Promotion and Tenure at the University of Virginia School of Medicine

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Polishing your Portfolio for Promotion and
Tenure
Emilie Rissman, PhD Chair UVA SOM Promotion and
Tenure Committee
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Objectives for this workshop

• 1) Describe the proper CV format
• 2) Explain the Personal Statement section
• 3) Describe the Clinical section
• 4) Describe the Research section
• 5) Describe the Education (teaching portfolio)
  section
• 6) Describe examples of Scholarship

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Where can I read about the portfolio guidelines
for promotion or tenure?

• SOM PT Guidelines on the Web (updated)
• http//www.healthsystem.virginia.edu/internet/facu
  lty-dev/pandt/home.cfm
• FAQs on PT now available on the Web
• Print version of UVa SOM Faculty Handbook (out of
  date, dont use)

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General Advice

• Record keeping start maintain a file of
  information that pertains to excellence (awards,
  grateful patient letters, student evaluations,
  etc.)
• Be certain what you do fits with your track and
  your job description confer with division
  head/chair
• Seek advice from mentors including members of
  the PT committee

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Your Promotions Portfolio

• Curriculum vitae annotated
• Personal statement
• Documentation of excellence in primary area
• Document of excellence in secondary area(s)
• Documentation of scholarship, including 3
  publications (pdf files)
• Letters from internal and external referees ask
  for at least twice as many as the bare minimum
  limit 20

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The Timetable for Review (2008-9)http//www.healt
hsystem.virginia.edu/internet/faculty-dev/PandT/ti
meline0809.cfm

• May Department chairs review faculty and decide
  who must and who should come up for promotion.
• July-August Dean requests letters from inside
  and outside referees
• 3 independent outside letters are required you
  should submit at least 10 names of outside
  reviewers some suggested by candidate, some from
  the chair. Your chair will submit a copy of your
  updated CV along with the names, addresses, phone
  and fax numbers, and email addresses of all
  referees
• September Departmental review (summary and vote
  required)
• October 12 Departments submit completed
  portfolios to the Dean
• November PT Committee meets to consider
  candidates and make recommendations to Dean
• About January 1 Dean sends PT summaries to
  chairs
• January SOM appeals process
• Late January PT Committee considers appeals
  and submits final recommendations to the Dean
  
• About February 2 Dean submits recommendations
  to Provost
• Spring Provosts PT Committee considers
  selected candidates
• Late Spring Board of Visitors approves
  Provosts recommendations

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• Your PT CV

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CV Pointers
Strategies for keeping current update your
materials at least semi-annually Collect things
in real time as they happen. Use holding files
with folders (electronic or paper-based) for each
of the sections - publications as submitted, in
press, and published (keep the same system for
your teaching portfolio). Keep a running header
with the most current version. If you maintain
different versions of your documents for
different purposes, update them at the same time
or keep clear notes regarding what you've updated
and what you haven't keeping a base file, then
running "compare documents" will do much of that
work for you, provided you save a redlined
version and note on other documents the need to
update them for consistency. Reverse
chronological order present position is listed
first. Same for Honors, Publications can be in
chronological order, but reverse is better.
Check out additional pointers at
http//www.aamc.org/members/facultydev/facultyvita
e/fall05/cv_tips.htm
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CV SubheadingsReverse Chorological Order

• Personal Data
• Education
• Post-Graduate Education
• Academic Appointments
• Other Pertinent Employment
• Certification and Licensure
• Honors and Awards
• Professional Affiliations (list years)

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CV (cont.)

• Areas of Research Interest
• A few words, not extensive
• Current Projects
• Again a sentence or two

• Teaching Activities
• This need not be as exhaustive as the Education
  Portfolio.

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Teaching Activities in the CV

• Classroom teaching with years course number and
  of lectures
• Clinical teaching with years
• Other types of teaching
• Grand Rounds, Journal Clubs
• Committees related to teaching
• Classes taken to improve teaching skills
• Development of new curriculum, teaching materials
  etc.

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CV (cont.)

• Boards, Editorships
• Clinical Activities
• Inpatient
• Outpatient

• National, State, University, SOM, Department
  Committees and Councils
• NIH study sections, Dept. service, etc.

• Grants and contracts
• Title, period, amounts, role

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CV (cont.)

• Facilities (applies to laboratory only)
• Personnel currently supervised
• Masters, PhD and postdoctoral students
  supervised
• Invited lectures and symposium given
• Papers published
• Peer reviewed articles
• Books, Chapters, Reviews (indicate which are peer
  reviewed)
• Videos
• Abstracts

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How to list journal articles on your CV for
PTcitation analysis, journal rankings, and
author contribution Special information for PT

• You need to provide this special information in
  your CV for your papers published at UVa.
• (1) The Impact Factor (IF) of the Journal the
  paper appears in and
• (2) The rank of that journal (ranked by IF) in
  its field.
• The ISI "Web of Science" website, from HSC
  Library Homepage, can be used to get the
  citations to any of your published papers and the
  journal impact factors and rankings. Phone or
  email Karen Knight in the Library if you need
  help with this.
• (3) If you are neither the first author, nor the
  corresponding author of the paper, tell us
  briefly what you contributed to the paper.

