Polishing your Portfolio
for
Promotion and Tenure
Bob Nakamoto
Mol. Physiology & Biophysics
Chair, SOM P&T Committee
rkn3c@virginia.edu, 2-0279
Topics
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P&T information - Website
P&T Timeline
Formatting your CV for P&T
Your Personal Statements
Documentation in the Portfolio
 Education (Teaching Portfolio)
 Clinical Care
 Research
 Scholarship
 Reference letters
The P&T Committee
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Everything you need to know about P&T
is on the website:
http://www.medicine.virginia.edu/
administration/faculty/faculty-dev/pandt
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General Advice
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Seek advice from mentors, including members of
the P&T Committee
Record keeping – collect information that
provides evidence for excellence
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awards, invited talks, grateful patient letters, student
evaluations, etc.
Be aware of your faculty track and the criteria
for each level of promotion
Be certain what you do fits with your track and
your job description – confer with Division
Chief/Chair
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Criteria for promotion:
tenure-eligible tracks
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Key words = EXCELLENCE and TRAJECTORY
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Assistant to Associate – excellence in one area (clinical care, medical
education, research) and local & regional reputation
Associate to Tenure – excellence in two areas plus continuing
scholarship with a regional and emerging national reputation
Tenure to Professor – sustained excellence in two areas plus
significant sustained scholarship and national & international reputation
Same criteria apply to non-tenure tracks, but generally excellence is
expected in only one area
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Your Promotions Portfolio
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Nominating letter from:
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Candidate Information
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Curriculum vitae
Personal statement
(re)Appointment letter
Documentation of excellence in 1°and 2°area(s) of
excellence (clinical, research, teaching)
Documentation of scholarship
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Chair
Division Chief (if applicable)
Secondary Dept. Chair (if applicable)
Dept. committee letter with vote
3 publications (pdf files)
Letters
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Release Waiver form
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Waiver of access to P&T forms/evaluations.
Not required for promotion or tenure and presence/absence
will not reflect positively or negatively.
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I. C.V.
“P&T C.V.” format on the P&T –
Resources for Faculty webpage
(Not every category applies to everyone)
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C.V. Pointers
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Content not context
Be accurate and avoid sloppiness
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Your C.V. tells us who you are
Keep simultaneous “P&T version” of C.V.
 Much more information than normal
Check out additional pointers at the AAMC
webpage:
 https://www.aamc.org/members/gfa/faculty_vit
ae/150036/cv_cv_tips.html
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C.V. Pointers
Reverse chronological order
Present position is listed first
Same for honors
Publications can be in chronological order, but reverse is
better
Helpful to distinguish activities that were:
Done while at UVA
Since last promotion action
Especially relevant to publications, invited talks, grants,
etc.
Careful with abbreviations
Should be stand-alone
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C.V. Subheadings
Reverse Chronological Order
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Personal Data
Education
Post-Graduate Education
Academic Appointments
Other Pertinent Employment
Certification and Licensure
Honors and Awards
Professional Affiliations (list years)
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C.V. Subheadings (cont.)
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Areas of Research Interest
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Current Projects
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Be concise
Be concise
Teaching Activities
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This need not be as exhaustive as the
Teaching Portfolio
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Teaching Activities in the C.V.
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Classroom teaching – give year, course number
and # of lectures, % responsibility
Clinical teaching – give years
Teaching Activities other than classroom or
clinical
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Grand Rounds, Journal Clubs
Committees related to teaching
Classes taken to improve teaching skills
Development of new curriculum, teaching materials,
etc.
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C.V. (cont.)
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Boards, Editorships
Clinical Activities
Inpatient
 Outpatient
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National, State, University, SOM, Department
Committees and Councils
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NIH study sections, Dept. service, etc.
Grants and contracts
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Title, period, $ amounts for your part of the project,
your role (PI, co-PI, etc.)
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C.V. (cont.)
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Facilities (applies to laboratory only)
Personnel currently supervised
Undergraduate, Master’s, Ph.D. and postdoctoral
trainees supervised (We do not want to see every name
of every resident your Dept. has trained)
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Papers published
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Peer-reviewed articles
Books, Chapters, Reviews (indicate which are peer-reviewed)
Enduring materials (videos, software, websites)
Short Communications (editorials, commentaries, articles)
Abstracts (distinguish if abstracts are reviewed)
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How to list journal articles on your C.V. for P&T:
citation analysis, journal rankings, and author
contribution:
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You need to provide special information for all papers:
(1) # of times cited
(2) The Impact Factor (IF) of the journal
(3) The rank of that journal (ranked by IF) in its field
The ISI "Web of Science" website from HSC Library Homepage
(NOT Google - #’s may be different), can be used to get the
citations to any of your published papers and the journal IFs
and rankings
Help available at: hslref@virginia.edu
(4) If you are neither the first author nor the corresponding author,
state briefly your contributions to the paper
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Use asterisk (*) to indicate the corresponding author. When
you are neither the first nor the corresponding author, briefly
state your contribution to the paper.
