COAP 101COAP 101

Virginia Stallings, MD, Director

Mary Blitzer Field, MPhil, Assistant Director

Office of Faculty Development, Joseph Stokes Jr. Research Institute, CHOP

http://stokes.chop.edu/facultydevelopment/

Revised February 16, 2009

Faculty Tracks, Promotion Processes & Policies

Topics Topics

Faculty Tracks Faculty Tracks

Reappointment & Promotion Reappointment & Promotion ProcessesProcesses

Family-Friendly PoliciesFamily-Friendly Policies

Expectations: Big PictureExpectations: Big Picture

1. Clinical care1. Clinical care

2. Teaching2. Teaching ““EDB”/ “teaching file”EDB”/ “teaching file”

3. Scholarly endeavors3. Scholarly endeavors PublicationPublication FundingFunding OthersOthers

4. Service4. Service Local/regionalLocal/regional NationalNational InternationalInternational

5.5. ReputationReputation TalksTalks PublicationsPublications Professional Professional

organizationsorganizations

Expectations by TrackExpectations by Track

ResearchResearch ClinicalClinical TeachingTeaching ServiceService

Clinician-Clinician-

EducatorEducatorXX XX X X XX

AcademicAcademic

ClinicianClinician (2004)(2004)

≤≤ 10%10%X X X X XX

TenureTenure XXIndependent Independent

fundingfunding

XX XX XX

ResearchResearch XXIndependentIndependent

//

collaborativecollaborative

≤≤ 10%10%

XX

Clinician-EducatorClinician-EducatorExpectations: 10 yearsExpectations: 10 years

Yrs 1-3Yrs 1-3 Yrs 3-6Yrs 3-6 Yrs 7-9(10)Yrs 7-9(10)

ResearcResearchh

Establish focusEstablish focus Increase Increase productivityproductivity

Regional/Regional/

national reputationnational reputation

ClinicalClinical Consolidate skills Consolidate skills from fellowshipfrom fellowshipEstablish area of Establish area of interestinterest

More masteryMore mastery““Becoming the Becoming the expert in…”expert in…”

““The go-to The go-to person”person”Regional & Regional & national reputationnational reputation

TeachinTeachingg

Hospital & local Hospital & local areaarea

Regional talksRegional talks

“ “Boston toBoston to

Baltimore and Baltimore and outout

to Pittsburgh”to Pittsburgh” Grand roundsGrand rounds

RegionalRegional National National meetingsmeetings

ServiceService Local/CHOP/PennLocal/CHOP/PennFamily support Family support groupsgroups

LocalLocalRegionalRegionalNationalNational

LocalLocalRegionalRegionalNationalNational

Academic Clinician Academic Clinician ExpectationsExpectations

Expectation of continued progressExpectation of continued progress

No specific probationary periodNo specific probationary period

Excellence in Clinical PracticeExcellence in Clinical Practice Emphasis on quality & quantityEmphasis on quality & quantity Innovation in delivery of care Innovation in delivery of care Quality improvement initiatives Quality improvement initiatives ““Regional reputation or recognition are desirable but are Regional reputation or recognition are desirable but are

not an absolute requirement for promotion to Associate or not an absolute requirement for promotion to Associate or full Professor.”full Professor.”

Excellence in Teaching – All SettingsExcellence in Teaching – All Settings Curriculum development Curriculum development Innovative teaching materials & methodsInnovative teaching materials & methods Mentoring Mentoring

Tenure Track ExpectationsTenure Track ExpectationsPhysician-Scientists – 10 yearsPhysician-Scientists – 10 years

Yrs 1-3Yrs 1-3 Yrs 3-6Yrs 3-6 Yrs 7-9 (10)Yrs 7-9 (10)

ResearcResearchh

Research systems Research systems establishedestablishedTransitioning Transitioning toward toward independenceindependenceSteady stream of Steady stream of funding (e.g. co-PI funding (e.g. co-PI on R01, Ks, on R01, Ks, foundation grants)foundation grants)

Continuous Continuous productivityproductivitySome first-Some first-authored authored papers, a few papers, a few last-authored last-authored paperspapersPI on R01(s) PI on R01(s)

High impact on High impact on fieldfieldSeries peer-Series peer-reviewed articles reviewed articles “tell a coherent “tell a coherent story”story”Sustainable, Sustainable, independent independent fundingfunding

- 2 R01s - 2 R01s helpfulhelpful

ClinicalClinical Consolidate Consolidate fellowship skillsfellowship skills

““Becoming Becoming the expert the expert in…”in…”

National National reputationreputation

TeachinTeachingg

Regional talksRegional talks Regional & Regional & national talks.national talks.

