JABSOM 2015-2016PROMOTION AND TENURE WORKSHOP

Presented by the JABSOM Faculty Development Program

August 12, 20154:00-5:30pmMEB 202

JABSOM Faculty Development Program

Rosanne Harrigan, MS, EdD, APRN-Rx, FAAN Director of Faculty AffairsChair, Complementary and Alternative MedicineMedical Education Bldg, 224K692-0909harrigan@hawaii.edu

Lori Emery, MEdFaculty Development Program Manager

Medical Education Bldg, Office of the Dean692-0884

lmatsuza@hawaii.edu

http://jabsom.hawaii.edu/faculty/facdev/

Brief Introductions Name Department Current Faculty Rank When are you thinking of applying Question or concern about applying

for promotion or tenure

Introduction to Promotion/Tenure at UH

UH Manoa Process For UH compensated faculty only Multi-level review process Timetable: Oct-June Requires assembly of a dossier

Where can I find resources/information on promotion/tenure?

UH Manoa Promotion/Tenure Website http://manoa.hawaii.edu/ovcaa/faculty/tenure_promotion_contract_renewal/

JABSOM Faculty Development Websitehttp://jabsom.hawaii.edu/faculty/facdev/appt-promo-tenure/

UH and JABSOM Promotion and Tenure Workshops Chair, Senior Peers, Past Applicants, JABSOM Faculty

Development Program JABSOM Dossier Sample Library (contact Lori Emery)

Manoa Faculty Mentoring Program Dossier Library

http://www.fmp.hawaii.edu/dossier_lists.html

Know Your Documents

2015-2017 UHPA/BOR Agreement (Faculty Contract)

http://www.uhpa.org/contracts/2015-2017-ta-pdf/

UH Minimum Qualifications - Executive Policieshttp://manoa.hawaii.edu/ovcaa/faculty/

tenure_promotion_contract_renewal/pdf/Appendix_A.pdf

Know Your Documents: Criteria 2015-2016 Manoa Criteria and Guidelineshttp://manoa.hawaii.edu/ovcaa/faculty/

tenure_promotion_contract_renewal/pdf/tp_criteria_guidelines_15_16.pdf

JABSOM M-Faculty Series Criteria (as applicable; usually for MD faculty with

clinical/educational duties only)http://jabsom.hawaii.edu/wp-content/uploads/2014/03/JABSOM-M-

series-criteria-June-5-2009.pdf

Department Procedures and Criteria (as applicable, check with your Dept Chair)

Waivers/Requests

*Requests must be made to the Dean via Dept Chair approval

Promotion - Minimum Qualification Waivers Time in Rank (Dean approval) Education (Chancellor approval)

Tenure – Probationary Period Shorten up to 1 year, or lengthen up to 7

years (Dean approval)

Promotion/Tenure Timeline

Jun-Aug Faculty notify Chair of intent to apply; submit names of possible external reviewers

Oct (early) Application due to Dept Chair

Oct-Nov Department Personnel Committee (DPC) Review

  Department Chair (Review)

Nov Appointment, Promotion, Tenure Committee (APTC); school-wide review; advisory to Dean

Dec Dean Review (Dean notifies Dept Chair of negative review up until his level of review)

Jan Tenure, Promotion Review Committee (TPRC); university-wide review

Feb-Mar Manoa Chancellor (MCO)

  MCO notifies applicants of negative review at any level (rebuttal process begins)

May Board of Regents (BOR) Approval

Jun 30 Dean notifies applicants of outcome

Jul 1 Tenure effective

Aug 1 Promotion effective

What happens if I receive a negative review?

Dean will notify you of any negative recommendations by DPC, Dept Chair, or Dean

Manoa will notify you of any negative review after the TPRC review

You will be allowed to review your dossier and submit a rebuttal within 10 days

Dean may add additional comments after the initial TPRC review (as necessary)

Dossier is then reviewed again by TPRC (if TPRC voted negatively); otherwise it goes directly to the Chancellor

Chancellor makes final recommendation

Plan Ahead

Begin preparing as soon as appointed Maintain CV - update regularly Tenure-track faculty – keep track of

probationary period (check most recent Personnel Notification Form - PNF or ask JABSOM HR)

Monitor your progress/readiness with your Chair through annual feedback

Keep copies of your annual feedback for reference

Gathering Material: “4 Folders”

Teaching Research/Scholarship Service Clinical (as applicable)

File material in these folders (either hard copy or electronically) and update them frequently for easy reference.

