Movin’ on up: An introduction the
the NOSM promotions process
Dr. Jack Haggarty MD, FRCPC
Professor NOSM
Dr. Barb Zelek MD CCFP FCFP
Assistant Professor NOSM
Conflict Disclosure Information:
Presenter: Barb Zelek
Title of Presentation: Movin’ on up: An introduction the the
NOSM promotions process
I have no financial or personal relationships to disclose
Conflict Disclosure Information:
Presenter:
J Haggarty
Title of Presentation: Moving On Up
Financial Disclosure
Speakers Bureau/Honoraria: JH: Lundbeck
Objectives
1. Describe the NOSM promotion
process.
2. Assess essential elements of a
successful application at each
level from Assistant Professor to
Professor.
3. Discuss specific requirements for
promotion, to determine if you
should seek promotion.
Pros and Cons of Promotion
Cons
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Need new business cards
Time consuming to prepare your portfolio
Does not affect NOSM or clinical pay rate
etc.
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You need new business cards anyway
Promotion transferable to other facilities
Get recognized by peers
Updating your CV and portfolio was needed
Get credit for the good work as teacher, mentor,
clinician in your community
Pros
Initial Academic Rank
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Previously determined by Associate
Dean Faculty Affairs in consult with
Section Chair using criteria from 2005
Faculty Handbook
Now determined by Division Head in
consult with Section Chair
Considers qualifications, experience
and achievements (Section 3.2)
If appointment exists at another
University, NOSM assigns same rank
NOSM promotions process History
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Committee formed and chaired by Dr.
Haggarty
Promotion language from 2005 Faculty
Handbook used
21 applications were reviewed for
completeness. Incomplete ones not
processed.
Recommendations to Dean that 5 be
promoted to Assistant Professor, 9 to
Associate Professor and 2 to Professor
effective July 1, 2011.
Dean accepted the Committee
recommendations.
History - 2011
•
Promotion language from the Faculty Handbook was
reviewed and amended by representatives from Faculty
Affairs, Physician Clinical Teachers Association and the
NOSM Faculty and Staff Association.
•
Resulting NOSM Policy and Procedures for Faculty
Appointment and Promotion were approved by Academic
Council and the NOSM Board of Directors on June 22,
2011.
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Promotions Committee chaired by Dr. Zelek reviewed 19
applications and recommended promotion of 17.
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The Dean approved the promotion, effective July 1, 2012,
of 2 Assistant Professors, and 15 Associate.
History - 2012
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Promotions Committee chaired by Dr.
Zelek has been formed.
19 applications have been received.
After the 2012 process is complete,
Committee will prepare
recommendations to be forwarded to
the Associate Dean Faculty Affairs to
clarify and improve the Policy.
NOSM Policy and Procedures for
Faculty Appointment and Promotion
•
http://www.nosm.ca/uploadedFiles/Fac
ulty_Appointment_and_Promotions_Po
licy-June_2011.pdf
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Article V
Section 5.1 Non-clinical faculty
Section 5.2 Clinical faculty
I want to apply! Now what?
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Notice to Faculty regarding promotions
– June
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You can request Section Chair to
review your application before applying
– request due by September 1st
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Application deadline – September 30th
How to apply – step by step
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APPLICATION FOR PROMOTION CLINICAL SCIENCES
DIVISION INSTRUCTIONS
– http://www.nosm.ca/csdfacultypromotionapplication/
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Updated curriculum vitae
Academic Contributions dossier (your own or the NOSM
version available on website at www.nosm.ca )
– http://www.nosm.ca/uploadedFiles/Academic%20Contributions%2
0Dossier%202012-2013.pdf
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Itemized list of academic administrative service – in above
or in CV
Copies of recent learner evaluations – dreed@nosm.ca
Copy of the research/ creative works that you wish to have
considered in the application
References – on form - 4 external referees for Professor
applicants
Academic Dossier
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http://www.nosm.ca/uploadedFiles/Acad
emic%20Contributions%20Dossier%20
2012-2013.pdf
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Please keep track of your academic
contributions!
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Examples to come.
Professor applicants – External
referees
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Four external referees (at least two of whom are from
outside the host universities) qualified to assess the
research and creative works of the applicant
Two will be chosen
Additional two external referees chosen by the Division
Head (must have expertise to enable a critical evaluation
of the candidate, and be at arms length with respect to
the candidate.)
These external referee cannot be a NOSM faculty
member, the applicant’s Masters, Ph.D., or postdoctoral
supervisor, or a research collaborator.
Faculty members from host universities, Lakehead or
Laurentian, are allowed, as are employment supervisors
who meet the criteria stated above.
NOSM has my application – now
what?
