Promotion & Tenure Dossier Preparation

1. Promotion & Tenure Dossier Preparation “Time flies. It’s up to you to be the navigator” (Robert Orben)

2. Disclosures • I am not on any P&T committee!

3. Successful Dossier Preparation starts on first day of hire • Document everything you do in real time • Start a list or professional diary • Categories of items include: • Manuscript, abstract or grant reviews • Mentoring – students, residents, faculty – document! • Abstracts submitted/accepted (oral, poster) • Every talk (community, grand rounds, CME, national) • Teaching – didactic, bedside/clinic, CME, other • Educational efforts, evaluation, email feedback, etc • Every committee – institution, local, national • Networking – list names, connections

4. Example – professional activity log

5. CoM Dossier Requirements • CV in UK format • Teaching portfolio • Personal statement of research* • Personal statement on service • Letters from students, student evaluations • Representative samples of productivity* • List of proposals submitted and awarded* • Materials related to professional status • Materials related to University or professional service * Optional for Clinical Title Series

6. DOE and Job Description • Know & understand them • If they don’t match what you are actually doing, then change them • Your dossier will be compared to your DOE and Job description during the review process • If your DOE lists 20% time for research and you have 0 papers/grants – problem!

7. CV in UK Format • Follow the format! • Update it regularly – either in real time, or the 1st of every month for example • This is the document that summarizes you, keep it up • While you may need different formats for different uses, keep the UK format CV up to date, then make copies for other use that you alter

8. CV cont. • General information – straightforward • Professional licensure • Board certifications • Additional certifications, eg research • Education • Undergrad, professional/graduate • Post-graduate • Continuing – often forgotten • Leadership training (WELD, AAMC, other)

9. CV cont. • Academic Appointments • Add in Visiting Professorships, eg Grand rounds talks • Consulting • Local, state/regional/national • If it’s related to your job it counts • Teaching activities • List of didactic talks, locations, audience • CME talks (eg – Family Practice Review) • Bedside/clinical teaching - # trainees, type, contact

10. CV cont. • Advising activities* • Student/trainee – list name(s), your role, contact hours, dates • Directed student learning – specify name(s), projects, dates, credit hrs • Thesis/dissertation committees • Invited referee for someone else’s APT – list institution, date, and action but not name *Think about other roles – eg training APPs, PT/OTs, other health care students and providers Formal mentoring activities thru institution (IAmaWomaninSTEM), WIMS, professional society? If you have published/presented with a trainee – say so!

11. CV cont. • Administrative Activities & University Service* • University level – senate, councils, committees – specify role, dates • College level – councils, KMSF, committees – specify roles, dates • Medical Center – ditto • VA - ditto • Department – ditto • Division - ditto Have you been an ad hoc member? Count it! Are you on the CCC? Count it! Medical student or IM resident admissions? Count it *service to profession goes in a separate section

12. CV cont. • Special Assignments • Place to list things that don’t fit elsewhere* • Honors & Awards • List everything, no matter how far back it goes^ • “Best doctors” counts here *For example – search committees, things your chief or chair asked you to do that may not have been formal committees or work assignments, ^Honors example: Dr de Beer won the L.J. te Groen Medal for Best student in Obstetrics and Gynecology in 1971!

13. CV Cont. • Professional activities • Memberships – organization, dates • Positions held – local, regional, national • Advisory groups/ study sections • Review panels • Editorial boards • Journal peer reviewing • Chairing symposia (local/regional/national) • Media contributions • Professional development activities (CEUs)

14. CV cont. • Speaking engagements • Local, regional, national • Talk title, dates, forum, audience, location • List pending Separate into research/education (“creative work” talks) vs CME, for example Include any community talks you do – local church, library, YMCA etc Media appearances can be listed here

15. CV cont. • Research & Intellectual contributions • Publications • peer reviewed original • non-peer reviewed, editorials, reviews • Books, chapters, monographs • Letters, book reviews, lay press • Electronic media • Abstracts – local, regional, national

