How to proactively collect the written evidence of your contributions to the College.

1. Jeannette M. Shorey II, M.D.
Professor of Medicine
UAMS Associate Provost for Faculty
Promotion & Tenure:
The Institutional Perspective for All Faculty

2. “The mission of UAMS and its College of Medicine is to improve the
health, healthcare and well-being of all Arkansans and others in the
region, nation, and the world through the education of exemplary
health care providers, the provision of standard-setting,
comprehensive clinical programs, scientific discovery and research,
and the extension of services to the State of Arkansas and beyond.
This mission is accomplished through collegial work that manifests
the institution’s core values of integrity, respect, teamwork, creativity,
diversity, and excellence. The primary instrument by which this
mission is executed for the College of Medicine is the Faculty.
Their success significantly depends on a system that provides
adequate recognition and rewards for their work in promoting
the mission of the College.”
1st paragraph of the 2011 COM Guidelines on Faculty Appointments, Promotion, and Tenure
Overview

3. “The degree of excellence of a given individual’s
academic contributions often cannot be exactly defined.
However, an evaluation of the degree of excellence of
contribution is a professional judgment which can best
be made initially by members of the discipline itself
(Read: national experts in your field and your departmental P&T
Committee), subject to a later broader faculty review by
the College Promotion and Tenure Committee.”
Page 2, 2011 COM Guidelines on P&T
“Excellence may be demonstrated and promotion may
therefore be awarded without the candidate having
fulfilled every single criterion noted on the tables.”
This sentence precedes each of the criteria tables within 2011 COM
Guidelines on P&T)
Overview – How is this system of rewards fairly administered?

4.  Study and understand the “P&T document.”
http://medicine.uams.edu/files/2012/07/2011-PT-Guidelines.doc
 Read the entire document, then
 Focus on the promotion criteria for your pathway
 See “Promotion and Tenure” section of College of
Medicine web site (from UAMS.edu home page, click on College of
Medicine, then Faculty, then Promotion & Tenure)
 Understand how your departmental P&T Committee
works
 Develop at least one P&T mentoring relationship
Keys to academic success and promotion

5.  Be a pack rat! Proactively collect the written
evidence of your contributions to the College. Save
it in the same folders you’ll eventually create within
the P&T database to save time later.
Keys to academic success and promotion

6. Academic Ranks and Requests

7. Create &
Submit Your
Packet
Departmental
P&T
Committee to
Review
COM P&T
Committee to
Review
Dean to
Review
Chancellor to
Review
UA Board
and
President to
Review
If all approve,
promotion
and/or tenure
is official 7/1
of following
year
Steps to approval

8. 28
9
20
37
24
8
16
32
85.7% 88.8%
80%
86.4%
0
10
20
30
40
50
60
70
80
90
100
Promotion to
Associate
Professor
Promotion to
Professor
Tenure Total Promotion
Requests
Requested Approved Percent Approved
P&T Committee Actions 2015-2016

9. 1. Outside Letters: too few and/or inappropriate
source
2. Lack of documentation – especially of
teaching/mentoring activities, clinical services,
and achievement of national reputation
3. Reported time distribution inconsistent with
documented activities or track
4. Wrong track for job description
5. Poorly organized packet
Top 5 Problems with P&T Packets

10.  At least 3 Recommendation Letters are required
 Obtained by the chair; candidate may make suggestions
to the chair
 From nationally recognized authorities
 From outside the institution (for all but Clinical Attendings –
which may come from inside or outside UAMS)
 In candidate’s field of special interest and expertise
 Not involved in candidate’s prior training or employment
 “Other letters are encouraged” if they add value
 On letterhead and signed
 Author must be a Professor if requesting Professor rank,
typically Professors if requesting Associate Professor
rank
1 – Outside Letters

11.  Clarifies the letter writer’s relationship to you
 Explains the letter writer’s knowledge of your
work
 Required
 An addition to the formal letter of
recommendation process – Your chair does
this step
New This Year: External Referee
Form

13. Teaching and Mentoring Activities:
Help the P&T Committee understand the quality
and quantity of your teaching contributions
 Target Audience: who were your learners, how
many learners?
 Contact time?
 Preparation time?
 Learners’ evaluations of your teaching
 Summarize
 Comparative data – other teachers in your
department
2 – Lack of Documentation

14. Teaching and Mentoring Activities:
2 – Lack of Documentation

15. Appendix A, continued
Examples of Clinical Service
 Exemplary provider of patient care as evidenced through metrics
such as -
 peer assessment
 patient satisfaction scores
 referring physician satisfaction
 compliance with preventive care guidelines
 outcomes assessments
 productivity and efficiency
 cost-effective provider
 program growth
 Leadership in a practice or hospital setting
 Recognition by peers as a skilled clinician
 Utilization and/or initiator of new diagnostic or treatment modalities
 Development of evidence-based clinical practice guidelines
 Development and/or effective implementation of quality
improvement projects or programs
2 – Lack of Documentation

16. Clinical Service Activities:
2 – Lack of Documentation

17. Clinical Service Activities:
2 – Lack of Documentation

18. Clinical Service Activities:
2 – Lack of Documentation
Area Responsibility Calculations Hrs/Yr
ACH Clinic 2 half days per week 4 hrs X 2 X 46 368
Clinic f/u 1 hr per 4 hrs in clinic 25% of clinic
hours
92
Procedures 1 half day per week (x on
service)
4 hrs X 33 weeks 132
3 hours per week when on
service
3hrs X 13 weeks 39
Inpt GI
service
13 weeks per year 13 wks X 5 days
X 4 hrs
260
Video
endoscopy
3/month X 4 hrs/study 3 X 12 X 4 144
Total 45% 1035

