPOINTMENT AND PROMOTION PROCESS

Can someone describe the process for

appointment, reappointment, and promotion?

Timeline and process for reappointment/

promotion?

What are some of the resources, tools, and

people to assist you throughout the process?

What are some of the unknowns?

FACULTY APPOINTMENTS

& RANKS

Adjunct Track → statewide preceptors

• Adjunct Instructor or Adjunct Clinical Instructor

• Adjunct Assistant Professor or Adjunct Clinical Assistant Professor

• Adjunct Associate Professor or Adjunct Clinical Associate Professor

• Adjunct Professor or Adjunct Clinical Professor

Fixed-Term Track → core of our faculty

• Clinical Instructor or Research Instructor

• Clinical Assistant Professor or Research Assistant Professor

• Clinical Associate Professor or Research Associate Professor

• Clinical Professor or Research Professor

Tenure/Tenure Track → research faculty

• Instructor

• Assistant Professor

• Associate Professor

• Associate Professor w/ tenure

• Professor w/ tenure

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7

Reappointment as Assistant Professor and Promotion to Associate Professor

Initial Hire

Promotion reviewed at departmental and SOM* levels

Effective date of promotion shouldbe the first day of the 7th Year

Reappointment review

REAPPOINTMENT & PROMOTION TIMELINE

* School of Medicine Committees include Dean’s Advisory Committee and Fixed Term Committee

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6

Associate Professor to Full Professor

Initial hire or promotioneffective date as

Associate Professor

Earliest effective date of promotionshould be the first date of the 6th

year in rank as Associate Professor

REAPPOINTMENT & PROMOTION TIMELINE CONTINUED…

Promotion reviewed at departmental and SOM levels

REAPPOINTMENT/PROMOTION PROCESS FROM START TO FINISH

1 Faculty member notified one year in advance of review date with details on reappointment or promotion and the necessary items to submit to Ethan Pitts

2 Faculty member compiles materials with the help of subcommittee members, program director, and Ethan

3 Faculty member sends packet to Ethan six months in advance of a full professors’ meeting

4 Ethan reviews packet materials, makes track changes to CV, and asks clarifying questions. Faculty member finalizes packet

5 Finalized packet is sent to the subcommittee chair to review and write a subcommittee report summarizing materials

REAPPOINTMENT/PROMOTION PROCESS FROM START TO FINISH CONTINUED…

6 Full Professors meet ~ three times per year and review faculty who are up for mini-review, reappointment, promotion, or post full professor/tenure review

7 Subcommittee chair presents packet on the faculty member’s behalf during full professors meeting

8 Full professors provide constructive feedback and vote on each faculty candidate

9 Feedback is provided to faculty member by the subcommittee chair & Chair of Family Medicine within one week of full professors meeting

10 Faculty undergoing reappointment/mini-review should save all associated materials to be used during promotion review

REAPPOINTMENT/PROMOTION PROCESS FROM START TO FINISH CONTINUED…

11 Chair writes a Chair letter of support to the Dean, which includes a teaching statement

12 Packet is submitted to the SOM HR team for review, who asks clarifying questions and updates/revises the packet

13 Packet is submitted for approval by various campus committees

14 Chair notified of promotion decision. This could be up to one year after the full professors’ meeting, depending on timing

15 Chair notifies faculty member of promotion decision and effective date

WHERE CAN WE PROVIDE CLARIFICATION?

NEXT WE’LL DISCUSS TOOLS & RESOURCES THAT WILL ASSIST YOU ALONG THE WAY

OVERVIEW OF CRITERIA FOR

REAPPOINTMENT REVIEW

Fulfillment of teaching, research, and/or clinical missions of the Department and School of Medicine

• All faculty must contribute to the teaching mission of the School of Medicine

Exhibit personal qualities

• Focus on citizenship

• CPR2: commitment to positive, respectful relationships. Engage learners, teachers, clinicians, and patients, promote a culture of civility, and promote overall employee professional behavior.

