WELCOME TO THE
UCSD DEPARTMENT OF
PEDIATRICS
2012 ACADEMIC REVIEW
INFORMATION SESSION
Objectives of Information Session
• Provide academic review process
refresher
• Highlight key points to keep in mind
• Answer your questions on file
preparation
• Review policy changes
ACADEMIC AFFAIRS OFFICE
Physicians Medical Center
UCSD Department of Pediatrics
7910 Frost Street, Suite 300
San Diego, 92123
Fax: (858) 246-0019
Mail Code: 0831
http://www.peds.ucsd.edu/business/
personnel
Academic Affairs Staff
•
Alicia LaPalme – Divisions: Child Development and Community Health,
Dysmorphology, Endocrinology, Gastroenterology, General Pediatrics, Hospital
Medicine, Infectious Diseases, Neonatology, Neurology, Rehabilitation Medicine
(858)246-0037 alapalme@ucsd.edu
•
TBD – Divisions: Allergy/Immunology/Rheumatology, Cardiology, Dermatology,
Emergency Medicine/Urgent Care, Genetics, Genome Information Sciences,
Hematology/Oncology, Nephrology, Pediatric Pharmacology and Drug
Discovery, Respiratory Medicine
(858)246-0035 selevin@ucsd.edu
•
Joanna Horning – Senior Academic Affairs Analyst, School of Medicine Dean’s
Office
(858)534-6623 jhorning@ucsd.edu
•
Judy Frink – Academic Affairs Manager
(858)246-0033 jfrink@ucsd.edu
Why does it take so long?
Pediatrics reviews for 2012:
98
Academic Reviews Total
25
Promotions in Rank
School of Medicine reviews for 2011:
703
Academic Reviews submitted
420
Completed as of April 1
283
Still undergoing review
2012 Academic Review
Candidate Timetable
• Process starts more than one year
ahead of the effective date
• IMPORTANT: signed documents are
due to your academic specialist by
MAY 15, 2011.
2012 Academic Review
Candidate Timetable
• April
2011
Complete documents and schedule
a meeting with your
Division Head or Faculty
Sponsor to discuss your review
• May 15 Deadline for submission of
2011 candidate documents to your
Academic Specialist, with a copy
to your Division Chief or Faculty
Sponsor
2012 Academic Review
Candidate Timetable
• Aug - Nov
2011
Pediatrics Review and Appraisal
Committee meets monthly to
assess all career reviews
•
Normal merit advancements reviewed by
teams of committee members
• Nov 2011 –
Jan 2012
Files submitted to Dean’s Office for review
by SOMCAP and/or campus CAP
2012 Academic Review
Candidate Timetable
• Jan-May
2012
Candidates receive
notices of action taken
• July 1, 2012
All actions take effect
Academic Ranks and Steps
Overview
Normal Periods of Service
Assistant Professor
I
II
III
IV
Two years at each step
V & VI Cross-over merit
Used in exceptional situations.
May be used in lieu of service at
Associate Professor, Steps I & II
Normal Periods of Service
Associate Professor
I
II
III
Two years at each step
IV & V Cross-over merit
Used in exceptional situations.
May be used in lieu of service
at Professor, Steps I & II
Normal Periods of Service
Professor
I
II
III
IV
V
Three years at each step
VI
Granted on evidence of continuing great
distinction, recognized nationally or
internationally in scholarship or
teaching. Continuing excellence and
high merit in original scholarship,
teaching, and service
VII
VIII
Three years at each step
IX
Four years at step
Above
Scale
Four years at each salary level. Same as
Professor VI with international recognition
Step V may be for indefinite duration
Types of Actions
•
•
•
•
•
•
Merit advancement
Promotion
Career Review
Fourth Year Appraisal
Acceleration
Change of Academic Series
Fourth Year Appraisal –
Assistant Professor Rank Only
Formal assessment of candidate’s progress to date and
determination if on track for promotion in two years
Categories:
• Favorable
• Favorable with Reservations
• Problematic
• Unfavorable
Acceleration
• To reward extraordinary
contributions in research and
creative activity, teaching, or other
scholarly and educational
contributions, or for recalibration
purposes at career reviews
• Requires demonstration of unusual
achievement and exceptional
promise of continued growth
Academic Series Requirements
Putting Together Your
Academic File
For Review
List of Academic File Items:
• Teaching Quantification Form
• List of Outside Reviewers (for career
reviews only)
• Biography/Bibliography
• Candidate’s Self-assessment
• Teaching evaluations
• Reprints
Teaching
Quantification
Form
INSTRUCTIONS FOR TEACHING QUANTIFICATION FORM
•
One form required for each academic year (i.e.