16. CV cont. • Research cont • Grants and contracts (current, pending, previous) • List dates, $, your role • Title, sponsor • Non-sponsored research • List dates, your role • What it led to (eg, sponsored project, paper, training opportunity)

17. CV cont. • Other creative activities • Innovative materials • Clinical protocols • Modules developed • Computer programs • Teaching materials developed • Describe what is was, how its used, and by whom

18. CV cont. • Other activities • Writing board examinations • Curricular design committees

19. CV– cont. • Do you train APPs for your service? • Do you lead / coordinate / work on staff teams? • Do you provide unique clinical services? • Are you a “physician champion”?

20. Examples • Thanks to: • Katie Ballert • Maher Baz • Ana Lia Castellanos • Angela Dearinger • Raymond Reynolds • Charles Sargent • Kristen Stakelin Note, formatting and emphasis in some sections is mine, not theirs

21. Teaching section example Clinical Teaching: Attending Physician: General Medical Service University of Kentucky Medical Center, Lexington VAMC October 1998- June 2004 Attending Physician: Specialty Consult Service University of Kentucky Medical Center, Lexington VAMC November 1998- Preceptor, Introduction to the Medical Profession (MD 821) U.K. College of Medicine, 1999,2000, 2001 Second Yr medical students Instructor, Problem Based Learning in Specialty (MD835) July 1999- Workshop director and clinical mentor in Specialty clinic Third year medical students Director, Specialty Fellowship Program January 2006- Course Director MD 850 July 2000- Adult Clinical Specialty Fourth year medical students Mentor, Dean’s Medical Student Shadowing Program First and Second yr medical students 2007- Lists institutions, years, course titles, students, dates

22. Professional Activity example – reviewing activities July 2014 Manuscript Review for Clinical Nephrology Pokyoma (BK) Virus Associated Urothelial Carcinoma Originating Within a Renal Allograft Five Years Following Resolution of Polyoma Virus Nephropathy. August 2013 Book Review: Core Concepts in Renal Transplantation First edition ISBN: 9781461400073 May 2011 Manuscript Review for Clinical Nephrology Bone Pain after Transplant- An Unusual Presentation. Dec. 2009 Book Review: Nephrology Subspecialty Consult Second edition ISBN 0-7817-9149-9 Feb. 2009 Manuscript Review for Clinical Nephrology Pre-Eclampsia Presenting as Hyponatremia. March 2008 Book Review: Basic Clinical Dialysis ISBN 007471501-1 Lists the titles, dates, and whether it was book or manuscript

23. Administrative Activities - example Committees - Department  08/2008 - Present Surgery Education Committee, Department of Surgery University of Kentucky 07/2013 - Present Clinical Competency Committee, Department of XX University of Kentucky 10/2013 - Present Maintenance of Certification (MOC) Review Committee University of Kentucky Committees – College/Institution 3/2016 - Present Executive Committee of the Women in Medicine and Science Initiative Committees – Profession 10/2012 – 10/2015 Kentucky Specialty Association Alternate Representative to the Southeastern Section of the American Specialty Association 10/2015 – 10/2018 Kentucky Specialty Association Representative to the Southeastern Section of the American Specialty Association

24. Trainees – document who, dates, what they did Name Dates of training Role in training Position after my lab Jennifer DeCoste 6/04-8/04 summer student Medical student, Harvard Project: Regulation of vascular proteoglycans by metabolic factors associated with diabetes Supported by: UK start up funding Fei Huang, MD, PhD 5/05-5/07 postdoctoral fellow Research Associate, University of Toronto Project: Angiotensin II and vascular proteoglycans in atherosclerosis Supported by RO1 HL82772 Productivity: 1 first author publication, 2 presented abstracts Kristin LaRue 05/06-08/06 summer student graduate school Project: Hyperlipidemia in diabetic nephropathy Supported by KYSS (Kentucky Young Summer Scientist) Program Katie Brandewie 01/07-06/201 undergraduate undergraduate student, UK Project: Hyperlipidemia in diabetic nephropathy Supported by the COBRE Molecular Mechanisms of Human Diseases and RO1 HL82772 Productivity: 2 co-authored publications Jennifer Jones 06/07-08/07 summer student Residency in pediatrics, Navy Bethesda MD Project: SAA and vascular proteoglycans in atherosclerosis Supported by AHA Beginning Grant in Aid and the Medical Student Federal Work Study Program Deepa Taneja, MD 07/07-06/09 postdoctoral fellow private practice, endocrinology Project: Hyperlipidemia in diabetic nephropathy Supported by the COBRE Molecular Mechanisms of Human Diseases and Divisional Support Productivity:1 first authored publication, 3 co-authored publications, 5 abstract presentations

