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Minutes: March 24, 2004

3 p.m., Wednesday, March 24, 2004
 School of Medicine Administration, Board Room 103

 PRESENT: Drs. Awad, Belzberg, Bhattacharya, Blok, Chan, Clark, Colecraft, Denmeade, Douglas Robinson (for Dintzis), Lucy Carruth (for Gabrielson), Hillis, Iacobuzio-Donahue, Johnson-Greene, Martinez, Nicolaou, Sandone, Sterni, Sunness, Woolf, Mr.Watkins, Mss. McCall and Foy.
ABSENT: Drs. Adger, Ain, Campbell, Caterina, Francis, Hattar, Koenig, Kolodkin, Lee, Leffler, Liu, Lorsch, Martins, Miller, Niv, Pomper, Roper, Ross, Schulick, Smith, Walker, Zellars, Ziegelstein, Mr. Grelotti,  Ms. Wahba.

 GUESTS:  Drs. Jackson and Askin.

I.  Minutes

The minutes of the February 18, 2004 meeting were approved.

 II.  Chair’s Report – Douglas Clark 

Effort Reporting

Dr. Clark encouraged members to contract Dr. Mike Klag and/or Dr. Janice Clements with effort reporting issues.

Clinician Educators

Three Medical School Council members serve on the Clinician Educator Committee.  The Committee is in a data collection mode reviewing promotion practices at other institutions and collecting data on utilization of the Gold Book extended contract option.  Data collected from the Gender and Diversity Committee survey will be shared with the Committee.

Future Meetings

Topics to be discussed in April include a presentation by Murray Welsh from the International Services Office on visa issues; the results from the Office of Research Administration survey; and a presentation on informatic and EPR issues by Stephanie Reel.

III. Current Promotion Criteria – Drs. Jackson and Askin

Professorial Promotions – Dr. Brooks Jackson, Chair PPC
Dr. Jackson reviewed the structure and operations of the Professorial Promotions Committee (PPC).  The PPC is representative of the School of Medicine faculty and consists of fifteen clinicians and four basic scientists.  Each department has its own process for reviewing faculty prior to submitting names to the PPC.  The PPC works in a sub-committee mode, with one member of the PPC and two other faculty assigned to review candidates.  The sub-committee solicits reviews; 10-20 letters of recommendation; and then reports their recommendation to the full committee.  Two votes are taken in the PPC prior to the recommendation being submitted to the Advisory Board.  The chair of the PPC presents the candidate to the Advisory Board and a vote is taken the following month.  If positive, the recommendation goes to the University Board of Trustees for final approval.  If the PPC does not approve a recommendation, the department director may withdraw the nomination or take the nomination directly to the Advisory Board.  The success rate is between 80-90%.

With regard to criteria for promotion, Dr. Jackson reported the committee looks at outstanding scholarship and teaching, publications, and leadership in one’s field/discipline.  Publications weigh heavily in the process, especially first or last author publications.  Original articles presenting new data carry more value than book chapters, although book chapters, web-sites widely used in education, and program building are all considered.  Very few get promoted based on just one aspect; almost all have variety.  Research can be bench or clinical observations.  The PPC pays attention to success of trainees, CME courses presented, educational web-sites, and other major educational activities.   It was noted that educational activities are not always well documented.  Overall, 70-75% get promoted based on research, either basic science or clinical.

In response to questions, Dr. Jackson noted those not approved frequently do not have national peers who support their promotion. 

Due to the time commitment available for research, basic scientists tend to get promoted sooner than clinicians.  Clinicians tend to have more publications (30-50 papers) than basic scientists.  Between 35-40 faculty get promoted each year.

In summary, generation of new knowledge, dissemination of knowledge, good articles in good journals, and successful mentees are all highly valued in the promotion process.

 Associate Professor Promotions – Dr. Fred Askin, Chair APPC
Dr. Askin reviewed the process of the Associate Professor Promotions Committee (APPC).  The department chair submits a recommendation to the Dean who forwards the nomination to the APPC.  Referees are provided by the nominee with input from the department director.  Letters are sent to referees and collected by a member of the APPC.  The major delay in processing a recommendation is the amount of time it takes to receive replies from referees.  The AAPC is proactive in reviewing clinician educators.  A standard CV format is used and a teaching portfolio is helpful.  Documenting educational activities, teaching awards, and program development is extremely helpful to the APPC; local or regional recognition is also important.

In response to questions relating to promotion of clinician educators, Dr. Askin noted the committee will look at publications (outcome studies/clinical studies), teaching programs that can be described, activities in local, regional, or national organizations, and documented invited talks.  With regard to feedback, the chair of the APPC reports back to the department director, who in turn reports back to the faculty member.

Dr. Askin supports the creation of a teaching portfolio and noted the Department of Medicine does an excellent job in providing the APPC with teaching portfolios. 

In response to the question “How does one know when one is ready for promotion?” Dr. Askin suggested the faculty member discuss this with their director at their annual review.  Some departments have a mid-review process that assesses whether one is on track for promotion.  Dr. Askin also suggested faculty may seek advice from senior members of their department.

It was brought to the Medical School Council’s attention that without grant support, some departments are unable to afford to support clinical faculty beyond the assistant professor lever and this might be an impediment to nomination for promotion.

 IV. Other Business

 There being no further business this meeting was adjourned at 4:30 p.m.

Sincerely submitted,

Mary E. Foy

Future Medical School Council meetings:

All meetings will be held in the School of Medicine Board Room (SOM 103), 3:00 to 5:00 p.m.

  • April 21, 2004
  • May 19, 2004
  • June 23, 2004