BRIGHAM & WOMEN’S HOSPITAL
DEPARTMENT OF MEDICINE FACULTY SERVICES OFFICE (FSO)
Revised 7/28/2014
CANDIDATE SUMMARY TEMPLATE
Initial Request for Term Appointment or Term Promotion
(Assistant and Associate Professor, and Principal Associate rank)
Submitted by Division
In order to eliminate the existing back and forth of term appointment/promotion letter
revisions and to assist divisions with meeting the precise HMS requirements, BWH
DOM FSO does not accept actual letters. Instead, divisions are asked to provide a
summary of the attributes of each candidate along with the other required documents.
This packet is first reviewed by the Promotions Administrator (PA) for completeness
and to ensure that the materials have been prepared according to these instructions.
Editorial Services (ES) reviews, triages, and requests revisions of the CV and candidate
summary as needed. All required revisions must be completed by the division and
candidate before the appointment/promotion may proceed for review by the DOM
Promotions Committee (DOM PC).
Following BWH DOM FSO approval, the packet is presented at the next available
DOM PC meeting.
Upon DOM PC approval, references are requested, and ES uses the packet to compose
the candidate’s appointment/promotion letter from the Department Chairman to be
sent to HMS.
The following Template with instructions outlines the Candidate Summary and
additional documents required, as well as offering sample sections of the Template for
a candidate whose Area of Excellence is Investigation: “Contributions, Achievement,
and Impact”; “Demonstration of Scholarship”; “Grant Status”; “Teaching and
Education”; and “Significant Supporting Activities.”
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CANDIDATE SUMMARY TEMPLATE
(Assistant and Associate Professor, and Principal Associate rank only)
Faculty Name: ___________________________ Degree(s): ______________________
Division:________________________________ Date Prepared: __________________
Division Chief Approval: __________________________________________________
(Signature on hard copy or electronic signature required)
Notes:
*All information presented on this Template should match or tie directly to
information presented in the candidate’s CV.
*Use 3rd person as this document does not come from the individual candidate (even if
candidate provides initial draft).
*CV, Candidate Summary Template, and Annotated Bibliography will be reviewed
together. If any are unacceptable, the packet may be returned to the division for
revision and resubmission.
*Submit hard copies AND send electronic version of above docs in WORD format.
Initial Appointment Clarification
Does the faculty member have a secondary appointment at HMS? _____ (Y/N) If no,
proceed to Step 1. below.
Is the secondary appointing department aware of the primary appointing department’s
promotion? _____ (Y/N)
Which department is the PRIMARY? _______________________
Which department is the SECONDARY?_____________________
If DOM is the secondary department, please obtain a letter from the chair of the primary
appointing department affirming their support of the DOM promotion.
Step 1.
Provide a summary paragraph explaining why the division believes this candidate
should be appointed/promoted to the requested rank at this time.
Step 2.
Indicate your requests by checking the appropriate boxes:
1. Request Type
Initial HMS Term Appointment
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HMS Term Promotion
2. Proposed HMS title (choose only one)
Associate Professor of Medicine
Associate Professor of Medicine, Part-time
Assistant Professor of Medicine
Assistant Professor of Medicine, Part-time
Principal Associate
3. Area of Excellence (choose only one, based on HMS metrics)
Not Applicable for Principal Associate
Clinical Expertise and Innovation
Investigation
Teaching and Educational Leadership
Academic Part-Time
Longer Service (Assistant Professor only)
4. Significant Supporting Activities - optional and only if appropriate (i.e.,
“above and beyond” the norm).
 Select one or more from the approved HMS SSAs only.
 Select only those that apply and are clearly supported by CV.
 Do not select a SSA that is the same as the AOE
(i.e., if AOE is Investigation, do not select an SSA of
Investigation).
 Note that teaching is not a Sig. Supporting Activity
Not Applicable for Longer-Service or Principal Associate
Clinical Expertise
Investigation
Education of Patients and Service to Community
Administration and Institutional Service
5. Proposed full-time/part-time status, with description that clearly shows how
the candidate meets/will meet HMS eligibility requirements (see HMS
requirements at the end of this document)
Full-time
Part-time
6. If first HMS term appointment request, has the candidate been selected as a
result of a search? _____ (Y/N) If yes, what type? If previous promotion based
on search, please leave blank.
General search
Other faculty member recruitment
Trailing Spouse
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7. Note any other hospital, academic appointments, part-time or full-time, voting
faculty or not, or industry positions that may continue during any portion of the requested
HMS term appointment/promotion. Indicate how much time is spent on each
commitment.
Step 3 .
Using the bolded headings below, list the candidate’s noteworthy accomplishments
(separate from the Demonstration of Scholarship section) in the following areas (may
be in narrative format):

Contributions, Achievement, and Impact
Based on the AOE selected, list:
3-5 accomplishments for Asst Prof and Principal Assoc or
5-8 for Assoc Prof,
Explain why each accomplishment is important. (e.g., impact on field of candidate’s
research/grants/projects, clinical/technological innovation, other activities). (Example
provided at the end of this document. HMS does not want this section to be a cut-andpaste of the CV Narrative.)