25. Personal Statements • This is where you can guide the reviewer to why you do what you do

26. Research Statement & Portfolio • Optional for CTS – but if you have done anything, list it here! • If you have DOE for Research, then you need to show what you did with that time • List all authored products • List all presentations • Outline training you took • Include examples • List reviewing activities (show invites)

27. Example - Research Although none of my DOE involves research, I am certainly in support of, and grateful for my research colleagues. Clinical medicine is only where it is today because of brilliant and curious problem solvers, willing to do anything from patiently analyzing minutia, to thinking completely outside of the box in advancing medication and technology. My contribution to research is to partner with basic and clinical scientists to assist with subject recruitment. I have worked with various research teams including Dr XX, Professor of Oral Medicine, Dr YY, Assistant Professor of Physiology and Biomedical Engineering, and others. Usually the study PI will send a clinical research coordinator/recruiter to my clinics; when I see a patient that is a potential candidate for a particular study, I alert the recruiter, who then reviews the study detail with the patients. Many of my patients appreciate the opportunity to participate in research, and knowing that I, as their diabetes provider, support the project helps with successful recruitment. … and then get letters of support from Drs. XX and YY

28. Example - Research Although my focus during most of my career has been clinical practice, most recently the quest for knowledge has led me to get involved in medical research. While one year organ allograft survival has improved significantly in the last decades, long term survival of organ transplants has improved little over the previous decades. This has led a multidisciplinary group of people in our medical center, including transplant surgeons, pathologists, microbiologists and organ-ologists to ask questions and seek options of therapy that would affect the longevity of the organ allograft. With this in mind, we are in the process of submitting a pilot study for organ Transplant recipients where we would use Regulatory T cell therapy in hopes of inducing tolerance, minimizing or avoiding calcineurin inhibitors and hopefully prolonging the life of the organ allograft and the organ transplant recipient.

29. Example - Research • My career has not been focused on generating original research; however, I have focused on rendering excellent care utilizing treatments generated from new research. Working in an academic medical center has allowed me to have access to the most recent treatment modalities and cutting edge technologies, which has allowed me to render excellent care to my patients. Additionally, I have witnessed the delivery of health care evolve as a direct result of the application of new research. I firmly believe that without research I would not have treatment options for many of the patients I care for.

30. Research - Example

31. Teaching Statement & Portfolio • 3-5 pages max • Summarize what kind of teaching you do, instructional goals, types of activities • Itemize didactic courses with title, course #, # students, short description • Include representative syllabi or talks • Include trainee evaluations of you

32. Things to Include • Trainee and peer evaluations of you • Invitations to teach elsewhere • Other institutions, CME, society • Documentation of mentoring/advising activities • Where are the trainees now? • Course development or direction • Peer validations as well as trainees • GME, CME, professional, undergrad, other • Participation in teaching workshops

33. Personal Statement on Teaching - example Occasionally someone who knows that I am a physician at a University will say to me, “Oh, so you teach?” I always answer, “Yes, I enjoy teaching,” all the while knowing that they are envisioning me standing in front of a classroom talking about something “medical” to a large group of students. This is an important part of education, and I have on occasion given lectures in this format. However, my teaching experience has primarily been in a small group format and at the bedside, in both inpatient and outpatient settings. Explaining medical education to my parents (on several occasions) made me ponder the question- how do you teach someone to be a doctor? I think it begins by being a mentor. My teaching and mentorship philosophy is fairly simple- care about the learner as an individual, care that they learn what they need to learn to be the best doctor they can be, and model kindness and respect towards others.

