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., ATS
Director, 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 ProgramsFocused 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 facultySuccessful and timely promotion of junior faculty
fromfrom Assistant to Associate ProfessorAssistant to Associate Professor
• 23-year History23-year History of mentoring andof mentoring and “lessons learned”“lessons learned”
• Now aNow a Formal, OrganizedFormal, Organized Mentoring Program that isMentoring Program that is
Time and Event DrivenTime and Event Driven
• Includes ALL junior faculty:Includes ALL junior faculty: TenureTenure && NonTenureNonTenure Track,Track,
plusplus Part-Time.Part-Time. 9090 MCs active at one time.MCs active at one time.

Workshop ObjectivesWorkshop Objectives
At the conclusion of this activity, the participant will understand:At the conclusion of this activity, the participant will understand:
1.1. Key ElementsKey Elements that make the DOP Faculty Mentoringthat 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 CommitteeMentoring Committee Formation, Meeting, Minutes,Formation, Meeting, Minutes,
Template, Communication, FeedbackTemplate, Communication, Feedback
4.4. Key RolesKey Roles and responsibilities of FMP participantsand responsibilities of FMP participants
5.5. Distinction betweenDistinction between Mentoring ProcessMentoring 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 supportiveCollegial and supportive
• Collaboration and advocacyCollaboration and advocacy
• ““Pay it forward”Pay it forward”
8 Key Elements of the8 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 loopOversight 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 downloadedOnline 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 1
2016
Year 2
2017

Year 3
2018

Year 4
2019

Year 5
2020

Year 6
2021

Year 7
2022
Initial
Appointment
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.  Clinical
2.  Teaching/Mentoring
3.  Research
4.  Administration
5.  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 in
tenure track ends

Promotion and/or
Tenure effective
July 1, 2022

“Up or Out Year”

THE TENURE CLOCK:THE TENURE CLOCK: FootnotesFootnotes
* 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 Process
of the DOP FMPof the DOP FMP

Recommend review by Department P&T Committee
Faculty Mentoring Program FlowchartFaculty Mentoring Program Flowchart

Mentoring CommitteeMentoring Committee
FormationFormation

Diagram and TimelineDiagram and Timeline

Memo #1Memo #1
Each new faculty memberEach new faculty member
is emailed an Invitation to formis emailed an Invitation to form
a Mentoring Committeea Mentoring Committee

Copy of emialCopy of emial

Memo #1 Attachments & LinksMemo #1 Attachments & Links
1.1. Master List of Current MentorsMaster List of Current Mentors
2.2. UAMS P&T Guidelines: Criteria for Clinical EducatorUAMS P&T Guidelines: Criteria for Clinical Educator
3.3. Key Roles and Responsibilities within the UAMSKey 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 FMP
5.5. FMP HandbookFMP Handbook
6.6. DOP P&T HandbookDOP P&T Handbook
7.7. Sample Electronic P&T PacketsSample Electronic P&T Packets
8.8. Link to UAMS COM P&TLink to UAMS COM P&T

MC CompositionMC Composition
Ideally, a 3-member MC is composed of:Ideally, a 3-member MC is composed of:
1.1.AnAn experiencedexperienced mentor who has chaired MCs andmentor who has chaired MCs and writtenwritten
template-guided minutestemplate-guided minutes
2.2. A mentor who has served on MCs and isA mentor who has served on MCs and is “in training”“in training” duringduring
the MC meeting to be a chairthe MC meeting to be a chair (“(“Mentors the Mentors”Mentors the Mentors”))
3.3. AA recently promotedrecently promoted faculty member in transition fromfaculty member in transition from
mentee to mentormentee to mentor (“(“Paying it ForwardPaying it Forward”)”)

Memo #2Memo #2
Official FormationOfficial Formation

Copy of memo 2Copy of memo 2

Memo #2 AttachmentsMemo #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 Links
1.1. Key Roles and Responsibilities within the DOP FacultyKey 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/FMP
3.3. Table 2: Key Roles and Responsibilities of the FMPTable 2: Key Roles and Responsibilities of the FMP
4.4. FMP HandbookFMP Handbook
5.5. DOP P&T HandbookDOP P&T Handbook
6.6. Sample Electronic Packets for each Pathway and RankSample Electronic Packets for each Pathway and Rank
7.7. Link to UAMS/COM P&TLink to UAMS/COM P&T
8.8. ““Mentoring Manuscript” –Mentoring Manuscript” – Detailed FMP descriptionDetailed FMP description

Meeting & MinutesMeeting & Minutes

Roles & Responsibilities of:Roles & Responsibilities of:
1.1. MC ChairsMC Chairs
2.2. MC MentorsMC Mentors
3.3. MenteesMentees
4.4. “Point Person” –“Point Person” – example: FMP Directorexample: FMP Director

MC ChairsMC Chairs areare asked to:asked to:
Know the P&T GuidelinesKnow the P&T Guidelines
Know your candidate’s pathway, FTE, and time inKnow your candidate’s pathway, FTE, and time in
rank (other institutions?)rank (other institutions?)
Get candidate’s CV in advance to review for generalGet candidate’s CV in advance to review for general
idea of how things are goingidea of how things are going
Lead the meetingLead the meeting
Make yourself available to the candidate if they wantMake yourself available to the candidate if they want
to talk between meetingsto talk between meetings

MC ChairsMC Chairs are asked to:are asked to:
Ensure the MCEnsure the MC meetsmeets during theduring the Mentoring SeasonMentoring Season
Prepare written minutesPrepare written minutes guided by the providedguided by the provided template.template.
....
The MC minutesThe MC minutes should beshould be approved by all MC members.approved by all MC members.
..
Email MC MinutesEmail MC Minutes to Point Personto Point Person
Point Person willPoint Person will transmit MINUTES to the Section Chief fortransmit MINUTES to the Section Chief for
feedbackfeedback and back to MC. (Feedback Loop)and back to MC. (Feedback Loop)
Optional: Copy Department ChairOptional: Copy Department Chair

MC MentorsMC Mentors are asked to:are asked to:
..
Meet twice per year during the “Mentoring Season”Meet twice per year during the “Mentoring Season”
Evaluate Mentee performance according to the 2009Evaluate Mentee performance according to the 2009
P&T Guidelines in the following areas:P&T 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:
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 betweenIf 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 toThe main product of the MC Meeting is to
produce detailed minutes addressing eachproduce detailed minutes addressing each
topic listed on thetopic listed on the Template for PediatricsTemplate for Pediatrics
Mentoring Committee MinutesMentoring Committee Minutes
• The template reflects the UAMS COM P&TThe 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

Mentee fills out for every MC meeting

Communication and FeedbackCommunication and Feedback
of Minutesof Minutes

• MentoringMentoring CommitteeCommittee::
o Formed in Year 1Formed in Year 1
o 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 5Reviews for Promotion/Tenure – usually in Year 5
or upon requestor upon request
o Provides detailed feedback on P&T packetProvides detailed feedback on P&T packet
The Mentoring Committee isThe 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 1
2016
Year 2
2017

Year 3
2018

Year 4
2019

Year 5
2020

Year 6
2021

Year 7
2022
Initial
Appointment
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
Appointmen
t 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.  Clinical
2.  Teaching/Mentoring
3.  Research
4.  Administration
5.  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 in
tenure track ends

Promotion and/or
Tenure effective
July 1, 2022

“Up or Out Year”

Questions?Questions?

Summary of DOP FMPSummary of DOP FMP
The 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 FMP
The 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.

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

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