Effective Mentoring of Junior Faculty: Focus on Promotion to Associate Professor

archildrens.org uams.eduarpediatrics.org

Presented ByPresented By

Joan M. Cranmer, Ph.D., ATSJoan M. Cranmer, Ph.D., ATSDirector, DOP Faculty Mentoring Program; Chair, DOP P&T CommitteeDirector, DOP Faculty Mentoring Program; Chair, DOP P&T Committee

..

Faculty Development Seminar SeriesFaculty Development Seminar Series

Effective Mentoring of Junior Faculty: Effective Mentoring of Junior Faculty: Focus on Promotion to Associate ProfessorFocus on Promotion to Associate Professor

..

Wednesday, November 16, 2016 / 12:00 Noon – 1:00 PMWednesday, November 16, 2016 / 12:00 Noon – 1:00 PM


Focused Mentoring Programs Focused Mentoring Programs and SIGs at UAMS/DOPand SIGs at UAMS/DOP

• Medical Students; Graduate StudentsMedical Students; Graduate Students

• Residents; Fellows; Post-docsResidents; Fellows; Post-docs

• InstructorsInstructors

• Assistant Professor to Associate ProfessorAssistant Professor to Associate Professor• Associate Professor to (Full) ProfessorAssociate Professor to (Full) Professor

• Emeritus Professor; Retired; AdjunctEmeritus Professor; Retired; Adjunct


Department of PediatricsDepartment of Pediatrics

Faculty Mentoring ProgramFaculty Mentoring Program

• Focus: Focus: Successful and timely promotion of junior faculty Successful and timely promotion of junior faculty fromfrom Assistant to Associate ProfessorAssistant to Associate Professor

• 23-year History 23-year History of mentoring and of mentoring and “lessons learned”“lessons learned”

• Now a Now a Formal, Organized Formal, Organized Mentoring Program that is Mentoring Program that is Time and Event DrivenTime and Event Driven

• Includes ALL junior faculty: Includes ALL junior faculty: TenureTenure && NonTenureNonTenure Track, Track, plus plus Part-Time. Part-Time. 90 90 MCs active at one time.MCs active at one time.


Workshop ObjectivesWorkshop ObjectivesAt the conclusion of this activity, the participant will understand:At the conclusion of this activity, the participant will understand:

1.1. Key Elements Key Elements that make the DOP Faculty Mentoring that make the DOP Faculty Mentoring Program (FMP) successfulProgram (FMP) successful

2.2. TimelineTimeline andand StepsSteps in the FMP processin the FMP process

3.3. Mentoring Committee Mentoring Committee Formation, Meeting, Minutes, Formation, Meeting, Minutes, Template, Communication, Feedback Template, Communication, Feedback

4.4. Key Roles Key Roles and responsibilities of FMP participants and responsibilities of FMP participants

5. 5. Distinction between Distinction between Mentoring Process Mentoring Process andand P&T ReviewP&T Review


1. Participation1. Participation• Mandatory for new and junior facultyMandatory for new and junior faculty• Voluntary for mentorsVoluntary for mentors• Tenure, non-tenure, and part-time faculty equally mentoredTenure, non-tenure, and part-time faculty equally mentored

2. Focus2. Focus• Promotion from assistant to associate professorPromotion from assistant to associate professor

3. Culture3. Culture• Collegial and supportive Collegial and supportive • Collaboration and advocacyCollaboration and advocacy• ““Pay it forward”Pay it forward”

8 Key Elements of the 8 Key Elements of the UAMS DOP Faculty Mentoring ProgramUAMS DOP Faculty Mentoring Program


4. Process4. Process• Formal, time and event drivenFormal, time and event driven• Biannual MC meetingsBiannual MC meetings• Oversight and feedback loop Oversight and feedback loop

5. Product5. Product• Template-guided MC minutes that reflect P&T GuidelinesTemplate-guided MC minutes that reflect P&T Guidelines

6. Recognition6. Recognition• Mentoring excellence a component of annual evaluationMentoring excellence a component of annual evaluation

• ““Mentor of the Year” AwardsMentor of the Year” Awards



7. Resources7. Resources• Online handbooks; All documents are downloaded Online handbooks; All documents are downloaded • Archived workshops and seminarsArchived workshops and seminars

8. Goal8. Goal• Recommendation for promotion (and tenure) reviewRecommendation for promotion (and tenure) review• Aim for review in 5 yearsAim for review in 5 years



Note: The following 2 slides are for a quick overview.