Scholarly productivity

• For clinician-teachers, a reasonable guideline is one article every one to two years

• For clinician-researchers, a reasonable guideline is four articles per year in refereed journals

Documented excellence and scholarship

• Excellence in three areas or

• Excellence in two areas with scholarship in one of those areas

• Clinical Activities

• Teaching

• Research

• Community/Professional Service (fixed term only)

• Administration (fixed term only)

Evidence of regional or emerging national reputation

• Reputation, as expressing in scholarly collaborations

• Active participation in regional and/or national committees

• Regional or national presentations and/or reports of invitations

• Evidence of substantial leadership at the state, regional, or national level

Submission of a reappointment packet (dossier)

• Will discuss in detail all required items

Review process

• Department Full Professors only

CONTENTS OF THE REAPPOINTMENT

PACKET

1. Identify Areas of Excellence/Scholarship

2. CV with Teaching Statement and Research Statement

3. Peer Evaluation Form (one per each area of excellence/scholarship)

4. Self-Evaluation Forms (one per each area of excellence/scholarship)

5. Letter of Support from Program Director

6. Article Reprints Since Date of Hire

7. Short- and Long-Term Career Goals

8. List of Teaching Materials

9. Peer/Faculty Evaluations

10. Learner Evaluations

+ Subcommittee Report


PROMOTION REVIEW TO ASSOCIATE

PROFESSOR

Fulfillment of teaching, research, and/or clinical missions of the Department and School of Medicine

• All faculty must contribute to the teaching mission of the School of Medicine

Exhibit personal qualities

• Focus on citizenship

• CPR2: commitment to positive, respectful relationships. Engage learners, teachers, clinicians, and patients, promote a culture of civility, and promote overall employee professional behavior.

Scholarly productivity



Documented excellence and scholarship

• Excellence in three areas or



• Teaching

• Research



Evidence of regional or emerging national reputation


• Documented in letters of recommendation external to the department




Submission of a promotion packet (dossier)


Review process

• Department Full Professors

• Campus Committees

• SOM Fixed Term Committee

• SOM Dean’s Advisory Committee

CONTENTS OF THEPROMOTION PACKET

ASSOCIATE PROFESSOR



3. Five Letters of Recommendation

4. Peer Evaluation Form (two per each area of excellence/scholarship)


6. Two to Four Most Recent Article Reprints


8. Teaching Summary




+ Chair to Dean Letter & Teaching Letter


PROMOTION REVIEW TO FULL PROFESSOR

Fulfillment of Teaching, Research, and/or Clinical Missions of the Department and School of Medicine

•All faculty must contribute to the teaching mission of the School of Medicine

Exhibit Personal Qualities

•Focus on citizenship

•CPR2: commitment to positive, respectful relationships. Engage learners, teachers, clinicians, and patients, promote a culture of civility, and promote overall employee professional behavior.

Scholarly Productivity



Documented Excellence and Scholarship


• Must have documented scholarship


• Teaching

• Research



Evidence of strong national reputation


• Documented in letters of recommendation external to the department (promotion only)




Submission of a Promotion Packet (Dossier)


Review Process

• Department Full Professors

• Campus Committees

• SOM Fixed Term Committee

• SOM Dean’s Advisory Committee

CONTENTS OF THEPROMOTION PACKET

FULL PROFESSOR



3. Seven Letters of Recommendation

4. Peer Evaluation Form (two per each area of excellence/scholarship)


6. Two to Four Most Recent Article Reprints


8. Teaching Summary




+ Chair to Dean Letter & Teaching Letter

UNC SCHOOL OF MEDICINECV FORMAT

Main Sections

1. Personal Information

2. Education

3. Professional Experience-Employment History

4. Honors

5. Bibliography and Products of Scholarship

6. Teaching Activities

7. Grants (active and complete)

8. Professional Service

9. Research Statement

10. Teaching Statement

11. Service and Engagement Statement (optional)

Things to Remember

➢ Keep your CV updated and accurate, by

each accomplishment or

monthly/quarterly

➢ Dates must be in reverse chronological

order

➢ Include most recent revision date and

page numbers

➢ Example statements are included in the

faculty promotion handbook for

reference

LETTERS OF RECOMMENDATION & PEER EVALUATION FORMS

Reappointment Review

• One letter of support (Program Director or supervisor)