19. National/International Recognition:
 Letters of recommendation (minimum 3)
 Invited lectures
 Study section membership
 Editorial boards
 National committee assignments
 National professional society officer
 Board certification in specialty/subspecialty
 Publications
 “Invited presentations” and presentations at national
meetings
 Honors and awards
2 – Lack of Documentation

20. 3 – Reported FTE inconsistent with
documentation

21. 3 – Reported FTE inconsistent with
documentation
Basic
Scientist-TP
Basic
Scientist-NTP
Clinical
Scientist
Clinical
Educator
Clinical
Attending
(in Percents) Range Typically Range Typically Range Typically Range Typically Range Typically
Teaching/Mentoring
(Total)
10-35 30 0-30 5 5-10 7.5 10-50 25 0-30 20
Didactic Teaching 1-3 2.5 2-10 5 0-2 1
Bedside Teaching 2-10 5 10-40 20 0-30 20
Research 50-85 60 90-100 90 40-90 75 5-30 10 0-10 5
Clinical Service (Total) 10-50 20 40-80 80 70-100 90
Direct Patient Care 10-50 15 40-60 60 70-100 70
Bedside Teaching 2-10 5 10-40 20 0-30 20
Leadership/Admin.
Service
0-35* 10 0-10* 5 0-10* 2.5 0-20* 5 0-10* 5

22. Reported teaching time = 30%
Documented teaching activity = 2 lectures per year
Problem: 30% time should look like at least 600 hours
of contact and prep time
3 – Reported FTE inconsistent with
documentation

23. Clinician Educator on Wrong Path
Teaching Research Patient Care Administration
10 % 40% 45% 5%
Clinical Educator on wrong track – distribution is that of a
Clinical Scientist
3 – Reported FTE inconsistent with
documentation

24. Clinician Educator on Wrong Path
Teaching Research Patient Care Administration
30 % 10% 55% 5%
Clinical Scientist on wrong track –
distribution is that of a Clinical Educator
3 – Reported FTE inconsistent with
documentation

25. 4 – Wrong Track for Job
Description

26.  Organize sections of your packet in parallel with the
categories of contribution noted in the P&T Document
(teaching/mentoring; research/scholarly work; clinical service;
leadership/administrative service; professional recognition)
 Explain your contributions in language that a smart person
who knows (almost) nothing about your field can
understand
 Assure that your CV is comprehensible, comprehensive,
and well-formatted.
 Ensure your CV is an accurate and authentic representation
of your work.
 Copy/paste and then annotate portions of your CV within
the sections of your dossier to clarify your contributions
5 – Poorly Organized Packet

27. Bibliography – explain your role in multi-author paper (annotate
bibliography)
**Stillman P, Swanson D, Regan MB, Philbin MM, Nelson V, Ebert T, Ley B, Parrino T, Shorey J, Stillman A, Alpert E, Caslowitz J, Clive D, Florek J, Hamolsky M, Hatem C,
Kizirian J, Kopelman R, Levenson D, Levinson G, McCue J, Pohl H, Schiffman F, Schwartz J, Thane M, Wolf M. Assessment of Clinical Skills of Residents Utilizing
Standardized Patients. Ann Intern Med. 1991; 114:393.
** indicates this publication is included among the 10 submitted for review by the P&T Committee
I recruited residents from the Internal Medicine Residency Programs at both the Brigham & Women’s Hospital and the Beth Israel
Hospital to participate in this study. I was one of the faculty members who helped conduct the half-day sessions at U. Massachusetts
Medical Center. I participated in faculty meetings wherein the data were reviewed, and I reviewed and provided comments on the first
and penultimate drafts of the publication.
This publication was one of the foundational studies that lead to the development of standardized patient programs across the country,
including the UAMS Clinical Skills Center.
Explain the peer-review process of “novel publications” (e.g.,
clinical guidelines; on-line journals; published curriculae)
Leadership and Administrative Service – explain role on
committees (e.g., chair or member; what was the work of the
committee? Was it a little or a LOT of work?)
5 – Poorly Organized Packet – “fixes”

28.  Know your pathway!
 Be knowledgeable about specific expectations for
promotion (and tenure, if applicable) on your
pathway.
 Is it realistic to expect that you can achieve P&T
expectations with your current job description?
 Discuss any concerns immediately with your mentor,
division chief, and/or chair.
Evaluate “fit”

29.  Know the rules!
 Talk to the P&T committee chair in your department or faculty
affairs representative before finalizing your initial appointment
or if you have unresolved concerns.
 Get a mentor.
 Attend P&T workshops.
 Prepare concise, neat, well-organized documents for your
electronic P&T packet – carefully naming each document.
This will help reviewers easily find evidence that you have met
the criteria for your pathway.
 “Decode” acronyms.
How can you help to assure your own
success?

30.  Proactively collect the documentation you will need later
(“pack rat”).
 Request annual evaluation from Department Chair,
preferably in writing.
 Heed the advice!
 Be aware that promotion in a secondary department is
not automatic and requires separate action.
 Don’t wait until the last minute – start now.
How can you help to assure your own
success?

31.  Deadline for submission of your electronic packet is
Monday September 26, 2016. (please make note this
date!!)
 The electronic system is available at:
https://promotiontenure.uams.edu
 Attend a training session - learn how to create your
P&T dossier within this electronic system.
COM Deadline

32. “Each of us faculty members must
assiduously attend to designing and
executing our careers AND to
documenting them!” Brendan Stack, M.D.
Best advice from a former P&T Committee Member:

33. Questions?