Elizabeth R. Jacobs, M.D.

Pulmonary and Critical Care Medicine

The Promotion Processat the Medical College of

Wisconsin

September 19th, 2006

Navigating the Promotion Process at MCW

• Promotion Pathways- – The new 4th option

• Promotion Process

• Promotion DOs and DON’Ts

Rank & Tenure Committee –Composition

Eric Cohen, MD (Nephrology) ChairJulie 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)

Promotion CriteriaTraditional Track

• History of independent research funding and peer reviewed publications

• Service to MCW (committees, councils)

• Established reputation– Associate Professor: Regional– Professor:

National

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

Research

Research Clinical

Teaching Admininstration

Promotion CriteriaClinician Educator

• Excellence in teaching/education

• Excellence in clinical practice• Scholarship

– Development/dissemination of materials

– Publications• Clinical observations• Education

• Service to institution

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.

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

•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.

The Fourth Track- Academic Clinician

Academic Clinician

Research Clinical Teaching Admininstration

• 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.

The Fourth Track- Academic Clinician- continued

Well before the first step in the promotion process in every

pathway….

• Review your progress and plan with your Chair 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.

Five Steps of Promotion Process

• Internal Promotions Committee reviews

• Nomination by Chair submitted

• Office of Faculty Affairs prepares packet

• R&T committee reviews materials and renders decision

• Final approval by Dean & MCW Board of Directors

Deadlines: For July 1st implementation

• Traditional Path and all tenure: Oct 1st

• Clinician Educator, Academic Clinician & Research: Jan 1st

For updated guidelines, more information and MCW CV format , see website:

http://www.mcw.edu/facaffairs

Promotion Process:You and Your Chair

• You provide updated CV– Use MCW format ONLY

• Chair provides letter of support– Detailing merit based on criteria for track and rank– You should provide detailed outline of your

accomplishments in areas of focus for your Chair• Names of referees

– At least 4 internal– 2-7 external (depends on track/rank)

• Reprints of 2 “representative” publications

• Solicits letters from the referees. • Referees are provided

• Full packet (including portfolio)• Outline of what areas they are to address in their

letters• MCW promotion criteria for rank and track.

• When the reference letters are received, the packet is sent to the R&T Committee.

Office of Faculty Affairs

Rank and Tenure Committee

• R&T committee members review packet– May request additional information– If need additional info, tables review

• Votes on proposed action

• Majority ( 6 of 11) required for action– Positive or negative

The Dean and BoardPositive Vote

• Dean notified– Can overturn a positive, not negative vote

• If Dean approves, sent to MCW Board of Directors

• If Board approves, promotion takes effect July 1st.

Negative Vote

• R&T sends letter to chair– Outlining reasons for denial

• Must wait until next academic year

• Appeal process– Chair submits significant new information– Or appeals to committee in person

Tenure

• Available to faculty in traditional and clinician/educator tracks

• Same criteria for both tracks, decision separate from promotion decision

• Faculty must be VITAL to MCW missions (clinical, education, research)

• Rarely given below rank of Professor

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

MCW = State schools

Tenure not granted at Assoc Prof

(is granted at State-Supported Universities)

Positive: Less financial obligation for MCW

Negative: Chance of obtaining tenure may be lower

MCW = State schools

Portfolios

• Way to highlight achievements that are not easy to depict in a CV

• No more than 10 single sided pages

• Should highlight “themes” of your career

Educator’s Portfolio

0

0.5

1

1.5

2

OT

E R

ati

ng

2001-2002 2002-2003 2003 2004

Overall Teaching Effectiveness (OTE) Ratings for Dr. X Compared to Department Mean, 2001-2004,1-5

point scale, 1=outstanding

My rating

Dept Mean

Educator’s Portfolio

0

20

40

60

80

100

Pe

rce

nt

MCW 1986-1989 MCW 1990-1995 ABP Mean

Pass Rate on First Attempt, American Board Certifying Examination,

1986-1989 Before my Leadership, 1990-1995 During my Leadership

Portfolio Example for New Track

0

100

200

300

400

500

600

700

1999 2000 2001 2002 2003 2004 2005

Patients seen

Patients seen in Pulmonary Clinic

Sabbatical year

EP: Example

Percent pts receiving enteral feeds

0

20

40

60

80

100

Month

Pe

rce

nt

% receivingenteral feeds

Implementation of protocol

Promotion “DOs”

• Be prepared– Plan early and review often

• Get input from colleagues, mentors, chairs

• Just being here for a long time does not warrant promotion

Promotion “DOs”

• 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 a portfolio

• Send your best publications

Promotion “DOs”

• Choose 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)

Promotion “DON’Ts”

• Procrastinate– Keep CV and portfolio updated

• Allow typos, incorrect grammar, incomplete citations

• Include “wish list”– Submitted publications, “approved but not

funded grants”

• Mix abstracts, chapters, papers

Promotion “DON’Ts”

• Ask for letters from “Harvard-types”– 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

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 committee doesn’t look for reasons not to promote

YES