• 2-3 peer evaluation forms (one per each area of excellence/scholarship)

Promotion to Associate Professor Review

▪ 5 letters of recommendation

✓ Two external letters

✓ Two internal letters (program director or supervisor & another peer)

✓ Peer teaching observation letter

▪ 4-6 peer evaluation forms (two per each area of excellence/scholarship)

Promotion to Full Professor Review

▪ 7 Letters of Recommendation

✓ Four external letters

✓ Two internal letters (program director or supervisor & another peer)

✓ Peer teaching observation letter

▪ 4 peer evaluation forms (two per each area of excellence/scholarship)

WHAT IS CONSIDERED EXCELLENCE AND/OR

SCHOLARSHIP IN

CLINICAL ACTIVITIES?

DOCUMENTING EXCELLENCE & SCHOLARSHIP

Excellence

High Value▪ Strong clinical metrics, above national average (examples could include RVUs,

patient satisfaction/experience, patient referrals, quality metrics)▪ Peer review of clinical skills, documented in supporting letters.▪ Documentation of clinical roles and responsibilities.▪ Innovations that improve patient care.▪ Published case reports or clinical articles.▪ Obtainment of funds to conduct clinical service/programs.▪ Mentorship of a learner who publishes or develops clinical materials.▪ Direction of a clinical fellowship.▪ Documentation of excellent outcomes of patient care.

Medium Value▪ Invitations to clinical presentations at national meetings.▪ Invited consultation outside own clinical center.▪ Clinical presentation at main departmental or CME conferences.▪ Production of materials for clinical care (i.e., protocols, procedure guides, etc.).▪ Organization/moderation of CME programs (leadership).▪ Description of special clinical skills development and expertise.▪ Presentation at institutional or other clinical workshops.▪ Development of clinical educational materials for patients/public.▪ Mentorship of learner skills/projects.▪ Participation in state or national clinical committees.

Lesser Value▪ Participation in clinical trials.▪ Participation and leadership in departmental or hospital committees.▪ Teaching in a clinical fellowship.

Scholarship

High Value▪ Significant roles and contributions to multidisciplinary or collaborative work▪ Publication of a book or clinical articles modeling care: minimum of one every

two years for fixed-term faculty, one to two per year for tenure track faculty. Must be in refereed or non-refereed journals and value is higher for being the first author.

▪ Obtainment of funds to conduct clinical service/programs.▪ Mentorship of a learner who publishes or develops academic materials.▪ Direction of a clinical fellowship

Medium Value▪ Invitation for consultation outside own clinical center.▪ Production of materials for clinical care (i.e., protocols, procedure guides, etc.).▪ Organization/moderation of CME programs (leadership).▪ Description of special clinical skills development and expertise.▪ Presentation at institutional or other clinical workshops.▪ Development of clinical educational materials for patients/public.

Lesser Value▪ Mentorship of learner skills/projects.▪ Participation in state, national, or international clinical committees (reference

requirements per rank and track)▪ Presentation at national meeting.▪ Participation in clinical trials.▪ Participation and leadership in departmental and/or hospital committees.▪ Community clinical services (e.g. volunteer at shelter, migrant clinic).▪ Teaching in a clinical fellowship.

CLINICAL ACTIVITES


SCHOLARSHIP IN

TEACHING?


Excellence

High Value▪ Achievement of students. High scores, awards, projects, publications, and

presentations (evidence of mentoring by promotion applicant).▪ Success in directing an educational program or course in medical school.▪ Success in directing an educational program or course outside of medical

school.▪ Superior teaching evaluations by students and peers.▪ Publication of an educational innovation.

