som ehra training · aisha silvera –ehra personnel hr ... cv 13% keeping faculty on track 17%...

SOM EHRA TrainingFixed-Term Track Faculty

Presented By: Kip Hutchins – EHRA Personnel Consultant

March 20, 26 and 27, 2018

Joanne M. Jordan, MD, MPHVice Dean for Faculty Affairs and Leadership Development

Lauren M. Westervelt, MPHAssistant Director for Faculty Affairs and Leadership Development

Welcome Guests

SAVE THE DATENew Faculty Orientation

Hosted by the Office of Faculty Affairs & Leadership Development and the UNC SOM Academy of Educators

Thursday, October 11th, 2018 | 7:30 AM – 12:30 PM

Kirkland Auditorium | Koury Oral Health Sciences Building

*All UNC SOM faculty with a start date after October 30, 2017 should attend

Contact Lauren Westervelt, Assistant Director for Faculty Affairs and Leadership Development ([email protected] or 919-966-6404) with questions.

mailto:[email protected]

Jana Ross - EHRA Personnel Manager

Angie Schmidt –Lead EHRA Personnel HR Consultant

Aisha Silvera – EHRA Personnel HR Consultant

Kip Hutchins– EHRA Personnel HR Consultant

EHRA Personnel Team

Goals for Today

Reinforce your understanding about Fixed-Term Track procedures for Dossier review, timelines, workflow, packet contents, and communication

Introduce new tools and ideas for creating a more streamlined process

Exchange experiences in actual workday implementation of these policies and procedures for continuing education and efficiencies

Overview

Policies and regulations governing School of Medicine faculty

Understanding the ranking system, titles/modifiers and timing for faculty reappointments and promotions

Focus for this session is FIXED-TERM faculty from the perspective of the HR representation

Agenda

Faculty ranks and modifiers (10 minutes) Criteria for promotion (30 minutes) Timing for packet submissions (20 minutes) Common issues/FAQs (20 minutes) Resources; Tools and Links (10 minutes) Questions and panel discussion (30 minutes)

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2% 32% 34% 25% 7%

How well do you feel that your faculty members KNOW the process for reappointment andpromotion within either the Fixed-term Track or the Tenure Track?

56 surveys sent; 44 responses; 12 absent responses; 78.6% response success

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32%

Letters of Recommendation

16%

Criteria for Promotion

19%

Workflow18%

CV13%

Keeping Faculty on

Track17%

Forms10%

Other: Spreadsheet templates, Committee Process, Post Tenure

Review, Peer Review/Teaching

Summary7%

Preference for Topics

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Zero One Two Three Four Five Six Seven Eight Nine Ten

Self-Reporting Comfort Levels with the APT process

Self-Reporting Comfort Levels with the APT process

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Current Level Expected Level

Post-Seminar Expected Comfort Levels

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Permanent Full-Time Faculty(as of Fall 2017 from Institutional Research)

Academic Affairs (38%) – 1,355 Health Affairs (61.5%) – 2,184

School of Medicine (74.9% of Health Affairs) – 1,637(46% of Entire University)

Includes teaching faculty, research faculty, and clinical faculty

Academic Affairs38%

Health Affairs (Other Schools)

16%

Health Affairs (School of Medicine)

46%

FULL-TIME FACULTY AT UNC-CH

What is our SOURCE of information?

SOM Guidelines for Appointment, Reappointment and Promotion of Faculty:

Gives us the ranks, modifiers, terms, criteria and procedures for assisting our faculty in their career advancement

https://www.med.unc.edu/hr/files/2017/09/unc-som-apt-guidelines-2014.pdf

Faculty Appointments

Tenure Statuso Once tenure is attained, this status protects against involuntary suspension,

demotion, discharge or termination by the University, except under specific circumstances.

o Purposes intended to be served – secure the faculty’s freedom and to aid UNC in attracting and retaining faculty members of the high quality it seeks.

Tenure Tracko Designed to lead to promotion and permanent tenure upon demonstrated

accomplishments in teaching, research, and service.

Fixed-Term Tracko Not eligible for tenure; appointment is for a fixed period of time with no

commitment regarding renewal.

