Promotion and Tenure:Strategies for Success

Margaret R. Gyetko, M.D.Senior Associate Dean for Faculty and

Faculty DevelopmentUniversity of Michigan Medical School

January 24, 2019

• Educate medical students & graduate students

• Provide the environment for residency (GME) and postdoctoral training

• Advance medical science• Expand knowledge base of human biology, pathophysiology & therapy

• Provide outstanding, cutting edge patient care

WHAT IS THE FUNCTION OF AN ACADEMIC MEDICAL CENTER?

Instructional Track 953 (819)

Research Track 358 (308)

Clinical Track 1,496 (771)

Lecturers 262 (293)

Total 3069 (2191)

(2008 numbers)

A SNAPSHOT OF THE FACULTY 2018

Instructional Track 29% (24%)

Research Track 39% (40%)

Clinical Track 53% (47%)

Lecturers, clin, etc. 54% (42%)

Total 44% (38%)

WOMEN FACULTY AT MICHIGAN 2018

(2008 numbers)

• Chair/candidate• (OFA, OCA,

Dean)• Intent letter

• Full evaluation by:• Adv Comm/EC• EVPMA/Provost• Regents• Offer letter

with track & rank

APPOINTMENT PROCESS

• Assistant Professors & other untenuredmembers of teaching staff are appointed by the President of the University upon recommendation of the Dean and Executive Committee

• Tenured professorial staff are appointed by the Board of Regents upon recommendation of the Dean and Executive Committee

REGENTS BYLAW 5.08

• Vetting the appointment• (Central Campus approval?)

• Letter of intent (Be careful of promises)• Evaluative letters (Must be unbiased)• Scholarship impact/seminal contribution• Flawless package

APPOINTMENTS KEY POINTS

ARE YOU ON THE OPTIMAL TRACK FOR YOUR CAREER?

• Your division/section chief or chair has given this due consideration and the Office of Faculty Affairs as well as the advisory committees of your peers have weighed in on this choice

• Even so, a third year career review from the Office of Faculty Affairs will re-evaluate with you and provide a chance to transfer to another track.

• Third year reviews are mandatory for Instructional/Research Track

Faculty Tracks

Instructional

Clinical

Research

Scholarship

Scholarship

Teaching

Teaching

Teaching

Prof. Work

Professional Work

Org. Service

Org. Service

Org. Service

Scholarship

Org. Service

TeachingScholarship

WHAT IS IMPORTANT TO THE UNIVERSITY OF MICHIGAN?

• To be one of the best universities in the world

• To have the most influential faculty• To be recognized nationally and

internationally as outstanding

SO WHAT DOES THIS HAVE TO DO WITH YOU?

• EVERYTHING• EVERYTHING• EVERYTHING• EVERYTHING• EVERYTHING• EVERYTHING• EVERYTHING

• Determination of readiness– Division/Section Chief – Departmental Advisory Committee– Chair

• Read The Promotion Package 2018-2019– Medical School Web Site– https://www.faculty.medicine.edu/office-

faculty-affairs

PREPARING FOR PROMOTION

SUGGEST 5 OR MORE EXTERNAL REVIEWS

• Must be “at arms length”.• No collaborators less than 10 years.• No mentors.• No prior faculty colleagues less than 10 years.

• Number of internal vs. external letters required varies by track and rank….consult the web site.

• The Evaluator must be at the rank proposed orabove and on the same track or tenure track.

• Letters must be a mix of reviewers recommended by chair and recommended by candidate

• The more prestigious the better…peerinstitution…top person.

• Beware the European Connection (different system).• Should be in process by May or June.

• Talking points• CV – check for accuracy!• Educator portfolio• Research portfolio• 5 key papers (since appt or

last promotion)• Bibliographic notes

(citation survey)• 5 External +/- letters of

evaluation• Due in the Med School

10/1

• Form B

• Advisories & Executive Committee

• Chair letter• Dean’s letter

THE PROMOTION PACKAGE

TALKING POINTS

A single page commentary by the candidate describing his or her scholarly niche (and type of scholarship), professional expertise, contributions, special skills, national leadership, etc.

Amount of clinical effort (low, medium, high).

THE CV

Medical School Model• Academic history.• Overview of accomplishments.• Must be precise and flawless.• Must be produced from M-CV.• You are ultimately responsible for

accuracy of information.

The Medical School has launched an online CV application (M-CV). This application will gather all appropriate data from disparate sources so faculty can quickly generate a Medical School-formatted CV. CVs produced from M-CV are required for promotions.

A Cautionary Tale with M-CV

• False CV can result in non-promotion or dismissal for academic misconduct (fraud). Be sure your CV is accurate and free of errors.

• Is teaching central or secondary in your job?

• Section 1- summary of teaching & time.• Section 2 - major teaching contributions.

