How to put a Dossier - UC Davis Health System

Putting Together Your AcademicDossierCandidate Statement WorkshopVijay P. Khatri, MBChB,FACSProfessor of Surgery

Putting Together Your Academic DossierReview Academic SeriesWhat is FPCTips in Preparation of Academic DossierKey Contents of PacketCandidate Statement

Academic Series Ladder Rank In Residence Clinical X HSCP Adjunct

Academic Series in the UC Davis School of MedicineSalary support by statefundsMember of AcademicSenateRoleInvestig./Creative Work(Research)TeachingClinical ServiceAdmin/Comm Svc.Ladder-Rank (APM 220)YesYesResearch Scholar & educatorIndependent, thematic, hypothesis-based researchwith extramural support. Areas of investigation mayinclude basic science, social science, educationalscholarship, translational, or clinically-oriented work.Required. May include clinical, classroom or labteaching of medical students, & housestaff, orgraduate student/post-doc supervision.Optional.Required.

Academic Series in the UC Davis School of MedicineIn-Residence (APM 270)Salary support by statefundsMember of AcademicSenateRoleInvestig./Creative Work(Research)TeachingClinical ServiceAdmin./Comm. Svc.NoYesResearch Scholar & educatorIndependent, thematic, hypothesis-based researchwith extramural support. Areas of investigation mayinclude basic science, social science, educationalscholarship, translational, or clinically-oriented work.Required. May include clinical, classroom or labteaching of medical students, & housestaff, orgraduate student/post-doc supervision.Optional.Required.

Academic Series in the UC Davis School of MedicineClinical X (APM 275)Salary support by statefundsMember of AcademicSenateRoleInvestig./Creative Work(Research)TeachingClinical ServiceAdmin./Comm. Svc.NoYesClinician-Investigator and educatorIndependent, thematic, clinical research program.May include clinical trials, translational or integrativeprojects, health services research, case series,educational research, or bench research.Extramural support in not required.Required. Emphasis on clinical teaching of students& housestaff. Also usually includes classroom orlab teaching of medical students.Required by definition.Required.

Academic Series in the UC Davis School of MedicineHealth Sciences Clinical (APM 278)Salary support by statefundsMember of AcademicSenateRoleInvestig./Creative Work(Research)TeachingClinical ServiceAdmin./Comm. Svc.NoNoClinician-educatorSupports departments invest/creative mission. Mayinclude enrolling patients or collaborating in clinicaltrials, enhancing clin efficiency; developing new clinor teaching programs or materials or assuming alarge clin load to free up research time for other fac.Required. Emphasis on clinical teaching of students& housestaff, May include classroom or lab teachingof medical studentsRequired by definition.Required.

Academic Series in the UC Davis School of MedicineAdjunct (APM 280)Salary support by statefundsMember of AcademicSenateRoleInvestig./Creative Work(Research)TeachingClinical ServiceAdmin./Comm. Svc.NoNoResearch Scholar & educatorIndependent, thematic, hypothesis-based researchwith extramural support. Areas of investigation mayinclude basic science, social science, educationalscholarship, translational, or clinically-oriented work.Required. though less amount than LR and IR.May include classroom or lab teaching of medicalstudents, or graduate student/post-doc supervision.No.Required.

Adapted from UC Davis FacultyDevelopment Career MentoringHandbook, pg 38-42

Faculty Personnel Committee

Make up of the FPC Chair, Vice-Chair and 7 additional members Goal: Follow the guidelines provided in the APM and serve as anindependent body providing recommendations to the Associate Dean New members educated on the APM and the method of evaluations,and how to generate reviews One member performs a detailed review though the electronic packetis available on MyInfoVault for rest of the committee to review.(Exceptions are the appointments and Letters of recommendationsfor promotion) All accelerations and Promotions require discussion