I plan to apply, now what do I do?

Meet with Chair to make sure you are ready!

Go through your “4 Folders” and select your best material Save the rest in a box or file (to be readily

available incase asked for) Borrow dossier sample for reference Attend our Dossier Mentoring Program

during the summer you plan to apply

Attend Workshops JABSOM and UH Promotion & Tenure

Workshops Plan to attend 1-3 years prior to planning to

apply

JABSOM Dossier Preparation Mentoring Program June-July weekly summer series open to faculty

applying that year Learn tips and strategies for putting together a

successful dossier Work on putting together your dossier Receive feedback from faculty mentors

Preparing to ApplySubmit the following to your Department Chair:

List of 3-5 names of potential external reviewers Current CV 1-page brief bullet-pointed summary highlighting

your professional accomplishments (“Who am I” summary to highlight and accompany your CV)

External Evaluators: Requirements and Purpose

External Evaluators should be at or above the rank you are applying for

Be respected scholars in related fields who are not at UH-Manoa

Applicants should not contact possible external evaluators; Dept Chair solicits external evaluations

Should be professionally capable to assess your work objectively and comment on its significance in the discipline

Purpose is to obtain an opinion about the scholarly contributions which applicant has made and not to determine whether applicant would receive promotion/tenure at another institution

External Evaluators: Solicitation Process

Applicant provides 3-5 names and contact information of possible external reviewers to Dept Chair

Dept Chair (in consultation with the DPC Chair) identifies 2-3 more names

Chair should secure total of at least 4-6 letters (comparable number from applicant list and from dept list)

Chair to send letter of request, one page summary highlighting applicant’s contributions (recommended), applicant’s CV (required), copies of reprints of applicant’s major publications (if practical, not required), and copies of applicable criteria (required)

Letters are confidential and not shown to applicant

Tenure vs. Promotion – How to Address

Tenure: Do you have a continued long-term need and

value to the department, school, university, field?

What will you do for the dept, school, and university in the future; What is your long-term academic professional plan?

Promotion: How do you meet or exceed the requirements

for the rank you are applying for? What have you contributed to the dept, school,

university, field up until this point? What are you future plans?

Application Parts 1-4(To be completed by applicants)

Part 1: Employment Details Part 2: Criteria and Guidelines Part 3: Credentials and Experience Part 4: Endeavors

Application Parts 5-9 (To be completed by reviewers)

Part 5 – Departmental Assessment (DPC and Dept Chair)

Part 6 – Dean’s Assessment Part 7 – TPRC Assessment Part 8 – Request to Examine Dossier

(for negative recommendations only) Part 9 – Chancellor’s Recommendation

Reviewers at each level will insert their written assessment and recommendation (vote) into your dossier.

Part 4: Statement of Endeavors(Refer to Page 4.1 in Application)

Narrative summary Personal statement of your unique aspects and special significance

of accomplishments and value in the areas of teaching, research, service, clinical (as applicable).

Analysis of activities since your last promotion or initial hire. Direct it towards readers who are not in your field. Clearly state how you meet all applicable criteria. Tenure applicants should include a statement of future plans and

future value to the University and your field.

Recommended length no more than 9 pages

Categories to address dependent on faculty classification (I, R, M, S, B), refer to application for specific areas to address – use appropriate Page 4.1

Part 4: Statement of Endeavors (Narrative) Teaching Activities

Teaching Philosophy Research/Scholarly Activities

Unique contributions and significance of your work to UH, Dept, JABSOM, State of Hawaii, field

Service Activities Unpaid, professionally related

Other: Clinical Activities (as applicable)

Statement of Endeavors

Reminder: Readers outside of your academic discipline and the school will be reviewing your dossier.