We will revisit at the end of the talk.


THE TENURE CLOCK: THE TENURE CLOCK: How to Count “Time in Rank”How to Count “Time in Rank”

Year 12016

Year 22017

Year 32018

Year 42019

Year 52020

Year 62021

Year 72022

InitialAppointment

Year in Tenure Track

Mentoring Committee (MC) formed for each new faculty member upon appt

MC Meets twice annually to evaluate progress, set goals Produce minutes according to a specific Template Work should reflect specific pathway and % FTE

MC meets every Fall & Spring from Appointment until Promotion

Prepare Draft

P&T Packet for Dept

Review and Feedback

Group II

Formal Review by Department and

College P&T Committee

Group IB

Final Review

Group IA

Start your P&T e-Packet NOW! Make 5 Files to keep track of activities, evaluations for:

1. Clinical2. Teaching/Mentoring3. Research4. Administration5. National recognition

** Understand - and act on - Annual Faculty Evaluation from Dept. Chair

*Keep track of all educational activities. Review your teaching evaluations. Use a generic Teaching Evaluation Form if necessary

First formal review by Pediatrics P & T Committee

“Early Promotion Year”

P&T packet due to Dept. P&T Reviewers in early May for review at P&T Retreat in late May 2021 Deadline for e-packet to Dean’s Office: Sept or early Oct 2021 Results available by November 2021

Must receive tenure by 7-1-22 or appointment intenure track ends Promotion and/or Tenure effective July 1, 2022 “Up or Out Year”


THE TENURE CLOCK:THE TENURE CLOCK: Footnotes Footnotes* Most New Faculty start on the Non-Tenure Eligible Pathway (NTE) and have a 3-year window in

which they can request to switch to the Tenure Eligible Pathway (TE) if appropriate. Time in rank in

NTE Pathway counts as time in rank towards promotion/tenure. This chart applies to when the

tenure clock starts ticking. In actuality, most faculty have worked 2-3 years in the NTE pathway

before switching to the tenure pathway (if a switch is made). MCs mentor for promotion with this

“chart” timeframe as a guide for both NTE and TE faculty.

** On an annual basis•A full-time faculty member who has been awarded tenure and who subsequently elects to work on a

part-time basis for UAMS may do so only with the written approval of the individual’s respective

supervisor and dean. Such an individual’s tenure status is unaffected by the approved reduction in

work time and effort.

TENURE CLOCK RULES FOR COUNTING YEARS IN RANK

The academic year begins July 1 and ends June 30. An appointment made effective January 1 or later is considered

one-half year or less and does not count as a year in rank. An appointment made anytime from July 1 through

December 31 will count as a year in rank for tenure purposes. Rule effective July 1, 1996


Steps in the ProcessSteps in the Processof the DOP FMPof the DOP FMP


Recommend review by Department P&T Committee

Faculty Mentoring Program Flowchart Faculty Mentoring Program Flowchart




Mentoring Committee Mentoring Committee Formation Formation


Diagram and TimelineDiagram and Timeline


Memo #1Memo #1

Each new faculty member Each new faculty member is emailed an Invitation to form is emailed an Invitation to form

a Mentoring Committeea Mentoring Committee


Copy of emialCopy of emial


Memo #1 Attachments & LinksMemo #1 Attachments & Links1.1. Master List of Current MentorsMaster List of Current Mentors2.2. UAMS P&T Guidelines: Criteria for Clinical EducatorUAMS P&T Guidelines: Criteria for Clinical Educator3.3. Key Roles and Responsibilities within the UAMS Key Roles and Responsibilities within the UAMS