Faculty Ranks and Modifiers Ranks:

o Instructoro Assistant Professoro Associate Professoro Professor

Modifiers (identifies faculty on the Fixed-term Track):o Adjuncto Clinicalo Researcho Teaching

Additional Modifiers:o Nominated (1-year appointment as the candidate awaits the tenure track process to

complete)o Visiting (1-year appointment with possibility of 1 more year)

Criteria for Promotion ALL FACULTY:

o Contribute to the teaching mission of the School of Medicineo Shall be productiveo Shall be good citizenso Shall meet defined expectations of their home department

o Service timeo Grantso Publicationso Teaching efforts

For FIXED-TERM faculty, promotion must be based upon excellence and productivity in one of five (5) areas:o Clinical Activityo Teachingo Researcho Administrationo Community Professional Service

Criteria for Promotion (Clinical Activity)

Clinical Assistant Professor to Clinical Associate Professor

Clinical Associate Professor to Clinical Professor

• Documentation of substantial clinical activity and productivity

• Evidence of excellence in outcomes of clinical activity, including peer review of clinical skills

• Excellent local reputation as a clinician documented in letters of reference external to the department

• A record of one or more of the following:• Innovation in clinical activity• Scholarship related to clinical activity• Excellent teaching of clinical activity• Funding for support of clinical programs• Leadership in development of clinical programs• Invited presentations at local or regional meetings

• Documentation of substantial clinical activity and productivity• Evidence of sustained excellence in outcomes of clinical activity,

including peer review of clinical skills• Excellent regional or truly exceptional local reputation as a

clinician documented in letters of reference external to the department

• A sustained record of one or more of the following:• Innovation in clinical activity• Scholarship related to primary clinical activity• Excellent teaching of clinical activity• Funding for support of clinical programs• Major leadership in development of clinical programs• Invited presentations at regional or national meetings

Criteria for Promotion (Teaching)Clinical/Research/Teaching* Assistant Professor to Clinical/Research/Teaching Associate Professor

Clinical/Research/Teaching* Associate Professor to Clinical/Research/Teaching Professor

• Documentation of substantial teaching activity and productivity

• Evidence of superior effectiveness as a teacher, as judged by learners and peers and/or evidence of achievements of learners (scores, awards, projects, publications) This evidence should be included in the Teaching Portfolio.

• Excellent local reputation as an educator documented in letters of reference external to the department.

• A record of one or more of the following:• Innovation in education• Scholarship of teaching• External grant support• Leadership role in the development of teaching

programs• Invited presentations at local or regional meetings

• Documentation of substantial teaching activity and productivity• Evidence of superior effectiveness as a teacher, as judged by

learners and peers and/or evidence of achievements of learners (scores, awards, projects, publications) This evidence should be provided in the Teaching Portfolio.

• Excellent regional or truly exceptional local reputation as an educator documented in letters of reference external to the department.

• A sustained record of one or more of the following:• Innovation in education• Scholarship of teaching• External grant support• Major leadership role in the development of teaching

programs• Invited presentations at regional or national meetings

*Modifier depends on assignment

https://www.med.unc.edu/md/faculty-staff/faculty-development/teachingportfolio

https://www.med.unc.edu/md/faculty-staff/faculty-development/teachingportfolio

Criteria for Promotion (Research)Research Assistant Professor to Research Associate Professor

Research Associate Professor to Research Professor

• Documentation of substantial research activity and productivity

• Excellent local reputation as a researcher documented in letters of reference external to the department

• A record of one or more of the following:• Scholarship related to primary research area• Successful operation of a core/service facility• External funding for research program• A key role in facilitating research activity of a

department or a center• Invited presentations at local or regional research

meetings

• Documentation of substantial research activity and productivity• Excellent regional or truly exceptional local reputation as a

researcher documented in letters of reference external to the department.

