Promotion ProcessPromotion Process

A how-to for DEOsA how-to for DEOs

How is a promotion review How is a promotion review initiated?initiated?

Required Required in the final probationary year of a in the final probationary year of a tenure track appointment (year 6)tenure track appointment (year 6)

In all other cases:In all other cases: The Department recommendsThe Department recommends

OROR The faculty member asks to be reviewedThe faculty member asks to be reviewed

There is no time frame for promotion to full There is no time frame for promotion to full professor, although 6 years is the normprofessor, although 6 years is the norm

Promotion Criteria Promotion Criteria

TeachingTeaching Scholarship/Professional ProductivityScholarship/Professional Productivity ServiceService Potential for promotion to Professor (if Potential for promotion to Professor (if

coming up to associate professor)coming up to associate professor)

PromotionPromotion(Tenure Track)(Tenure Track)

To associate professorTo associate professor Developed independenceDeveloped independence Effectiveness as a teacherEffectiveness as a teacher Developing an external presenceDeveloping an external presence Evidence of ability to attain full professorEvidence of ability to attain full professor

Should not be used as a vehicle for Should not be used as a vehicle for retentionretention

Early promotion should be carefully Early promotion should be carefully assessed as a standard is then setassessed as a standard is then set

PromotionPromotion(Tenure Track)(Tenure Track)

To full professorTo full professor National and/or international reputationNational and/or international reputation Study sections, editorships, invited lecturesStudy sections, editorships, invited lectures Ongoing research productivityOngoing research productivity Clearly training the next generation – Clearly training the next generation –

completed PhDs, other traineescompleted PhDs, other trainees Continued teaching effectivenessContinued teaching effectiveness

PromotionPromotion(Clinical Track)(Clinical Track)

To associate professorTo associate professor Teaching success in context of clinical Teaching success in context of clinical

service, with quantitation where possibleservice, with quantitation where possible There has been evidence of progress towards There has been evidence of progress towards

professional productivityprofessional productivity Excellent clinical serviceExcellent clinical service

PromotionPromotion(Clinical Track)(Clinical Track)

To full professorTo full professor Needs an external presence (regional or Needs an external presence (regional or

national)national) Exemplary Clinical service Exemplary Clinical service continued teaching successcontinued teaching success Established record of professional productivityEstablished record of professional productivity Is leading programs in the college or hospitalIs leading programs in the college or hospital Can be granted for administrative activitiesCan be granted for administrative activities

Professional ProductivityProfessional Productivity

This list is not exhaustive!!!!This list is not exhaustive!!!! Program development –this can be clinical, Program development –this can be clinical,

academic or research relatedacademic or research related Education leadership – through the medical Education leadership – through the medical

student, resident or fellow curriculumstudent, resident or fellow curriculum Administrative achievements (program Administrative achievements (program

leadership that may not be educational)leadership that may not be educational) Regular publications can substitute for this – Regular publications can substitute for this –

including articles, case reports, reviewsincluding articles, case reports, reviews Be creative with creativity!Be creative with creativity!

TeachingTeaching

This is required for promotion – we all This is required for promotion – we all need to be teachingneed to be teaching

Some overall assessment compared to Some overall assessment compared to peers – quantifypeers – quantify Review of internal evaluations from learnersReview of internal evaluations from learners Review of peer evaluations – departments Review of peer evaluations – departments

should have a process for getting these should have a process for getting these regularlyregularly

ScholarshipScholarship

Quality and Quantity for the fieldQuality and Quantity for the field Progressive independence in the areaProgressive independence in the area Doctoral students trainedDoctoral students trained Role in collaborative researchRole in collaborative research Funding – assessment of effort and Funding – assessment of effort and

successsuccess External evaluation of scholarshipExternal evaluation of scholarship

External LettersExternal Letters(tenure track)(tenure track)

Need 4-8 lettersNeed 4-8 letters Should be from prominent individuals in Should be from prominent individuals in

the field with biosketch or CVthe field with biosketch or CV Should not have any connection to the Should not have any connection to the

candidate (post doc mentor, collaborator, candidate (post doc mentor, collaborator, etc)etc)

Is not shared with the internal committee Is not shared with the internal committee nor with the candidate unless the decision nor with the candidate unless the decision is negativeis negative

External LettersExternal Letters(clinical track)(clinical track)

To associate professorTo associate professor Can all be internal, but preferable to have Can all be internal, but preferable to have

some outside the departmentsome outside the department Should speak to the impact of the individualShould speak to the impact of the individual

To full professorTo full professor Half should be outside the institutionHalf should be outside the institution Should speak to the regional/national impactShould speak to the regional/national impact

Same guidelines apply to getting these Same guidelines apply to getting these lettersletters

Departmental ProcessDepartmental Process

Put together an internal review committee Put together an internal review committee – needs to be composed of individuals – needs to be composed of individuals higher in rankhigher in rank

If not enough in the department (4), put If not enough in the department (4), put together ad hoc committee for reviewtogether ad hoc committee for review

The DEO cannot be part of the internal The DEO cannot be part of the internal reviewreview

