The Promotion Process Department of Pediatrics October 18, 2006

1. The Promotion ProcessDepartment of PediatricsOctober 18, 2006 Michael J. Chusid MD Professor (ID) & Associate Chair Departemnt of Pediatrics

2. Promotion Process The “Golden Link:” http://www.mcw.edu/display/router.asp?docid=6238

3. Navigating the Promotion Process at MCW • Promotion Pathways • Description • Criteria for promotion • Tenure • Meaning • Criteria • Promotion Process • Departmental • CHW • Promotion DO’s and DON’Ts

4. The Four Promotion Pathways Traditional Research Clinician Educator Academic Clinician

5. Promotion Criteria:Traditional Track • History of independent research activity and peer reviewed publications • Excellence in clinical and teaching activities • Service to MCW (committees, councils) • Established reputation • Associate Professor: Regional • Professor:National

6. Promotion CriteriaResearch Track • Independent funding and publications • Role in defined research program or direct core facility • Role in research training • Reputation • Associate Professor: Regional • Professor: National

7. Promotion CriteriaClinician Educator • Excellence in teaching/education • Excellence in clinical practice • Scholarship • Development/dissemination of materials • Publications • Clinical observations • Education • Service to institution

8. Background to definition of a 4th promotional pathway • Expansion of the clinical enterprise critical to overall mission of MCW. • Faculty providing high amounts of clinical care and administration may not “fit” current paths. • Chusid Ad Hoc Committee recommended a 4th academic pathway. • Dean appointed an ad hoc committee to review rationale for (and against) creation of a 4th pathway- including examination of experience from other academic institutions- and to determine criteria for promotion in this pathway.

9. The Fourth Track • Academic Clinician Pathway was approved in spring 2006. • Faculty with appointments in this pathway will have titles of the form: Assistant Professor of Clinical XXX (e.g. Orthopedic Medicine). • For faculty with predominantly clinical or administrative responsibilities (>80%) • Faculty in this pathway are not eligible for tenure • Anticipated time to promotion from first faculty appointment is 10 years

10. The Fourth Track- Academic Clinician- continued • Board certification in the appropriate specialty is expected. • Service to the college or clinical practice partners, such as committee participation, is desirable. • For those whose position includes a substantial clinical administrative role, evidence of the performance of the clinical program or group is considered.

11. The Fourth Track- Academic Clinician • Faculty in the Academic Clinician Path should spend a preponderance of time and should have attained substantial expertise in clinical care and/or clinical administration. Evidence of accomplishment includes items such as, but not necessarily limited to: quality of care indicators, patient satisfaction measures, the development of a referral base, the development of clinical care pathways. • They should additionally have demonstrated a sustained commitment to and excellence in teaching. Evidence of accomplishment includes teaching awards or demand for clinical rotations by trainees.

12. TENURE • Available only to those in the Traditional or Clinician-Educator track. • Usually awarded at the Professor level. • Criteria are the same for both tracks and are distinct from criteria used for promotion. • Awarded to those individuals vital to the school’s successful attainment of its multiple missions: clinical, educational, and academic. • Meaning: An academic merit badge?

13. DEPARTMENT OF PEDIATRICS PROMOTION GUIDELINES

14. DEPARTMENT OF PEDIATRICSPROMOTION GUIDELINES

15. Five Steps of Promotion Process • Internal Promotions Committee reviews • Nomination by Chair submitted to Dean’s Office • Office of Faculty Affairs prepares packet • R&T committee reviews materials and renders decision • Final approval by Dean & MCW Board of Directors

16. Department of PediatricsPromotions Committee Committee meets in September/October. Reviews candidates for promotion or tenure proposed by Section Heads or Chair (for Section Head promotion). Committee makes advisory recommendations to Chair for his action.

17. PROMOTION TO SENIOR FACULTY RANK THE PROCESS – “THE CHAIRMAN” • By October 1 (Tenure, Traditional Track promotions) or January 1 (all other track promotions) departmental Chairmen must provide the Dean’s Office with the following information regarding faculty proposed for promotion to Associate or full Professor. • An up-to-date curriculum vitae in standard MCW format: http://www.mcw.edu/display/router.asp?docid=1586 • A detailed proposal letter from the Chair stating both proposed rank and track. • The names of at least four internal referees and two to seven external referees (depending on rank/track). • Reprints of two representative publications.

