Promotion in the Clinical Departments of the Warren Alpert Medical School Michele G. Cyr MD, FACP Professor of Medicine Associate Dean for Academic Affairs Warren Alpert Medical School of Brown University April 11, 2012
Mar 29, 2015
Promotion in the Clinical Departments of the Warren Alpert
Medical School
Michele G. Cyr MD, FACP
Professor of MedicineAssociate Dean for Academic AffairsWarren Alpert Medical School of Brown UniversityApril 11, 2012
Biomed Faculty Affairs
The mission of BioMed Faculty Affairs is to support faculty in the Biology and Medical departments in
their research and teaching functions, and to facilitate faculty development, including
promotion, recruitment, appointments, retention, mentoring, and diversity.
Michele G. Cyr, MD, FACP – Associate Dean for Academic Affairs
Jean Marie Layton – ManagerSusan Barnaby – Administrative AssistantElizabeth Boynton – Medical Faculty Affairs CoordinatorCynthia Ruel –Data Coordinator
Clinical Departments
Behavioral & Social Sciences*
Biostatistics* Dermatology Diagnostic Imaging Emergency Medicine Epidemiology* Family Medicine Health Services, Policy &
Practice* Medicine
Neurology Neurosurgery Obstetrics & Gynecology Orthopaedics Pathology & Laboratory
Medicine** Pediatrics Psychiatry & Human Behavior Radiation Oncology Surgery
*Public Health Departments**Hybrid Department (both clinical and campus-based faculty)
Brown Faculty Organization
Academic Faculty Pre-track
Research Scholar Track (RST) Teaching Scholar Track (TST) (Research) Track (Res)
Clinical Faculty Clinical Voluntary Track (CV) Clinician Educator Track (CE)
Medical Clinical Faculty
ClinicalVoluntary
Track
ClinicianEducator
Track
Clinical InstructorClinical AssistantClinical AssociateClinical Professor
Instructor (Clinical)Assistant (Clinical)Associate (Clinical)Professor (Clinical)
Medical Academic Faculty
(Research)Track
ResearchScholarTrack
TeachingScholarTrack
Assistant TSTAssociate TSTProfessor TST
Assistant RSTAssociate RSTProfessor RST
Instructor (Res) (u/o)Assistant (Res)Associate (Res)Professor (Res)
Instructor (up/out)Assistant (up/out)
Pre-track
Term Limits (Up-Or-Out)
Academic Faculty - TST, RST, (Res) Instructor Pre-track: 2 x 2-year terms Assistant Professor Pre-track/TST/RST: 3 x 3-
year terms Faculty must chose either TST or RST by end of
3rd term Instructor (Research): 1 x 2-year term
No term limits above Instructor rank
Clinical Faculty (CE, CV) No term limits for any rank in clinical tracks
AMS Medical Faculty 2011
*Emeritus, Adjunct, Visiting, Research Associate, Teaching Associate
AMS Medical Faculty Promotions 2011
Associate Professor N=31 Professor N=9
Track Expectations
What are the defining differences between the tracks?
What are the major criteria by which I will be judged for promotion?
What difference does it make?
Teaching Scholar Track Expectations
Major teaching role* Excellence in teaching National reputation as a teaching
scholar New or different teaching activities for
Professor
Continuous record of scholarly productivity Clinical skills – positively considered Service contributions – positively considered
* Please see self-assessment for examples
Research Scholar Track Expectations
Independent, productive research program
Continuous record of excellent teaching Continuous record of scholarly
productivity National reputation as a research scholar
International reputation for Professor
Clinical skills – positively considered Service contributions – positively considered
(Research) Track Expectations
Independent/collaborative research program Biologically- or medically-related research
Continuous record of scholarly productivity
National reputation as a research scholar International reputation for Professor
Clinical skills – positively considered Teaching or Service contributions – positively
considered
Clinical Voluntary Track Expectations
Excellence in teaching, counseling, and mentoring
High level of clinical skill Senior physician for Professor
Acknowledged standing in the community Leadership position for Professor
Scholarly publications – positively considered Required for Professor
100 hours of service/teaching per year
Clinician Educator Track Expectations
Excellence in teaching Contributions to clinical service or
research program Leadership participation in regional
professional societies National reputation for Professor
Continuous record of scholarly productivity Service contributions – positively
considered 200 hours of service/teaching per year
The Promotion Process
What is the timeline for entire promotion process?
Why does it take so long?
Who reviews my dossier?
