COAP 101

1. COAP 101 Faculty Tracks, Promotion Processes & Policies 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

2. Topics • Faculty Tracks • Reappointment & Promotion Processes • Family-Friendly Policies

3. 1. Clinical care 2. Teaching “EDB”/ “teaching file” 3. Scholarly endeavors Publication Funding Others 4. Service Local/regional National International 5.Reputation Talks Publications Professional organizations Expectations: Big Picture

4. Expectations by Track

5. Clinician-EducatorExpectations: 10 years

6. Academic Clinician Expectations Expectation of continued progress No specific probationary period Excellence in Clinical Practice • Emphasis on quality & quantity • Innovation in delivery of care • Quality improvement initiatives • “Regional reputation or recognition are desirable but are not an absolute requirement for promotion to Associate or full Professor.” Excellence in Teaching – All Settings • Curriculum development • Innovative teaching materials & methods • Mentoring

7. Tenure Track ExpectationsPhysician-Scientists – 10 years

8. Research Track Expectations

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

10. 10-Year Timeline Yr 8 – EDB due May Yr 9 – Final dossier due August Yrs 3 & 6: CV and EDB due by November ’08-‘09 ’09-’10 ‘10-’11 ‘11-’12 ’12-’13 ’13-’14 ’14-’15 ’15-’16 ’16-’17 ’17-’18 (Ext.) 0 1 2 3 4 5 6 7 8 9 10 1st Reappointment Promotion or Terminal Year A-C reappointment Dept COAP Review Appointment 2nd Reappointment SOM COAP Review Based on July 1, 2008 appt

11. Reappointment • Process • Documentation • Feedback

12. Process Provost’s Staff Conference (Promotion) Deans U of P Schools PSC Subcommittee (Reappointment) Selected designees School of Medicine COAP Departmental COAP Division/Candidate

13. Process • Review by COAP • Evaluate whether acceptable rate of progress/productivity • Record of scholarship for all tracks, except AC • For CE & AC, clinical productivity & excellence • Teaching quality & quantity (teaching file/EDB) (excluding research track) • Identify & address any areas of deficiency

14. Documentation Package Overview Chair/Chief • Chair’s recommendation letter (chief) • Letter from education officer • Academic plan Candidate • CV • Clinical productivity metrics (if applicable) • Some components of Educational Database (EDB) due at reappointment (Dec 2007)Next slide

15. Documentation: Teaching Record Candidate responsible for: (Dec ’07) • Section 3 Educational Database (EDB) – Teaching activities (e.g. didactic and clinical) Section 4 Educational Database (EDB) – Administrative teaching activities (e.g. thesis committee, admissions committee) • Yearly teaching evaluation records in HAMSTER (next slide) and other sources (e.g. CME or Biomedical Graduate Studies) Questions on teaching documentation at reappointment? Contact your faculty coordinator, Linda Timbers.

16. HAMSTER (House-staff & Medical Student Teaching Evaluation Record) Database maintained by School of Medicine • Captures data from all medical student, house staff, & fellow evaluations during past 3 years (July through June) Does not capture Biomedical Graduate Studies (BGS) or CME teaching • Individual faculty members may access their own records at http://my.med.upenn.edu/with Penn Key Questions on HAMSTER? Elizabeth O’Grady liz@mail.med.upenn.edu Need PennKey? School of Medicine Information Services medhelp@mail.med.upenn.edu or (215) 573-4636.

17. Teaching Record: Find out how you’re doing. • Education Officer • HAMSTER record

18. Documentation: Academic Plan 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)___ Ensures effort consistent with track

19. Feedback • If no concerns, receive letter “Congratulations…!” • Examples of evaluation terms: • “Outstanding” • “On track” • If concerns, info directed to chair & discussed with faculty member (& chief) • Examples of evaluation terms: • “Concern” • “Warning”

20. Promotion • Process • Documentation • Feedback

21. Process • Same administrative review (division, department, SOM, PSC) • School of Medicine COAP • Evaluates candidate for contributions to clinical, teaching, and research missions • Passes recommendation to Dean • Provost Staff Conference • Dean advocates for candidate at conference

22. Documentation: Complete Dossier Chair • Chair’s recommendation letter (division chief) • Letter from education officer (department specific) • EDB • Academic plan • Letters to establish academic reputation (next slide) Candidate • CV • Personal statement (2 pages) • Extramural consultants (next slide) • Teaching references (next slide) • Up to 4 reprints, etc.