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• Indicates the corresponding author. When
  you are neither the first, nor the corresponding
  author, briefly state your contribution to the
  paper.
• Schmaltzcroft C., Schniklefritz, PE, and
  Afacmemb, UV. A new class of dopamine receptors
  in the median eminence. Neurosci 511234-1246,
  2000.
• Cited 23 times, IF 6.096, Rank 17
  of 194 Neuroscience journals. Over half the
  experiments were done in Dr. Facmembs lab by his
  technician.
• Afacmemb, UV., Schmaltzcroft, C.,and
  Schniklefritz, PE. Dopamine inhibits firing of
  pyramidal cells in neocortex. J. Clinical
  Neurosci. 67234-245, 2001.
• Cited 13 times, IF 2.045, Rank 80
  of 194 neuroscience journals rank 3 among 25
  clinical neurology journals.
• Schmaltlzcroft, C, Afacmemb, UV., and
  Schnicklelfritz, P.E. Quantification of dopamine
  receptor density in the cerebellum. J.
  Neurobiol. 56123-456, 2003.
• Cited 5 times, IF 3.145, Rank 54 of
  194 Neuroscience journals. Dr. Facmemb provided
  the antibodies used to estimate dopamine receptor
  density and the experiments demonstrating
  antibody specificities were done in his
  laboratory.

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Your Personal Statement
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Personal Statement or what makes you tick?

• Use active voice, not passive voice
• Try to limit this to one page.
• Think about the audience. This document will be
  read by a range of clinicians/scientists.
• Cover the highpoints, dont go into too much
  detail on any one point.
• How do you define yourself, start with the most
  important part of your job end with a short
  summary.
• Examples at
• http//www.healthsystem.virginia.edu/internet/
  faculty-dev/PandT/pstatement.cfm

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Clinical Care Documentation
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Criteria for Clinical Excellence

• Productivity
• RVUs are the most commonly used. Strive for top
  50.
• Consistent adherence to practice-related
  standards
• Examples are P4P, JCAHO core measures, National
  Patient Safety Goals, etc.
• Candidates should be above the median.
• Patient Satisfaction Scores

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• Adherence to performance standards
• Access, communication, etc.
• Specialty-specific outcome measures
• Examples are mortality rates, readmission rates,
  case complexity.
• Clinical practice improvement activities
• These can be documented by the candidate (can
  include community service).
• Scholarly activity applicable to the candidates
  clinical activity is expected.
• This may include peer-reviewed publications,
  participation in clinical trials, etc.
• 360-degree evaluations
• These are confidential and the candidates chair
  or division chief would be responsible for
  collecting them.

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Research Section
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Research Statement

• Short and sweet.
• General description so all members can understand
  what you do and why it is important.
• Refer to the important publications that
  illustrate the points (not all of them) in the
  statement.
• Tell us where the work is going.

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Research Documentation

• Grant support (past, present and future)
• Publications (with the annotations)
• Review activities journals and study sections
• Presentations at meetings (international and
  national), and other institutions
• Posters versus oral presentations
• Indicate whether presentations were invited

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Teaching (or Education) Portfolio
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• TEACHING PORTFOLIO
• The Teaching Portfolio is a companion to the more
  traditional CV.
• The Teaching Portfolio has two parts
• A short introductory section (one page or less)
  that summarizes the faculty members teaching
  activities
• A main body that gives detailed information about
  the faculty members contributions as an educator.

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• Teaching Portfolio Dos and Don'ts
• Keep length to 10-20 pages, maximum.
• Use summary data for teaching evaluation, with
  selected excerpts from narrative comments by
  students and trainees.
• Summarize categories of teaching experience, if
  extensive.
• Do not include syllabi, class notes, web-based
  materials (PPT), lab manuals, or clinical cases.
• Exception A short sample might be provided
• for major, complex creations however,
• descriptions should usually suffice.
• Do not use an appendix.

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Teaching Portfolio Dos and Don'ts (cont.)

• Do not include PowerPoint slides of your lectures
  unless this is something really novel.
• Do include student evaluations, quantification of
  your performance as compared with other
  instructors.
• Ask the course directors if they are collecting
  this information and if not tell them it is
  important for your next promotion.
• For CI and AI candidates, your postdocs and
  graduate students in the lab are a reflection of
  your excellence in education. Include
  documentation of how your postdocs are doing,
  where they are now, etc.

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Examples of Scholarship

• You must select three publications ONLY please
  provide them as pdfs.
• The emphasis should be on work done at UVA,
  particularly the work since your last promotion.
• If you have many to select from, be sure to
  include one overview paper (review book chapter)
  that will give the PT committee a good summary
  of how your work fits into the field.
• High impact papers are ideal.
• Papers from your laboratory that demonstrate
  independence are also important.

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Before you submit your portfolio, you are
encouraged to consult PT Committee members.

• We want you to understand the PT guidelines,
• know the criteria for PT for your particular
  track, and
• learn how to construct your best possible
  portfolio.
• PT Committee Members, 2008-2009
• Emilie Rissman, Biochemistry and Molecular
  Genetics (Chair)
• Mark Abel, Orthopedics (Vice-Chair)
• Victor Baum, Anesthesiology (Vice-Chair)
• David Brautigan, Microbiology
• Mark Conaway, Health Evaluation Sciences
• Jim Garrison, Pharmacology
• Leigh Grossman, Pediatrics
• Suzanne Holroyd, Psychiatry
• Jaideep Kapur, Neurology
• Bea Lopes, Pathology
• Stephen Park, Otolaryngology HNS
• Thomas Platts-Mills, Internal Medicine

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Other able consultants

• Veterans of PT Committee
• Larry Phillips, Neurology
• Howard Kutchai, Physiology
• Sim Galazka, Family Medicine
• Jim Bennett, Neurology
• Peggy Shupnik, Internal Medicine
• Stacey Mills, Pathology
• Bob Bloodgood, Cell Biology
• Peyton Taylor, OB/GYN
• Dick Santen, Internal Medicine
• Ann Beyer, Microbiology
• George Rich, Anesthesiology
• Tom Daniel, Surgery
• John Hanks, Surgery
• Sharon Hostler, Interim Dean of the Medical School

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The Good News!Summary 2003-2007