Explain clearly (in layman’s terms) what you do and the impact andsignificance of your scholarly work

Explain any norms in your field (such as authorship/publication, grant funding, teaching, etc.)

Part 4: Supporting Materials

Include material appropriate to your faculty classification (refer to appropriate Page 4.1)

Such as: Teaching evaluations Bibliography Peer evaluations of contributions Service record

Part 4: Supporting MaterialsTEACHING EVALUATIONS

Teaching includes: undergrad, grad, post-baccalaureate, med student,residents, fellows, CME/CE

Teaching evaluations (summaries) Achievement of learning outcomes List students advised, mentored, trained;

Thesis/Dissertation committees served on Thank you letters Special recognition (awards) Contributions to curriculum development

Materials from courses you developed Innovations in teaching or teacher training Publication of educational material

(electronic publication, textbooks, etc.)

Part 4: Supporting MaterialsBIBLIOGRAPHY

Objective record of your scholarly activity

Separate bibliography into categories as suggested in UH Manoa Guidelines to be adapted as suitable to your discipline:(published referred data based works, abstracts, books, book chapters, conference presentations (local, regional, national, international), grant funding, etc.

Do not submit: in preparation or under review

Clarify what “in-press” means, submit documentation (letter of acceptance)

Part 4: Supporting MaterialsSERVICE ACTIVITIES (not paid)

University Service department, school, university committees and

activities

Professional Service discipline, field – examples: member/officer in

professional organization, editing professional publication, organizing conferences/workshops, hospital service

Community Service boards, pro bono service, providing professional

expertise to community/public

Part 4: Supporting MaterialsPEER EVALUATIONS OF CONTRIBUTIONS

Relevant external reviews of yourpublished work:

Published reviews Grant reviewers’ comments Letters to the editor Readers’ comments of manuscripts

submitted for publication Unsolicited letters from peers in response

to publication of your work

Part 4: Supporting MaterialsOTHER: LETTERS OF SUPPORT

Letters of Support (unsolicited and solicited from

peers, students, graduates, patients, attendees/participants)

Be selective of solicited letters (limit) Letters should be substantial Redact patient names for

confidentiality

Part 4: Supporting MaterialsOTHER: CLINICAL ACTIVITIES (typically for I-M faculty only)

Examples: Patient satisfaction surveys (competence

in professionalism, communication, humanism)

Recognition (awards for clinical or educational excellence)

Participation or leading of clinical quality improvement initiatives

Administration of clinical and/or educational training programs

Development of new clinical services Serve as specialty resource in area of

expertise

JABSOM’s Top 5 Tip List (refer to handout)

1. Do not assume others will understand2. Research/Scholarly Impact3. Summarize your Accomplishments4. Quality over Quantity5. Make the Reviewer’s Job Easy

Elements of a Successful Dossier

Easy to read Well organized Concise Follows all UH application guidelines Clearly explains how applicant meets

applicable criteria Clearly defines your unique

research/scholarly and teaching contributions

Adequate number of unbiased external reviewer letters

TREAT YOUR DOSSIER LIKE A JOB APPLICATION!

Follow UH guidelines for preparing the dossier Make sure your dossier is complete and

accurate prior to submitting to your Dept Chair Have someone proofread your dossier Check for typos, grammar and spelling errors If you have questions, consult your Dept Chair,

Dr. Harrigan or Ms. Emery

Final Comments

Start Early! Request consultation Select materials that are significant Be neat, clear, concise, and organized Remember: Quality over Quantity! Attend our Dossier Mentoring Program

Guest Panel

Department Chair and APTC Reviewer Perspective

Marla BerryTenured Professor and Chair

Department of Cell and Molecular Biology

Tips and Strategies from a Recent ApplicantBeau Nakamoto

Associate ProfessorDepartment of Medicine

Any Questions?

Thank you for attending, please contact us with any questions.

Please complete the evaluation form.

Best wishes as you prepare to apply for promotion or tenure.