National / National / international international talks/visiting talks/visiting professorprofessor

ServiceService Local/CHOP/PennLocal/CHOP/Penn Local, Local, regional, regional, nationalnational

Local, regional, Local, regional, nationalnational

Research Track ExpectationsResearch Track Expectations

Yrs 1-3Yrs 1-3 Yrs 3-6Yrs 3-6 Yrs 7-9 (10)Yrs 7-9 (10)

ResearchResearch Contributions to Contributions to collaborative collaborative projects and/or projects and/or independent independent productivityproductivity

……for term for term specified or for specified or for duration of duration of external financial external financial support, support, whichever is whichever is shorter.”shorter.”

Increasing Increasing contributions to contributions to collaborative collaborative projects and/or projects and/or independent independent productivityproductivity

Term specified Term specified or external or external supportsupport

““Distinctive, Distinctive, original, or expert original, or expert intellectual intellectual contribution” to contribution” to collaborative collaborative projects and/or projects and/or independent independent researchresearch

Term specified or Term specified or external supportexternal support

TeachingTeaching Limited teaching Limited teaching May not exceed 10% May not exceed 10%

standing faculty load. Lab standing faculty load. Lab supervision, invited supervision, invited lectures are fine.lectures are fine.

Limited Limited teaching teaching

Limited teaching Limited teaching

ServiceService Local/CHOP/PennLocal/CHOP/Penn Local Local RegionalRegional NationalNational

LocalLocal RegionalRegional NationalNational

Tenure Track Expectations Tenure Track Expectations Non-clinical, usually PhD – 7 years Non-clinical, usually PhD – 7 years

Yrs 1-3Yrs 1-3 Yrs 3-6Yrs 3-6

ResearcResearchh

Experimental systems Experimental systems establishedestablished

Transitioning toward Transitioning toward independenceindependence

By year 3, one first-authored By year 3, one first-authored paper, or able to visualize paper, or able to visualize papers coming out of papers coming out of researchresearch

Evidence steady stream of Evidence steady stream of funding (e.g. co-PI on R01, K funding (e.g. co-PI on R01, K awards, foundation grants)awards, foundation grants)

High impact on fieldHigh impact on field Series of peer-Series of peer-

reviewed articles reviewed articles “tell a coherent “tell a coherent story”story”

Sustainable, Sustainable, independent independent fundingfunding

- 2 R01s helpful- 2 R01s helpful

TeachinTeachingg

Regional & nationalRegional & national National & National & internationalinternational

ServiceService Local/CHOP/PennLocal/CHOP/Penn Regional, nationalRegional, national

10-Year Timeline10-Year Timeline

0 1 2 3 4 5 6 7 8 9 10

Promotion or Terminal Year

A-C reappointment 2nd Reappointment

1st Reappointment

Yrs 3 & 6: CV and EDB due by November

Appointment

SOM COAP Review

Yr 8 – EDB due May

Yr 9 – Final dossier due August

‘10-’11

Dept COAP Review

Based on July 1, 2008 appt

’08-‘09 ’09-’10 ‘11-’12 ’12-’13 ’13-’14 ’14-’15 ’15-’16 ’16-’17 ’17-’18 (Ext.)

ReappointmentReappointment

ProcessProcess DocumentationDocumentation FeedbackFeedback

ProcessProcess

Provost’s Staff Conference (Promotion)Provost’s Staff Conference (Promotion)Deans U of P SchoolsDeans U of P Schools

PSC Subcommittee (Reappointment)PSC Subcommittee (Reappointment)Selected designeesSelected designees

School of Medicine COAPSchool of Medicine COAP

Departmental COAPDepartmental COAP

Division/CandidateDivision/Candidate

ProcessProcess Review by COAPReview by COAP

Evaluate whether acceptable rate of Evaluate whether acceptable rate of progress/productivityprogress/productivity