Faculty Mentoring Program (FMP) Faculty Mentoring Program (FMP) 4.4. Figure 1: Steps in the Process of the UAMS DOP FMPFigure 1: Steps in the Process of the UAMS DOP FMP5.5. FMP Handbook FMP Handbook 6.6. DOP P&T Handbook DOP P&T Handbook 7.7. Sample Electronic P&T Packets Sample Electronic P&T Packets 8.8. Link to UAMS COM P&TLink to UAMS COM P&T


MC CompositionMC CompositionIdeally, a 3-member MC is composed of: Ideally, a 3-member MC is composed of:

1.1.An An experienced experienced mentor who has chaired MCs and mentor who has chaired MCs and written written template-guided minutestemplate-guided minutes

2.2. A mentor who has served on MCs and is A mentor who has served on MCs and is “in training”“in training” during during the MC meeting to be a chair the MC meeting to be a chair (“(“Mentors the Mentors”Mentors the Mentors”))

3.3. A A recently promoted recently promoted faculty member in transition from faculty member in transition from mentee to mentor mentee to mentor (“(“Paying it ForwardPaying it Forward”)”)


Memo #2Memo #2

Official FormationOfficial FormationMentoring Committee Mentoring Committee


Copy of memo 2Copy of memo 2


Memo #2 Attachments Memo #2 Attachments

1.1. UAMS P&T Guideline relevant to mentee’s pathwayUAMS P&T Guideline relevant to mentee’s pathway Example: Criteria for Promotion as a Clinical EducatorExample: Criteria for Promotion as a Clinical Educator

2. Template for Mentoring Committee Reports2. Template for Mentoring Committee Reports


Memo #2 Compoint LinksMemo #2 Compoint Links1.1. Key Roles and Responsibilities within the DOP Faculty Key Roles and Responsibilities within the DOP Faculty

Mentoring Program (FMP) Mentoring Program (FMP) 2.2. Figure 1: Steps in the Process of the UAMS DOP/FMPFigure 1: Steps in the Process of the UAMS DOP/FMP3.3. Table 2: Key Roles and Responsibilities of the FMP Table 2: Key Roles and Responsibilities of the FMP 4.4. FMP HandbookFMP Handbook5.5. DOP P&T HandbookDOP P&T Handbook6.6. Sample Electronic Packets for each Pathway and RankSample Electronic Packets for each Pathway and Rank7.7. Link to UAMS/COM P&T Link to UAMS/COM P&T 8.8. ““Mentoring Manuscript” – Mentoring Manuscript” – Detailed FMP description Detailed FMP description


Mentoring CommitteeMentoring CommitteeMeeting & Minutes Meeting & Minutes




Roles & Responsibilities of:Roles & Responsibilities of:

1.1. MC Chairs MC Chairs 2.2. MC MentorsMC Mentors3. 3. MenteesMentees4. 4. “Point Person” – “Point Person” – example: FMP Director example: FMP Director



MC Chairs MC Chairs areare asked to:asked to: Know the P&T GuidelinesKnow the P&T Guidelines Know your candidate’s pathway, FTE, and time in rank Know your candidate’s pathway, FTE, and time in rank

(other institutions?)(other institutions?) Get candidate’s CV in advance to review for general Get candidate’s CV in advance to review for general

idea of how things are goingidea of how things are going Lead the meeting Lead the meeting Make yourself available to the candidate if they want Make yourself available to the candidate if they want

to talk between meetingsto talk between meetings


MC Chairs MC Chairs are asked to:are asked to:

Ensure the MC Ensure the MC meetsmeets during the during the Mentoring SeasonMentoring Season

Prepare written minutesPrepare written minutes guided by the provided guided by the provided template.template.....

The MC minutes The MC minutes should be should be approved by all MC members. approved by all MC members. ..

