UC Davis School of Medicine Career Mentoring Program

1. UC Davis School of Medicine Career Mentoring Program Jesse Joad, MD, MS Associate Dean, Diversity and Faculty Life Gregg Servis, MDiv Director Faculty Development Robin Hansen, MD Professor Pediatrics

2. Before the Career Mentoring Program Mentors identified at hire for some new Assistant Professors, but no structure or supervision provided Dean’s Excellence in Mentoring Awards given annually since 2000 to 23 recipients

3. Goals of Career Mentoring Program Develop reciprocal, interactive relationships between junior and senior faculty that provide a context of broad support in which junior faculty are successful in achieving their own and the institution’s goals

4. Who is included? • Assistant Professors in the following series: • Ladder • In residence • Clinical X • Health Sciences Clinical • Adjunct • Others may be included

5. Career Planning Topics • Depending on series:

6. Career Mentorship Program Administration • Administered at department level with assistance from Faculty Development • Departmental Director of Faculty Development (DDFD) directs mentoring program • Career Mentoring Handbook provided by Faculty Development and adapted by department

7. Career Mentoring Handbook • Individual Development Plan (IDP) • Information on Mentoring • Mentorship Agreement • Academic Criteria for Series • Merit and Promotion Review Process • Articles on How to Succeed in Academics • Updates

8. Individual Development Plan • To be done annually • Reflect on why mentee entered academic medicine and long-range goals. • Show understanding of academic series • For each career planning topic identify: • Present accomplishments • Upcoming year’s goals • Resources, collaborators, and time commitment • Barriers

9. Information on How to be a Mentor or Mentee • Written material provides the mentors and mentees with the general concepts of mentorship • Educational sessions/workshops are available for both mentors and mentees

10. Mentorship Agreement • It is important that both partners share the expectations of the relationship including: • Career Planning Topics • Goals • Frequency of meetings • Mentor/mentee relationship problem solving pathway

11. Mentorship Agreement • Responsibilities of Mentee • Understand the Academic Series • Provide Goals and Updates • Actively address problems or issues with mentorship relationship

12. Mentorship Agreement • Responsibilities of Mentor • Provide assessment and feedback regarding accomplishments in each topic area and help plan “next steps” • Advocacy • Reduce stress • Actively address problems or issues with mentorship relationship

13. Mentorship Agreement • Responsibilities of Mentor Help find additional mentors. Most people have multiple mentors. Faculty in the research series should also have a research mentor. Faculty members from groups underrepresented in medicine may want a mentor from their own group.

14. Academic Criteria for Series Both mentor and mentee need to be sure they understand the criteria for merits and promotion of the mentee’s series and the timeline. ULTIMATE RESPONSIBILITY FOR CAREER SUCCESS BELONGS TO MENTEE

15. Merit & Promotion Review Process • List of resource people • Components of packet • Tips in Preparing for Merits and Promotions • FAQs (website UCD Vice Provost Academic Personnel)

16. Articles on How to Succeed in Academics • Articles are available on Faculty Development website • The DDFD may pick articles specific for their department’s interests

17. Quarterly Update • For each career planning topic: • List accomplishments • Whether adequate progress has been made toward goal; why or why not? • New strategies to achieve goals or change in goals

18. DDFD Duties • Match mentor and mentee pairs: • Mentor should be Associate or Full Professor in the same department if possible • Personalities should match more than area of expertise (can get other mentors for expertise areas)

19. DDFD Duties • Distribute adapted Career Mentoring Handbook • Have the Administrative Assistant set up the meetings automatically • Supervise that the meetings are happening on schedule

20. DDFD duties • Reassign mentor/mentee pairs if the relationship is not working from either one’s perspective • At the end of the year, assemble all those involved in the program to determine how it should be modified

21. DDFD compensation • DDFDs received a $500 to $2000 contribution to their personal faculty development accounts for their efforts for the first 2 years.

22. Mentor compensation • As part of the teaching section of packets for merits and promotions, mentors describe their mentorship activities. An evaluation form is being piloted this year. • Sense of fulfillment and accomplishment in mentee’s success

23. Roll out of Mentoring Program2005 June Presented/discussed at Council of Chairs. Asked each Chair to appoint a DDFD July Received names of all 21 DDFDs (4 were Department Chairs). Asked DDFDs for pairs by January, 2006

24. Roll out of Mentorship Program2005 September: Mentorship Summit • Presented program to DDFDs • Provided DDFDs with hard copy mentoring handbook and invitation to customize • Panel discussion with award-winning mentors

25. Roll out of Mentoring Program2006 January 190 mentorship pairs identified January to December Two workshops for mentors (total attendance 45) May Survey distributed

26. Roll out of Mentoring Program2007 January First yearly meeting of DDFDs Spring Met with each DDFD individually September Mentee workshop (total attendance 8) Major revision of Mentoring Handbook

27. Evaluation: DDFD comments • Chairs chose not to remain DDFDs • Some departments very invested, customized mentoring handbook, knew if pairs were meeting, sponsored social events with mentors/mentees • Two small departments had not bought into the idea of a formal mentorship program although they had set mentor/mentee pairs

28. Evaluation: DDFD comments • One large department was having trouble setting up mentor/mentee pairs (DDFDs did not know their colleagues) • DDFDs had not been following whether pairs were meeting

29. Evaluation: Questionnaire Mentees 4.5 years since training 43% White, 36% Asian, 10% Other 32% female Mentors 17.4 years since training 85% White, 11% Asian 8% female

30. Evaluation: Satisfaction Mentees mentorship process 7.66 choice of mentor 8.73 Mentors mentorship process 5.92 choice of mentee 6.46

31. Evaluation: Mentor questionnaire Do you think mentees will change behavior? yes 85%, don’t know 8%, no 7% Have you had mentorship training ? yes 31% Would you participate in training ? yes 31%, maybe 46%, no 23%

32. Evaluation: Mentor interviews Issues were Workload Structure Recognition

33. Evaluation: Mentee interviews What works best? • “presence of a formal program” • “insistence that it be a formal part of department’s responsibilities” • “bidirectional understanding of mentor/mentee relationship and joint responsibilities • “assigning mentors”

34. Conclusions • Universal career mentoring program can be started in a short time • Chair enthusiasm key to launch • DDFDs do a good job of picking pairs • Structure/agreements thought to be helpful • Mentorship seminars/workshops poorly attended

35. Conclusions • Mentees are highly satisfied, mentors are less satisfied • Mentors need recognition and time • “Other mentors” needs development • Regular meetings need scheduling by administrative assistants with oversight by DDFDs