• Record of scholarship for all tracks, except ACRecord of scholarship for all tracks, except AC• For CE & AC, clinical productivity & excellenceFor CE & AC, clinical productivity & excellence• Teaching quality & quantity (teaching Teaching quality & quantity (teaching

file/EDB)file/EDB)

(excluding research track)(excluding research track)

Identify & address any areas of deficiencyIdentify & address any areas of deficiency

DocumentationDocumentationPackage OverviewPackage Overview

Chair/ChiefChair/Chief Chair’s recommendation letter (chief)Chair’s recommendation letter (chief) Letter from education officerLetter from education officer Academic planAcademic plan

CandidateCandidate CVCV Clinical productivity metricsClinical productivity metrics

(if applicable)(if applicable) Some components of Educational Database (EDB) due at Some components of Educational Database (EDB) due at

reappointment reappointment (Dec 2007)(Dec 2007) Next slideNext slide

Documentation: Documentation: Teaching RecordTeaching Record

Candidate responsible for:Candidate responsible for: (Dec ’07)(Dec ’07)

Section 3Section 3 Educational Database (EDB) – Teaching activities Educational Database (EDB) – Teaching activities (e.g. didactic and clinical) (e.g. didactic and clinical)Section 4Section 4 Educational Database (EDB) – Administrative Educational Database (EDB) – Administrative teaching activities (e.g. thesis committee, admissions teaching activities (e.g. thesis committee, admissions committee)committee)

Yearly teaching evaluation records in HAMSTER (next slide) Yearly teaching evaluation records in HAMSTER (next slide) and other sources (e.g. CME or Biomedical Graduate and other sources (e.g. CME or Biomedical Graduate Studies)Studies)

Questions on teaching documentation at Questions on teaching documentation at reappointment?reappointment?

Contact your faculty coordinator, Linda Timbers.Contact your faculty coordinator, Linda Timbers.

HAMSTER HAMSTER (House-staff & Medical Student Teaching (House-staff & Medical Student Teaching

Evaluation Record)Evaluation Record)

Database maintained by School of MedicineDatabase maintained by School of Medicine

Captures data from all medical student, house staff, Captures data from all medical student, house staff, & fellow evaluations during past 3 years (July & fellow evaluations during past 3 years (July through June) Does through June) Does not not capture Biomedical Graduate capture Biomedical Graduate Studies (BGS) or CME teaching Studies (BGS) or CME teaching

Individual faculty members may access their own Individual faculty members may access their own records at records at http://http://my.med.upenn.edumy.med.upenn.edu// with Penn Keywith Penn Key

Questions on HAMSTER?Questions on HAMSTER? Elizabeth O’Grady Elizabeth O’Grady liz@mail.med.upenn.eduliz@mail.med.upenn.edu

Need PennKey?Need PennKey? School of Medicine Information School of Medicine Information Services Services medhelp@mail.med.upenn.edumedhelp@mail.med.upenn.edu

or (215) 573-4636.or (215) 573-4636.

Teaching Record: Teaching Record: Find out how you’re doing.Find out how you’re doing.

Education OfficerEducation Officer

HAMSTER recordHAMSTER record

Documentation: Documentation: Academic PlanAcademic Plan

Ensures effort consistent with trackEnsures effort consistent with track

ACADEMIC PLAN FOR ______________________, Degree ____

Proposed Start Date: ______________________ Mentor: _______________________

Breakdown of duties: % Research % Clinical Service

% Teaching % Administration

100%Research:Clinical Services:Teaching:Administration:

Approved: Candidate ____________________________________ (date)___ Chief ________________ Division of ______________ (date) ___ Chairman_____________ Department of ____________(date)___

Feedback Feedback

If no concerns,If no concerns, receive letter receive letter “Congratulations…!”“Congratulations…!”

