Spiffing your Promotion Portfolio(pre-Final Submission Primer)

Alan J. Hunter, MD, FACPChair, Department of Medicine P & T CommitteeMember, School of Medicine P & T Committee

Department of MedicineAugust 7, 2019

Disclaimer

This is NOT a soup-to-nuts (everything you wanted to know)

P&T talk

(But any topic is fair game for Q & A)

At the end of this session, you will be familiar with;

• Location of P&T Resources• The dates important to YOU• A Public Service Announcement• Key Pearls / Pitfalls

• Answers to any Q & A you might have

Resourceshttps://www.ohsu.edu/school-of-medicine/medicine

Resourceshttps://www.ohsu.edu/school-of-medicine/medicine/faculty-development

Dates are wrong (To Follow)

Great Link!

https://o2.ohsu.edu/school-of-medicine/faculty/faculty-affairs/upload/SoM-Procedures-and-General-Guidelines-for-Promotion-and-Tenure-2019-08-

05-2.pdf

Resourceshttps://www.ohsu.edu/school-of-medicine/medicine/faculty-development

Dates are wrong (To Follow)

Great Link!

Great Link!

Guide to Writing Personal Statements(2016 SOM OHSU P&T Committee)

Resourceshttps://www.ohsu.edu/school-of-medicine/medicine/faculty-development

Dates are wrong (To Follow)

Great Link!

Great Link!Great Link!

https://www.ohsu.edu/school-of-medicine/faculty-development/promotion-and-tenure

Dates You Care About– Mar 14– Faculty P&T Primer (Chair DOM P&T)– May 31 – CV, Div Head Req (EP AY2019) Due– June - Chair Review – July/Aug – Candidate Div Head Notification– July/Aug – Final DOM P&T Primer (you are here )

–Aug 31 – Full Pack due (PDF format)

– Nov (early) – DOM P&T Committee Meets– Dec (1) – Candidate decisions/needs send to Division Heads

–Dec 31 – Final candidate revisions due• PDF format

– Jan (2nd Monday, midnight) – All Dept doc due to SOM

2. All Portfolio (Packet) Materials Are To Be Submitted in PDF Format

1. The CV & EP Must Be Submitted in OHSU Format

Candidates without properly (OHSU & PDF) Formatted Materials will be re-submitted for

the next year’s cycle

Public Service Announcements

– Mar 14– Faculty P&T Primer (Chair DOM P&T)– May 31 – CV, Div Head Req (EP AY2019) Due– June - Chair Review – July/Aug – Candidate Div Head Notification– July/Aug – Final DOM P&T Primer (you are here )

–Aug 31 – Full Pack due (PDF format)• (Non PDF materials will not be loaded)

– October 2019 (EARLY) – DOM P&T Committee Meets

–Dec 1 – Final candidate revisions due• PDF format

– Jan (2nd Monday, midnight) – All Dept doc due to SOM

–AROUND Jun/Jul Faculty Notification

Dates You Care About

At the end of this session, you will be familiar with;

• Location of P&T Resources• The Dates important to YOU• A Public Svc Announcement• Key Pearls / Pitfalls

• Answers to any Q & A you might have

The Pack(SOM Guidelines: 8/2/2017)

• OHSU Formatted Curriculum Vitae• OHSU Formatted Educator’s Portfolio• Faculty Personal Statement• Division Head (Institute) Support Letter • Copy of most recent (FOUR) Annual Reviews• Time & Effort Statement

– NOT Employer’s Effort Certification Report

• Letter Writer Names (Internal/External)Policies, Procedures and General Guidelines for Promotion & Tenure. OHSU School of Medicine

https://o2.ohsu.edu/school-of-medicine/faculty/faculty-affairs/upload/SoM-Procedures-and-General-Guidelines-for-Promotion-and-Tenure.pdf (--> 8/2/2017)

The OHSU SOM formatted Curriculum Vitae

Your CV (& EP) must stand out• Content• Format

THUS…• CV (EP) Must be

neat & organized & telegraph what’s important to a busy REVIEWER

• CV (EP) MUST be neat & organized & telegraph what’s important to a BUSYREVIEWER

The CV

No ONE right CV format(As long as it’s the OHSU format )

Use the OHSU CV Format

USE THE OHSU FORMAT

SOM APPROVED ANNOTATED CV

TEMPLATE (P&T Resources)

Make Content Stand Out

• Bold, underline, italicize, inset… as needed• Not a 1 page resume! (give enough space)• Number (Chronologic) papers, grants, talks,

abstracts, etc.