23. Documentation: Letters • Extramural Consultants“Non-Penn” C-E, Tenure, Research Tracks - Chair list (n=8), Candidate list (n=3) - Note: CV, personal statement, and reprints accompany SOM solicitation of letters from extramural consultants • Intramural consultants “Penn” C-E, Tenure, and Research Tracks - 3 or more provided by chair (candidate) • Recommendation Letters“Penn and Non-Penn” A-C Track - 6 to 8 letters with no more than half from home department. Typically some from outside Penn (Different from Clinical Skills Questionnaire – later slide) • Teaching Letters C-E, Tenure, A-C -EDB Section 5A “teaching letters” – List of 10 former trainees (candidate) - EDB Section 6C “other letters” if appropriate. Solicited by candidate.

24. Documentation:Teaching Letters • Get in the habit early – maintain lists. EDB Section 5A • Medical students • Residents • Postdocs • Fellows • Faculty with whom you teach • “All instructional activities count .”

25. Documentation:Educational Database or Teaching Record Candidate works with faculty coordinator to ensure all sections complete: Section 1 – CV Section 2 – Personal statement on teaching (December ’07) Section 3 – Teaching activities (e.g. didactic and clinical) Section 4 – Administrative teaching activities (e.g. thesis committee, admissions committee) (December ’07) Section 5A –Contact information for former trainees Section 5B – Evaluation data Section 6A – Education Officer report Section 6B – Graduate Group Chair letter (if appropriate) Section 6C – Other peer letters • On line EDB template at Office of Faculty Development web site http://stokes.chop.edu//facultydevelopment/ • Questions on documentation for EDB? Kelli Wilson kellijw@mail.med.upenn.edu

26. EDB Documentation by Others • Education Officer prepares Summary Statement • School of Medicine solicits letters • EDB, including Summary Statement, evaluated by members of subcommittee of School of Medicine COAP who are outside candidate’s department • School of Medicine prepares abbreviated EDB to be submitted with promotion dossier for review by School of Medicine COAP • EDB becomes “dossier within a dossier”

27. Documentation:Academic Clinician Specific Clinical Skills Questionnaire Respondents rate Academic Clinician candidate “Exceeds expectations”/“Meets expectations”/“Cannot evaluate” • Medical knowledge, clinical judgment, clinical skills • Communication with other health professionals • Compassion & respect for & communication with patients • Dedication & enthusiasm for patient care • Professionalism & respect for colleagues, trainees & allied health professionals • Overall performance

28. Documentation Academic Clinician Specific Clinical Skills Questionnaire • 15 colleagues (e.g. referring physicians) • 5 former trainees (e.g. fellows, house staff) • 5 allied health professionals (e.g. nurses, technicians, dieticians) Questions about Clinical Skills Questionnaire? Contact your faculty coordinator.

29. Feedback • Outcome communicated to candidate via chair • “Up or out” system, except Academic Clinician • Review at 9th year allows for “terminal 10th year” if needed

30. Family-Friendly Policies University of Pennsylvania • Extension of Probationary Period • Reduction in Duties

31. Extension of Probationary Period • Qualifying events • Birth or adoption of a child • Serious medical condition of faculty member or family member/domestic partner • Catastrophic event • One year at a time, maximum 3 years • Notify your Chair in person and in writing! All tenure, C-E, and research track faculty are entitled to the extension, but only if they notify their department chair within one year of the qualifying event.

32. Extension of Probationary Periodfor Assistant Professors • For School of Medicine COAP: • Always encouraged • No effect on evaluation • Candidate who requests an extension but does not “use it” will not be consideredfor “early” promotion review

33. Reduction in Duties for Any Rank • Events • Serious illness or injury • Child care • Service to community • Anticipation of a move to emeritus status • Various percentages possible • E.g. 2 years @ 50% = 1-year extension or 5 years @ 20% = 1-year extension • Maximum of 6 years of reductions

34. Questions?