“Typical” Academic-Track Assistant Professor at Brown
First three-year term: Faculty and mentor/supervisor/chair plan
career focus Informally decide track by end of first term
Second three-year term: Continue work on goals
Third three-year term: Prepare promotion dossier in Year 7 for
review in Year 8
Timeline Examples
Academic Year1
Academic Year2
Academic Year3
Academic Year4
Academic Year5
Academic Year6
Academic Year7
Academic Year8
Academic Year9
Assistant Professor – Term 1
Assistant Professor – Term 2
Assistant Professor – Term 3
2005-06 2006-07 2007-08 2008-09 2009-10 2010-112011-12Prepare dossier
2012-13CMFA review
2013-14Promoeffective 7/1/13
Timeline for Assistant Professor: Standard
Timeline for Assistant Professor: 2 x 1-Year Extensions
Year1 Year2 Year3 Year4 Year5 Year6 Year7 Year8 Year9 Year10 Year11
Assistant Professor Term 1
Assistant Professor – Term 2 with 2 extensions
Assistant Professor – Term 3
2005-06 2006-07 2007-08 2008-09 2009-10 2010-112011-12Extensio
n
2012-13Extensio
n
2013-14Prepare dossier
2014-15
CMFA review
2015-16Promo effective 7/1/15
Policies Regarding Timeline for Promotion
Term Extensions Up to three 1-year extensions Request must be submitted within one year of the event
One-year Notice of Non-Renewal Faculty can be reviewed in Year 9 if they waive their notice
Early Reviews Faculty can be recommended early for promotion
Time in Level Clock starts when appointed as Assistant Professor in the
academic track (TST, RST) Track Switching
Must wait one academic year for promotion
The Promotion Process
Spring: Year 7* Candidate and Department decide if time is
right for promotion Candidate selects his/her track Candidate is informed of departmental
deadlines Preliminary Departmental Review
Ask Department Administrator or Promotions Committee Chair about required documents (varies by department)
Promotions Committee informs candidate if they can go forward for promotion* Process timing uses Academic Assistant Professor as a guide
The Promotion Process
Summer: Year 7/8 Department reserves CMFA slots for
upcoming year Department solicits external reviewer letters
for approved candidates
The Promotion Process
Fall/Winter/Spring: Year 8 Department Promotions Committee reviews
completed dossiers Department Promotions Committee
recommends candidates to Department Chair Department Administrator submits completed
dossiers to BMFA BMFA drafts Candidate Summaries and
prepares electronic dossiers for CMFA Candidates are allowed to submitted an updated
CV to CMFA before promotional review
The Promotion Process
Fall/Winter/Spring: Year 8 CMFA reviews dossiers and makes
recommendation to Dean Dean reviews dossiers and makes
recommendation to Provost Provost reviews dossiers and makes
recommendation to President and Corporation At this point, BMFA is authorized to issue
promotion letter to candidate Corporation approves promotion
The Promotion Process
Summer: Year 9 Promotion goes into effect July 1
Senior level promotions are featured in the summer edition of Brown Medicine
CMFA
Review all senior level promotions and appointments for Alpert Medical School
12 meetings per academic year Membership
Full Professor Medical Academic or Campus-Tenured 3-year terms 5 elected from medical academic faculty 1 elected by Program in Biology 1 elected by Program in Public Health 3 elected by Brown University Faculty
Governance
What information am I responsible for compiling? Updated CV Personal statement (examples available from
BMFA) Teaching dossier (Teaching Scholar faculty only)
Teaching hours (Clinical faculty only)
Research responsibilities Evaluations (not applicable for (Research) faculty)
Names for external reviewers
Faculty Dossier Responsibilities
Chair & Chief letters of support Department promotion committee report CV Personal statement Teaching dossier (only for promotion in TST)
Teaching hours breakdown (only for Clinical faculty)
Sample letter sent to external reviewers External letters (department and candidate
selected)
Teaching evaluations
Dossier Contents
Teaching Dossier/Medical Education Log
Record of teaching activities Role in course or rotation Dates, numbers of students Awards received Evaluations! Scholarly Contributions Listed on Web Maintain records! Required for promotion in Teaching Scholar
track Recommended for promotion in Clinician
Educator track
Research Documentation
Publications resulting from research
Research Grants Granting agency Title of award Role in grant Direct costs Inclusive years of award
Research trainees
Teaching Evaluations
It is the faculty member’s responsibility to obtain evaluations
Keep a file of any evaluations you receive
Electronic evaluation systems: OASIS (Brown) E-Value (GME programs)
Ask program administrators for help Clerkships, Residencies, Fellowships
Reviewer Letters
Purpose: Objective and unbiased assessment from experts in your discipline regarding national reputation and standing in community
Names must be at your promotion rank or higher Candidate selected letters may include (but not
recommended): Names from former mentors, mentees, collaborators, co-authors
Describe relationship between letter writer and candidate Committee selected letters cannot be from above mentioned
people Outside Brown?
YES for promotion in all academic promotions, clinical voluntary professor, and clinician educator professor
Tips for Success in the Promotions Process
General Understand promotion criteria Establish who your mentors are
Seek guidance from mentors--early and often Especially important to help develop national reputation
Decide career niche early – set and track goals annually Use annual review process to assess progress
Steadily work toward career goals Update CV regularly Time management is crucial! Request mock review by Department Chair and/or
BMFA
Tips for Success in the Promotions Process
Publications Get first authorship – don’t rush to be senior author until
Associate Professor Abstracts should become publications – don’t put off
writing manuscripts Peer-reviewed publications carry more weight than book
chapters; case reports are important for clinical facultyNational Reputation/Service Get involved with your national organization(s) and take
on a leadership role Say “yes” to Study Sections Be a good citizen but don’t give away all your time
Tips for Success in the Promotions Process
Educational Activities Keep records of ALL educational activities (CME talks,
Grand Rounds, etc.) Create a “Promotions Folder” and save all evaluations Update the Teaching Dossier regularly Research Focus on establishing your “niche” and track record as an
independent investigator If your research is closely tied to your mentor’s, this
could be problematic when soliciting letters of reference Apply for grants often and early: non-industry grants count Do not focus only on R01s Keep a list of mentees
Resources
Medical Faculty “411”/Frequently Used URLshttp://biomed.brown.edu/bmfa/forms/Useful_Links_Medical_Faculty.doc
Self-Assessmentshttp://biomed.brown.edu/bmfa/appointment
Department Contactshttp://biomed.brown.edu/administration/chairs.php
Brown Privileges http://biomed.brown.edu/bmfa/forms/all_faculty_privileges.pdf
Teaching Opportunitieshttp://biomed.brown.edu/bmfa/TeachingOpps