• A sustained record of one or more of the following:• Scholarship related to primary research area• Successful operation of a core/service facility• External funding in support of research program• A major leadership role in facilitating research activity of a

department or a center• Invited presentations at regional or national research

meetings

Criteria for Promotion (Community Prof. Svc.)Clinical/Research/Teaching* Assistant Professor to Clinical/Research/Teaching Associate Professor

Clinical/Research/Teaching* Associate Professor to Clinical/Research/Teaching Professor

• Documentation of significant interaction and positive engagement with communities outside the traditional scholarly community

• Documentation of community professional service that makes a substantial contribution to the health of the community over and above what most faculty do in their professional capacity

• An excellent local reputation for community professional service documented in letters of reference external to the department

• A sustained record of one or more of the following:• Evidence of novel and/or innovative service program

development and implementation• Acquisition of external funding in support of service

programs• Scholarship related to community professional service• Invited presentations at local or regional research

meetings

• Documentation of significant interaction and positive engagement with communities outside the traditional scholarly community

• Documentation of community professional service that makes a substantial contribution to the health of the community over and above what most faculty do in their professional capacity

• An excellent regional or truly exceptional local reputation for community professional service documented in letters of reference external to the department

• A sustained record of one or more of the following:• Community professional service that makes a substantial

contribution to the health of the community over and above the individuals’ research, teaching, or clinical activity

• Evidence of novel and/or innovative service program development and implementation

• Acquisition of external funding in support of service program• Scholarship related to community professional service• Invited presentations about community professional service at

regional or national meetings


Criteria for Promotion (Administration)Clinical/Research/Teaching* Assistant Professor to Clinical/Research/Teaching Associate Professor

Clinical/Research/Teaching* Associate Professor t0 Clinical/Research/Teaching Professor

• Documentation of substantial administrative activity and productivity

• Excellent local reputation as an administrator documented in letters of reference external to the department

• A record of one or more of the following:• Novel and/or innovative program development• Scholarly contributions to the administrative

discipline• Leadership role in a department or center• Invited presentations at local or regional research

meetings

• Documentation of substantial administrative activity and productivity

• Excellent regional or truly exceptional local reputation as an administrator documented in letters of reference external to the department

• A sustained record of one or more of the following:• Novel and/or innovative program development and

implementation• Scholarship related to primary administrative area• Major leadership role in department or center• Invited presentations at regional or national meetings


Reappointment/Promotion on the Fixed-Term TrackAssistant Professor to Associate Professor

Initial Hire (Appointment) reviewed by Department

Reappointments reviewed by Department

Promotion reviewed by Department SOM FTCSOM DAC

*Recently Clarified in the SOM Chair’s Luncheon

Effective Date of promotion should be the first date of the 7th Year

Reappointment/Promotion on the Fixed-Term TrackAssistant Professor to Associate Professor

• 11/1/2011 Effective date of Appointment

• 11/1/2011 – 10/31/2012 (1st year)• 11/1/2012 – 10/31/2013 (2nd year)• 11/1/2013 – 10/31/2014 (3rd year)• 11/1/2014 – 10/31/2015 (4th year)• 11/1/2015 – 10/31/2016 (5th year)• 11/1/2016 – 10/31/2017 (6th year) Review in 6th year• 11/1/2017 – 10/31/2018 (7th year) Effective date of promotion

• A promotion is considered on time as long as the effective date is 11/1/2017 or later which is the beginning of the 7th year

Reappointment/Promotion on the Fixed-Term TrackAssociate Professor to Full Professor

Initial Hire or Promotion (Appointment) reviewed by Department

Reappointments reviewed by Department

Promotion reviewed by Department SOM FTC SOM DAC

Earliest Effective Date of promotion should be the first date of the 6th Year

Reappointment/Promotion on the Fixed-Term TrackAssociate Professor to Full Professor

• 9/1/2013 Effective date of app’t as FT Associate Professor

• 9/1/2013 – 8/31/2014 (1st year)• 9/1/2014 – 8/31/2015 (2nd year)• 9/1/2015 – 8/31/2016 (3rd year)• 9/1/2016 – 8/31/2017 (4th year)• 9/1/2017 – 8/31/2018 (5th year) Review in 5th year • 9/1/2018 – 8/31/2019 (6th year) Effective date of promotion

• Here, the dossier should be reviewed and acted upon at the medical school level in the 5th year with promotion possible at the start of 6th year

The promotion packet/dossier

Contents of the error-free packet Timing for preparation and submission Committee review processes and insight

Contents of the error-free packet/dossier

• Form AP2• CV (most recent version – dated, reverse chron. order)• Chair’s letter• Internal committee report, if submitted• Solicitation Letter• Official Letters of Recommendation (2) (External to the Department)• Additional Letters (if any)• Teaching Summary (letters)• Teaching Evaluations (reports)• Peer Evaluation (letters)• Teaching Portfolio (If area of excellence is Teaching)• Any other necessary material

Curriculum vitae (CV)The candidate’s CV is his/her opportunity to showcase ALL of his/her qualifications for the proposed reappointment or promotion. There is really NOT a second chance to shine so it is critical to impress upon the candidate the necessity for him/her to remain vigilant with the maintenance and accuracy of the CV.

