Promotion and Tenure 101:Faculty Training Session

Linda McLoon, PhDCo-Chair, Medical School Promotion and Tenure Committee

Professor, Department of Ophthalmology and Visual Neurosciencesmcloo001@umn.edu

Paul Mermelstein, PhDCo-Chair, Medical School Promotion and Tenure Committee

Professor, Department of Neurosciencepmerm@umn.edu

George J. Trachte, PhDCo-Chair, Medical School Promotion and Tenure Committee

Professor, Department of Biomedical Sciences

Agenda

1. Timeline2. Appointment Types3. Dossier Preparation

Please feel free to ask questions at any time during the presentation.

Timelines

September 17, 2018: COMPLETED DOSSIERS DUE TO OFFICE OF FACULTY AFFAIRS

Please keep in mind: Your department has earlier deadlines.

Promotion and Tenure Timeline

*Internal Deadline

• Department review - dossiers complete

Mid September -

October

• OFA reviews dossiers for compliance• Any issues identified sent back to department

• Timeline for corrections is short!

Mid October - Mid January

• Medical School P&T Committee reviews dossiers

Mid October - Mid January

• Dean reviews split votes*Please keep in mind: Your department has earlier deadlines.

Promotion and Tenure Timeline, cont.

January - Mid February

• Appeals

January -Mid February

• Dean reviews appellate cases

February 15(Tenured/Tenure Track

only)

• Dossiers sent to Provost's Office for review

May 15• All decisions conferred

by Board of Regents or Provost's Office

July 1

• Promotions become effective

Faculty Appointment TypesTRACK CRITERIATenured 7.12 statement

Tenure Track (Probationary) 7.12 statement

Academic Track Academic Track statement

Clinical Scholar Track Clinical Scholar Track statement

Teaching Track Teaching Track statement

Research Track See departmental statements

Dossier❖ Incomplete dossiers and/or those that are not in the standard

Medical School format will be sent back from the Office of Faculty Affairs requesting edits.

❖ Edits, however, are NOT mandatory. Thus non-standard dossiers will still be reviewed by the Medical School P&T committee if the dossier is returned to the committee.

❖ That said, faculty on the P&T committee vote on what they see (or don’t see) in the dossier.

Dossier Template Available Online

1. 7.12 Statement or Track Statement (Tenure Track, or Academic Track) a. Memorandum of Understanding (MOU):

Applies only to Tenured or Tenure-track faculty

2. Curriculum Vitae: Medical School Format

3. External Review and Evaluation4. Teaching5. Research and Scholarship6. Service

7. Annual Appraisals (Including current year8. Departmental Recommendations9. Record of Vote10. Internal Review11. Candidate Statement of Assurance12. Selected Reprints13. Cover sheet : Word document, submitted separately from dossier; Tenure or Tenure-track only.

7.12 Statement or Track Statement

❖ 7.12 Statement: tenure-track and tenured

❖ Academic Track

Memorandum of Understanding (MOU)

❖ This is for tenure-track and tenured professors only.

❖ It indicates the version of the 7.12 statement under which the faculty member elected to go up for promotion (old or new)

❖ Correct statement MUST be used when sending out requests for external reviews.

Curriculum Vitae

REQUIREMENTS❖ Use Medical School CV Template

▪ Template available on OFA website

❖ Complete CV (should not be abbreviated)

❖ Number pages

❖ Items must be in reverse chronology (with most recent listed first). Education is the only exception to this requirement.

❖ Create appropriate headers for unique information.

Curriculum Vitae cont.

REQUIREMENTS ❖Remove any bracketed (italicized) instructions found under headers in the Medical

School CV template.

❖List and number publications, grants, presentations, book chapters, etc. CVs that do not have sections in a listed format will be returned.

❖Use standard formatting, with an 11-12 point font and one inch margins. Choose a font that is easy to read (Times New Roman or Arial).

❖Carefully proof for errors or format inconsistencies.

Curriculum Vitae cont. Example from Required Template - Education

PROFESSIONAL ADDRESSMasonic Cancer CenterDepartment of Laboratory Medicine and PathologyUniversity of MinnesotaMayo Mail Code 806420 Delaware St. SEMinneapolis, MN 55455Tel: (612) 625-1504

IDENTIFYING INFORMATION

Education Degree Institution Date Degree Granted

B.Sc. University of Saskatchewan 1998Saskatchewan, Canada

Ph.D. University of Saskatchewan 2003

Saskatchewan, CanadaKeith Bonham, Ph.D., Advisor

Curriculum Vitae cont. Example from Required Template - AppointmentsAcademic Appointments

Associate Professor with tenure 1993-presentUniversity of Minnesota Medical School, Twin Cities

Assistant Professor 1987-1993University of Minnesota Medical School, Twin Cities

Academic Administrative Appointments

Senior Associate Dean for Undergraduate Medical Education 2011-presentUniversity of Minnesota Medical School, Twin Cities

Associate Dean for Students and Student Learning 2006-2011University of Minnesota Medical School, Twin Cities

Clinical/Hospital Appointments

Staff Physician 1986-presentUniversity of Minnesota Medical CenterUniversity of Minnesota Medical School, Twin Cities

Curriculum Vitae cont.

