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Bradley Imwalle, PhDDepartment of BiologyUniversity of Virginia

The Effects of Estrogen Receptor Disruption on Anxiety Behavior in

the Mouse

Polishing your Portfolio for Promotion and Tenure

Victor Baum, ChairPromotion and Tenure Committee

UVa School of Medicine

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This was a waste of time. It just repeated what’s on the web site.

-Lora Baum, Ph.D.

1. LOOK AT THE WEBSITE!2. I will try and not just reiterate

what you could read for yourself

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

SOM P&T Guidelines on the Web: http://www.medicine.virginia.edu/administration/faculty/faculty-dev/pandt

Print version of UVa SOM Faculty Handbook (out of date, don’t use)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 Chief/Chair

Seek advice from mentors, including members of the P&T Committee

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Your Promotions Portfolio

Nominating letter from chair/division chief, (re)appointment letter, Dept. committee letter with vote

I. Curriculum vitae II. Personal statement III. Documentation of excellence in primary and

secondary area(s) of excellence (clinical, research, teaching)

IV. Documentation of scholarship, including 3 publications (pdf files) V. Letters

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Objectives for this workshop

1) Describe the proper CV format

2) Explain the Personal Statement

3) Describe Clinical Care Documentation

4) Describe Research Documentation

5) Describe Education Documentation (Teaching Portfolio)

6) Describe examples of Scholarship

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The Journey

By May 1st: 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 – DO NOT CONTACT THEM YOURSELVES

September: Departmental review (summary and vote required) October 3rd: Departments submit portfolios to the Dean November: P&T Committee meets to consider candidates and

make recommendations to Dean About January 1st: Dean sends P&T summaries to Chairs January 15th: SOM appeals process Late January: P&T Committee considers appeals and submits

final recommendations to the Dean About February 2: Dean submits recommendations to Provost Late Spring: Provost’s P&T Committee considers selected

candidates June: Board of Visitors decides on Provost’s recommendations July: Promotion becomes effective

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New Release Waiver form

Candidates will be asked to sign a form waiving access to P&T forms/evaluations.

Not required for promotion or tenure and presence/absence will not reflect positively or negatively.

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I. CV(Not every category applies to

everyone)

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Reverse chronological order; present position is listed first. Same for Honors. Publications can be in chronological order, but reverse is better.

CV Pointers

Check out additional pointers at: https://www.aamc.org/members/gfa/faculty_vitae/150034/preparing_your_curriculum_vitae.html

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CV

Content not context Review P&T website for formatting of

promotion materials Keep simultaneous “P&T version” of c.v.

if not how you would normally keep it Careful with abbreviations

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CV SubheadingsReverse Chronological 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 The portfolios provide an arena in which

to expand on the c.v.

• .

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Teaching Activities in the CV

Classroom teaching – give year, 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, your role (PI, co-

PI, etc.). This is very important to clarify, esp. AI track.

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CV (cont.)

Facilities (applies to laboratory only) Personnel currently supervised Master’s, PhD and postdoctoral students

supervised (We do not want to see every name of every resident your Dept. has trained.)

Invited lectures and symposia 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 P&T:citation analysis, journal rankings, and author contribution:

You need to provide this special information in your CV for all papers:

(1) The Impact Factor (IF) of the journal(2) The rank of that journal (ranked by IF) in its field.

The ISI "Web of Science" website from HSC Library Homepage (NOT Google - #’s may be different), can be used to get the citations to any of your published papers and the journal IFs 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

(see next slide)

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Use asterisk (*) to indicate the corresponding author. When you are neither the first nor the corresponding author, briefly state your contribution to the paper. See examples below.

Schmaltzcroft* C., Schniklefritz, PE, and Afacmemb, UV. A new class of dopamine receptors in the median eminence. Neurosci 51:1234-1246, 2000.

Cited 23 times, IF = 6.096, Rank 17 of 194 Neuroscience journals. Over half the experiments were done in Dr. Afacmemb’s lab by his technician.

Afacmemb, UV., Schmaltzcroft, C.,and Schniklefritz,

PE*. Dopamine inhibits firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67:234-245, 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. 56:123-456, 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.

Yes, we appreciate that relative impact factors differ among specialties

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NEW Intellectual Property

Inventions Patents applied for and awarded Registered copyright material Trademarks for University owned intellectual

properties License agreements

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II. 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, don’t go into too much

detail on any one point. How do you define yourself? Start with the most

important part of your job and end with a short summary.

See examples at on P&T website

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III. Area of Excellencea. Clinical Care

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Criteria for Clinical Excellence(Examples)

Requires at least 20% time Productivity

RVUs (normalized for national standards, MGMA etc.) are the most commonly used. Strive for top 50%.