Examples of evaluation terms:Examples of evaluation terms: ““Outstanding”Outstanding” ““On track”On track”

If concernsIf concerns, info directed to chair & discussed , info directed to chair & discussed with faculty member (& chief)with faculty member (& chief)

Examples of evaluation terms:Examples of evaluation terms: ““Concern”Concern” ““Warning”Warning”

PromotionPromotion

ProcessProcess DocumentationDocumentation FeedbackFeedback

ProcessProcess

Same administrative review Same administrative review (division, department, SOM, PSC)(division, department, SOM, PSC)

School of Medicine COAP School of Medicine COAP Evaluates candidate for contributions to Evaluates candidate for contributions to

clinical, teaching, and research missionsclinical, teaching, and research missions Passes recommendation to DeanPasses recommendation to Dean

Provost Staff Conference Provost Staff Conference Dean advocates for candidate at conferenceDean advocates for candidate at conference

Documentation: Documentation: Complete Dossier Complete Dossier

ChairChair Chair’s recommendation letter (division chief)Chair’s recommendation letter (division chief) Letter from education officer (department specific)Letter from education officer (department specific) EDBEDB Academic planAcademic plan Letters to establish academic reputation (next slide)Letters to establish academic reputation (next slide)

CandidateCandidate CVCV Personal statement (2 pages)Personal statement (2 pages) Extramural consultants (next slide)Extramural consultants (next slide) Teaching references (next slide)Teaching references (next slide) Up to 4 reprints, etc.Up to 4 reprints, etc.

Documentation: LettersDocumentation: Letters Extramural ConsultantsExtramural Consultants “Non-Penn”“Non-Penn”

C-E, Tenure, Research TracksC-E, Tenure, Research Tracks - Chair list (n=8), Candidate list (n=3)- Chair list (n=8), Candidate list (n=3)

- - NoteNote: CV, personal statement, and reprints accompany SOM : CV, personal statement, and reprints accompany SOM solicitation solicitation of letters from extramural consultantsof letters from extramural consultants

Intramural consultants Intramural consultants “Penn”“Penn”C-E, Tenure, and Research TracksC-E, Tenure, and Research Tracks

- 3 or more provided by chair (candidate)- 3 or more provided by chair (candidate)

Recommendation LettersRecommendation Letters “Penn and Non-Penn”“Penn and Non-Penn”A-C TrackA-C Track

- 6 to 8 letters with no more than half from home department. - 6 to 8 letters with no more than half from home department. Typically Typically some from outside Penn some from outside Penn (Different from Clinical Skills Questionnaire (Different from Clinical Skills Questionnaire – later slide)– later slide)

Teaching Letters Teaching Letters

C-E, Tenure, A-CC-E, Tenure, A-C -EDB Section 5A “teaching letters” – List of 10 former -EDB Section 5A “teaching letters” – List of 10 former

trainees (candidate)trainees (candidate)- EDB Section 6C “other letters” if appropriate. Solicited by - EDB Section 6C “other letters” if appropriate. Solicited by

candidate.candidate.

Documentation:Documentation: Teaching LettersTeaching Letters

Get in the habit early – maintain lists. Get in the habit early – maintain lists.

EDB Section 5AEDB Section 5A Medical studentsMedical students ResidentsResidents PostdocsPostdocs FellowsFellows Faculty with whom you teachFaculty with whom you teach

“ “All instructional activities count .”All instructional activities count .”

Documentation:Documentation: Educational Database or Educational Database or

Teaching Record Teaching Record Candidate works with faculty coordinator to ensure all sections Candidate works with faculty coordinator to ensure all sections

complete:complete:

Section 1 – CVSection 1 – CVSection 2 – Personal statement on teaching (December ’07)Section 2 – Personal statement on teaching (December ’07)Section 3 – Teaching activities (e.g. didactic and clinical)Section 3 – Teaching activities (e.g. didactic and clinical)Section 4 – Administrative teaching activities (e.g. thesis committee, Section 4 – Administrative teaching activities (e.g. thesis committee,

admissions committee) (December ’07)admissions committee) (December ’07)Section 5A –Contact information for former traineesSection 5A –Contact information for former traineesSection 5B – Evaluation dataSection 5B – Evaluation dataSection 6A – Education Officer reportSection 6A – Education Officer reportSection 6B – Graduate Group Chair letter (if appropriate)Section 6B – Graduate Group Chair letter (if appropriate)Section 6C – Other peer lettersSection 6C – Other peer letters

On line EDB template at Office of Faculty Development web site On line EDB template at Office of Faculty Development web site http://http://stokes.chop.edu//facultydevelopmentstokes.chop.edu//facultydevelopment//

Questions on documentation for EDB? Kelli Wilson Questions on documentation for EDB? Kelli Wilson kellijw@mail.med.upenn.edukellijw@mail.med.upenn.edu

EDB Documentation by EDB Documentation by Others Others

Education Officer prepares Summary Education Officer prepares Summary StatementStatement