Impact Analytics Grid

❖Go to Manifold: http://z.umn.edu/manifold to obtain the above information.❖ You can also set up this in Google Scholar. Be sure to make sure only your references are included.

*H(f/l)-index is not applicable for affiliate faculty, however, the h-index must be derived and notated from Google Scholar.

Peer-Reviewed PublicationsAuthor(s). Article title. Journal title. Year; Volume: Page numbers (e.g., 225-243).(Indicate the candidate’s role in multi-author papers) (Papers accepted for publication (in press) can be listed in this section)

h-Index h(fl)-Index Total Publications

First/Last Author

Publications

Total Citations

First/Last Author

Citations

Curriculum Vitae cont.❖Manifold provides a central clearinghouse for reporting on Medical School scholarship and includes the ability to download publication data, generate a list of publication citations in the required Medical School CV format, and quickly retrieve salient impact measures like faculty h-index, among other features.❖It is not always up to date. If you find errors, please contact them to correct and update this.

h-index Click to access citation counts

Curriculum Vitae cont.

Finding h-Index on

Always indicate if Google Scholar

was used to derive metrics.

Curriculum Vitae cont.

PublicationsPeer-Reviewed PublicationsAuthor(s). Article title. Journal title. Year; Volume (issue - if applicable): Page numbers (e.g., 225-243).(Indicate the candidate’s role in multi-author papers)(Papers accepted for publication can be listed in this section)

❖ Do not include papers that are “in preparation.”

❖ “Submitted” papers are acceptable, but should be listed under a separate category. (Papers accepted or “in press” can be listed under the main publications list).

❖ Put in numbered list format and make sure the candidate’s name is in bold for easier identification.

Curriculum Vitae cont.

Publications❖ Perform the Citation Index and Impact Factor analysis as close to the due date as

possible.

❖ Use Manifold when possible.

❖ Always indicate if Google Scholar was used

❖ h-Index (the “Hirsch” number)❖ Automatically calculated from ISI citation report or Google Scholar

Curriculum Vitae cont.Journal Impact Factor❖ Publications must be annotated to include the journal impact factor (from ISI Web of

Knowledge*) and the faculty member’s role in the publication.

❖ It is best to use the most recent year available (2016 for example) for ALL journals. impact factors

Click here for Impact Factor

Creates Pop out

Curriculum Vitae cont.

Citation Counts – Using ManifoldClick “generate citations” to prepare report that can be cut and pasted into CV

Curriculum Vitae cont.

Citation Counts - using

❖ For help with Google Scholar Citation count, please visit: https://scholar.google.com/intl/en-US/scholar/citations.html

Curriculum Vitae cont.Examples from Required Template – Publication RolesPublications [Note if these are published electronically with a URL if appropriate]

Number the publications under each heading. Each publication should include the complete list of Author(s) (bold your name). Article title. Journal title. Year; volume(issue - if applicable): page numbers (e.g., 225-243). To be considered for promotion and/or tenure, the faculty member must insert at the bottom of each item a notation that includes: impact factor of the journal, times cited, and the contribution of the faculty member for each multi-authored article or collaborative project.

Please use Manifold to determine number of times cited and Web of Knowledge for journal impact factor. If you are unable to find your article on Manifold, you may use Google Scholar or Web of Knowledge to list your times cited. Please indicate when either is used.

Examples of role in multiple author publications:

• Guarantor of integrity of entire study• Developed Study concept• Developed Study design• Defined intellectual content• Conducted literature research

• Conducted experimental studies• Data acquisition• Manuscript preparation• Manuscript editing• Manuscript review

Curriculum Vitae cont.Examples from Required Template – Publications

1. Garcia, C, Allen ML, Balch R, Hurtado GA, Arboleda M, Svetaz MV, Padilla M, Sieving R. Honoring Roots in Multiple Worlds: Professional’s Perspectives on Healthy Development of Latino Youth. Health Promotion Practice. Accepted for publication.Impact Factor: .55; Sum of Times Cited: 0. Dr. Allen contributed to developing study concept, manuscript preparation and editing. Co-authored with community partners.

Curriculum Vitae cont.Example from Required Template - Grants

Required format from CV template!

Curriculum Vitae cont.

Examples from Required Template – PresentationsPresentations International Invited Oral Presentations (International Professional Meetings) 1. “Diversity of Myogenic Precursor Cells in Extraocular Muscle: Potential Functional Implications” Fall Muscle

Symposium Speaker, University of Manitoba, Winnipeg, Manitoba, Canada. September 2014.