7/1/10-6/30/11).
•
List exact course numbers AND course titles as
listed in the course catalog.
http://meded.ucsd.edu/Catalog/overview/elective
s.html
•
List any Student/Trainees that you have
mentored during the academic year.
•
PDF format – totals automatically calculate
•
In clinical teaching, a session is defined as a
half-day.
TEACHING EVALUATIONS
• IMPORTANT - Good teaching evaluations are a
mandatory part of the file.
• Evaluations are composited by the academic
affairs staff. You may request copies of your
evaluation summaries, to determine which
evaluations are missing from your file.
• A minimum of 5 evaluations per year are generally
acceptable per academic year.
• The academic affairs specialist will solicit
evaluations in confidence, from individuals whose
contact information you provide.
External Reviewer Criteria
Required for all candidates proposed for promotion or
advancement to Step VI, or a change in academic
series.
Some things to remember:
REFEREES MUST BE HIGHER THAN YOUR CURRENT RANK.
REFEREES MAY NOT INCLUDE:
- COLLABORATORS WITHIN THE LAST 10 YEARS
- THOSE WHO ARE LISTED ON YOUR BIBLIOGRAPHY
FROM 2001 TO PRESENT. (SPECIALISTS ARE
REQUIRED TO CHECK YOUR LIST AGAINST YOUR
BIBLIOGRAPHY)
- ANYONE WHO SERVED AS YOUR MENTOR WITHIN THE
LAST 10 YEARS.
External Reviewer
List
INFORMATION
REQUIRED FOR
EACH REVIEWER:
• Name, title
• Contact information
• Reason chosen as
reviewer
CURRICULUM VITAE
A copy of the CV is required for career reviews. It
will be sent to all outside reviewers, along with
the solicitation letter.
Please make sure your CV is current and free
from typos
No specific format is required for the CV. Be sure
to include all pertinent information for outside
reviewers.
BIOGRAPHY
FORM
REPRINTS
• Each bibliography citation with an * must have a reprint
submitted with the file
• Section A – copies required for all or most items.
For Accepted items, include publisher’s binding
acceptance of entire work; for In Press items, galley proofs
should be included.
• Section B – copies not required
• Copies should be numbered in pencil in the upper righthand corner to correspond with the bibliography
BIBLIOGRAPHY
SECTION A: PRIMARY PUBLISHED WORK
Work published in the open literature (peer reviewed), which
one may reasonably expect to find in libraries other than
UCSD.
May be separated into subsections OR a descriptor is required
at the end of each citation (i.e. Original Research Articles,
Invited Articles, Book Chapters, Books/Edited Books.)
In Press and/or Accepted items may be included in this section
but NOT Submitted articles.
Do NOT list any Abstracts in Section A. Abstracts are to be
listed under Section B. Other Work.
BIBLIOGRAPHY
SECTION B: OTHER WORK (Optional)
Examples: Abstracts (presented and published), patents, nonreviewed work, book reviews, conference proceedings, letters to
the editor, newsletters, encyclopedia entries, DVDs, CDs,
videos.
This section may also be separated into subsections (e.g.,
Abstracts Presented, Abstracts Published, Miscellaneous) OR a
descriptor is required at the end of each citation (e.g., DVD,
conference proceeding, etc.)
HELPFUL TIPS FOR PREPARING YOUR BIBLIOGRAPHY
•
The citations in each of the Sections must be in chronological order, beginning with the earliest
and ending with the most recent entry.
•
Ensure that each item appears only once on the bibliography.
•
Numbers assigned to citations are permanent and may not be moved or re-numbered once the
format is established in Sections A and B.
•
Publications that were inadvertently omitted from the previous bibliography should be inserted
in its chronological place without changing the existing numbering system. Instead, the letter A
(ie. 12.A) should be used. Include the notation “Omitted from previous review” in left-hand
column.