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Administrative Assistant (Chantal Caron) will
check for completeness of application
Applicants will be notified by email that
application is complete or more information will
be requested
Applicants will receive conflict of interest letter
Section Chair in consult with Division Head will
choose 3 members of Division to provide written
assessments of applicant
Division Head/Section chair makes
recommendation to committee – should this
applicant receive promotion to higher rank
Promotion Committee meetings – Dec. to March
Promotions committee
Section 6.3 Promotions Policy
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4 members of the Physician Clinical Teachers Association
• vacant
• Dr Anil Joseph
• Dr. David Mutrie
• Dr Barb Zelek
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2 members of the Northern Ontario School of Medicine
• Dr David Marsh
• Dr Elizabeth Levin
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3 members of NOSM Faculty and Staff Association member
• Dr Leslie Sutherland
• Dr William Hettenhausen
• Susan Boyko
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Length of appointments
Promotions Committee Timeline
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Member recruitment –
August/September
First meeting to review membership,
policy, process – October
Meetings – December to March
Recommendations to Dean – March
31st
Dean’s final notification to applicants –
within 30 days
Promotions Committee Procedure
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Committee members receive
documentation
Members review applications and
complete working ballot
Minimum of 5 members must review
application and submit ballot indicating
yes or no recommendation for
promotion with at least one
representative of each committee
subgroup
Promotions Committee Procedure
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Chair of Promotions Committee forward
recommendations to Dean of NOSM
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Dean makes final decision
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Applicant informed
Sounds easy – Time to apply
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Base criteria
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Areas reviewed for promotion
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Tips for success
Assistant Professor – base criteria
for promotion
• Has an MD degree, a master’s degree, a
professional health degree
• If the candidate does not have the degree but has
professional experience sufficient to allow a
contribution to the school, explain why the
candidate’s background merits promotion.
• the candidate has provided academic
contribution over at least a four-year period
(exceptional performance can reduce the
requirement).
Associate Professor – base criteria
for promotion
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Has an MD degree, a master’s degree, a
professional health degree
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If the candidate does not have the degree but has
professional experience sufficient to allow a
contribution to the school, explain why the
candidate’s background merits promotion.
the candidate has 5 years of experience at
the Assistant Professor rank (exceptional
performance as an Assistant Professor can
reduce the requirement to 4 years).
Professor – base criteria for
promotion
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Has an M.D. degree, another health
professional degree, a Master’s degree
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If the candidate does not have the degree but has
professional experience sufficient to allow a
contribution to the school, explain why the
candidate’s background merits promotion.
The candidate has 5 years of experience at
the rank of Associate Professor rank
(exceptional achievement while an Associate
Professor could reduce this experience
requirement to 4 years)
Areas reviewed for promotion- Articles
3.2 and 6.2 of Promotions Policy
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Teaching Activity
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Clinical Competence
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Administration
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Scholarly Activity
Teaching Activity
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Academic and/or clinical including
bedside teaching, based on evaluation
of the teaching dossier, learner
evaluations, letters from peers and
participation in faculty development.
Innovative teaching methods.
The criteria for competent performance
in teaching are applied with increasing
stringency as experience and rank
increases.
Clinical Competence
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Based on the dossier including letters
of reference
Participation in continuing education
and development of special interests
and expertise
The development of new techniques
and approaches will receive high
weighting for promotion in clinical
disciplines, particularly as they impact
on the practice of other clinicians
Administration
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Contribution to administrative activities
at NOSM or to outside professional
bodies
Organization of courses, service on
hospital, NOSM and professional
organization committees
Scholarly Activity
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Research, publications, scholarly
presentations, grantsmanship, editorial
responsibilities, curriculum
development and review, etc.
Research may include quality
assurance activities
Research is not a requirement for
clinical faculty but may be used to offset
lesser activity in another area
Assistant and Associate – what the
committee wants to see
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Cover letter – time to show off and highlight
your strengths
Updated CV
Academic Contributions Dossier
• If there are deficient areas, highlight these
in your cover letter and provide a valid
explanation
• Doesn’t NOSM have this info?
• http://www.nosm.ca/uploadedFiles/Academ
ic%20Contributions%20Dossier%2020122013.pdf
Academic Contributions Dossier
• Academic teaching sessions
• WGC, DTS, VARS, SCS, LAB, TOS etc.
etc.
• But I haven’t kept track
• Clinical teaching days
• You really mean the actual number of
days?
• Do your best and provide an explanation if
you do not know specifics
• NOSM contact (UME Jennifer Maxfield,
PGE Tyler England)
• Curriculum development
Academic Contributions Dossier
• Research supervision
• Research and scholarly activity
• Okay to say see CV
• Committee and governance work
• Good to summarize in dossier and
reference further in CV
• Professional or academic service
• Continuing professional education
• CFPC or RCPSC
Other stuff
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Recent learner evaluations
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Where do I get these?
dreed@nosm.ca is your friend
Professor – Applicant point of
view
• Building on previous templates of
• CV,
• NOSM or other Acad. Sites contribution (keep
track)
• Building goals of your Academic Career
• Deeper connections with Regional to
International Experts
• Assumes you ‘are an expert’
• National recognition
• Value to effort of networking, getting to know and
work with others
• References you get to pick/advice
• NOSM not compelled to use
Samples of Professor
• CV… see template
• NOSM records, yours to supplement
what may be missing
• Build an attractive ‘binder’ of
• your best work
• Letters of support by co-investigators,
colleagues
• See JH’s sample: Cover letter, Portfolio
Tips for success
• Submit on time .
• Follow guidelines… committee does not
like breaking rules or lack of compliance.
• Good strong cover letter.
• Start with good template for items.
• CV, student feedback (esp for Non-NOSM)
• Track potential referees including learners
• Use good English. Professors should
know how to, or know someone that can
edit.
Summary
• Described the NOSM promotion
process.
• Reviewed essential elements of a
successful application at each level from
Assistant Professor to Professor.
• Now you can apply too!
Questions
Jack Haggarty
haggartyj@tbh.net
Barb Zelek
bzelek@mfht.org
Bill Bragnalo
bbragnalo@nosm.ca