National Invited Oral Presentations (Invited Seminars and National Professional Meetings)

1. “Differences in Muscle Stem Cells in Extraocular Muscles”, Invited Speaker, Vail Summit on Regenerative Medicine, Vail, CO. August 2016.

Curriculum Vitae cont.

Example from Required Template – Teaching and Curriculum DevelopmentTEACHING AND CURRICULUM DEVELOPMENT

Umeå University, Sweden

Head and Neck Anatomy to Medical Students (a total of 16 lectures over 2 years) 2012-2104

University of Minnesota

NSci8321: Career Skills Discussion Co-leader, “What advisors expect from advisees” Graduate Program in Neuroscience 2012-present

NSci1100: Extraocular Muscles and Ocular Motor Control of Eye Movements 2012-present

3062W: Research Paper for Physiology Majors, Research mentor, Physiol 2010, 2013

Research mentor - Biol. 2960H: Explorations in the Biological Sciences 2010-2011

Structured Cranial Nerve Review, Board Preparation Review for the Dental Students, Dental School 2005

Lecturer, Theory of Therapeutic Exercise, School of Allied Health 1999

Curriculum Vitae cont.

Example from Required Template – Advising and Mentoring

ADVISING AND MENTORING Research Advising Undergraduate Students (current position; * indicates publication(s) resulted from their work in my laboratory) 1. James Staats (Senior, University of Minnesota) 2015-present 2. Lindsay Page (OD student, Ohio State University) 2014-2016 3. Whitney Burger (Med. Student, Rush Medical College, Chicago) 2013-2015 4. Tanisha Ronnie (Senior, University of Minnesota) 2012-2014 5. Joseph Navratil (Senior, University of Minnesota) 2013 6. Eric Homan (HHMI Support; Senior, University of Minnesota) 2012

Curriculum Vitae cont.

Example from Required Template – ServicePROFESSIONAL SERVICE AND PUBLIC OUTREACH Service to the Discipline/Profession Books Edited and/or Reviewed for Publishers Editor, Craniofacial Muscle Control: A New Framework for Understanding the Effector Side. Springer, 2012. 2010-2012 Co-editor, The Ocular Periphery and Its Disorders, Elsevier. 2010 Associate Editor, Orbit Section, Elsevier Encyclopedia of the Eye, 20 chapters, assigned all authors, edited all versions of chapters 2008-2010 Clinical Oriented Anatomy Edition IV, Moore and Dalley 2008 LWW Atlas of Anatomy, Tank and Gest 2008

External Review & Evaluation● 8-11 letters required.● No more than four (4) of the letters from people who have had a professional

relationship with the candidate (i.e. Not Arm’s-Length).○ DO NOT SOLICIT MORE THAN 5 NON-ARM’S LENGTH LETTERS.

● Request must be made by Department Head or designated faculty member. Requests should not be addressed by staff.

● Do not request letters from individuals with a personal relationship with the candidate.

● If the tenure-clock was stopped during any year, a statement to that effect MUST be made in the request letter.

External Review & Evaluation cont.

● Include a list of letters solicited at the beginning of section along with a copy of the solicitation letter(s). The order of the list should be in the same order in the dossier.○ Letters not received should be placed at the end of the list.

○ Any correspondence from reviewers should be included.

● External reviewers should be at the rank the candidate is requesting or higher.

● Templates are available online to help create solicitation letters; Departments can modify as needed.

● THE CANDIDATE SHOULD NEVER CONTACT THE REVIEWER.

Teaching

● Must include a percent effort for teaching.○ Add at top of summary page (Ex: Teaching Effort – 40%)

● Narrative summary (1-2 pages, 2 pages maximum) of teaching activities.

● Teaching Evaluations (Numeric ) should be included. ●Teaching Experience

○ Table of undergraduate/graduate courses taught including course number, title, brief description, quarter/semester, role, and number of students enrolled (Teaching Table)

○ Table of persons trained/mentored/advised, in sponsored research activities. Include your role as advisor, trainee name, level and project details, and current status of trainee or mentee. (Mentoring-Teaching Table)

○ List other teaching/instructional/educational activity.

Teaching cont.●Teaching Effectiveness

○ Provide a summary of formal teaching evaluations (student or peer) over time using a table.

○ A brief narrative (no more than one page) including evaluation comments may also be added after the table.

NOTE: Do not include any raw evaluation data.

○ Provide any informal teaching evaluations such as peer, student, and advisee letters (include actual letters, indicate if they were solicited or unsolicited).

○ List honors/awards received for teaching effectiveness.

