RANK & TENURE PROCESS October 12, 2004 Elizabeth R. Jacobs, M.D. Rank and Tenure Committee Member

1. RANK & TENURE PROCESS October 12, 2004 Elizabeth R. Jacobs, M.D. Rank and Tenure Committee Member Medical College of Wisconsin

2. Rank & Tenure at MCW • What are the paths? • What is the process? • What should I do and NOT do to be promoted?

3. RANK AND TENURE CHANGES 1983 - Dept Chairs excluded from R&T 1984 - Clinician Educator & Research Tracks added 1993 - Uncoupling of Professorship and Tenure 1993 - Revocation of up-or-out for clinicians 1997 - Tenure for Clinical Educator Track 2000 - R&T expands from 7 to 11 members - Appeal process for negative R&T action

4. Rank & Tenure Committee – Composition Eric Cohen, MD (Nephrology) * Quinn Hogan, MD (Anesthesiology) Elizabeth Jacobs, MD (Pulmonary Medicine) John Klein, PhD (HPI-Biostatistics) Shi-Jiang Li, PhD (Biophysics) Dennis Maiman, MD (Neurosurgery) Karen Marcdante, MD (Pediatrics) Jeanne Seagaard, PhD (Anesthesiology) James Sebastian, MD (General Medicine) Tim Smith, MD (Communications Disorders) John Weigelt, MD (Trauma Surgery)

5. Clinician- Educator Research Traditional THE THREE TRACKS Academic Clinical Teaching

6. Four Steps of the Promotion Process • Chairs nominate faculty • Office of Faculty Affairs prepares packet • R&T Committee reviews and votes • Final approval by the Dean and MCW Board of Directors

7. Promotion Process – New Deadlines For nominations to be effective July 1st of the next academic year: • Nominations for promotion or appointment in the Traditional Path and all nominations for award of tenure (CE or Traditional path) must be submitted to the office of Faculty Affairs on or before October 1st . • Nominations for promotion or appointment in the Clinician Educator or Research Pathways are due January 1st. • For updated guidelines, more information and MCW CV format, see website: hppt://www.mcw.edu/facaffairs

8. Promotion Process – The Department Chair • All nominations must include the following components: - Updated curriculum vitae • Detailed letter of support stating candidates merit for proposed rank in a given track - Names of at least 4 internal and 2-7 external referees (depends on rank/track) - Reprints of two “representative” publications

9. Promotion Process – The Dean’s Office • Office of Faculty Affairs solicits letters from the referees. Referees are provided with the full packet and the MCW promotion criteria for the proposed rank and track. • Referees will be asked to comment on your suitability to the rank proposed, and justify their conclusions. • When the reference letters are received, the packet is sent to the R&T Committee.

10. Promotion Process – The R&T Committee • The R&T Committee reviews the packet, and may • request further information • The Committee votes on the proposed promotion • A majority vote ( 6 of 11 votes) is required for a negative or positive action

11. Promotion Process – The Dean & Board Positive R&T Committee vote: • The Dean is notified (has the power to veto) • If the Dean approves, the promotion is brought to the MCW Board of Directors • If the Board votes positively, the promotion is approved (takes effect on July 1st)

12. Promotion Process – The Dean & Board Negative R&T Committee vote: • The Chair is sent a letter by the R&T Chair outlining the reasons for the negative vote • A candidate must wait until the next academic year to be proposed for promotion again • Or an appeals process exists - the Chair may provide significant new information to the R&T Committee, or appear in person to appeal

13. Clinician- Educator Research Traditional THE THREE TRACKS Academic Clinical Teaching

14. Promotion Criteria - Traditional Track • History of independent research funding (PI), and senior author publications • Excellence in research or clinical teaching • Service to the institution (committees, councils) • Regional reputation as an authority (Associate Professor) • National reputation as an authority (Professor)

15. Clinician- Educator Research Traditional THE THREE TRACKS Academic Clinical Teaching

16. Promotion Criteria - Research Track • Independent funding and publications • Role in defined research of department (part of a program or supervise a core facility) • Role in research training in the laboratory • Service to the institution not required • Regional (Associate Professor) or national (Professor) reputation as an authority

17. Clinician- Educator Research Traditional THE THREE TRACKS Academic Clinical Teaching

18. Promotion Criteria – Clinician Educator Track • Exceptional teaching of med students, residents, fellows • Development of materials that uniquely contribute to education at MCW • Excellence in clinical practice, and publication of clinical observations • Service to the institution (committees, councils) • Impact of teaching should be recognized at the regional (Associate Professor) or national level (Professor)

19. TENURE • Available in Traditional or Clinician-Educator track • Awarded almost exclusively at the Professor level • Criteria are the same for both tracks and are distinct from criteria used for promotion • Awarded to those individuals vital to the school’s missions: clinical, educational, and academic

20. Promotion & Tenure Policies at MCW are different than at State-Supported Universities “Up or out policy” does not apply to clinical faculty (promotion to Assoc Prof after 6 yrs as Asst Prof) Positive: More career flexibility Negative: Stagnation at Asst Prof level

21. Promotion & Tenure Policies at MCW are different than at State-Supported Universities Tenure is not granted with promotion to Assoc Prof (is granted at State-Supported Universities) Positive: Less financial obligation for MCW, and correlates with no “up or out” policy for clinicians Negative: Chance of obtaining tenure at MCW is lower than in some institutions

22. PROMOTION “HINTS” • Plan early, plan often! • Remember clinical service or teaching alone does not qualify you for promotion. • There is no substitute for liberal input from mentors, senior colleagues, and Chairs! • If your department has an internal promotions committee, use their expertise. If not, seek outside mentorship.

23. PROMOTION “HINTS” • Organize your C.V. in the MCW format (MCW website, Office of Faculty Affairs) • Provide a complete and informative C.V. which optimally represents your accomplishments • Describe research, service and educational activities in detail (Educator’s portfolio, X4332) • Do not “default to” the CE pathway because you are “light” on publications or grants.

24. PROMOTION “HINTS” • Send your best first or senior author publications • Choose your referees carefully, and provide more than the minimum number - talk to them first - should know you well and positively - at or above the proposed rank - from an academic institution (most should not be foreign) • Be certain your section chief (other supervisors) writes a letter in addition to the Chair.

25. PROMOTION “DONT’S” • Procrastinate – maintain an updated C.V. • Make typos or grammatical errors on your C.V. • Include “wish lists” - grants that are “approved” but not funded - publications “in progress” or “in review” • Mix abstracts, chapters & peer-reviewed articles

26. But wait! Start now planning: Be certain that you are provided regularly with quantitative performance assessments. If possible, review your performance endpoints relative to partners/ colleagues in a blinded manner. Ask- firmly- for regular performance reviews. If they aren’t offered spontaneously, make an appointment with your boss yourself.

27. Professional development: before promotion Prepare for performance discussions with a summary of your accomplishments since the last review- both quantitative and qualitative. Submit the material you have prepared to your boss ahead of time so that he/she may review it. Ask where your boss sees you fitting in the future of the organization. Don’t leave the meeting without concrete goals for the coming 1-3 years.

28. Summary • The promotion process is neither unfathomable nor a ritual cloaked in secrecy, carried out by a group of malcontents delighting in foiling aspirations of the powerless masses. • Promotion is recognition of your accomplishments by a group of your peers. • Tempus fugit!

29. The wise are instructed by reason, average minds by experience, the stupid by necessity and the brute by instinct. -Marcus Tullius Cicero, statesman, orator and writer (106-43 BCE)