•
Authors, titles, journal title, volumes, editors, pages, etc. MUST be listed on the bibliography
EXACTLY as they appear on the publication. "Et al." may not be used in lieu of listing multiple
authors. The inclusive page numbers and year of publication must follow each citation.
•
Draw a solid horizontal line in each Section to separate the new citations from citations listed at
the time of the last advancement.
•
Place an asterisk (*) to the left of each number for which you are submitting a reprint, galley
proof or publisher’s binding acceptance of entire work.
•
In the left margin, indicate the change in status of citations from the last review to the present
one, e.g., “From In Preparation, “From Submitted”, “From Accepted”, “From In Press”.
•
A new signature and date should be included each time the bibliography is revised.
Candidate’s Self-assessment
• This is a narrative in your own words to describe or
further elaborate on the information contained in
your file.
• All information should be listed in the
bio/bibliography or teaching forms.
• We suggest you title the document “Candidate's
Self-assessment” at the top of the page, followed
by the text.
• Include a copy along with the documents you send
to your Division Chief.
Miscellaneous
• If you have received any service
acknowledgement letters (you did a
great job letter), you should include
them with your documents.
Certifications
• Certification A – Required at the time review
documents are submitted. Sign and date
• Cert B is signed and dated after the departmental
review and prior to submission of the file. This
certifies that the candidate has had the
opportunity to review the completed file and the
department's recommendations prior to
submission of the file for campus review.
• Cert C is signed by the candidate if material is added
to the file after it is forwarded to the Dean’s Office
and/or Academic Personnel Office.
A Few Suggestions
Teaching options:
• Medical Education curriculum – contact Dr.
Jess Mandel in the SOM jmandel@ucsd.edu
• Biomedical Sciences curriculum – contact
Gina Butcher, Administrative Director
gbutcher@ucsd.edu
Service options:
• Faculty Council Links
http://medicine.ucsd.edu/faculty-council/links
under ‘How to Volunteer for Committee
Service’
Remember…
Check Your Work
• Are all forms completed correctly, dated
and signed?
• Do the bibliography numbers, authors,
titles, pages, publication/publisher match
previous bibliography or the reprint?
• Tip: have someone else check your
documents
Top Reasons for File Delays
•
•
•
•
Referee letters
Teaching evaluations
Contribution to ‘team science’
Not responding to the academic
affairs specialist’s requests for
information
• Information not consistent (biobib
vs. self-assessment vs. division
chief’s letter)
UCSD Websites
POLICY AND PROCEDURE MANUAL for
Academic Advancements and Reappointments:
http://adminrecords.ucsd.edu/PPM/docs/230-28.html
DEPARTMENT ACADEMIC AFFAIRS WEBSITE:
http://pediatrics.ucsd.edu/businessservices/academicaffairs.shtm
l
SOM DEAN’S OFFICE ACADEMIC AFFAIRS WEBSITE:
http://som.ucsd.edu/index.php/academic/
UCSD ACADEMIC AFFAIRS WEBSITE:
http://academicaffairs.ucsd.edu/offices/apo/
Understanding SOM Academic Titles:
http://medicine.ucsd.edu/academic-affairs/faculty-and-academicpersonnel-information/understanding-academic-titles
Other UCSD websites and links
ACADEMIC SENATE COMMITTEE ON ACADEMIC PERSONNEL
http://www-senate.ucsd.edu/committees/cap.htm
INTERNATIONAL CENTER
http://orpheus.ucsd.edu/icenter/scholars/visa_departments.html
This page provides Visa information for Departments and International scholars.
LEAVES OF ABSENCE
ACADEMIC LEAVE POLICY (PPM 230-10)
http://adminrecords.ucsd.edu/ppm/docs/230-10.HTML
BENEFITS AND PRIVILEGES (APM 700 TO 760)
http://www.ucop.edu/acadadv/acadpers/apm/sec5-pdf.html
UNIVERSITY OF CALIFORNIA, OFFICE OF THE PRESIDENT – “AT YOUR
SERVICE”SITE
http://atyourservice.ucop.edu/employees/life_changes/leaves/index.html
SABBATICAL LEAVES
http://www.ucop.edu/acadadv/acadpers/apm/apm-740.pdf
Questions?
www.pediatrics.ucsd.edu/