Teaching cont.❖Example Teaching Table

❖Training table and Evaluation Summary available in dossier template pp. 21-22

Research & Scholarship

● Must include a percent effort for research.○ Add at top of summary page (Ex: Research Effort – 50%)

● Narrative summary (1-2 pages, 2 pages maximum), which should summarize the focus of independent scholarship ○ What is the IMPACT of the work?○ Provide evidence of national/international reputation.○ What is unique or innovative about the scholarly endeavors?○ Stress why the research is important, not the specific scientific details/findings.○ Make the case to the P&T committee for the trajectory to become a full professor (i.e. how has the research

set the faculty member up to be successful in the future).

Research and Scholarship cont.● Include lists of the following items in this section (copy and paste from CV):

■ Grants and contract support■ Peer-reviewed publications with annotations■ Non peer-reviewed publications■ Books and book chapters■ Scientific/professional presentations and abstracts■ Other evidence of research/scholarship, as needed

Service● Must include a percent effort for service

○ Add at top of summary page (Ex: Service Effort – 10%)

● Narrative summary (1-2 pages, 2 pages maximum ), of discipline-related, professional, and University service

● Emphasize service indicating national prominence

● Create a list of each of the following items in this order:○ Discipline-related professional service: Editorships, manuscript reviews/consultant activities, grant reviewer, etc.

○ University Service: Service at program, division, department, college, university and hospital levels

○ Clinical Service: List clinic and patient care responsibilities

○ Other Service: Any non-university community service.

Annual Appraisals

● Include all annual appraisals.○ Form 12, 12a or Summary of Annual Evaluations (previously “Form 12a”)

● Forms should be in reverse chronology (with most recent listed first).● Tenured and non-tenure track faculty might be missing appraisals – include what you

have.○ Probationary faculty MUST include appraisals for each year.

● If the tenure-clock was stopped during any year, the “Extension of Probationary Period” form must be attached to the appropriate Form 12.

○ If personal information regarding illness is included on the extension request, please redact this information.

Department Recommendations

This section of the dossier includes:

1. Collegiate Unit Statement of Assurance(AHC-wide form, similar to the candidate’s template available online)

2. Department Head Letter

3. Departmental Report

Faculty Ballots

●Department ballots for faculty votes should include a section for optional faculty comments and voting rationale.○ This is essential for the Department Head letter and report – both must address the

majority and minority viewpoints (when applicable and given).

●Departments should encourage a minimum of 51% of eligible faculty to participate in the discussion and vote of a proposed candidate. It is to the candidate’s advantage to have the majority of eligible faculty vote on the promotion.

Collegiate Statement of Assurance

Department Head Letter

● Must include the Department Head’s personal recommendation, with justification

○ This is different from the Department Report (two separate documents).○ Department Head letter does not have to agree with Departmental report, but the

reasons should be clearly articulated.○ The Department Head letter must address majority and minority viewpoints of the

department vote.

Departmental Report

● Must be prepared by the Department Head or designee (If the candidate is tenure track/tenured, the designee must be tenured.)

● This report must represent the faculty’s recommendation.● Must include the vote, summary of the candidate’s file, majority

and minority views, and any other relevant information● Must be signed

Record of Vote

Must be signed and dated

Internal Review and Evaluation

● 3-5 letters required (do not solicit more than 5).

● “Arms-length” policies do not apply to internal letters.

● Request must be made by Department Head or designated faculty member. Requests should not be signed or addressed by staff.

● A list of letters solicited should be included, which follows the same format as the external letters.

● It is often helpful to solicit some of these letters from faculty outside the department and who are able to speak to at least one of the main review criteria - scholarship, teaching, and/or service.

Candidate Statement of Assurance

● This must be signed by candidate after they have reviewed ALL MATERIALS* in their dossier.

● It is the candidate’s responsibility to make sure they have read the entire dossier. The candidate is encouraged to provide a rebuttal to anything to which they disagree.

*Includes Department report, vote, and any comments

Selected Reprints● Reprints list must be fully annotated from CV.

○ Include journal impact factor, citation count, and role in multi-authored publications.

● It is important to pick your most important first or senior author publication, or most substantive multi-authored publication.

● Reprints are submitted as a separate PDF file.○ Papers must be published and in print or in press.○ Do not include the actual reprints in the dossier.

Office of Faculty AffairsMark Rosenberg, MDVice Dean for Education & Academic Affairs612-626-9596 | rosen001@umn.edu

Amanda Termuhlen, MDAssociate Dean of Faculty Affairs

Heather Dorr, M.EdDirector, Office of Faculty Affairs 612-626-7371 | hdorr@umn.edu

Nick McArdleProgram Specialist, Office of Faculty Affairs612-624-2653 | nmcardle@umn.edu

Devin WalkerExecutive Assistant, Office of Faculty Affairs612-624-5442 | walkerd@umn.edu | ms-ofa@umn.edu

All materials can be found at http://hub.med.umn.edu/faculty-affairs