Longitudinal Promotion Mentoring Program for Assistant Professor to

Associate Professor

Orientation Module

Introduction

• New program to improve the process of promotion from Assistant Professor to Associate Professor

• Full time faculty – Needs to be promoted in 7 years– Possibility of 1 – 3 year extension

• High stakes – failure to promote could lead to termination

Purpose of the Program• In the past putting together information for dossier has

been put off until the last year– Very burdensome to do at that late time– Less accurate– Unaware of requirements until too late

• New process – complete this longitudinally with the guidance of a mentor– Decreases burden– More accurate– Understand requirements and can plan for them– Decrease burden on staff, without the rush at the end

Mentors

• Often reluctance to be mentors out of not understanding what they are supposed to do

• The longitudinal promotion mentoring program provides clarity of what to do each year

• Mentor will also provide career mentoring and there are modules and guidance for this through the Academy of Medical Educators

Mentoring

• Produces:– Greater job satisfaction– Less job turnover– Greater success with career advancement

• Everyone should have a mentor• Meet with mentor at least twice a year– If Assistant Professor, one of these meetings to

discuss promotion, and other for career mentoring– To be tracked in database

Mentors

• Although OK to have supervisor as Mentor, ideal if separate– More free to discuss career aspirations, areas of

weakness, concerns• Can have more than one mentor– E.g. Mentor for promotion, mentor for being

faculty in residency, mentor to do research project– For most, one will suffice

• Conversations with mentor strictly confidential

Mentoring

• Faculty should be able to change their mentor if not working out

• New Assistant Professors can choose their mentor or have one provided for them

• Mentor needs to be willing to commit to at least a one hour meeting twice a year.

• Promotional Mentor needs to be at least Assistant Professor or Professor

Promotion Requirements

• Insert copy of Faculty Series for Full-Time Faculty (Faculty Series Information 2013)

Promotion Requirements

• Need to complete tasks to meet the requirements – as outlined in the Matrices

• Need to assemble this information and present it in a format required in a dossier to prove that met these requirements

• Presented in CV, CV Abstract, Matrices, Portfolios and Supporting Documents

• Mentor to provide guidance of what faculty should do and what documents to keep

Promotion Requirements

• Required areas include (depending on what series being promoted in)– Clinical– Teaching– Research– Scholarship– Service

Longitudinal Promotion Overview

• Mentee documents their activities longitudinally as complete them– With review and guidance of Mentor

• Have CV, Matrices and possibly Teachers Portfolio on computer desktop– When do something (e.g. lecture, publish, grant,

committee work) enter into CV, Matrices, Teachers Portfolio as appropriate

• Review CV and Matrices with Mentor each year– Longitudinal guidance of how doing and what need to do

Longitudinal Promotion Overview

• Mid-Term Review with the Department Appointments and Promotions Committee– Will be a face-to-face meeting– Opportunity for midcourse correction

• Next year after Mid-Term Review write portfolio in area planning to promote in excellence

• Year after this, edit the first portfolio and write the next• By midpoint of 6 year when time to put dossier

together, is largely already written and can edit, and then submit earlier.

Longitudinal Promotion Process

• Mentee schedules meeting• Longitudinal Promotion guide – guides

discussion (year specific)– Mentee should review this prior to meeting to see

what information they should provide to mentor• Mentor and Mentee complete database after

each meeting– Tracks dates of meetings and feedback and

provides reports

Accessing the Database

• Link to database: xxxxxxxxx• Should put this on computer desktop

Faculty Affairs Website

• Display this homepage and link• http://www.ucdenver.edu/academics/colleges

/medicalschool/facultyAffairs/AppointmentsPromotions/Pages/PromotionsTenure.aspx

(Is hard to find. Not under faculty)Is found under the School of Medicine website under Department/Center/Institute. Scroll to bottom and left column under Faculty click on Promotion and Tenure

PRISM

• PRISM is currently used for your annual review, and into which you can download publications, teaching evaluations, articles about you, etc– The Faculty Affairs office is working to have this

help to complete your Matrices and be able to be used to help complete your dossier. Not available at this time.

MOC for Physicians

• There is a discussion item each year about Maintenance of Certification. This is a requirement to maintain board certification, which is a faculty requirement.– Longitudinal encouragement can help faculty to

stay on top of this

Preparing for Dossier

• Mid 6th year another face-to-face meeting with A&P Committee to assist with understanding of how to put dossier together

• Provide names and addresses for letters of recommendation– At least 3 from within University and 3 from

outside

Tips on Writing Letters of Recommendation for Promotion

• A well written letter of recommendation should address how the faculty member met the promotion requirements. It should be broken down into sections that address how the faculty member has met the required levels of excellence or meritorious in the different required areas for promotion. (E.g. Sections – Clinical, Teaching, Research, Scholarship, Service)

Process once Dossier Submitted

• Once dossier is submitted– Staff help to edit and assemble materials to put into

good shape. May route back to faculty for additional information

– Once complete – distributed to Dept A&P Committee with vote and comments

– A&P Committee Chair writes a letter– Dept. Chair reviews everything and writes letter– Sent to Faculty Promotions Committee – reviews and

votes

Documents New Assistant Professors Should Have

• Longitudinal Promotion Guide• Word Documents of Matrices for each of the

promotion areas• Teachers Portfolio template (if teaching)• Link to the database

Latest Updates from Faculty Affairs

• To try to limit dossiers to 200 pages (not counting CV, CV Abstract and letters of recommendation), down from 300, and prior to this no limit

• Try to limit narratives in portfolios to 4 – 5 pages if possible

• Since there is often duplication in sections, OK to reference another section.

• Narratives should describe why you did what you did and the importance (of your more important work), and not just re-list what is in your CV