Tips in Preparing for Merits andPromotions

Tips in Preparing for Merits and PromotionsTip #1 Show evidence of having met the criteria foradvancement in each mission• Quantity, quality, significance and impact.• Highlight accomplishments rather than promise.• Describe you leadership role if it is not obvious(example: first author is a trainee) This is often best accomplished in the candidate’sstatementAdapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip #2 Be sure to use appropriate criteria. Do not use non-academic issues:• Hard-luck stories• Personal/health issues• Clinical load• Inequities in teaching or staff support• Length of time spent in a projectAdapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip #3Don’t rely on a “special deal” with theDean or Chair• Dean/Chair frequently has noknowledge of such a deal.• Reviewers (SPC, CAP, Dean) does notrecognize deals that foster inequitabletreatment of faculty.Adapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip # 4 Outside letters from external referees forpromotions must be “arms-length”• Don’t ask your mentor, frequent co-author,best friend, mother, etc.• Looking for objectives reviewers who canplace your accomplishments within context ofyour field.• Less than arm’s length letters make reviewcommittees believe you lack an independentreputationAdapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip # 5 Preparing your packet is ultimately yourresponsibility!!• Keep a file to place teaching evals, reprints,things you don’t want to forget to include!!• You will be given the opportunity to reviewyour packet before submission – check to besure it is complete and accurate!• Learn to use My InfoVaultAdapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip # 6Don’t buy into the myth that “only research counts” All missions are important! But….• Research is the reason for most denials. It is:o The mission that distinguishes the differentseries.o The only activity that isn’t scheduled foryou – you need to make time yourself!!o The only activity without immediate reward–discipline yourself, learn to say no!Adapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

Tips in Preparing for Merits and PromotionsTip # 7BEWARE OF EXCESSIVE SERVICEDon’t take on excessive serviceobligations early!Assistant professors are not expected tohave heavy service obligationsService obligations increase with rankinternally and in the professionAdapted from UC Davis Faculty Development Career Mentoring Handbook, pg 38-42

For more information: http://www.ucdmc.ucdavis.edu/facultydev/• Calendars of faculty development events• Definitions of series• Mentoring informationFrequently asked questions and answers:http://academicpersonnel.ucdavis.edu Or call! 916-734-4610

Content of DossierKEY CONTENTS Department/Division Letter‣ Discuss all the key criteria Candidate Statement‣ Considered Optional BUT STRONGLY ENCOURAGED Medical Student/Resident/Fellow evaluationsscores/comments‣ As many as possible for the review period Submit an Updated MyInfoVault Packet‣ Allows all the FPC members to review the content

Content of DossierDepartmental letter of recommendation Report of the nature and extent of consultation and the vote offaculty Positive and Negative Votes and Comments Evaluation (not just enumerate) of Teaching effectiveness Research Service Professional competence Balanced letter where often the positive and the negative areincluded (if negative included an explanation be provided) If there a apparent issues in the past or the present it should bediscussion (particularly what remedial actions were taken)

Candidate StatementGeneral Recommendations• Up to 5 pages• Describe accomplishments• Clinical Activity• Research/Creative activity-describe how the research fits together• Teaching-what is the teaching approach• Service• Explain any unusual circumstances which have affectedperformance in the various areas• Problems with teaching and any solutions candidate may havedeveloped• Significance of research, any problems which had to beovercome, breakthroughs that pushed the research forward• Significance of any awards or honors received during the reviewperiod• Description of any difficult, time-consuming or noteworthycommittee assignments

Candidate StatementTips to be Comprehensive and Complete Keep a file of all the letters of acceptance formanuscripts Update the MyInfoValt at regular intervals especially the“contributions” to manuscripts Keep a Folder in the Lotus Notes e-mail Teaching scores that are not in e-value system Have a .doc file of accomplishments that is updatedregularly

Candidate StatementInitial Paragraph-Example……..I was promoted to Full Professor of ClinicalSurgery, Step I effective July 1, 20xx. This CandidateStatement will outline my achievements since thepromotion and documents the clinical, teaching,research and service activity in support of my Merit toProfessor of Clinical Surgery, Step II effective July 1,20xx……

Candidate Statement Clinical workProvide a percentage time you spend in clinical duty‣ Clinic hours, # on calls, patient census, OR days, etc‣ Use a week as an exampleClinical expertise developedAny clinical programs establishedClinical competence is harder to describe and judge.‣ Perhaps mention outcomes, national benchmark comparison.Possible Future Inclusions:‣ cFTE = work RVU percentage of FPSC (Faculty Practice SolutionCenter) benchmark for the review period

Candidate StatementClinical Activity-Example……. I continue to also develop my practice in primary and metastaticliver cancers by collaborating with faculty in Anesthesia and Radiologyto integrate Low CVP anesthesia, radiofrequency ablation, portal veinembolization and radioembolization to increase safety of hepaticsurgery. To provide the latest ablative therapy to patient’s with livertumors, I attended a course that has certified me to incorporateultrasound-guided microwave technology for liver tumor destruction.Evolution of this clinical interest in gastrointestinal malignancies hasblended well with my recent academic activity including publications,Editorial membership, and membership to The American Hepato-Pancreato-Biliary Association as outlined below…………