Medium Value▪ Documentation of specific teaching commitments and activities (at least

three years).▪ Visiting professorship at another institution.▪ National presentation on an educational topic.▪ Consultation on education to local, regional, and national groups or

organizations.▪ Development of innovative syllabi and course, which include handouts,

objectives, and bibliographies. These must be provided as documentation.▪ Significant teaching record in private practice (at least three years).

Scholarship

High Value▪ Authorship/editorship of books or sections of books on education.▪ Development of educational/audiovisual materials for distribution outside

the institution.▪ Minimum of one refereed article on education every two years. (tenure

track requires 1-2 publications per year as first or senior author)▪ Direction of a teaching fellowship program.▪ Leadership (PI, CO-PI) in obtaining training grant.▪ Significant roles and contributions to multidisciplinary or collaborative

based work▪ Innovative or novel educational approaches or materials

Medium Value▪ Participation in educational committees in the medical school/the local

institution.▪ Participation in a teaching fellowship program.▪ Presentation of paper/program/workshop at state and regional level.▪ Active participation in writing a training grant.▪ Presentation of paper/program/workshop at national level.▪ Development of electronic/ on-line teaching resources

Lesser Value▪ Participation in educational conferences at the local institution as well as

at the regional and national level.▪ Participation in education committees at regional level.▪ Membership in appropriate professional organizations.

TEACHING


SCHOLARSHIP IN

RESEARCH?


Excellence

High Value▪ Role of Principal Investigator on funded research projects in last three

years.▪ Articles presenting own work in refereed or non-refereed journals

(approximately four a year should be a goal). Greater weight will be given to first authorships and to publications in highly selective national journals.

▪ Evidence of methodological innovation.▪ Membership on study section or external grant review board.▪ Supporting letters from national references.▪ Membership of a funding study section or refereed journals/editorial

boards.▪ Direction of a research fellowship program.▪ Reviewer for appropriate journals (tenure track).

Medium Value▪ Editorials and abstracts.▪ Presentations at local, regional, or national meetings.

Lesser Value▪ Supervision of student/fellow and resident research projects.▪ Supporting letters from local colleague regarding research ability.

Scholarship

High Value▪ Refereed publications: guideline of four articles a year, with greater weight

given to first or senior authorships and to publications in selective national journals.

▪ Authorship/editorship of books from a reputable publisher.▪ Role of principal investigator on a grant of more than $50,000 funded

outside the institution.▪ Editorship of journal/project/conference proceedings.▪ Significant roles and contributions to multidisciplinary or collaborative-

based work

Medium Value▪ Presentations/posters at regional and national conferences.▪ Mentorship of research publications of colleagues, learners (provide

details).▪ Active membership on national research committee.▪ Role of principal investigator on a funded research grant.▪ Organization of research training/research conference.▪ Consultancy to program/agency outside institution.▪ Invitation to present research at other universities.

Lesser Value▪ Collaboration on unfunded research project.▪ Development of research grant proposal. Manuscript must be made

available to committee.▪ Membership of local and regional research committees.▪ Teaching participation in a research fellowship or teaching research course.

RESEARCH

WHAT IS CONSIDERED EXCELLENCE AND/OR SCHOLARSHIP IN

ADMINISTRATION?


Excellence

High Value▪ Excellent track record of sustained excellence and

innovation in a major administrative role, such as Family Medicine Director or Residency Director.

▪ Consulting outside of program/evidence of national reputation

▪ Innovation and performance▪ Evaluation by peers and administrative staff.▪ Evidence of mentoring or supervising learners.▪ Evidence of skills development in administration (e.g.

courses, workshops).▪ Publications: a minimum of one article in refereed or non-

refereed journal in previous years.

Medium Value▪ Evidence of skills development in administration (e.g.

courses, workshops).

Lesser Value▪ Participation at conferences (one annually in last three

years).

Scholarship

High Value▪ Program development and direction.▪ Publication of papers and book chapters/materials.▪ Innovation in administrative methods/procedures.▪ Invitation to present outside of institution.▪ Committee work at national level.

Medium Value▪ Dissemination of work at seminars, conferences and

workshops.▪ Committee work at AHEC state level.▪ Presentations/posters at conferences inside and outside the

institution.▪ Development of administrative manuals.