Email MC Minutes Email MC Minutes to Point Personto Point Person

Point Person will Point Person will transmit MINUTES to the Section Chief for transmit MINUTES to the Section Chief for feedback feedback and back to MC. (Feedback Loop)and back to MC. (Feedback Loop)

Optional: Copy Department ChairOptional: Copy Department Chair


MC Mentors MC Mentors are asked to:are asked to: Know the P&T GuidelinesKnow the P&T Guidelines..

Meet twice per year during the “Mentoring Season” Meet twice per year during the “Mentoring Season” Evaluate Mentee performance according to the 2009 P&T Evaluate Mentee performance according to the 2009 P&T

Guidelines in the following areas:Guidelines in the following areas:

Provide Mentee feedback on all other issuesProvide Mentee feedback on all other issues


MenteesMentees are asked to: are asked to: Know the P&T GuidelinesKnow the P&T Guidelines Provide the following to the Mentoring Committee:Provide the following to the Mentoring Committee:

CV - updated and highlightedCV - updated and highlighted FTE Sheet Summary of recent accomplishmentsFTE Sheet Summary of recent accomplishments Teaching evaluationsTeaching evaluations Short and Long Term Goals (6 months; 1 year; 5 years)Short and Long Term Goals (6 months; 1 year; 5 years) P&T Packet (start from Day 1)P&T Packet (start from Day 1) Annual Faculty Evaluation from Department Chair (optional)Annual Faculty Evaluation from Department Chair (optional)

Work with your MC Chair to ensure that:Work with your MC Chair to ensure that: Your MC meets twice per year during the Mentoring SeasonYour MC meets twice per year during the Mentoring Season Minutes of each meeting are submitted to Point PersonMinutes of each meeting are submitted to Point Person


““Point Person” Point Person” is asked to: is asked to:

• Announcement of “Mentoring Season”Announcement of “Mentoring Season”• Make sure MCs meetMake sure MCs meet• Transmittal of MC Minutes to Section ChiefTransmittal of MC Minutes to Section Chief• If needed, resolve disagreement between If needed, resolve disagreement between

Section Chief and MC minutesSection Chief and MC minutes• Transmittal of MC Minutes to MC ChairTransmittal of MC Minutes to MC Chair

- - Optional to Department ChairOptional to Department Chair


Template for MC MinutesTemplate for MC Minutes• The main product of the MC Meeting is to The main product of the MC Meeting is to

produce detailed minutes addressing each produce detailed minutes addressing each topic listed on the topic listed on the Template for Pediatrics Template for Pediatrics Mentoring Committee MinutesMentoring Committee Minutes

• The template reflects the UAMS COM P&T The template reflects the UAMS COM P&T Guidelines criteria by pathway and % FTEGuidelines criteria by pathway and % FTE



UAMS Guidelines: UAMS Guidelines: Clinical Educator CriteriaClinical Educator Criteria

Mentee fills out for every MC meeting








Communication and Feedback Communication and Feedback of Minutesof Minutes





• MentoringMentoring CommitteeCommittee: : o Formed in Year 1Formed in Year 1o Meets biannually until faculty member is promotedMeets biannually until faculty member is promoted

• Peds P&T Committee: Peds P&T Committee: oReviews for Promotion/Tenure – usually in Year 5 Reviews for Promotion/Tenure – usually in Year 5

or upon request or upon request o Provides detailed feedback on P&T packetProvides detailed feedback on P&T packet

The Mentoring Committee is The Mentoring Committee is NOTNOT the same as the P&T Committeethe same as the P&T Committee


THE TENURE CLOCK: THE TENURE CLOCK: How to Count “Time in Rank”How to Count “Time in Rank”

Year 12016

Year 22017

Year 32018

Year 42019

Year 52020

Year 62021

Year 72022

InitialAppointment

Year in Tenure Track

Mentoring Committee (MC) formed for each new faculty member upon appt

MC Meets twice annually to evaluate progress, set goals Produce minutes according to a specific Template Work should reflect specific pathway and % FTE

