Academic Promotion at UCSF: Not a black box

1. Academic Promotion at UCSF: Not a black box Lynn Pulliam Ph.D. Professor in Residence Ann Bolger M.D. Professor of Clinical Medicine Former CAP members

2. CAP:Committee on Academic Personnel Reviews faculty in all series at major academic thresholds Appointments Appraisals – Assistant to Associate Promotion to Associate or Full Professor Change in series Accelerations (>1 yr)/Decelerations Merit advancement to Professor step VI and above scale

3. Who is on CAP? Appointed by the Academic Senate’s “Committee on Committees” for 3 years Full Professors from Senate, and Adjunct/Health Sciences Clinical Series 9 members from different academic series and up to 2 members from either Adjunct or HSC Members from each school, department and discipline; representation from different sites Meets every week for about 3 hours (with at least 2 hours prep time to read packets), 11 months/year

4. Committee on Academic Promotion While on CAP, members: Cannot vote on Departmental promotions Should not write letters for promotion (UCSF) Cannot discuss proceedings of meetings Represent CAP (1 member) on reviews of Department Chairs and Heads of Divisions Represent UCSF CAP (1 member) on University-wide CAP Are the faculty member’s advocate!

5. Professor of Clinical X Academic Series at UCSF Health Sciences Clinical Professor Adjunct Professor in Residence Professor (Ladder Rank) Professional Research

6. Academic Series at UCSF Ladder rank Receive a portion of their salary from CA Eligible for sabbatical Have tenure In Residence Have a year-to-year ending date Supported by non-state funds May qualify for 1 year salary from Department

7. Academic Series at UCSF Clinical X Clinician scholars Supported by non-state funds/medical center Predominantly engaged in teaching and clinical work, also creative activity HS Clinical Predominantly engaged in teaching and clinical work Supported by non-state funds/medical center

8. Academic Series at UCSF Adjunct Primarily research or teaching Supported by non-state funds/grants Professional Research Faculty engaged in independent or collaborativeresearch May be a PI or a collaborator Do not have teaching responsibilities Usually supported by grants

9. Academic Promotion Process Department notifies faculty of upcoming academic actions Faculty need to manage their CV and promotion packet in Advance to make sure it is up to date and accurate Suggest references from people who know you or your work. They must be at or above the proposed rank - specific # of letters required The system will include student/resident/fellow evaluations and comments for CAP to read

10. Time waits for no one…. Official notification and 2 reminders will be sent to the faculty member by email 6 weeks prior to the deadline by which faculty member’s CV needs to be attached to a packet If materials are not received by the due date, the Advance packet will be automatically withdrawn, and will not be reviewed in the current cycle Packets submitted in the subsequent cycle will be recorded as decelerated actions due to late submission

11. Academic Promotion Process The Department receives your updated CV in Advance and letters; the departmental APM committee reviews and gives a recommendation to the faculty The faculty reviews the recommendations and votes – CAP sees the vote The Chair writes a letter based on the Dept recommendations and rates the faculty member The promotion packet is sent to the Vice Dean,the VPAA, then CAP and back to the VPAA All grade the candidate and give a recommendation. VPAA has final say

12. How your Chair, CAP, and VPAA evaluate you Teaching and Mentoring Research and Creative Activity Professional Competence University and Public Service Reference letters

13. CAP’s Responsibility Each packet is presented to CAP by a member of the committee The packet includes the faculty’s timeline, CV, internal and external letters, all teaching and mentoring evaluations, the Chair’s letter, and the Dean’s score. If the action is controversial, CAP can request more information, or seek review by an ad hoc committee CAP provides their recommendation to the VPAA regarding approval, disapproval or a modification CAP is not involved in salary issues

14. Criteria for Advancement:Assistant Professor Years as an Asst Professor depends on the initial appointment Asst step I Minimum 6-8 years Asst step II Minimum 6 years Asst step III Minimum 4 years Asst step IV Minimum 2 years The “8 year rule” – In an Academic Senate series, cannot continue past 8 years as an Asst. Professor in an Academic Senate series APM 220

15. Extra Tips for Assistant Professors Ask for a mentor! Find out if your Department has “special” requirements for promotion Include abstracts, and highlight those selected for oral presentation or special attention Ask Chair or respond to Academic Senate request to be on a UCSF Committee Capture the full spectrum of your efforts in your CV Demonstrate some national exposure

16. Criteria for Advancement:Associate Professor Years as an Assoc Professor depends on the initial appointment: Assoc. step I Minimum 6 years Assoc. step II Minimum 4years Assoc. step III Minimum 2 years Assoc. step IV or V requires justification from the Department

17. Criteria for Advancement:Professor Steps 1 through 9 Steps 1 – 5 3 years per step Step 6 “Career review” Similar to a promotion step Steps 7- 9 “Above scale”Reserved for the most distinguished faculty with sustained and continuing national and international performance

18. 5 Year Review Faculty who have not had an academic review in the previous 5 years must receive a 5 year review Applies to all faculty working >50% time Review outcome can be: Advancement No advancement - performance satisfactory No advancement - performance unsatisfactory

19. Accelerated Promotion: Advancement ahead of usual schedule Can be suggested by faculty member, the Chair or any faculty member of your Department Proposed justifications** Prestigious and unusual award Competitive professional service nationally or internationally Unusual productivity Service on CAP, CHR, CAR or admissions committee (3 years, minimum) **UCSF expects excellence from all faculty. This is “above and beyond” those expectations. Remember, there are a lot of really smart and accomplished people at UCSF

20. CAP Pet Peeves: CV Out of date, sloppy, or incomplete CV Misrepresenting presentations:Talks versus posters International vs national vs regional Invited talk vs abstract presentations Padded CV: Repetitive publications Bogus awards Exaggerated teaching hours or mentorship list Incomplete description of Grants Include PI, agency, dates of funding and amount $/year

21. CAP Pet Peeves: Letters and Evaluations Wrong letters: Faculty below the intended rank Not enough letters Nonacademic: Collaborators’ input may be relevant, but these cannot count as the core letters Incomplete explanation or documentation of efforts Make sure to explain important things that CAP might not readily understand, e.g. what involvement in a Professional Society effort actually entailed, if it was a huge effort.

22. Faculty Opportunities Understand what counts for promotion, and what the University values! Capture more of your efforts, and describe them in a meaningful way Look for opportunities to extend scholarship outside of UCSF Reach across School boundaries New CV tools in Advance should help Make a habit of regularly updating your CV

23. Faculty Opportunities Anticipate needing internal and external letters of reference Make sure that your work and professional relationships extend beyond UCSF If external references are not available from people who actually know you and your work, seek input from your Chief about who might be able to write a reference after a review Manage any negative or red-flag comments in evaluations proactively

24. Diversity UCSF promotion processes recognize faculty contributions to issues of diversity and the education and service to underserved communities Examples: Efforts to advance equitable access to education Public service addressing needs of California’s diverse population Research that highlights inequalities Mentoring/advising students and faculty from underrepresented and underserved populations

25. Resources • www.ucop.edu Academic Personnel Manual Faculty Handbook Your Department Chair Peers