Lesser Value▪ Committee work at divisional, departmental, and university

levels.▪ Production of annual administrative reports documenting

activities.

ADMINISTRATION

WHAT IS CONSIDERED EXCELLENCE AND/OR SCHOLARSHIP IN

COMMUNITY PROFESSIONAL SERVICE?

COMMUNITY PROFESSIONAL SERVICEDOCUMENTING EXCELLENCE & SCHOLARSHIP

ExcellenceHigh Value▪ Community or public service award by statewide, national, or international organization/institution.▪ Service as an elected officer of local service agencies.▪ Service on the board of directors for national service organization/institution.▪ Presentation on some aspect of community service to a national or international organization/institution.▪ Media accomplishments: state or national interviews/media stories on radio, television, magazines, social media,

and newspapers.▪ Successful grant writing for service-related activity.▪ Publication in peer-reviewed journal on one or more aspects of community service.▪ Recognition of accomplishments by colleagues through supporting letters.▪ Overseas service and leadership.

Medium Value▪ Committee chair of a local or state organization/institution.▪ Presentation on some aspect of community service to a statewide organization/institution.▪ Directorship of free medical or indigent clinic.▪ Receipt of a public service award from local organization/institution.▪ Participation in a research project on community service.▪ Service on the board of directors of local service agencies.▪ Service as a faculty advisor for a student service organization.▪ Mentorship of students in summer service projects.▪ Media accomplishments: local interviews/media stories on radio, television, magazines, social media, and

newspapers.▪ Development of a curriculum for or teaching a community service course/elective.▪ Initiation of a new program or service that meets community need.▪ Participation in overseas service work.

Lesser Value▪ Service on a committee of a local or state charitable organization/institution.▪ Free medical care given at a homeless or indigent clinic.▪ Volunteer service in faith-based religious institutions (e.g. church, synagogue, etc.).▪ Volunteer service in a non-profit community organization (e.g. United Way, Rape Crisis Center, Habitat).▪ Supervision of student/resident projects in community service.▪ Presentation on some aspect of community service to a local organization/institution (e.g. school talk on tobacco,

grand rounds lecture).▪ Attendance at a conference involving community service.▪ Membership in professional and volunteer organizations that perform community service (e.g. AMA, AAFP, STFM).

ScholarshipHigh Value▪ Publications regarding community service projects.▪ Success in obtaining grant support of community professional service projects.▪ Institution and institutionalization of new program/service that impact state or national service.

Medium Value▪ Invitation to present at national or state level.▪ Presentation at state or national conferences.▪ Publication of editorials in regional or state print media.▪ Institution and institutionalization of new program/services that impacts local service.▪ Mentorship of fellows or other faculty on service-related publications.

Lesser Value▪ Oral presentation at local meeting.▪ Collaboration on funded service project.▪ Published letters to editor in print media.

FAQS

If a faculty member does not conduct research are, they required to include a research statement at the end of their CV?

Yes, both the teaching statement and research statement are required items within the standardized UNC SOM CV format. These statements can be short and concise (1-2 paragraphs) or long and detailed (1-2 pages).Curriculum vitae (CV):

How many articles must a faculty member publish each year?

The current departmental requirements for publications is:

▪ For clinician-teachers, a reasonable guideline is one article every one to two years

▪ For clinician-researchers, a reasonable guideline is four articles per year in refereed journals

What if a faculty member is up for promotion and has minimal peer-reviewed publications?

The faculty member may delay or defer promotion to provide time to publish.

Scholarly Productivity

FAQS CONTINUED…

What constitutes internal versus external for letters of recommendation?

Letters of recommendation are considered internal if the faculty member writing the letter holds a faculty appointment with UNC Department of Family Medicine, including all AHEC locations.

Letters of recommendation are considered external if the faculty member writing the letter holds a faculty appointment outside of UNC Department of Family Medicine (ex: UNC Department of Surgery or University of Washington Department of Family Medicine).