Investigators!• Include all sought information on Grants

– Title, Source, PI, Role, $ Amount, funding duration, and % Effort(PI = Co-PI) ≠ Site PI ≠ Co-I ≠ Sub-I ≠ Collaborator

• NIH and other funding agencies are emphasizing multidisciplinary, collaborative research (the NIH Roadmap) – team science

• Thus change documentation style in traditional C.V. – Highlight individual RO1s, first- or senior-author publications –

as usual– If your research is more multi-disciplinary or collaborative

make this & your specific contributions VERY CLEAR!Slide Courtesy of (& adapted from) DAH DEAN; Sharon Anderson, MD

The CV• No ONE right CV format

– As long as it’s the OHSU format

• MANY wrong ones (We see them ALL the time!)– Sloppy (cramped, margin justification, different fonts, font

sizes, variable spacing, errors, inconsistent chronology, random margins…)

– Inadequate explanations (ONLY YOU KNOW – make It clear!)– Absent information or incomplete entries

• Publications, talks, grants, curricula, committees, recognition, ETC• service, mentorship, TEACHING!

– Incorrect data (PI when not; citations, titles, etc.)• Making reviewers WORK to assimilate contributions

!

Does it Matter?Does it REALLY Matter?

?

The OHSU School of Medicine Educator’s Portfolio

The EP

• Organized means of presenting the breadth, volume and effectiveness of your teaching contributions

• Complementary to the CV– AKA the CV must be able to stand alone & display

your education contributions

• I LOVE the aim & content of the OHSU EP– Yet I changed the aesthetics

ANNOTATED EP TEMPLATE

DISTRIBUTED IN ADVANCE

Contents

• Direct Teaching (Studs/Res/Fellows/Peers)

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)– Broken down: didactic vs clinical– Evidence of Engagement with the Community of

Educators (What the…?)

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)• CME Course Development & Delivery

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)• CME Course Development & Delivery• Curriculum Development

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)• CME Course Development & Delivery• Curriculum Development• Advising & Mentoring

– Career Advancement

Mentorship Focus & (P&T) Weight

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)• CME Course Development & Delivery• Curriculum Development• Advising & Mentoring

– Career Advancement

Mentorship Focus & (P&T) Weight

Contents

• Direct Teaching (Studs/Res/Fellows/Peers/CME)• CME Course Development & Delivery• Curriculum Development• Advising & Mentoring

– Career Advancement– Publication or Presentations– Letter Writing– Formal Mentoring Activities

Mentorship Focus & (P&T) Weight

Pearls re: CV / EP

• Assure all types of educational activities are IN YOUR CV (use the EP to expand)

– NOTE: you won’t suffer if ONLY your EP has all contributions, as long as it is included somewhere and included in the materials

THUS…• CV (EP) Must be

neat & organized & telegraph what’s important to a busy REVIEWER

• CV (EP) MUST be neat & organized & telegraph what’s important to a BUSYREVIEWER

?

Promotion Candidate Personal Statement

Candidate Personal Statement

– NO MORE than 3-4 pages (soft… but NOT 7!)

– Tell a story (DON’T simply repeat your CV) why do you deserve consideration for promotion for each category? What is the evidence for ‘outstanding’ (or substantial)

• NOT a finding-yourself (I am a snowflake) essay

The 6-Block Personal Statement (my Advice & new SOM P&T Rec’s†)

• Paragraph I humble intro; state your self-assessment; & request for consideration

• Paragraph II mini-bio & statement of time in rank– (I am now recommending DROPPING THIS – its in CV)

• Paragraph III-V 1 for @ Domain (Schol/Svc/Teach)– 3-6 sentence ‘defense’ of why your merit consideration. Intro

a set of bullets, highlighting your ‘level’ of accomplishments (using P&T language), demonstrating how are impactful

† https://bridge.ohsu.edu/health/dom/SharedDocuments/SOM%20PT%20Guide%20To%2

0Writing%20Personal%20Statements.pdf

The 6 5-Block Personal Statement (my Advice & new SOM P&T Rec’s†)

• Paragraph I humble intro; state your self-assessment; & request for consideration

• Paragraph II mini-bio & statement of time in rank– (I am now recommending DROPPING THIS – its in CV)

• Paragraph II-IV 1 for @ Domain (Schol/Svc/Teach)– @ Paragraph: 3-6 sentence ‘defense’ of why your merit

consideration. Option: Intro a set of bullets, highlighting your ‘level’ of accomplishments (using P&T language), demonstrating how are impactful†

https://bridge.ohsu.edu/health/dom/SharedDocuments/SOM%20PT%20Guide%20To%20Writing%20Personal%20Statements.pdf

Substantial and Outstanding require evidence of;

leadership, innovation, and/or impact

NOT just doing your job well!

