Movin’ on up: An introduction the the NOSM

promotions process

Dr. Jack Haggarty MD, FRCPC Professor NOSM

Dr. Barb Zelek MD CCFP FCFP Assistant Professor NOSM

Conflict Disclosure Information:

Presenter: Barb Zelek

Title of Presentation: Movin’ on up: An introduction the the NOSM promotions process

I have no financial or personal relationships to disclose

Conflict Disclosure Information:

Presenter: J HaggartyTitle of Presentation: Moving On Up

Financial DisclosureSpeakers Bureau/Honoraria: JH: Lundbeck

Objectives

1. Describe the NOSM promotion process.

2. Assess essential elements of a successful application at each level from Assistant Professor to Professor.

3. Discuss specific requirements for promotion, to determine if you should seek promotion.

Pros and Cons of Promotion

Cons• Need new business cards• Time consuming to prepare your portfolio• Does not affect NOSM or clinical pay rate• etc.

Pros• You need new business cards anyway• Promotion transferable to other facilities • Get recognized by peers• Updating your CV and portfolio was needed• Get credit for the good work as teacher,

mentor, clinician in your community

Initial Academic Rank

• Previously determined by Associate Dean Faculty Affairs in consult with Section Chair using criteria from 2005 Faculty Handbook

• Now determined by Division Head in consult with Section Chair

• Considers qualifications, experience and achievements (Section 3.2)

• If appointment exists at another University, NOSM assigns same rank

NOSM promotions process - History

• Committee formed and chaired by Dr. Haggarty

• Promotion language from 2005 Faculty Handbook used

• 21 applications were reviewed for completeness. Incomplete ones not processed.

• Recommendations to Dean that 5 be promoted to Assistant Professor, 9 to Associate Professor and 2 to Professor effective July 1, 2011.

• Dean accepted the Committee recommendations.

History - 2011• Promotion language from the Faculty Handbook was

reviewed and amended by representatives from Faculty Affairs, Physician Clinical Teachers Association and the NOSM Faculty and Staff Association.

• Resulting NOSM Policy and Procedures for Faculty Appointment and Promotion were approved by Academic Council and the NOSM Board of Directors on June 22, 2011.

• Promotions Committee chaired by Dr. Zelek reviewed 19 applications and recommended promotion of 17.

• The Dean approved the promotion, effective July 1, 2012, of 2 Assistant Professors, and 15 Associate.

History - 2012

• Promotions Committee chaired by Dr. Zelek has been formed.

• 19 applications have been received.• After the 2012 process is complete,

Committee will prepare recommendations to be forwarded to the Associate Dean Faculty Affairs to clarify and improve the Policy.

NOSM Policy and Procedures for Faculty Appointment and Promotion

• http://www.nosm.ca/uploadedFiles/Faculty_Appointment_and_Promotions_Policy-June_2011.pdf

• Article VSection 5.1 Non-clinical facultySection 5.2 Clinical faculty

I want to apply! Now what?

• Notice to Faculty regarding promotions – June

• You can request Section Chair to review your application before applying – request due by September 1st

• Application deadline – September 30th

How to apply – step by step

• APPLICATION FOR PROMOTION CLINICAL SCIENCES DIVISION INSTRUCTIONS

– http://www.nosm.ca/csdfacultypromotionapplication/• Updated curriculum vitae • Academic Contributions dossier (your own or the

NOSM version available on website at www.nosm.ca )

– http://www.nosm.ca/uploadedFiles/Academic%20Contributions%20Dossier%202012-2013.pdf

• Itemized list of academic administrative service – in above or in CV

• Copies of recent learner evaluations – dreed@nosm.ca

• Copy of the research/ creative works that you wish to have considered in the application

• References – on form - 4 external referees for Professor applicants

Academic Dossier

• http://www.nosm.ca/uploadedFiles/Academic%20Contributions%20Dossier%202012-2013.pdf

• Please keep track of your academic contributions!

• Examples to come.

Professor applicants – External referees

• Four external referees (at least two of whom are from outside the host universities) qualified to assess the research and creative works of the applicant

• Two will be chosen • Additional two external referees chosen by the Division

Head (must have expertise to enable a critical evaluation of the candidate, and be at arms length with respect to the candidate.)

• These external referee cannot be a NOSM faculty member, the applicant’s Masters, Ph.D., or postdoctoral supervisor, or a research collaborator.

• Faculty members from host universities, Lakehead or Laurentian, are allowed, as are employment supervisors who meet the criteria stated above.

NOSM has my application – now what?

