Diversity Search Advisors Orientation

1. Diversity Search Advisors Orientation Perelman School of Medicine at the University of Pennsylvania July / August 2012

2. Presenters Lisa Bellini, M.D., Professor of Medicine, Vice Dean for Faculty Affairs Victoria Mulhern, Executive Director, Faculty Affairs and Professional Development (FAPD) Karen Grasse, Associate Director, Faculty Affairs and Professional Development (FAPD)

3. Penn’s Action Plan for Faculty Diversity and Excellence • Promote faculty excellence through diversity and inclusion • Require the development of a diversity plan in each school and department • Create Diversity Search Advisor position • Enhance faculty development and mentoring programs

4. PSOM Plan for Faculty Diversity and Inclusion • Developed by subcommittee of Shape of Faculty Life working group of the strategic planning process • Focused on faculty diversity and also pipeline issues, mentoring, faculty development and retention • Recommended Vice Chair for Faculty Affairs/Development in departments and Vice Dean for Diversity and Multicultural Affairs for PSOM • Developed recommendations for Diversity Search Advisor position to enhance broad outreach for searches

5. PSOM Plan for Faculty Diversity and Inclusion Diversity Statement: “Diversity is a defining feature of an eminent medical school. The Perelman School of Medicine at the University of Pennsylvania embraces diversity and inclusion as core values. We are committed to the recruitment, retention, promotion and advancement of faculty reflecting a multitude of ethnicities, races, genders, gender identities, sexual orientations, historical traditions, ages, religions, disabilities, veteran status, and socioeconomic backgrounds.”

6. Diversity Statement, continued… We are dedicated to enriching both depth and breadth of backgrounds, experiences, perspectives, and ideas represented in our institution to strengthen the quality of education, produce innovative research and deliver health care to increasingly diverse local and global communities. By fostering a vibrant and dynamic environment of inclusion, the Perelman School of Medicine will continue to welcome opportunities to address challenges and excel in academic medicine.”

7. Goals of Faculty Search • To generate the broadest and strongest possible candidate pool • To attract the attention of diverse, qualified candidates

8. Full Time Faculty (Tenure, Clinician Educator, Research, Academic Clinician) Information • Perelman School of Medicine Plan for Faculty Diversity and Inclusion -- shows gender and minority history for Fulltime Faculty FY 2005-2011 http://www.med.upenn.edu/fapd/documents/PSOMPlanforDiversityandInclusion.pdf • New category for “multiple races” • New Report Fulltime Faculty FY 2005-2012 shows changes in ethnicity reporting

9. Full Time Faculty Information PSOM Full Time Faculty Minority History FY 2005- 2012 **Other includes American Indian or Alaskan Native, Native Hawaiian or other Pacific Islander and Multiple.

10. Diversity Search Advisor Role • Works diligently to promote the goals of the PSOM Plan for Faculty Diversity and Inclusion • Participates in designing broader applicant pools and improving outreach to diverse, qualified applicants • Establishes early engagement in the faculty recruitment process

11. Diversity Search Advisor Responsibilities • Faculty Search Initiation • Consults with department Chair and department leadership regarding faculty recruitment • Maintains working knowledge of University and PSOM policies and procedures related to faculty searches, faculty tracks and appointments • Serves as resource in defining the faculty position and aligning it with the appropriate faculty track • Reviews and approves final faculty ads prior to publication in the FAPD Ad Generator

12. Diversity Search Advisor Responsibilities • Types of Searches • A NationalSearch is required for: • All new appointments in the Standing Faculty, Tenure and Clinician-Educator and the Research Track of the Associated Faculty • A Limited Search is required for: • All new appointments in the Academic Clinician Track of the Associated Faculty

13. Diversity Search Advisor Responsibilities • Outreach to Diversify Applicant Pool • Ensures that proactive search practices are used for recruiting faculty, including engaging colleagues • Participates in designing faculty recruitment efforts to assist in ensuring outreach through various methods to develop a broad pool of applicants at earliest stage of search • Evaluates national pool data • Develops extended outreach strategies to diverse applicants through journal ads, direct contacts, phone calls, professional listserves, contacts at national meetings, etc.