With current market forces, criteria for productivity may become more stringent in the future

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 - Dept. of Market Research & Planning can supply Press Ganey

data for prior 5 years in appropriate format- tell them it’s for P&T use. Can also supply geographic distribution of patients.

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Other Possible Measures 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 candidate’s clinical

activity is expected. This may include peer-reviewed publications,

participation in clinical trials, etc. 360-degree evaluations

These are confidential and the candidate’s Chair or Division Chief would be responsible for collecting them.

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Do NOT directly solicit letters from patients to support promotion

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III. Area of Excellenceb. Research

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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 Activities

Grant support (past, present and future) Co-PI status

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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III. Area of Excellencec. Teaching 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 your teaching activities A main body that gives detailed information

about your contributions as an educator.

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Teaching Portfolio “Do”s and “Don't”s

• Keep length to 20-30 pages, maximum!!• Use summary data for teaching evaluations, 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, lab manuals or clinical cases.Exception: A short sample might be providedfor major, complex creations; however,descriptions should usually suffice.• Do not use an appendix.

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Teaching Portfolio “Do”s and “Don't”s (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 teaching ability. Include documentation of how your postdocs are doing, where they are now, etc.

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If education is an area of excellence and you want referees to see educational portfolio, append it to the c.v.

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IV. Scholarship

You must select three (3) publications ONLY – provide them as pdfs.

In 1-2 sentences tell us why you chose those 3 examples. This is very helpful for a reviewer not in that small field.

The emphasis should be on work 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 P&T 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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V. Letters

Internal and externalIndependent or notFrom internal and external referees –

ask for at least twice as many as the bare minimum. You would be amazed at how many people do not respond.

Does where the letter comes from count as much as what it says?

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Most Frequent Problems with Promotion Portfolios

Candidate’s CV Not in the correct P&T Committee format (see instructions on the

website) Redundancies in CV (do not list your publications in more than one

section) Papers in preparation should not appear on your CV

Education Documentation Too much information in the Education section (do not send us your

Academy of Distinguished Educators portfolio application. See the instructions on the P&T website on how to adapt it for P&T.).

Present teaching evaluations and ratings in condensed formats (do not include reams of raw evaluation data).

Referee Letters Too few letters from External-Independent Reviewers (three is the

minimum to be RECEIVED; give plenty of suggestions to your Chair (8-10 names; maximum of 20). You would be amazed how many requests are not returned.

Research Documentation Be sure to list your % effort on each grant (this includes grants on

which you are not the PI)

Please don’t abbreviate everything

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Before you submit your portfolio, you are encouraged to consult P&T Committee

members.We want to be your friendWe want you to understand the P&T guidelines,

know the criteria for P&T for your particular track, and learn how to construct your best possible portfolio.

Current P&T Committee Members

Victor Baum, Anesthesiology, Chair (2012)*Robert Nakamoto, Physiology, Vice-Chair (2014)

Robert Bloodgood, Cell Biology (2013)Daniel Burke, Biochemistry (2013)

Bobby Chhabra, Orthopaedics (2014)Mark Conaway, Public Health Sciences (2012)

Jim Garrison, Pharmacology (2011)Leigh Grossman, Pediatrics (2012)

Patrice Guyenet, Pharmacology (2014)Stuart Howards, Urology (2013)

Lee Jensen, Radiology (2014)Jaideep Kapur, Neurology (2012)

Bea Lopes, Pathology (2013)Mark Okusa, Medicine (2013)

Sally Parsons, Microbiology (2013)JoAnn Pinkerton, Ob/Gyn (2013)

*year term ends

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Other Able ConsultantsVeterans of P&T CommitteeEmilie Rissman, Biochemistry

Larry Phillips, NeurologyHoward Kutchai, Physiology

Mark Abel, OrthopedicsJim Bennett, Neurology

Ann Beyer, Microbiology David Brautigan, MicrobiologySim Galazka, Family Medicine

John Hanks, SurgerySuzanne Holroyd, Psychiatry

Stacey Mills, PathologyStephen Park, Otolaryngology HNS

Thomas Platts-Mills, MedicineDick Santen, MedicineRob Sawyer, Surgery

Mark Shaffrey, NeurosurgeryPeggy Shupnik, Medicine

Peyton Taylor, OB/GYNSharon Hostler, Senior Associate Dean

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The Good News!Summary 2008-2011

No. %

Candidates put forward by department at beginning of regular P&T cycle 164

Department recommendations to SOM Approved by Department Not approved by department

153 11

93% 7%

Initial SOM P&T Committee decisions Approved in initial decision Not approved (denied) in initial decision

123 26

79%21%

Appeals to SOM P&T Committee * Appeal accepted (decision reversed) Appeal denied (decision upheld) Candidate did not appeal

7 5 14

27%19%54%

Overall SOM decisions (including appeals) Approved, recommended to Provost Not approved (denied)

132 20

87%13%

Success rate for all candidates put forward 80%