MC meets every Fall & Spring from Appointment until Promotion

Prepare Draft

P&T Packet for Dept

Review and Feedback

Group II

Formal Review by Department and

College P&T Committee

Group IB

Final Review

Group IA

Start your P&T e-Packet NOW! Make 5 Files to keep track of activities, evaluations for:

1. Clinical2. Teaching/Mentoring3. Research4. Administration5. National recognition

** Understand - and act on - Annual Faculty Evaluation from Dept. Chair

*Keep track of all educational activities. Review your teaching evaluations. Use a generic Teaching Evaluation Form if necessary

First formal review by Pediatrics P & T Committee

“Early Promotion Year”

P&T packet due to Dept. P&T Reviewers in early May for review at P&T Retreat in late May 2021 Deadline for e-packet to Dean’s Office: Sept or early Oct 2021 Results available by November 2021

Must receive tenure by 7-1-22 or appointment intenure track ends Promotion and/or Tenure effective July 1, 2022 “Up or Out Year”


THE TENURE CLOCK:THE TENURE CLOCK: Footnotes Footnotes* Most New Faculty start on the Non-Tenure Eligible Pathway (NTE) and have a 3-year window in

which they can request to switch to the Tenure Eligible Pathway (TE) if appropriate. Time in rank in

NTE Pathway counts as time in rank towards promotion/tenure. This chart applies to when the

tenure clock starts ticking. In actuality, most faculty have worked 2-3 years in the NTE pathway

before switching to the tenure pathway (if a switch is made). MCs mentor for promotion with this

“chart” timeframe as a guide for both NTE and TE faculty.

** On an annual basis•A full-time faculty member who has been awarded tenure and who subsequently elects to work on a

part-time basis for UAMS may do so only with the written approval of the individual’s respective

supervisor and dean. Such an individual’s tenure status is unaffected by the approved reduction in

work time and effort.

TENURE CLOCK RULES FOR COUNTING YEARS IN RANK

The academic year begins July 1 and ends June 30. An appointment made effective January 1 or later is considered

one-half year or less and does not count as a year in rank. An appointment made anytime from July 1 through

December 31 will count as a year in rank for tenure purposes. Rule effective July 1, 1996



Questions?Questions?



Summary of DOP FMPSummary of DOP FMPThe Department of Pediatrics (DOP) has a formal, time and event-driven, Faculty Mentoring Program (FMP) that’s been in place for over 23 years. The FMP is focused on mentoring assistant professors to successfully navigate their careers and achieve promotion in a timely manner. Junior faculty in both the tenure and non-tenure track are mentored equally. Participation in the FMP is voluntary for mentors but required for junior faculty. Each new faculty member is asked to identify three advanced rank faculty members to serve on their mentoring committee (MC) from a list provided by the DOP Office of Faculty Mentoring, Promotion, and Tenure (Dr. Joan Cranmer). Within 6 months of appointment a MC is formed by the Director of the FMP in conjunction with the mentee and section chief. Most MC members are Pediatric faculty members but other UAMS faculty members with appropriate skills and experience may be asked by Dr. Cranmer to serve on specific mentoring committees. One of the DOP MC members serves as the chair.


Summary of DOP FMPSummary of DOP FMPThe DOP is large (>250) and ~ 90 MCs are functioning at any given time. MCs meet twice annually to evaluate progress, set goals, and support the mentee. The Chair of the MC produces minutes according to a specific template designed to evaluate progress compared to P&T criteria, identify obstacles, and set goals for the next 6 months. The Mentee is asked to fill in the template prior to the meeting; comments are added during the meeting by the mentors. MC minutes are circulated in a feedback loop from the Chair of the MC to the Director of the FMP and Vice-Chair for Faculty Affairs. Minutes are sent to the section chief for agreement or comment. If there is an “issue” it is addressed. At the appropriate time in the mentee’s career, the MC recommends the mentee is ready for P&T review. The DOP P&T Committee is totally separate from the MC and makes an independent review, evaluation and recommendation for promotion.

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Effective Mentoring of Junior Faculty: Focus on Promotion to Associate Professor

Education