EDUCATOR’S PORTFOLIO

RESEARCH PORTFOLIO

Gives the candidate an opportunity to describe their research and their unique contributions to the research.

This is especially important for team scientists. The candidate should detail their roles and contributions on various teams. Letters can be solicited from fellow team members attesting to the candidate’s critical contributions and role that the candidate played on the team.

2018 PROMOTIONSResearch

3 - Professor/Scientist19 - Associate Professor/Associate Research Scientist23 - Assistant Professor/Assistant Research Scientist

Total Research: 45

Clinical 19 - Professor82 - Associate Professor24 - Assistant Professor

Total Clinical: 125

Instructional29 - Professor27 - Associate Professor

Total Instructional: 56

TOTAL PROMOTIONS: 226

WHAT IS REALLY THE BOTTOM LINE?

• The promotion process recognizes excellence nationally and internationally

• The time line is long and care is needed every step of the way

THINGS I WISH I HAD KNOWN SOONER

• A promotion package starts on your first day on faculty

• It takes five years to do it well, usually• Do your work, publish well, of course• Get grants, of course• But that is not enough….

THINGS I WISH I HAD KNOWN SOONER

• Cultivate relationships in your field• National presence and reputation is very

important• Be active in your professional societies.• Meet leaders in your field• Give talks

–National meetings–Visiting professorships

• Establish connections with leaders in your field

THINGS I WISH I HAD KNOWN SOONER

• Develop a theme in your work that you own.• Build a place for yourself nationally.• Self promotion is not a sin, just do it with

intelligence and honesty• Take care of your end game• You will need letters from leaders in your field

who have no conflict of interest in praising you. Earn their esteem. It takes time and effort. Do it, it is essential

SO WHAT ARE RESEARCH AND SCHOLARSHIP?

• They are more or less synonymous -they are the key elements of expanding our knowledge base

• These can be pursued to benefit mankind in clinical care scholarship & medical education scholarship just as in basic research (scholarship of discovery)

LIKE WHAT?

Scholarship of discoveryScholarship of integrationScholarship of applicationScholarship of teaching(Much of this takes teams)

Academic Medicine 75:877, 2000

TEAM SCIENCE• It is clear that working in teams to advance science

and knowledge is the future

• This is a new path in academia

• Still, it is very important that each member of the team have an independent voice

• So what does this mean, practically?– Publish first or last authored manuscripts– And get your own big grant– And establish your own national/international

reputation

Innovation, discovery, and entrepreneurship.

• To recognize innovation, discovery and entrepreneurship in the promotion and tenure process. Impact will be included as a part of the promotion materials.

• Committees would evaluate the candidate’s contributions to technology transfer and entrepreneurship, if applicable

• Outside reviewers could be asked to evaluate the candidate’s broader impact in entrepreneurship or business through start-up, consulting, technology transfer or other relevant activities.

So what should a new faculty member do?

TAKE CARE OF THE MILESTONES

• It is very important to have good mentors…find them…several are best

• Get a mentored grant early (a K award).• Publish and speak nationally early• Build relationships in your field early• Land an independent grant in year 3, 4 or

5 at the latest

TAKE CARE OF THE MILESTONES

• Faculty in the instructional track have in excess of 25 high quality, peer-reviewed publications in order to be promoted to Associate Professor with tenure…and the majority of the publications are first or last authored, and there is a consistent theme to the research

• Independent Funding

TAKE CARE OF MILESTONES

Possible strategies for the Clinical Track

• Collaborate with PIs conducting translational or clinical research. Make intellectual contributions

• Develop a specific clinical area of expertise with a patient care base

TAKE CARE OF MILESTONES

Possible Strategies for the Clinical Track

• Participate in development of clinical guidelines (peer reviewed) in peer reviewed instructional materials

• In national societies participate in writing of position statements/guidelines

• Patient Safety and Quality Leadership Scholars Program (PASQUAL)

Pathways on the Clinical Track

There are several possible different pathways (“areas of excellence”) for demonstrating contributions to the field have been identified for the clinical track, including, but not limited to

Clinician-Research Scholar

Translational science, clinical research, health services research

• Peer-reviewed publications (both traditional and digital)• Book chapters, reviews (such as the “Clinics” series), Up To Date• Research funding• Participation in grant reviews• Clinical trial development, patient recruitment, leadership of trial site• Research consultancies with industry or other organizations• Participation in collaborative research• Presentations at regional and national meetings

Clinician-Educator• Peer-reviewed publications (both traditional and digital• Book chapters, reviews (such as “Clinic” series), Up to Date• Teaching/educational evaluations reflective of regional or national impact• Innovative teaching/educational practices• Teaching/educational module development• Teaching/educational publications/reviews• Participation in national guidelines or setting standards• Patient and community education• Participation in ABMS boards or appropriate committees• Teaching/educational courses at state, regional or national meetings• Teaching/educating through peer-reviewed social/popular media• Creation and dissemination of innovative approaches to clinical care• Curriculum development

