Preparing Your Academic File for Tenure and Promotion

1. Preparing Your Academic File for Tenure and Promotion December 14, 2010 11 am: - 12:00 noon Anatomical Pathology, 7th Floor, Mackenzie Building

2. Clinical Research Centre

3. Dr. Blye Frank Professor and Head Division of Medical Education Department of Bioethics Faculty of Medicine Ph: 902-494-4518 Blye.frank@dal.ca 5849 University Ave, Dalhousie University, Halifax, NS B3H 4H7

4. Promotion at Dalhousie & Developing an Academic File

5. Objectives Participants will: • Gain a better understanding of the Promotion Process • Know the steps in developing an academic file • Know the elements included in the academic file • Understand the use of the academic file for professional development and promotion

6. Objective #1 Understanding the Promotion Process

7. OVERVIEW • When am I eligible for promotion? • What do I have to prepare and submit – and by when? • Who is involved in the process? • What criteria is used to assess my application? • How long will it take and when will I be notified if I am promoted?

8. ELIGIBILITY • You may apply at any time • For Assistant and Associate Professors, the Dean, via your Department Head, reminds you of your eligibility in the fall of your 5th year of your appointment • No “early” application or minimum time to wait • Discuss with your Head if you meet the relevant criteria to decide when to apply for promotion

9. Deadline for application • You must submit your application to your department no later than September 15 of the year in which consideration is to occur. • Check with your Department Office on a specific deadline date, since some departments have submission deadlines earlier than September 15.

10. Who is involved in the process? • Department Promotion/Tenure/CAPR Committee - makes a recommendation to: • Department Head - makes a recommendation to: • The Faculty of Medicine Clinical or Basic Science Promotion/Tenure/CAPR Committee - makes a recommendation to: • The Dean - makes a recommendation to: • The President - makes a recommendation to the Board of Governors.

11. Criteria and Standards • All applicants (basic science and clinical faculty) are considered by the June 2002 Criteria and Standards. • Available on DalMedix in the Faculty of Medicine File Library. • https://www.med.dal.ca/medix/pages/group/files/librarydetails.cfm?ID_User=5979&ID_Group=26&ID_FileLibrary=70&RL=300413#

12. Notification • The entire process takes approximately 10 months (deadline dates are set by the University): • Application submitted in September: • Faculty Committee recommends by February 14; • Dean must recommend by March 31 (copy of Dean’s letter is sent to you and your Head on or before March 31); • You will receive the President’s letter of recommendation in June.

13. References • Your Head will ask you to suggest possible external referees (in addition to internal referees); • Must be arms-length; in the same field with noted expertise; provide an objective commentary based on information provided; • Department must choose at least half of your suggested names; • Assistant to Associate Professor – preferably 3, no fewer than 2; • Associate to Professor–preferably 4, no fewer than 3.

14. Any questions about the process?

15. Objective #2 Steps in Developing your Academic File

16. Getting Started • Findyour Letter of Appointment • Get your C.V. up-to-date • Bevery aware of the deadlines in the process • Seekadvice (Head, recent successful applicants) • Start Now!

17. Academic File-3 Important Components • The Candidate’s Statement • The C.V. • The File

18. 1. Candidate’s Statement is: A detailed summary of activities in the categories of teaching, research, clinical service and administration; An opportunity to make the best case possible, by outlining how the criteria for promotion have been met;

19. 2. Curriculum Vitae includes: • education and employment history • academic and professional experience • research activities • professional memberships • list of publications, presentations • other relevant information

20. 3. What is an Academic File? A carefully constructed document that describes the quality, quantity and impact of one's contributions; Is required for promotion, tenure and reappointment decisions at Dalhousie University.

21. The File Materials Other Contributions (Administration) Category (Clinical Care) Category (Research) Category (Teaching) The C.V. The Candidate Statement

22. A Step-by-Step Approach • Clarify responsibilities (letter of appointment) • Select items for the file • Prepare statements on each item (summarize) • Order the items • Compile back-up evidence • Append exemplary materials http://learningandteaching.dal.ca/taguide/TheStep.html

23. Any questions about the steps?

24. Objective #3 Elements Included in the Academic File

25. Category: Teaching • A record of teaching goals, methods and results (evidence). • The section has all the material related to your teaching. • Summarize (3 C’s- Clear, Crisp and Concise)

26. What to Include in the Teaching Section? • Student ratings of instruction • Listing of courses taught • Description of course materials • Activities to improve teaching • Statements of teaching colleagues • Innovations and their evaluation • Student comments after courses • Course/curriculum development • Supervision of theses/projects • Student/resident work

27. Category: Clinical and Professional Service Community Boards Presentations Regional Organizations/Professional Groups Innovative/Efficient Patient Care Service/Modality 27

28. Category: Research • Grants • Submissions (not successful) • Sample • Publications • Referred • Non-referred • Reports

29. Category: Administration Department Faculty University/Hospital Boards National International 29

30. Any questions about the elements of the file?

31. Objective #4 Understand the use of the academic file for professional development and promotion

32. Benefits of an “Academic File” • Presents information fairly and fully to highlight accomplishments • Shows a relationship between appointment criteria and activity • Provides a long term record of activity and development

33. Tips • Start now – an Academic File is a 4-5 year effort • Open a teaching file • Collect info from several sources regularly • Create early drafts ~ e.g. table of contents • Make frequent updates • Use calendar/Blackberry as reminder • Seek peer input • Base your case on explicit evidence

34. Questions Comments

35. "If it isn't in your file you didn’t do it!" Dr. Blye Frank, May 2002

36. Thank You! DME Website: http://dme.medicine.dal.ca/