Demystifying Promotions: Instructor to Assistant Professor Friday, January 27, 2012 12:00 – 1:30 PM
Seminar Presenters Mary Walsh, PhD Assistant Dean for Faculty Affairs Office for Faculty Affairs, HMS
Robert Barbieri, MD Chair , Department of Obstetrics , Gynecology and Reproductive Biology, BWH Kate Macy Ladd Professor of Obstetrics, Gynecology and Reproductive Biology
Yvonne Lee, MD Department of Medicine, BWH Assistant Professor of Medicine, HMS
BWH – CFDD ‐ January 27, 2012 Mary C. Walsh, PhD Assistant Dean for Faculty Affairs Harvard Medical School
Demystifying the Promotion Process: Promotion to Assistant Professor
Promotion to Assistant Professor at Harvard Medical School
• Instructor: “Promise” • Assistant Professor: “Demonstrated Promise” • Reputation may be “within the walls” of HMS and the local community only
• Associate Professor: “Promise Realized” • Broader reputation outside the local area (usually national) • Significant accomplishments since promotion to assistant professor
• Professor: “Extraordinary Accomplishment”
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
Faculty Ranks at HMS
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
Creating a Promotion Profile
• • • • • •
Scholarship Reputation (Local for Assistant Professor) Role in teaching and training Evidence of developing leadership/independence Citizenship and Character Letters of evaluation
BWH 04/11/11
Demystifying the Promotion Process: Promotion to Assistant Professor
Key Components of the Evaluation
• • • • • • •
How do I spend my time currently? What is the basis of my reputation? What is the focus of my scholarship? When I am invited to speak, what is the topic that I am asked to address? How do I see my role? What is the part of my work that makes me tick? How does Department leadership see my role?
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
Questions to Consider in Selecting Criteria for Promotion
© Dr. Mary Walsh, Havard Medical School
http://facultypromotions.hms.harvard.edu/
http://cv.hms.harvard.edu/
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
http://facultypromotions.hms.harvard.edu/
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
Clinical Expertise and Innovation Example Metrics
Assistant Professor
a strong local reputation as an expert in a clinical field with a leadership role and/or a key role in activities that influence practice, such as approaches to diagnosis, treatment or prevention of disease, applications of technology to clinical care and/or development or local adoption of innovative models of care delivery, first author scholarship related to the clinical field
BWH 1.14.11
Demystifying the Promotion Process: Promotion to Assistant Professor
Areas of Excellence
Teaching and Educational Leadership Example Metrics
Assistant Professor Strong local reputation as an active and highly effective teacher with increasing involvement and responsibility over time in developing models of teaching/teaching programs, educational materials developed by the candidate and have been adopted locally (scholarship may be blended at this level)
BWH 1.14.11
Demystifying the Promotion Process: Promotion to Assistant Professor
Areas of Excellence
Investigation Example Metrics
Assistant Professor
a strong local reputation for contributions to research with an identified research focus or area of expertise, scholarship which most often includes publications on which the candidate is first author; may also be in another authorship position on publications from collaborative research to which he/she has made documented, substantive intellectual contributions, generally has some funding to conduct research, though not necessarily as principal investigator
BWH 1.14.11
Demystifying the Promotion Process: Promotion to Assistant Professor
Areas of Excellence
• Committee established in 1999 • Promotion for faculty who have been instructors for at least 10 years • Evidence of substantial contributions and growth as a Clinician‐Teacher • Teaching • Clinical practice and care • Citizenship/Leadership
• No requirement for written scholarship • No requirement for external letters of evaluation (need 3 internal or external)
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
Promotion to Assistant Professor: Longer Service Criteria
Institution Departmental Process
HMS Department Executive Committee
HMS Submission to Faculty Affairs Review by P&R Committee
University Review by the Provost
Governing Boards
Review by the Dean
Demystifying the Promotion Process: Promotion to Assistant Professor
Assistant Professor Promotion Process
• Letter from the Department Chair • Educational background and training • Contributions as a researcher, teacher, clinician, administrative leader • http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appoint ment_Promotion_Proposal_asst_assoc.doc
• Approval of the Department Executive Committee • CV in the Harvard format • http://cv.hms.harvard.edu/
• Letters of evaluation/support • Obtained by the Division Chief or Department Chair • http://facultypromotions.hms.harvard.edu/docs/Eval_requests_from_Dept_head.doc • http://facultypromotions.hms.harvard.edu/docs/Evaluation_letter_requirements.pdf
• Self‐selected best scholarly contributions (e.g., research, reviews, etc.) • For Assistant Professor – 2 selections • Represent your area of excellence (your focus and impact) • no scholarship submission needed for Longer Service packages
Demystifying the Promotion Process: Promotion to Assistant Professor
What arrives at the Medical School?