18. PROMOTION TO SENIOR FACULTY RANK THE PROCESS – “THE DEAN’S OFFICE” • The Faculty Affairs Office will then: • Solicit letters of recommendation from the referees, providing them with the Chairs’ proposal letter, curriculum vitae, reprints, and general criteria for promotion at MCW in the proposed track. • When the requisite number of referees have responded, the packet will be sent to the Rank and Tenure Committee which meets regularly on the third Thursday of the month. • The Committee reviews the available material. In some cases, further information may be solicited by the Committee itself. • If it is felt the packet is complete, the Committee votes on the proposed promotion. At least six votes (of the 11 members) are required for a negative or positive action.

19. PROMOTION TOSENIOR FACULTY THE PROCESS – “POSITIVE R & T VOTE” • If the proposal to promote is affirmed by the Committee, the Dean is so notified. • The Dean can veto a positive recommendation by the Committee. • If the Dean makes a positive decision, the proposal is brought to the MCW Board of Directors for their assent. • If they vote positively, the promotion is approved. • All promotions approved by the MCW Board take effect on July 1 of the subsequent academic year.

20. PROMOTION TOSENIOR FACULTY THE PROCESS – “NEGATIVE R & T VOTE” • If the proposal to promote is defeated in the R & T Committee, the proposing Chair is notified. • The Chair will be sent a letter by the R & T Chair outlining in general terms the reasons for the negative vote. • A candidate cannot be proposed for promotion more than once in an academic year. • An appeals process exists for negative actions by the R & T Committee which involves a formal request by the proposing Chair to provide significant new information to the R & T Committee. The Chair may request a personal appearance before the R&T Committee.

21. 2006-2007 Rank & Tenure Committee –Composition Eric Cohen, MD (Nephrology) Chair Julie Biller, MD (Pulmonary Medicine) Owen Griffith, PhD (Biochemistry) Cecilia Hillard, PhD (Pharmacology) John Klein, PhD (HPI-Biostatistics) Dennis Maiman, MD (Neurosurgery) Karen Marcdante, MD (Pediatrics) Hershel Raff, PhD (Endocine) Jeanne Seagaard, PhD (Anesthesiology) James Sebastian, MD (General Medicine)

22. MCW = State schools No “Up or out policy” (promotion to Assoc Prof after 6 yrs as Asst Prof) Positive: More career flexibility Negative: Stagnation at Asst Prof level

23. Promotion “DO’s” • Be prepared • Plan early and review often • Get input from colleagues, mentors, chairs • Just being here for a long time does not warrant promotion • Use the MCW format for CV • Provide complete, accurate information • Be sure your accomplishments are clearly conveyed • Use explicit descriptions such as “1 of 10 highlighted oral presentations at a national meeting of >10,000 attendees” • Consider using an “educator’s portfolio” or annotated CV • Send your best publications

24. Educator Portfolios • Way to highlight achievements that are not easy to convey in a CV • No more than a few single sided pages • Should highlight “themes” of your career

25. Educator’s Portfolio

26. Educator’s Portfolio

27. Portfolio Example for New Track Patients seen in Pulmonary Clinic Sabbatical year

28. EP: Example Implementation of protocol

29. Well before the first step in the promotion process in every pathway…. • Review your progress and plan with your Section Head on a regular basis- no less than once a year. • When you identify areas in which your objective accomplishments are weak, define a plan and time frame in which to address these weakness.

30. Promotion “DO’s” • Choose your referees carefully • At or above level of promotion (academicians) • Local: not just all from your section/dept • National: not all from your training • Contact them first, • ask if they can write “good” letter • Let them know what to highlight (from what they know about you)

31. Promotion “DON’Ts” • Procrastinate • Keep CV and portfolio updated • Allow typos, incorrect grammar, incomplete citations to creep into your CV. • Include “wish list” on your submitted CV • Submitted publications, “approved but not funded grants,” papers “in progress.” • Mix abstracts, chapters, papers

32. Promotion “DON’Ts” • Beware of recommendations from foreign sources • Their academic systems are often not comparable • Ask for letters from “Harvard-types” • They will be asked “Would candidate be promoted at your institution?” • Ask for letters from members of the R&T committee • If they write a letter, they have to leave for discussion and vote

34. Summary • Promotion is the recognition of your peers based on faculty approved criteria • You are responsible for preparing the documentation needed • Ask for help from the “experts” • It is not a “secret ritual”. The departmental promotions committee chair and MCW R&T committee all want your promotion to succeed!! YES