14. Diversity Search Advisor Responsibilities • Faculty Search Waivers • Specialist • Star • Outstanding Diversity Candidate • Accompanying Spouse or Partner • Research Team Member • Grant Team Member • Emergent Circumstances • Requires documentation, review and approval by the Provost’s Office

15. Diversity Search Advisor Responsibilities • Search Committee • Ensures that Search Committee membership is diverse • Ensures that Search Committee members are familiar with University and PSOM policies in advance of first committee meeting • unconscious bias • appropriate interview questions • evaluation and selection of candidates • Attends first Search Committee meeting for each faculty search in the department; may wish to attend more meetings if possible • Serves on Search Committee whenever possible

16. Diversity Search Advisor Responsibilities • Search Committee • Advises and supports Search Committee(s) • Identifies key themes affecting the search process • Recommends learning opportunities to Search Committees and to FAPD • Reinforces the importance of collecting and maintaining documentation about the search process

17. Diversity Search Advisor Responsibilities • Faculty Applicants • Working with Search Committee Chair, ensure that every qualified applicant is given equal consideration • “Applicants” to faculty searches are persons considered via applications, referrals, dossiers on file, telephone, video conference, national conferences

18. Diversity Search Advisor Responsibilities • Documentation of Faculty Search • Works with Faculty Coordinator to ensure appropriate documentation and completion of the Affirmative Action (AA) Appointment Form • Reviews and approves the AA Appointment form, confirming that the search process was conducted in accordance with University policy • The Provost’s Office requires approval of AA Appointment form prior to faculty appointment

19. Diversity Search Advisor Partnership • With Faculty Coordinator, department Chair, and Search Committee Chair in creating faculty ad • With Faculty Coordinator and Search Committee throughout faculty search • With department leadership, the Vice Dean of Diversity and Multicultural Affairs, Faculty Affairs and Professional Development (FAPD) for assistance in ensuring compliant searches are conducted

20. Diversity Search Advisor Partnership • With departmental COAP Chairs, Education Officers, Vice Chair for Faculty Affairs/Faculty Development for developing strategies to improve faculty pipeline • Participate in meetings to develop best practices with other Diversity Search Advisors, Vice Dean of Diversity and Multicultural Affairs, Vice Dean for Faculty Affairs, Faculty Affairs and Professional Development • With Faculty Coordinator, review and approve AA Promotion and Termination forms confirming that actions were conducted in accordance with University policy

21. Current Resources • Unconscious Bias for Faculty Searches • AAMC E-Learning Seminarhttps://www.aamc.org/initiatives/leadership/recruitment/178420/unconscious_bias.html • AAMC Unconscious Bias in Faculty and Leadership Recruitmenthttps://www.aamc.org/download/102364/data/aibvol9no2.pdf • Implicit Association Test https://implicit.harvard.edu/implicit/ • Search Committee Resource Manualhttp://somapps.med.upenn.edu/fapd/documents/fa00016.doc • Faculty Ads – Public View http://www.med.upenn.edu/apps/faculty_ad/ • Faculty Ad Generator, Faculty Applications and Applicant Reviews -- access through my.medhttp://www.med.upenn.edu/apps/my/index

22. Current Resources • Faculty Careers: Surveying the Road from Appointment to Promotion • On-line tutorial about full-time faculty tracks (Tenure, CE, Research & AC) http://www.med.upenn.edu/facaffairscurriculum/orientation/faculty_careers/a-z/player.html • New and Prospective Faculty • “What Every Faculty Member Should Know,” the starting point for prospective/new faculty at the Perelman School of Medicine http://www.med.upenn.edu/facaffairscurriculum/orientation/

23. Resources • Faculty Opportunity Fund http://somapps.med.upenn.edu/fapd/documents/ext00048.pdf • Provost’s fund for faculty recruitment, faculty retention and enhancement of faculty diversity in the Standing Faculty– expanded to five years • Dual Recruitment Fundinghttp://www.upenn.edu/provost/images/uploads/Dual.Career_.Funding_.10_.pdf • Presidential Term Professorships (NEW) http://www.upenn.edu/almanac/volumes/v58/n01/pdf_n01/faculty%20diversity-action%20plan.pdf • Provost’s Office will support up to ten term professorships at the junior and senior level for exceptional scholars who will contribute to faculty excellence and diversity

24. Resources • For Questions • Contact Faculty Affairs & Professional Development • Email: facaffrs@mail.med.upenn.edu • Under Development • Diversity Webpage on FAPD – Ready • Checklist for Diversity Search Advisor • Guide for conducting effective interviews • Guide for conducting a fair review of all candidates • Tips for building a diverse pool of candidates • Update: Best Practices for Faculty Recruitment and Orientation • Search Committee Resource manual on FAPD website will be expanded to online training

25. Resources – FAPD Website http://www.med.upenn.edu/fapd/