Slide Courtesy of DA DEAN; Sharon Anderson, MD

The 5-Block Personal Statement (my Advice & new SOM P&T Rec’s)

The 5-Block Personal Statement (my Advice & new SOM P&T Rec’s)

• Paragraph I humble intro, state your self assessment & request for consideration

• Paragraph II mini-bio & statement of time in rank• Paragraph II-IV 1 for @ Domain (Schol/Svc/Teach)

– 3-6 sentence ‘defense’ of why your merit consideration. Intro a set of bullets, highlighting your ‘level’ of accomplishments (using P&T language) & demonstrating how are impactful

• Paragraph V (Summary): 2-3 sentences, re-iterating of your self-assessments per domain & humble request for consideration

Strive for • 3 (MAX 4) pages for Associate Professor• ≤ 5 pages for Professor

Candidate Personal Statement

Andrea is working on a template for a faculty development series

Pearls & PitfallsPersonal Statements

• Not just be a re-iteration of the CV - Give highlights– What is important about your CV entries– How is it impactful/influential (locally, regionally, nationally) ?– Explain the nuances of what you contributed to a project

rather than just listing all the committees you performed

Pearls & PitfallsPersonal Statements

• Not just be a re-iteration of the CV - Give highlights• Avoid rambling and/or CV regurgitation• Avoid bitterness, ego, or statements regarding the

politics of the institution/department

Pearls & PitfallsPersonal Statements

• Not just be a re-iteration of the CV - Give highlights• Avoid rambling and/or (CV) regurgitation• Avoid bitterness or statements regarding the politics

of the institution/department • Do not assume that the reader understands YOUR

specialty (abbreviations, highly technical terms, etc)– Either define them, or leave them out!

Pearls & PitfallsPersonal Statements

• Use (& be consistent) the P&T criteria to define your achievements honestly– if you feel you meet the criteria for ‘satisfactory’

achievement avoid phrasing your work as ‘outstanding’

Pearls & PitfallsPersonal Statements

• Use (& be consistent) the P&T criteria to define your achievements honestly

• The Modesty-Arrogance continuum

Don’t over sell your work

I don’t know how to put this, butI’m kind of a big deal

Don’t undersell your work

FEELING A LITTLE

SHEEPISH HERE VS

Modesty Arrogance

Personal Statements• Consider including no more than ½ page for the

area(s) that are universally felt to be clear-cut • Focus more effort on area(s) that may need the most

reinforcement

• Within that area, consider using subheadings &/or bullet points, which reviewers find very helpful – gives reviewers something they can cut and paste into

their reviews in the same way that grant writers try to give grant reviewers bullet points about why their particular research is wonderful and highly impactful

2016 SOM P&T Committee Recommendations: Personal Statements

?

Soliciting Internal & External Referee Letters

P&T Referee

• Someone who can appraise your contributions based on personal familiarity (conflicted) or by reputation and portfolio alone (unconflicted)

• Good letters assess & convey whether the candidate meets;– OHSU’s P&T requirements

&– Their home institution’s requirements

Referee LettersAssoc Professor Professor

Referee Letters (total) 5 7External Referees (n) ≥ 3 ≥ 5Unbiased/Unconflicted Should Must (≥ 2)

Internal Referees (n) ≤ 2 ≤ 2Source

Ranks ≥ Assoc. Professor ≥ Professor*Practice Academic† Academic†

Request Number 4 Internal

6 External

4 Internal

10 External* Assoc. OK, of hold Significant title/role (e.g. Chair, Dean, National Chair)

† Endorsements of great care or AWESOMENESS from non-academics are more ‘evidence of effectiveness’ than referee letters (RARELY useful)

Pearls & Pitfalls

• Letters– Missing, absence of unconflicted letters (Req: Prof!)– Non-academic sources (have less weight)

• NOTE:– Letters from learners, grad students, mentees, or

patient/peer testimonials are GREAT, but they are more ‘evidence of effectiveness’ than referee letters.

– Thus, if desired; file them WITHIN the “EP” as appendices

?

2. All Portfolio (Packet) Materials Are To Be Submitted in PDF Format

1. The CV & EP Must Be Submitted in OHSU Format

Candidates without properly (OHSU & PDF) Formatted Materials will be re-submitted for

the next year’s cycle

Public Service Announcements