• HMS sends a letter to the faculty member • Promotion material has been received • Expected timeline for review • COMING SOON – Milestones site – anticipated Spring 2012
• Review of the CV to be sure the format is correct and the essential information is present and clear • Department is contacted if changes needed
• Search material present if needed (determined with Department) • Confirm the number/ types of letters are appropriate
Demystifying the Promotion Process: Promotion to Assistant Professor
Review in the Office for Faculty Affairs
• There are 2 P&R committees (AM & PM) • Meet each month • Each committee composed of about 20‐30 professors from across HMS • Representative from each HMS Dept. on agenda attends the meeting (generally the chair of HMS Executive Committee) • Longer Service committee is a Subcommittee of the P&R committee – meets every other month – all cases discussed
• Three reviewers from a different department and institution • Pre‐approved or selected for discussion at the P&R meeting • If case selected for discussion: • Comments by a Department Representative • Committee discussion and vote
• All aspects of this process are confidential • Recommendation advisory to the Dean
Demystifying the Promotion Process: Promotion to Assistant Professor
P&R Process for Review of Candidates
• Sent to the Provost for review • Once approved by the Provost , the Department Head is notified • generally 4‐6 weeks following P&R meeting • appointment is considered ‘official’ once the Department Head is notified
• Department notifies the candidate • Letter from the University
Demystifying the Promotion Process: Promotion to Assistant Professor
Final Steps
http://www.fa.hms.harvard.edu/ The Office for Faculty Affairs at Harvard Medical School
http://facultypromotions.hms.harvard.edu/ Overview of all ‘Area(s) of Excellence’ Create “customized” criteria for rank and activities Format your CV using templates and detailed instruction guide http://cv.hms.harvard.edu/
Dedicated e‐mail and phone line for questions E‐mail:
[email protected] Phone: 617‐432‐7112
BWH Resources
BWH Center for Faculty Development and Diversity (CFDD)
(p) 617‐525‐7646 (e)
[email protected] (w) http://www.brighamandwomens.org/medical_professionals/career/cfdd/default.aspx
HMS OFA - 2011
Demystifying the Promotion Process: Promotion to Assistant Professor
HMS Resources
Demystifying the Promotion Process: Promotion to Assistant Professor
Demystifying Promotions at HMS Instructor to Assistant Professor
The Process Perspective: Steps For Promotion Bob Barbieri
[email protected]
The Artist, The Portfolio, The Curator • You- the creative artist. • The Harvard CV- a summary of your portfolio of work • Faculty advocate- The Curator
The Portfolio The Curator’s Perspective
Your Portfolio The Curator’s Perspective • The portfolio of every individual is extremely complex and embedded in a broader context. • Many hours of contemplation and analysis are necessary to fully appreciate the beauty, meaning and connectivity of each portfolio. • The same portfolio may be perceived in many different ways. Differences of opinion may occur. • Think deeply about an individual’s portfolio, its many facets, and help others to understand the meaning of the case.
• How would you advise an Instructor as they begin the process of building a regional and national reputation?
Developing a Regional (and then National) Reputation • Focused area of excellence • Scholarly writing and speaking- A Novel Idea can go viral. • Citations of work • H-index (Google Gadget, Web of Science)
• • • •
Networking National societies, national meetings Consensus conferences (NIH, initial review groups)
Developing the Portfolio • • • • •
Creativity- Novel approaches and insights. Protected time to develop a body of work. Fiscal support. Surrounding support-systems. Mentors. – Lois Zachary- The Mentor’s GuideFacilitating Effective Learning Relationships
The Portfolio- The Harvard CV and the Outside Letters • Take the time to carefully develop the Harvard CV. • Focus on completing the Teaching and Training section. This section includes lists of formally supervised trainees and local, regional, national and international invited teaching and presentations. • Begin to reflect on people who could be asked to write about your promotion.