School of Medicine solicits lettersSchool of Medicine solicits letters EDB, including Summary Statement, evaluated EDB, including Summary Statement, evaluated

by members of subcommittee of School of by members of subcommittee of School of Medicine COAP who are outside candidate’s Medicine COAP who are outside candidate’s departmentdepartment

School of Medicine prepares abbreviated EDB School of Medicine prepares abbreviated EDB to be submitted with promotion dossier for to be submitted with promotion dossier for review by School of Medicine COAP review by School of Medicine COAP EDB becomes “dossier within a dossier”EDB becomes “dossier within a dossier”

Documentation:Documentation:Academic Clinician SpecificAcademic Clinician Specific

Respondents rate Academic Clinician candidateRespondents rate Academic Clinician candidate““Exceeds expectations”/“Meets expectations”/“Cannot evaluate” Exceeds expectations”/“Meets expectations”/“Cannot evaluate”

1.1. Medical knowledge, clinical judgment, clinical skillsMedical knowledge, clinical judgment, clinical skills

2.2. Communication with other health professionalsCommunication with other health professionals

3.3. Compassion & respect for & communication with Compassion & respect for & communication with patientspatients

4.4. Dedication & enthusiasm for patient careDedication & enthusiasm for patient care

5.5. Professionalism & respect for colleagues, trainees & Professionalism & respect for colleagues, trainees & allied health professionalsallied health professionals

6.6. Overall performance Overall performance

Clinical Skills Questionnaire

Documentation Documentation Academic Clinician SpecificAcademic Clinician Specific

Clinical Skills QuestionnaireClinical Skills Questionnaire

15 colleagues (e.g. referring physicians)15 colleagues (e.g. referring physicians) 5 former trainees (e.g. fellows, house staff)5 former trainees (e.g. fellows, house staff) 5 allied health professionals (e.g. nurses, 5 allied health professionals (e.g. nurses,

technicians, dieticians) technicians, dieticians)

Questions about Clinical Skills Questionnaire?Questions about Clinical Skills Questionnaire?

Contact your faculty coordinator.Contact your faculty coordinator.

FeedbackFeedback

Outcome communicated to candidate via Outcome communicated to candidate via chairchair

““Up or out” system, except Academic Up or out” system, except Academic ClinicianClinician

Review at 9Review at 9thth year allows for “terminal year allows for “terminal 1010thth year” if needed year” if needed

Family-Friendly PoliciesFamily-Friendly Policies

University of Pennsylvania University of Pennsylvania

Extension of Probationary PeriodExtension of Probationary Period

Reduction in DutiesReduction in Duties

Extension of Probationary Extension of Probationary PeriodPeriod

Qualifying eventsQualifying events Birth or adoption of a childBirth or adoption of a child Serious medical condition of faculty member Serious medical condition of faculty member

or family member/domestic partneror family member/domestic partner Catastrophic event Catastrophic event

One year at a time, maximum 3 yearsOne year at a time, maximum 3 years

Notify your Chair in person and in writing!Notify your Chair in person and in writing! All tenure, C-E, and research track faculty are entitled All tenure, C-E, and research track faculty are entitled

to the extension, but only if they notify their to the extension, but only if they notify their department chair department chair within one yearwithin one year of the qualifying of the qualifying event.event.

Extension of Probationary Extension of Probationary PeriodPeriod

for Assistant Professorsfor Assistant Professors

For School of Medicine COAP:For School of Medicine COAP: Always encouragedAlways encouraged No effect on evaluationNo effect on evaluation Candidate who requests an extension Candidate who requests an extension

but does not “use it” will not be but does not “use it” will not be consideredconsideredfor “early” promotion reviewfor “early” promotion review

Reduction in Duties Reduction in Duties for Any Rankfor Any Rank

EventsEvents Serious illness or injury Serious illness or injury Child care Child care Service to communityService to community Anticipation of a move to emeritus statusAnticipation of a move to emeritus status

Various percentages possible Various percentages possible E.g. 2 years @ 50% = 1-year extensionE.g. 2 years @ 50% = 1-year extension

or or 5 years @ 20% = 1-year extension 5 years @ 20% = 1-year extension

Maximum of 6 years of reductionsMaximum of 6 years of reductions

Questions?Questions?