Candidate Statement Teaching ActivityProvide summary of teaching activity (Quantity andQuality)‣ # courses, lectures, labs, discussion sessions, one-ononeteaching, # of teaching clinics per month etc.Summary of teaching evaluation score (meanscore/scale maximum) for ward, consult clinicevaluations, OR teaching, etc.Rank in Department or Division either thirds orquartiles

Candidate Statement Teaching ActivityTeaching AwardsMentoring of Medical Students (mentoring residentsis considered service)Have you made efforts to improve in areas wherestudent or peer comments have been negative?If there has been a serious problem with a class, hasthe candidate sought help from the Department Chair,the Teaching Resources Center, or a departmentalmentor?

Candidate StatementTeaching-Example……. With Dr. Kumari, the past Assistant Dean for Curricular Affairs, Idesigned and serve as the Co-IOR (now with Dr. Blankenship fromDepartment of Anatomy) for the 4-week Clinical Anatomy SpecialStudy Module that was an important component of the SSM Task ForceReport presented to the FEC and the CEP for approval. A core group ofsurgical, radiology and pathology faculty was assembled to providecomprehensive instruction on clinically relevant anatomy. The AppliedAnatomy SSM has been a valuable tool for preparing studentscontemplating a career in surgery or surgery-related careers. Dr.Ruebner from the Department of Pathology has developed theGastrointestinal Oncology SSM and I will be participating as anInstructor…….

Candidate Statement Research/Creative WorkPercent effort of candidate time spent on this endeavor# pubs during period of review (divided into types-original,reviews, editorials, etc)‣ Provide reference to the pub # as stated in MyInfoVaultCreative work: textbook, periodical editor, multimediapubs, educational materialsTrainee mentoring for research‣ As the candidate advances in merit/promotion more seniorauthorship strongly recommended

Candidate Statement Research/Creative Work# of extramural grants and contracts held duringstudy period as PI/co-PI or investigatorImpact of publications= ?accompanied by aneditorial, most downloaded article, etcResearch Awards

Candidate StatementResearch-Example…….Thus far, my research and creative work comprises xxpublications that include original manuscripts, textbooks(paper bound and online) and textbook chapters. Since mypromotion to Full Professor, I have had xx publications (xxas first-author, xx as senior author and x collaborator) inimpact journals such as Annals of Surgical Oncology,Radiology, Journal of the American College of Surgeons,Hepatogastroenterology and Editorials in Annals ofSurgical Oncology (Pub.# xx) and Journal of ClinicalOncology (Pub# xx)…….

Candidate StatementInstitutional/Regional/National ServiceMajor administrative/committee responsibilities‣ Service been done locally for the university, academic senate, orhospitalList work done nationally and internationally, particularlyleadership roles. True public service should then be listed.Lectures as outreach for dissemination of knowledgeInclude service on Editorial Boards, ad hoc reviewersService should increase with advancement in the series.REMEMBER this university has a degree of SELF-GOVERNANCE

Candidate StatementService-Example……. Since 2008, I have been a member of the MedicalClaims Review and Advisory Subcommittee which advicesthe University Counsel to determine whether “standards ofcare” have been met in cases that involve UC Davis. In2009, I was elected as the Surgical Science representative tothe Faculty Executive Committee. Since 2009, I have alsobeen serving on the Value Analysis Committee that reviewsand makes recommendations on submission for medicaldevices by faculty…….

Academic DossierThink about Service assignment‣ Particularly for Senior Professors-Service obligationsincreases with rankBUT‣ Beware of excessive service for Junior faculty

Academic Dossier The Candidate should becomeEducatedandEngagedwith their Own Dossier Preparation‣ Preparing the packet is ultimately the CANDIDATE’Sresponsibility!!

ACCELERATIONS DEPARTMENT LETTER: State explicitly thereasons for requesting the acceleration andhighlight the accomplishments succinctly Include a CANDIDATE STATEMENT Do not Use Acceleration in lieu of Equity Review APM 220: Unusually high academic achievement in atleast one category (teaching, research, or service) since thelast advancement, and at least normal progress in the othercategories, i.e., accelerations are not granted if anycomponent of the record is below par.

REMEMBER!This is a Transparent Process

Good Luck!