DEMYSTIFYING PROMOTIONS: A Guide for Junior Faculty and Their Mentors

1. DEMYSTIFYING PROMOTIONS:A Guide for Junior Faculty and Their Mentors Eva Aagaard, M.D. Director of Faculty Development DGIM With Thanks to Harley Rotbart, MD Pediatrics

2. What are your questions about promotions?

4. Goal for an Assistant Professor • Become an Associate Professor

5. THE 3-LEGGED STOOL • Teaching • Research / Scholarship • Clinical / Service

6. The Career Pie Chart

7. The Golden Rules for Promotion to Associate Professor • Make career decisions that lead to career fulfillment • Don’t make career decisions solely because they’re “good for promotion” • Promotion will follow

8. STOOL MEETS PIE CHART

9. THE MATRIX RELOADED

10. Regular faculty series EXCELLENCE in one: Teaching Research Clinical Activity MERITORIOUS in all: Teaching Scholarly Activity Clinical Activity/Service

11. Clinical practice series • Faculty members whose duties are focused primarily in direct patient care • Not tenure eligible

12. Associate Professor of Clinical Practice EXCELLENCE IN: • Clinical care AT LEAST MERITORIOUS IN: • Teaching AND • Local (hospital or university) or regional reputation for clinical excellence

13. THE 12 STEP PROCESS 1. Appointment as Assistant Professor 2. Annual DOMINO Review 3. Mid-point review 4. Nomination promotion - early summer 5. Solicitation of letters - late summer 6. Submission of portfolio - early fall *Departmental Promotions Committee

14. THE 12 STEP PROCESS 7. Portfolio review and vote (DPC) 8. Modifications of portfolio 9. Re-review of portfolio (DPC) 10. Submission to SOM - December 11. Review by SOM Promotions Comm 12. Approval by SOM Executive Comm

15. Timeline to associate • Year 0 – appointment • Year 1 – annual review • Year 2 – annual review • Year 3 – annual review • Year 4 – mid-point review • Year 5 – annual review • Year 6 – annual review • Year 7 – promotion

16. ROLE OF DEPARTMENT/ division • Appointment letter – true expectations • Mentoring – assign mentor ( & co-mentor) and oversee process • Annual reviews – • ? On track for promotion • Documentation appropriately gathered • Mid-point reviews by Department • ?On track for promotion • Documentation appropriately gathered • Proposed timing for promotion

17. ROLE OF THE division/ dept 5. Promotion preparation • Solicitation of reference letters • Guidance on portfolio preparation • Review portfolio, suggest improvements • Vote on candidacy • Submit portfolio with summary letter

18. How to find a mentor • Mentoring Guides • Annual DOMINO Review • Peer-referral • Self-referral

19. Mentoring Guides DGIM

20. Dept. Mentoring • Primary Mentor • Responsible for guidance (facilitating, advocating, and counseling) towards faculty member’s career development and promotion • Assist faculty member in finding a Co-Mentor if appropriate

21. Dept. Mentoring • Co-Mentor – if appropriate • In most cases, this is the faculty member’s “content” mentor • may be same person as Primary Mentor • Responsible for guidance (facilitating, advocating, and counseling) of the faculty member toward success in his/her research, clinical, teaching, and/or scholarly activities • Provides regular feedback to Primary Mentor

22. Dept. Mentoring • Faculty Member • Ultimatelyresponsible for his/her own career development, with the guidance of Primary Mentor • Ultimatelyresponsible for his/her own research, clinical, teaching, scholarly activity with the guidance of Co-Mentor if appropriate

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24. ROLE OF THE FACULTY MEMBER 1. Conscientiously work with mentor 2. Maintain real-time portfolio A. Teaching - see SOM portfolio template a. log of teaching activity b. teaching evaluations - piles and piles c. teaching awards

25. ROLE OF THE FACULTY MEMBER B. Clinical a. see SOM portfolio template b. log of clinical activity c. clinical testimonials/evaluations d. clinical honors

26. ROLE OF THE FACULTY MEMBER 3. Documentation of Research/Scholarship A. Accurate and up-to-date CV B. Thoughtful approach to scholarship 4. Documentation of Service A. Accurate and up-to-date CV B. Letters of gratitude for service 5. Careful attention to submission deadlines

27. Top 10 Mistakes On The Way To Promotion

28. 10. The Nobel Prize winner mentality Or the “I’ve been here18 months, am I eligible for promotion?” syndrome • Rules state that “when you’re ready, you’re ready” • BUT, • RARE that someone is promoted after 4 years • uncommon after 5 • More often after 6, • Most common after 7

29. 9. The “I know I’m on track” Or “Mentoring is for the Other Guys” syndrome Leading cause of disappointments at promotion time and of the need to request extensions

30. 8. The my mentor ate my homework syndrome Responsibility for fulfilling the Criteria, and meeting the deadlines, for promotion are yours alone

31. 7. Promotion Committee = convenience store If you miss deadlines, you may have to wait another year.

32. 6. Failure to launch • Scholarship • Outside letters

33. 5. The Lost in translation syndrome Or, Falsely Assuming The DOM Or SOM Promotion Committee Knows What You Do For A Living • Only 1-2 members of your department on the SOM PC • Few if any know you • YOUR MISSION is to produce a portfolio that speaks their language

34. 4. Assuming size doesn’t matter • Quality of your work • Quantity of your work • Teaching evaluations, publications, clinical documentation, etc. should be as complete as possible without including fluff. • Particularly true for documenting “alternative forms of scholarship”

35. 3. Believing in the “Evaluations Tooth Fairy” Or the “Someone must be collecting my teaching evaluations for me” syndrome

36. 2. Assuming that all teaching occurs in lecture halls Don’t overlook: • Bedside • Research • Morning report • Journal club • M&M conferences • Mentoring/ Advising • log your hours and number of trainees and collect evaluations.

37. 1. Spending too much time in the unproductive stages of the Kubler-Ross Grief Reaction Denial Anger Bargaining Depression

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