Things your faculty should avoid with their CV:• Wrong format• Misspellings, poor grammar, mixed formats• Lack of documentation• In press/submitted publications mixed with published• Incomplete presentations data – title, date, meeting, location• Unclear roles in teaching• Poor documentation of professional and internal service• Overstating awards and honors- Ex: service on committee is not an award• Failure to list in reverse chronological order• Just plain sloppy and lack of attention to detail!

Official Letters of Recommendation:Department Chair solicits an independent and unbiased assessment of the candidate’s local, regional or national reputation.

Appointment/Promotion Packet

Solicitation Letter should also be included in the packet

Each Letter of Recommendation shall be designated in the upper right corner as either Official Letter 1, Official Letter 2, or Additional Letter

Minimum of Two (2) selected Assessors (External to Dept.)

“Additional Letters” MUST also be included in the packet

Letters of Recommendation:Department Chair solicits an independent and unbiased assessment of the candidate’s local, regional or national reputation.




“Additional Letters” MUST also be included in the packet




Solicitation Letter should also be included in the packet.

Each Letter of Recommendation shall be designated in the upper right corner as either Official Letter 1, Official Letter 2, or Additional Letter.

Two (2) selected Assessors

“Additional Letters” * MUST also be included in the packet







This paragraph lets the drafter know the current rank and proposed new rank (modifiers included)

This paragraph sets up the basis for analysis for the drafter. (The criteria)

This paragraph apprises the drafter of addressing the candidate’s reputation in his/her field.







Requesting the drafter to base his/her opinion on UNC criteria only.




Each Letter of Recommendation shall be designated in the upper right corner as to whether the letter writer was selected by the Candidate or the Chair/Dean.



Fixed-Term Letters of Recommendation

Minimum of Two (2) letters of evaluation are required:

• BOTH (2) from inside or outside the institution (BUT EXTERNAL to the Department);

• NEED NOT be independent of the candidate;

• Letters may be from individuals who have been directly involved with a candidate. (e.g., a collaborator, mentor, previous co-worker, former or current class co-teacher, former dissertation chair, etc.)

• Letters are Ok from individuals who know the candidate through professional interactions, (e.g., reviewed the candidate’s publications or served on review committees together)

• Official Letters must come from someone at the proposed new rank or higher.

Standard Order of Dossier Documents

AP-2

Chair’s Letter

Official Letters of Recommendation (2 Outside Department)

Teaching Summary(Letter)

Solicitation Letter

Appointment/Promotion Packet (Dossier)

Peer Evaluation(Letter)

Additional Letters

Teaching Evaluations(Reports)

Curriculum Vitae (CV)

https://www.med.unc.edu/hr/files/2017/09/FixedTermDeptPreparationList.doc

https://www.med.unc.edu/hr/files/2017/09/AP-2-Jan-2016.doc

https://www.med.unc.edu/hr/files/2017/09/cv-standardized-format-revised-june-2014.pdf

https://www.med.unc.edu/hr/files/2017/09/fixed-term-clinical-activity-example.pdf

https://www.med.unc.edu/hr/files/2018/03/peer-evaluation-example.pdf

https://www.med.unc.edu/hr/files/2018/03/teaching-summary-example-1.pdf

https://www.med.unc.edu/hr/files/2018/03/teaching-evaluation-example-1.pdf

Common issues/FAQs:• Chair’s letter:

• Full Professors vote including breakdown of “In Favor”, “Opposed To”, and “Abstain”;• Discussion of Negative votes and Abstentions, if any;• Discussion of Negative Letters of Recommendation• Clarification of Clinical Activity (For those with Clinical Area of Excellence)