Promotion Checklist • Annual faculty review – Update CV in HMS format – Discuss timing of next promotion
• • • • •
Professional development plan Defined goals and milestones Mentors and guides Feedback and advice from multiple sources. Check a citation index to see the impact of your work.
Appendix
Investigator • • • • • • • • •
Creative, novel and high-impact ideas. Identifiable research focus. Relative independence from mentors. Basic, clinical, population, method science. Publication of first author, data-based original research that contributes new knowledge. Extramural, peer-reviewed funding. Evidence of teaching. Invitations to speak locally, regionally, etc. Participation in IRB committee.
Clinical Expertise and Innovation • Creative, novel and high-impact ideas. • Strong local reputation as a clinical expert. • Publication of first author original research related to area of expertise, may also involve reviews and chapters. • Developing and implementing the use of new approaches to understanding pathophysiology, diagnosis and treatment of a medical problem. • Invitations to speak locally, regionally, etc. • Role in professional organizations. • Participate in the development of clinical algorithms, guidelines. • Peer reviewer for high impact journals. • Extramural funding.
Longer Service • 10 years of service at the rank of Instructor. • Significant and sustained contributions to the teaching mission. • Didactic teaching of students, trainees and peers. • Mentorship. • Administrative leadership role in teaching. • Education role in professional organization. • Service on education committees.
Teaching and Supporting Activities • Teaching and Education • Significant Supporting activities – Clinical expertise – Investigation – Education of patients and service to the community. – Administration and institutional service.
Overview • Academic promotion is an important recognition and milestone that is part of a continuous process of personal and professional development. • Portfolio development. The Harvard CV. • Recognized area of excellence and focus. • Develop a local and regional, and then a national reputation. • Nurture regional and national senior academic relationships. • Work that you love. Patience and persistence. • Mentoring, guidance, support, resources, encouragement.
The Experience Perspective: Top 10 Tips for Success
YVONNE LEE, MD, MMSC ASSISTANT PROFESSOR OF MEDICINE DIVISION OF RHEUMATOLOGY, IMMUNOLOGY AND ALLERGY JANUARY 27, 2012
#1: Start now Never too early to familiarize yourself with the
process and the criteria Never too early to set goals
#2: Know the criteria “Strong local reputation”
Depends on your department/division Depends on area of excellence First author publications – no set number Funding – no set amount
#3: Take the initiative Don’t wait for your mentors or division chief to tell
you when you are ready Make an appointment Tell them it’s on your mind Tell them it’s important to you Ask them to clarify criteria Set timeline
#4. Follow the directions Detailed instructions on Harvard Medical School
Office for Faculty Affairs:
http://www.fa.hms.harvard.edu/administratorresources/appointment-and-promotion/promotion-policies
Specific instructions for BWH Medicine on the
Department of Medicine Intranet:
http://www.bwh-medicine.org/Default.aspx?page_id=50
#5: Learn from those who came before Ask colleagues if they are willing to share their
materials Ask colleagues for advice
#6: Highlight the significance and innovation Annotated bibliography
How do you choose? Preferably first author Quality of the journal (doesn’t have to be NEJM, Science, Nature or JAMA) Science citation index “Thematic link” to your niche
What gap is filled by the information in this paper?
Does filling this gap have a direct clinical impact? If not, how does filling this gap lead you closer to the impact?
#7: Select referees carefully Consider How well they know you/can advocate for you Response time/Reliability (especially since you’re not supposed to contact them) Rank (should at least be an assistant professor, preferably associate professor or full professor) Provide the maximum number of names possible
#8: But don’t fixate on impartial referees Think about people you’ve met at conferences, heard
you talk, etc. Ask mentors, division chief for recommendations. It’s not so much how well these people know you.
It’s more the impression you made and how much these people support junior investigators.
#9: Stay involved and participate When materials are returned for edits/input, address
them right away Keep track of your progress Credentialing Appointments and Promotions System (CAPS) If forward motion seems stagnant, contact the
Promotions Administrator for your Department
It’s a fine line between being assertive and pestering
#10: Enjoy the ride!
SPECIAL THANKS TO MY DIVISION CHIEF, MENTORS AND SUPPORTERS!!!
Michael Brenner Beth Karlson Dan Solomon Jon Coblyn Michael Weinblatt Simon Helfgott