Departmental ProcessDepartmental Process

The department requests documents for The department requests documents for review from candidate (next slide)review from candidate (next slide)

The candidate also supplies a list of The candidate also supplies a list of possible reviewerspossible reviewers

The department can add to this listThe department can add to this list The candidate gets to see the list and file The candidate gets to see the list and file

any objectionsany objections The candidate DOES NOT choose or The candidate DOES NOT choose or

contact the external reviewerscontact the external reviewers

DocumentsDocuments

CV in CCOM formatCV in CCOM format Personal statement Personal statement Copies of teaching materials (5 examples)Copies of teaching materials (5 examples) Learner evaluations if not kept centrallyLearner evaluations if not kept centrally Peer evaluations if not kept centrallyPeer evaluations if not kept centrally Copies of all publications/evidence of Copies of all publications/evidence of

professional productivity for EC need to be professional productivity for EC need to be available, but submit top 5available, but submit top 5

Departmental ProcessDepartmental Process

The internal review committee makes an The internal review committee makes an assessment of the three missions – teaching, assessment of the three missions – teaching, service and research/professional productivityservice and research/professional productivity

A report is written that can be reviewed by the A report is written that can be reviewed by the faculty memberfaculty member

The faculty member can correct any FACTUAL The faculty member can correct any FACTUAL errors and potentially dispute any of the errors and potentially dispute any of the documentation but cannot change the report.documentation but cannot change the report.

Departmental ProcessDepartmental Process

The entire faculty at the higher rank then The entire faculty at the higher rank then meets to discuss the internal review meets to discuss the internal review (DCG) as well as to have access to the (DCG) as well as to have access to the outside reviewsoutside reviews

All faculty can vote on CT promotion All faculty can vote on CT promotion Tenured faculty vote on TT promotionTenured faculty vote on TT promotion Minutes of this meeting need to be kept Minutes of this meeting need to be kept

and forwarded with the numerical vote. and forwarded with the numerical vote. Redact as neededRedact as needed

Departmental ProcessDepartmental Process

Role of the Department HeadRole of the Department Head Write an independent assessment of the Write an independent assessment of the

candidate for promotioncandidate for promotion Assure that the appropriate processes are Assure that the appropriate processes are

followedfollowed This letter is meant to carry weight This letter is meant to carry weight

independent of the DCG – make it effective!independent of the DCG – make it effective!

ScenariosScenarios

Positive DCG vote, positive DEO assessment - Positive DCG vote, positive DEO assessment - notify faculty member and send on to the collegenotify faculty member and send on to the college

Positive DCG, negative DEO – DEO letter needs Positive DCG, negative DEO – DEO letter needs to address the reasons and provide information. to address the reasons and provide information. Faculty member notified and send to collegeFaculty member notified and send to college

Negative DCG, positive DEO – as above, faculty Negative DCG, positive DEO – as above, faculty member still needs to know, send to collegemember still needs to know, send to college

ScenariosScenarios

Negative DCG, negative DEO – notify the faculty Negative DCG, negative DEO – notify the faculty member and can still move on to the collegemember and can still move on to the college

Faculty member informed during the process Faculty member informed during the process and can see the redacted lettersand can see the redacted letters

In the event of negative vote(s) the faculty In the event of negative vote(s) the faculty member can:member can: withdraw from the process IF this is not an up or out withdraw from the process IF this is not an up or out

yearyear have the process continue to see what the EC have the process continue to see what the EC

decision will bedecision will be

Once it leaves the DepartmentOnce it leaves the Department

The dossier along with external letters and The dossier along with external letters and DCG reports moves to the ECDCG reports moves to the EC

The EC meets to discuss. Additional The EC meets to discuss. Additional information may be requestedinformation may be requested

EC is advisory to the deanEC is advisory to the dean DEOs are notified of negative EC DEOs are notified of negative EC

decisions and the rationaledecisions and the rationale The dean is the final arbiterThe dean is the final arbiter

The Next LevelThe Next Level

The recommendations are forwarded to The recommendations are forwarded to the provost.the provost.

The faculty member receives notification The faculty member receives notification of thisof this

The provost office then notifies the The provost office then notifies the candidate of the decisioncandidate of the decision

The Board of Regents is the final The Board of Regents is the final approving bodyapproving body

Final StepFinal Step

New promotions are effective as of July 1 New promotions are effective as of July 1 of the following academic yearof the following academic year

The process takes almost the entire The process takes almost the entire academic yearacademic year

Areas for ImprovementAreas for Improvement

DEO letters need to be effective DEO letters need to be effective support/lack of support for the faculty support/lack of support for the faculty membermember

Outside letters need to speak to the issues Outside letters need to speak to the issues and not be personal support lettersand not be personal support letters

Professional productivity should be clearly Professional productivity should be clearly demonstrateddemonstrated

Think carefully about early promotionThink carefully about early promotion

CommunicateCommunicate

With usWith us With the faculty memberWith the faculty member With the chair of the promotions With the chair of the promotions

committeecommittee Use the web site for informationUse the web site for information