• Official Letters:• Must be external to the Department

• Curriculum vitae (CV):• Protected class information should be removed – D.O.B., marital status, race, gender,

national origin, (never a photo)• Extremely short reflective statement shows lack of effort and/or disinterest in promoting

oneself for the committees’ reviews• Reverse chronological order for all subsections• Paginated• Date of Revision

• Last minute submission of packet:• A preliminary review by SOM HR in advance of the due date can save incredible amounts

of trouble

Committees and The Review Process:

Fixed Term Committees for Promotion:

• Department Review (Full Professors Committee)

• Department should enter action in InfoPorte to go to SOM HR (at least two weeks before submission deadline on calendar)

• SOM Fixed Term Committee

• SOM Dean’s Advisory Committee (this is an electronic vote and results will take time to be relayed to SOM HR)

• After which the Dean’s Office via the SOM HR Office provides the promotion request to the Office of the Executive Vice Chancellor and Provost. (The Provost sends the faculty member the formal appointment letter)

https://www.med.unc.edu/hr/files/2018/03/FT-Calendar-Reworked-2018-1.pdf

SOM Fixed-Term Committee:

Committee Members 2017-2018 CURRENT DATE:

These committees can change anytime as to the individual members due to resignations, term expirations, etc., but these are the current sitting committee demographics.

Eight (8) M.D. s, Four (4) Ph.D.s, One (1) M.S.

Orthopaedics, Medicine – Internal Medicine, Anesthesiology, Pediatrics, Social Medicine, Medicine – Gastroenterology, Cell Biology & Physiology, Emergency Medicine, Pharmacology, Allied Health Sciences

Three (3) Tenured Professors, Two (2) Tenured Associate Professors, Four (4) Fixed-Term Professors, and Four (4) Fixed-Term Associate Professors

Resources:

School of Medicine Human Resources EHRA homepage - https://www.med.unc.edu/hr/epa-2/

APO Faculty Policies, Procedures & Guidelines - https://academicpersonnel.unc.edu/faculty-policies-procedures-guidelines/

APO Faculty Ranks, Appointment Tracking, and Working Title Guidelines -https://academicpersonnel.unc.edu/faculty-policies-procedures-guidelines/faculty-appointments/

Fixed-Term Track “Cheat Sheets” on FALD website - https://www.med.unc.edu/facultyaffairs/career-navigation/

Tracking Calendar for Fixed Term Committee Reviews -https://www.med.unc.edu/hr/files/2018/03/FT-Calendar-Reworked-2018-1.pdf

Coversheet for Faculty Actions - https://www.med.unc.edu/hr/files/2018/03/FINAL-Checklist-for-SOM-Promotion-folders-1-12-2018-1.pdf

https://www.med.unc.edu/hr/epa-2/

https://academicpersonnel.unc.edu/faculty-policies-procedures-guidelines/

https://academicpersonnel.unc.edu/faculty-policies-procedures-guidelines/faculty-appointments/

https://www.med.unc.edu/facultyaffairs/career-navigation/

https://www.med.unc.edu/hr/files/2018/03/FT-Calendar-Reworked-2018-1.pdf

https://www.med.unc.edu/hr/files/2018/03/FINAL-Checklist-for-SOM-Promotion-folders-1-12-2018-1.pdf

Resources:

Summary and Wrap-up

• We reviewed the criteria for all 5 areas of expertise for promotion from Assistant Professor to Associate Professor and also from Associate Professor to Full Professor

• Analyzed the timing of appointments and promotions in light of updated clarification from the meeting of the department Chairs

• Ran through the Dossier contents and frequent issues with packet submissions• Introduced new quick-reference tools and efficiency tools for staying on track

and educating your faculty on the proper procedures and timing for their promotions

Questions?

For any questions regarding training, website resources or tool development, contact Kip Hutchins [email protected]

Specific questions about your EHRA Fixed-Term Faculty action may be directed to Aisha Silvera [email protected]

Our entire team, including Angie Schmidt (EHRA Tenure/Tenure Track Faculty) and Jana Ross (EHRA Personnel Manager), is available for assistance or to simply point you in the right direction regarding any EHRA Personnel topic at 919-962-6556.

Our offices are located in the North Carolina AHEC building at:145 N. Medical Drive, Suite 300, CB# 9520, Chapel Hill, NC 27599-9520