Clinician-Patient Safety/Quality Innovator

• Outcomes and implementation science innovation• Development of professional quality guidelines and initiatives that have

regional or national impact• Generation of performance data and performance goals through

learning collaboratives• Development of best practices/innovative methods of care used more

broadly• Lean patient safety/quality initiative leadership

Clinician-Leader/Administrator

Usually overlaps with one of the previous pathways

• Leadership of regional or national organizations or key committees or boards

• Work with government organizations such as NIH, CDC, WHO as consultant or other role

• Work with private foundations as consultant or other role• Community leadership activities on regional/national level• Outstanding service to a department, medical school and/or the

university that results in regional or national recognition

Clinician-Individualized Portfolio

An opportunity for the faculty member and chair/section head/division chief to develop a pathway combining features of the multiple pathways noted with clearly articulated goals and metrics.

TAKE CARE OF THE MILESTONES

• Teach well-Pay attention to your evaluations.-If you need help to teach well, get it-It is our mission, but it also is in yourown best interest

HOW CAN I LEARN TO BE BETTER?

• Work with your mentors• Talk with the chair of your department• Attend training opportunities offered

through the Dean’s office• Be engaged in the process of your own

career development

Tenure must be achieved by Instructional Track Faculty by the end of the tenth year of the tenure probationary period. (Regents Bylaw 5.09 and Standard Practice Guide 201.13). Instructional track faculty must undergo departmental review for promotion and tenure prior to or during the seventh year of the tenure probationary period. Following departmental review, the faculty member may either continue for full tenure review by the Medical School and University or may be granted an extension of final tenure review up until the ninth year of the tenure probationary period in keeping with the University’s policy on notice of non-reappointment. (Standard Practice Guide 201.88)

ASSISTANT TO ASSOCIATE PROFESSOR

• Competence in teaching & scholarship

• Potential for success in field

• Coherent body of work• National reputation &

unique contribution in an independent field

• Publications: 38, 32, 27 (avg, med, mode) 1998-2017 Range 9-137

• Teaching quality• Organizational

citizenship

Time in rank:6.36 avg6 med6 mode(must be < 10 yrs)

ASSISTANT ASSOCIATE

ASSISTANT TO ASSOCIATE (RESEARCH)

• Competence in teaching & scholarship

• Potential for success in field

• External funding• Coherent body of work• National reputation &

unique contribution in independent field

• Publications: 43, 38, 35 (avg, med, mode) 1998-2017 Range 11-107

• Teaching quality• Organizational

citizenship

Time in rank7.78 avg7 med6 mode

ASSOCIATEASSISTANT

ASSISTANT TO ASSOCIATE (CLINICAL)

• Competence in teaching & scholarship

• Potential for success in field

• Clinical excellence• Coherent body of work• Regional reputation &

unique contribution in independent field

• Publications: 21,18,13 (avg, med, mode) 1998-2017 Range 3-107

• Teaching quality• Organizational

citizenship

Time in rank7.27 avg7 med6 mode

ASSOCIATEASSISTANT

ASSOCIATE TO PROFESSOR

• Coherent body of work• Recognized excellencein teaching & scholarship

• National reputation &unique contribution inindependent field

• Established body of work• Continued recognition

nationally/internationallywith unique contributionin independent field

• Publications: 70, 62, 46 (avg, med, mode) 1998-2017Range 26-222

• Teaching quality• Organizational citizenship

Time in rank:7.03 avg6 med6 mode

ASSOCIATE PROFESSOR

ASSOCIATE TO PROFESSOR (RESEARCH)

• External funding• Recognized excellence

in teaching & scholarship• National reputation &

unique contribution in independent field

• History of continued independent funding

• Established body of work• National & international

reputation with unique contribution in independent field

• Publications: 71, 62, 42 (avg, med, mode) 1998-2017Range 35-147

• Teaching quality• Organizational citizenship

Time in rank:7.15 avg7 med7 mode

PROFESSORASSOCIATE

ASSOCIATE TO PROFESSOR (CLINICAL)

• Recognized excellence in teaching & scholarship

• Regional reputation & unique contribution in independent field

• Clinical Excellence• Established body of work• Strong regional &

emerging national reputation in the field

• Publications: 41, 37, 26 (avg, med, mode) 1998-2017Range 10-146

• Teaching quality• Organizational citizenship

Time in rank:7.18 avg6 med6 mode

PROFESSORASSOCIATE

RESEARCH TRACK FACULTY

>700 Research track Faculty members University wide

Two distinct Tracks

- Scientist Track- Collaborative and dependent - Professor Track- Independent and more