Which letters of recommendation hold the most weight in promotion decisions?

External letters of recommendation, preferably external to UNC and from other top-tier medical research universities hold the most weight in promotion consideration.

What constitutes a conflict-of-interest in a letter of recommendation?

There are no stipulations regarding co-authorship, collaboration, mentorship, etc. that would cause a conflict-of-interest for fixed-term faculty

Tenure/tenure track faculty who are conferring tenure must ensure there are zero conflicts-of-interest in external letters of recommendation. The letters cannot come from co-authors, those you have worked with, or those that you have trained with. The letters essentially need to come from external source that only know of you based on your reputation, speaking engagement, or other public platforms. For tenure track promotions, two letter writers must be selected anonymously by the department Chair and two selected from the faculty member.

What if a faculty member’s program director is an Assistant Professor and they are going up for promotion to Associate Professor?

Since letters are needed from faculty at or higher than the rank the faculty member who is being considered for promotion, an additional letter of support will be needed if the individual faculty member’s program director is at the rank of Assistant Professor.

Is it required that faculty reach out to their letter writers in advance?

It is highly encouraged that faculty reach out to their potential letter writers in advance of the department soliciting for them to ensure they are willing to write a letter.

What is the difference between letters of recommendation and peer evaluation forms?

Letters of recommendation are formal letters written by external and internal evaluators, while peer evaluation forms are more informal check-box forms that are completed by your peers in each of your areas of excellence/scholarship.

Letters of Recommendation

FAQS CONTINUED…

Can a faculty member delay their reappointment/promotion review?

Faculty may delay their reappointment/promotion review by up to one year.

Faculty may defer their promotion review by up to three years by undergoing a mini-review.

Tenure/tenure track faculty may not delay or defer reappointment review, as their reviews are bound by the tenure clock. Tenure/tenure tack faculty may request an extension to the tenure clock for promotion review by contacting the department Chair.

The reappointment/promotion notification letter lists a due date for materials, is that the due date that letters of recommendation and peer evaluations are also due?

No, the due date within the reappointment/promotion notification letter is just for the materials that faculty collect and is not the deadline for letters of support or peer evaluations.

Letter of support writers and peer evaluators will be given a deadline that is two to four weeks later than the due date listed in the reappointment/promotion notification letter.

Can a faculty member go up for early promotion?

Truly outstanding individuals may be considered for early promotion, but it should be understood to be a rare occurrence. At Chair’s discretion, and with the approval of the Full Professors, faculty may be considered for early promotion up to 1 year before the standard schedule. One year early would be 5 years in rank as Assistant Professor and 4 years in rank as Associate Professor. Faculty going up for early promotion will have met all the criteria for promotion on the regular schedule and will have additional qualifications. Examples of this may include faculty who hold key leadership positions for clinical, research or educational programs; who meet the criteria for the same promotion in the tenure track; or who have a record of substantial, sustained scholarship above and beyond that expected for their area of focus. Early promotions are subject to final approval from the SOM.

When should faculty meet with their subcommittee?

It is encouraged that faculty meet with their subcommittee/subcommittee chair at least annually, but they should feel free to reach out at any time for advice, guidance, and feedback. New faculty are encouraged to reach out within their first few months with the department.

Timeline and Deadlines

RESOURCES & TOOLS

Your promotion and

mentoring subcommittee

Department Faculty

Handbook:

https://www.med.unc.edu/fammed/a

bout-us/for-faculty/

Statewide faculty connections Ethan Pitts

https://www.med.unc.edu/fammed/about-us/for-faculty/

SUMMARY ANDWRAP-UP

Reviewed the criteria for all 5 areas of

excellence/ scholarship for reappointment and

promotion

Reviewed timing and review steps for

appointments, reappointments, and promotions

Ran through the reappointment/ promotion

packet content and frequently asked questions

Reviewed available resources and shared

experiences associated with the reappointment

and promotion process

QUESTIONS?

reappointment & promotion for fixed-term faculty · reappointment & promotion for...

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