• Administrative Assistant (Chantal Caron) will check for completeness of application

• Applicants will be notified by email that application is complete or more information will be requested

• Applicants will receive conflict of interest letter• Section Chair in consult with Division Head will

choose 3 members of Division to provide written assessments of applicant

• Division Head/Section chair makes recommendation to committee – should this applicant receive promotion to higher rank

• Promotion Committee meetings – Dec. to March

Promotions committeeSection 6.3 Promotions Policy

• 4 members of the Physician Clinical Teachers Association• vacant• Dr Anil Joseph• Dr. David Mutrie• Dr Barb Zelek

• 2 members of the Northern Ontario School of Medicine

• Dr David Marsh• Dr Elizabeth Levin

• 3 members of NOSM Faculty and Staff Association member• Dr Leslie Sutherland• Dr William Hettenhausen• Susan Boyko

• Length of appointments

Promotions Committee Timeline

• Member recruitment – August/September

• First meeting to review membership, policy, process – October

• Meetings – December to March• Recommendations to Dean – March 31st

• Dean’s final notification to applicants – within 30 days

Promotions Committee Procedure

• Committee members receive documentation

• Members review applications and complete working ballot

• Minimum of 5 members must review application and submit ballot indicating yes or no recommendation for promotion with at least one representative of each committee subgroup

Promotions Committee Procedure

• Chair of Promotions Committee forward recommendations to Dean of NOSM

• Dean makes final decision

• Applicant informed

Sounds easy – Time to apply

• Base criteria

• Areas reviewed for promotion

• Tips for success

Assistant Professor – base criteria for promotion

• Has an MD degree, a master’s degree, a professional health degree

• If the candidate does not have the degree but has professional experience sufficient to allow a contribution to the school, explain why the candidate’s background merits promotion.

• the candidate has provided academic contribution over at least a four-year period (exceptional performance can reduce the requirement).

Associate Professor – base criteria for promotion

• Has an MD degree, a master’s degree, a professional health degree

• If the candidate does not have the degree but has professional experience sufficient to allow a contribution to the school, explain why the candidate’s background merits promotion.

• the candidate has 5 years of experience at the Assistant Professor rank (exceptional performance as an Assistant Professor can reduce the requirement to 4 years).

Professor – base criteria for promotion

• Has an M.D. degree, another health professional degree, a Master’s degree

• If the candidate does not have the degree but has professional experience sufficient to allow a contribution to the school, explain why the candidate’s background merits promotion.

• The candidate has 5 years of experience at the rank of Associate Professor rank (exceptional achievement while an Associate Professor could reduce this experience requirement to 4 years)

Areas reviewed for promotion- Articles 3.2 and 6.2 of Promotions Policy

• Teaching Activity

• Clinical Competence

• Administration

• Scholarly Activity

Teaching Activity

• Academic and/or clinical including bedside teaching, based on evaluation of the teaching dossier, learner evaluations, letters from peers and participation in faculty development.

• Innovative teaching methods. • The criteria for competent performance

in teaching are applied with increasing stringency as experience and rank increases.

Clinical Competence• Based on the dossier including letters

of reference• Participation in continuing education

and development of special interests and expertise

• The development of new techniques and approaches will receive high weighting for promotion in clinical disciplines, particularly as they impact on the practice of other clinicians

Administration

• Contribution to administrative activities at NOSM or to outside professional bodies

• Organization of courses, service on hospital, NOSM and professional organization committees

Scholarly Activity

• Research, publications, scholarly presentations, grantsmanship, editorial responsibilities, curriculum development and review, etc.

• Research may include quality assurance activities

• Research is not a requirement for clinical faculty but may be used to offset lesser activity in another area

Assistant and Associate – what the committee wants to see

• Cover letter – time to show off and highlight your strengths

• Updated CV • Academic Contributions Dossier

• If there are deficient areas, highlight these in your cover letter and provide a valid explanation

• Doesn’t NOSM have this info?• http://www.nosm.ca/uploadedFiles/

Academic%20Contributions%20Dossier%202012-2013.pdf

Academic Contributions Dossier

• Academic teaching sessions• WGC, DTS, VARS, SCS, LAB, TOS etc.

etc.• But I haven’t kept track

• Clinical teaching days• You really mean the actual number of

days?• Do your best and provide an explanation if

you do not know specifics• NOSM contact (UME Jennifer Maxfield,

PGE Tyler England)• Curriculum development

Academic Contributions Dossier

• Research supervision• Research and scholarly activity

• Okay to say see CV• Committee and governance work

• Good to summarize in dossier and reference further in CV

• Professional or academic service• Continuing professional education

• CFPC or RCPSC

Other stuff

• Recent learner evaluations

• Where do I get these?• dreed@nosm.ca is your friend

Professor – Applicant point of view

• Building on previous templates of• CV, • NOSM or other Acad. Sites contribution (keep

track)• Building goals of your Academic Career

• Deeper connections with Regional to International Experts

• Assumes you ‘are an expert’ • National recognition• Value to effort of networking, getting to know and

work with others

• References you get to pick/advice• NOSM not compelled to use

Samples of Professor

• CV… see template• NOSM records, yours to supplement

what may be missing• Build an attractive ‘binder’ of

• your best work• Letters of support by co-investigators,

colleagues• See JH’s sample: Cover letter, Portfolio

Tips for success• Submit on time .• Follow guidelines… committee does not

like breaking rules or lack of compliance.• Good strong cover letter.• Start with good template for items.

• CV, student feedback (esp for Non-NOSM)• Track potential referees including learners

• Use good English. Professors should know how to, or know someone that can edit.

Summary

• Described the NOSM promotion process.

• Reviewed essential elements of a successful application at each level from Assistant Professor to Professor.

• Now you can apply too!

Questions

Jack Haggartyhaggartyj@tbh.net

Barb Zelekbzelek@mfht.org

Bill Bragnalobbragnalo@nosm.ca