Scholarly achievements

Research Professor

Research Associate Professor

Research Assistant Professor

Research Scientist

Associate Research Scientist

Assistant Research Scientist

Research Investigator

RESEARCH PROFESSOR TRACK

Rank Activity and Requirements Time-in-rank

Research Assistant Professor

• Peer-reviewed Publications• Evidence of potential for funding (extramural)• Teaching (non-didactic)• Emerging National visibility

(participate in professional meetings)• Service

• 3rd year reviewMedical School

• 7 year PromotionUMOR/Provost

Or extension in rank up to 3 more years

Research Associate Professor

• Independent Funding (R01)• Senior Authorship• Teaching (non-didactic)• National/International visibility• Service

No Limit

ResearchProfessor

•Sustained Independent Funding (R01)• Senior Authorship• Teaching (non-didactic)• Exemplary & sustained

National/International visibility• Service

No Limit

RESEARCH SCIENTIST TRACK

Rank Activity and Requirements Time-in-rank

Assistant ResearchScientist

• Peer-reviewed Publications• No funding needed• Establishing a national presence – talks, abstract presentations, etc.• No Service, No Teaching

• 3rd year reviewMedical School

• 6 year Promotion ReviewUMOR/Provost

Associate ResearchScientist

• Peer-reviewed publications with first and/or senior authorship•Substantial Grant support(Team science/co-Investigator)• Peer-reviewed Publications• Developing National/International visibility• No Service, No Teaching

No Limit

ResearchScientist

• Independent Funding (R01)• Senior Authorship• Sustained National/International visibility• No Service, No Teaching

No Limit

Professionalism and Citizenship

• Faculty must maintain and demonstrate competence in their disciplines, as well as integrity in their behavior and work.

• Faculty are expected to offer mentorship within the entire learning community, including mentorship to faculty colleagues.

Professionalism and Citizenship

• Faculty are expected to set a high example of collegiality in the workplace with respect for personal boundaries and diversity.

• Confidentiality in clinical, research, administrative and other professional roles must be assured.

Professionalism and Citizenship

• Faculty must avoid conflict of interest and conflict of commitment to the University.

• Academic freedom does not abrogate the requirement for integrity in scholarship, professional confidentiality, collegial behavior, or civility in the workplace.

Faculty Development

Teaching

ServiceResearch

Clinical Teaching Skills SeriesInstructor-led workshops, on-line learning in Coursera and Roadshows - programs foster and support excellence in teaching, providing resources for traditional classroom settings, the lab, or clinical environments.

• “The One Minute Preceptor” • “Teaching in the OR and Other Procedures”• “Turning Observation into Education”• “Entrustment and Autonomy• “Providing Effective Feedback”• Not Another Boring Lecture• Evidence-based Teaching• Using the PRIME+ Model• Strategic Questioning in Medicine

Grant Writing & Publications

Programs are targeted to assist faculty in their grant and manuscript writing, aimed at increasing faculty research productivity

• “Top 5 Errors Authors Make When Writing Scientific Papers” outlines a carefully crafted approach to writing and publishing a scientific paper with the goal of helping attendees avoid many common mistakes authors make early on in the writing process.

• “Write Winning Grant Proposals” helps faculty to develop a focused research plan and write persuasive proposals for NIH, NSF, and foundation grants.

• “Writing, Procrastination, and Resistance: How to Identify Your Writing Blocks and Move Through Them” covers what resistance is and why academic writers experience it in pursuit of work we want and need to complete.

Leadership Development & Interpersonal Skills

Essential Skills for Successful LeadershipDevelops the essential leadership and management skills necessary to run a lab, start a program, or manage a center or division.

Linkage Leadership Academy Focuses on the development of individual senior leaders

Negotiation Skills and StrategiesEquips faculty with a framework and set of tools to prepare for and conduct effective negotiations.

Conflict Management: How to Have Difficult ConversationsTeaches a straightforward process for identifying and resolving performance gaps, strengthening accountability, eliminating inconsistency, and reducing resentment.

Kate AlberMichaella BakerChristal BanksKaren BertoiaSarina DavisLaura DentonMelissa DorfmanJulie EversSonya JacobsCarol JaremaDeb KomorowskiKim LeahyCarol LeeLorraine RobertPaul SalowCherie SaundersHeidi SherickTim SmithMolly TrustyKarla VelikanWhitney WilliamsJordan Wright

Margaret R. Gyetko, M.D.Kevin Chung, M.D. Lies Quint, M.D.

DEAN’S OFFICE OF FACULTY AFFAIRS & FACULTY

DEVELOPMENT

ASSISTANT DEANS FOR FACULTY

Kevin Chung, M.D.Instructional Faculty

Lies Quint, M.D.Clinical Faculty

OPENResearch Faculty