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Schmaltzcroft C.*, Schniklefritz, P. E. and Afacmemb, U. V. A new class of
dopamine receptors in the median eminence. Neurosci. 51:1234-1246, 2000.
Cited 23 times, IF = 6.096, Rank 17 of 194 neuroscience journals. Over
half the experiments were done in Dr. Afacmemb’s lab by his technician.
Afacmemb, U. V., Schmaltzcroft, C. and Schniklefritz, P. E.* Dopamine inhibits
firing of pyramidal cells in neocortex. J. Clinical Neurosci. 67:234-245, 2001.
Cited 13 times, IF = 2.045, Rank 80 of 194 neuroscience journals; rank 3
among 25 clinical neurology journals.
Schmaltlzcroft, C.*, Afacmemb, U. V. and Schnicklelfritz, P. E. Quantification of
dopamine receptor density in the cerebellum. J. Neurobiol. 56:123-456, 2003.
Cited 5 times, IF = 3.145, Rank 54 of 194 neuroscience journals. Dr.
Afacmemb provided the antibodies used to estimate dopamine receptor density
and the experiments demonstrating antibody specificities were done in his
laboratory.
Underline co-authors who are your trainees
Identify electronic publications
Do not recommend using the H-factor for junior faculty
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C.V. (cont.)
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Technology Transfer Activity
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Invited Lectures and Symposia
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Inventions
Patents applied for and awarded
Registered copyright material
Trademarks for University owned intellectual
properties
License agreements
Distinguish from meetings attended or submitted
abstracts
Community Outreach
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II. Personal Statement
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Personal Statement or
What Makes You Tick?
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Use active voice, not passive voice.
Try to limit this to one page.
Think about the audience. This document will be read by
a range of clinicians/scientists.
Cover the highpoints, don’t go into too much detail on
any one point.
How do you define yourself? Start with the most
important part of your job and end with a short
summary.
See examples at
http://www.healthsystem.virginia.edu/internet/facultydev/PandT/pstatement.cfm
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III. Area of Excellence
a. Clinical Care
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Criteria for Clinical Excellence
(Examples)
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Requires at least 20% time
Patient care:
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Productivity
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RVUs (normalized for national standards, MGMA etc.) are the most
commonly used. Strive for top 50%.
With current market forces, criteria for productivity may become more
stringent in the future
Consistent adherence to practice-related standards
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“Clinical skills, clinical innovations, clinical research and/or programs
that are locally and/or regionally distinctive; programs that measurably
improve patient outcomes.”
Examples are P4P, JCAHO core measures, National Patient Safety Goals,
etc.
Candidates should be above the median.
Patient Satisfaction Scores
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Dept. of Market Research & Planning can supply Press Ganey data for
prior 5 years in appropriate format- tell them it’s for P&T use.
Can also supply geographic distribution of patients.
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Other Possible Measures
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Adherence to performance standards
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Specialty-specific outcome measures
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These can be documented by the candidate (can include
community service).
Scholarly activity applicable to the candidate’s clinical
activity is expected.
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Examples are mortality rates, readmission rates, case
complexity.
Clinical practice improvement activities
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Access, communication, etc.
This may include peer-reviewed publications, participation in
clinical trials, etc.
360-degree evaluations
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These are confidential and the candidate’s Chair or Division
Chief would be responsible for collecting them.
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Do NOT directly solicit letters from
patients to support promotion
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III. Area of Excellence
b. Research
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Research Statement
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Be concise.
General description so all members can
understand what you do and why it is important.
Refer to the important publications that illustrate
the points (not all of them) in the statement.
Emphasize progress since the last promotion
action.
Where is the work going and future plans.
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Research Activities
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Grant support (past, present and pending)
Publications (with the annotations)
Review activities – journals and study sections
Presentations at meetings (international and
national), and other institutions
 Posters vs. oral presentations (selected
abstracts)
 Indicate whether presentations were invited
 Workshops – show us you are the expert in
the field
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III. Area of Excellence
c. Teaching Portfolio
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Teaching Portfolio
The Teaching Portfolio is a companion to the more
traditional C.V.
The Teaching Portfolio has two parts:
 A short introductory section (one page or less) that
summarizes your teaching activities
 A main body that gives detailed information about your
contributions as an educator.
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Teaching Portfolio “Do”s and “Don't”s
•Keep length to 20-30 pages, maximum!
•Use summary data for teaching evaluations, with
selected excerpts from narrative comments by
students and trainees.
•Summarize categories of teaching experience, if
extensive.
•Do not include syllabi, class notes, web-based
materials, lab manuals or clinical cases.
Exception: A short sample might be provided
for major, complex creations; however,
descriptions should usually suffice.
•Do not use an appendix.
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Teaching Portfolio “Do”s and
“Don't”s (cont.)
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Do not include PowerPoint slides of your lectures unless
this is something really novel.
Do include student evaluations, quantification of your
performance as compared with other instructors.