34. Teaching Statement Example Caring about my residents also means I am invested in their development- it is my responsibility to help them acquire the knowledge and skills necessary to become effective physicians. From my own experiences as a medical student and resident, I know that providing a positive environment is essential to the learning process. I often ask probing questions. I want the student or resident to be able to articulate why they think their plan is best for their patient. Being tasked with answering probing questions in a positive environment helps residents think through the processes they used to reach a decision, and helps assure that they will be able to follow the same processes in less positive, higher stress environments. If their plan isn’t sound, they will often recognize it themselves; then we can work through it together. Demonstrating the need for continuous learning is also a priority for student and resident education. As physicians, we are by nature, committed to continually learning. I encourage residents to say they don’t know if they don’t know. They see me do this. I am never afraid to tell my resident or student, “I don’t know the answer to that, let’s look it up.” In fact, I think it is very powerful for a student or resident to see their attending say to a patient, “I’m not sure about that. I’m going to go research that and get back with you.”

35. Teaching Examples Points out scores and the N ivolved • Highlight your achievements: Highlights these awards

36. Personal Statement on Service • Administrative & Leadership • Committee or taskforce membership • Roles at UK, VA, society, professional organization, other • Patient care • Clarify your unique expertise - # patients, # referrals from outside UK (and where) • Development of innovative care approaches • Clinical consultation work • Volunteerism – local/national/international

37. Personal Statement on Service In addition to serving the University community and the public health research community, my commitment to service primarily involves serving my patients. Within the University, I have been a member of several committees that oversee resident medical education, such as ….. I have also served on committees that directly affect patient care, such as [specific details]…. I have been actively involved in medical education as a small group facilitator for courses such as [course titles]…. More recently I have taken on the role of Director for the xx Residency and as a course instructor in a public health graduate course (Clinical Preventive Services.) In addition to specialty Residents, I also advise public health graduate students and have served on Masters of Public Health Capstone Committees.

38. Example cont. My service activities extend outside of the University setting. I am a member of the Kentucky Department for Public Health Center for Performance Management (CPM) Advisory Committee, which guides the CPM as they strive to empower local health departments to pursue continuous quality improvement. The CPM and the community are tasked with improving the practice of public health in Kentucky, and thus improving the health of the residents of the state. I have also served as an abstract and/ or poster reviewer for the Kentucky Chapter of the American College of Physicians and the Southern Society of General Internal Medicine (SSGIM). My service to the SSGIM has also included leadership roles as a program committee member and program section chair for the annual SSGIM meeting.

39. Example cont. As an academic medicine physician, I enjoy all aspects of my career. My ultimate priority, though, is patient care. I am deeply committed to serving my patients. I consider it a privilege to be someone’s doctor. I went to medical school to take care of the sick, and to help the well, stay well. This is my primary service commitment as a physician. Whether on a hospital ward service or in clinic, I strive to provide exceptional medical care. Over the last seven years, I have developed close relationships with many of my patients. This is the joy of medicine for me. Although my professional activities are varied, they all share one focus- taking care of people.

40. Additional Items - examples • If your DOE has changed over time – point it out explicitly and discuss in your statement(s) why and what you did

41. Resources https://facultyaffairs.med.uky.edu/general-documents https://facultyaffairs.med.uky.edu/dossier-preparation GENERAL DOCUMENTS 2015-2016 Promotion and Tenure Memo APT Committee Schedule College of Medicine Appointment Recommendation Form Suggested CV Outline Format Departmental On-Boarding List COM Dossier Checklist 2015 Provost Tracy Memo for Promotion Transfer of Faculty Appointment Protocol Guidelines for Promotion and Tenure