Ask the course directors if they are collecting this
information and if not tell them it is important for your
next promotion.
For CI and AI candidates, your postdocs and graduate
students in the lab are a reflection of your teaching
ability.
 Include documentation of how your postdocs are
doing, where they have gone, etc. (outcomes)
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IV. Scholarship
You must select three (3) publications ONLY –
provide them as pdfs.
In 1-2 sentences tell us why you chose those 3 examples. This
is very helpful for a reviewer not in that small field.
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The emphasis should be on work at UVa, particularly the work since
your last promotion.
If you have many to select from, be sure to include one overview
paper (review; book chapter) that will give the P&T Committee a
good summary of how your work fits into the field.
High-impact papers are ideal.
Papers from your laboratory that demonstrate independence are
also important.
Prefer examples of work since last promotion action.
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V. Letters of Recommendation
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Reference Letters
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Candidate and Chair make list of up to 20 potential
referees
At least 7 must be “independent external” (recommend
more)
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Rest are combination of internal and external
Waiver to view letters
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Cannot be former advisor/mentor, institutional colleague, or
collaborator
Dean’s office must receive at least 3 for committee consideration
You will not know who sends and does not send letters
Do not contact the referees
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Indicators of Regional/ National/
International Reputation
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Service on a study section or grant review
panel of a regional or national agency
Membership on editorial boards of major
journals
Invited reviews and articles
Invited talks at regional/national/
international symposia and at other
institutions; visiting professorships
Officer, chair, or member of a committee of
regional or national professional or
scientific society
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Most Frequent Problems with Promotion
Portfolios
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Candidate’s C.V.
 Not in the correct P&T Committee format (see instructions on the
website)
 Redundancies in C.V. (do not list your publications in more than one
section of the C.V.)
 Papers in preparation should not appear on your C.V.
Education Documentation
 Too much information in the Education section (do not send us your
Academy of Distinguished Educators portfolio application. See the
instructions on the P&T website on how to adapt it for P&T)
 Present teaching evaluations and ratings in condensed formats (do not
include reams of raw evaluation data)
Referee Letters
 Too few letters from External-Independent Reviewers (A minimum of 3
are required for review)
 Give plenty of suggestions to your Chair (8-10 names; maximum of 20).
You would be amazed how many requests are not returned.
Research Documentation
 Show us your independence. Be sure to list your % effort on each grant
and your role on the project for grants on which you are not the PI
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Before you submit your portfolio, you are encouraged
to consult P&T Committee members
We want you to understand the P&T guidelines,
know the criteria for P&T for your particular track, and
learn how to construct your best possible portfolio.
Current P&T Committee Members
Robert Nakamoto, Physiology, Chair
Jaideep Kapur, Neurology, Vice Chair
Robert Bloodgood, Cell Biology
Daniel Burke, Biochemistry & Mol. Genetics
Abhinav "Bobby" Chhabra, Orthopaedic Surgery
Patrice Guyenet, Pharmacology
Stuart Howards, Urology
Lee Jensen, Radiology
Maria-Beatriz Lopes, Pathology
Robert O’Connor, Emergency Medicine
Mark Okusa, Medicine
Sally Parsons, Microbiology, Immunology & Cancer
JoAnn Pinkerton, Obstetrics and Gynecology
2 new members TBA
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Other Able Consultants
Veterans of P&T Committee
Mark Abel, Orthopedics
Vic Baum, Anesthesiology
Ann Beyer, Microbiology
David Brautigan, Microbiology
Mark Conaway, PHS
Sim Galazka, Family Medicine
Leigh Grossman, Pediatrics
John Hanks, Surgery
Stacey Mills, Pathology
Stephen Park, Otolaryngology HNS
Larry Phillips, Neurology
Thomas Platts-Mills, Medicine
George Rich, Anesthesiology
Emilie Rissman, Biochemistry
Dick Santen, Medicine
Mark Shaffrey, Neurosurgery
Peggy Shupnik, Medicine
Sharon Hostler, Senior Associate Dean
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Remember
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Check out the website for the timeline,
formatting and instructions
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Summary
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1. It’s not as intimidating as you may think
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2. If your Chair and Dept. do a good job, there should be
a 100% “pass rate”
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3. Don’t pass us a sloppy or quickly done portfolio, or we
will pass it back to you
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Please make the portfolio accessible and do not use too many
acronyms and abbreviations
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4. READ and BELIEVE the website
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5. Not everyone will fill in every line of the standardized
C.V.
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Promotion decision is qualitative – not points for each
activity/triumph
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Summary (cont)
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6. First thing is to get your C.V. prepared and generate
the list of inside and outside letters.
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Pay careful attention to the “independent” references
7. Start now to collect teaching and clinical evaluations, if
you haven’t started already.
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If the course did not have formal evaluations, ask the course
director to get anecdotal comments from students
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8. Please feel free to contact any of us
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9. P&T Committee members in your department or with
whom you work will recuse themselves and not in the
room. Don’t be afraid to ask their advice and help
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10. Most applicants are successful
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