Reputation
Based on the AOE selected, list:
2-4 accomplishments for Asst Prof and Principal Assoc or
3-5 for Assoc Prof,
(e.g. national/int’l talks, journal and grant reviewing, editorial activities, awards,
significant administrative leadership) (Example provided at the end of this
document.)
Step 4.
Please provide the following information in narrative format:

Demonstration of Scholarship (IMPORTANT! – Please adhere to the
instructions below carefully as these are common problems, seen regularly,
resulting in unnecessary delays. (Example provided at the end of this
document.)
o Should be understandable by non-specialists because they are members of
the committees making decisions about promotions. Therefore, do not
make this section too technical, and avoid jargon. Overly technical prose
may be returned to the division for rewriting.
o All publications contained in the Annotated Bibliography must be
discussed and cited. However, be sure to include additional
publications as well, which adequately reflect your career.
o Use only HMS CV citation style. Example: (Research Investigations 14)
or (Reviews, Chapters, Monographs, & Editorials 5).
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o Do not copy the annotated bibliography or the CV narrative verbatim.
o Explain why and how each project is relevant to the candidate’s overall
agenda.
[Note: ALL Annotated Bibliography papers must be discussed in this
section, as well as additional relevant publications. However, HMS does not want
this section to be a cut-and-paste of the Annotated Bibliography or the CV
Narrative. It should show the trajectory of a promotion candidate’s career,
mentioning at least several publications for promotion candidates at the Assistant
Professor level (more for higher ranks), and using the correct numeric crossreferences to the appropriate Scholarship subsection of the CV in parentheses:
(Research Investigation 2), (Reviews, Chapters, Monographs, Editorials 10), etc.]
(Example provided at the end of this document.)

Grant/other funding status Provide information about the key funding source(s)
which support(s) the candidate’s research (basic or clinical). (Example provided
at the end of this document; don’t copy verbatim from CV.)

Teaching and Education Describe teaching, training, and supervisory activity.
Also include discussion of relevant invited talks/presentations. If initial term
appointment, describe planned teaching. (Example provided at the end of this
document; don’t copy verbatim from teaching/training sections of the CV or the
CV Narrative.) If teaching in formal HMS courses, provide course numbers, if
possible.

Significant Supporting Activity(ies) (SSA) Optional Only if appropriate (i.e.,
“above and beyond” the norm and supported by CV), select one or more from
the approved HMS SSAs below. Do not select an SSA that is the same as the
AOE (i.e., If AOE is Investigation, do not select an SSA of Investigation).
Clinical Expertise
Investigation
Education of Patients and Service to Community
Administration and Institutional Service
For each SSA, please list 2-4 accomplishments for Asst Prof and 3-5 for Assoc
Prof, based on the SSA selected. Explain why these accomplishments are
important. (Examples provided at the end of this document; don’t copy
verbatim from any sections of the CV, including the Narrative.)
See Step 5, on the following page, for a list of the other documents which must be
submitted with the initial request.
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Step 5.
Submit Candidate Summary Template to DOM Promotions Administrator (PA)
with the following (please do not submit documents separately – submit hard copies
in one packet – submit the electronic version in Word at the same time):

CV in DOM HMS format

For Asst Professor and Principal Associate, select two (2) only and, for Assoc
Prof, select five (5) only, published examples of scholarship and discuss them in
the annotated bibliography. Provide 8 hard copies of the annotated
bibliography along with 8 copies of the articles.
o Criteria for inclusion in the annotated bibliography may be: impact on
practice, citation index, impact factor of journals in which they were
published, and/or thematic link to other work the candidate has done. The
annotated bibliography should include a 3-5 sentence summary
(understandable to non-specialists) about the subject of each work and its
importance, along with the candidate’s role/contribution to the work and
the way it launched other work or built on prior work. Successful studies
with mentees, papers that won awards at meetings, or work that has
otherwise had an impact would also be worth choosing. A sample
Annotated Bibliography for an Assistant Professor promotion candidate is
featured on the DOM Intranet (www.bwh-medicine.org).
o Note: Articles and annotated bibliography are not required for
candidates who are being promoted according to Longer Service
Criteria.

List of potential referees, based on selected AOE, using the template on the FSO
website or a separate document which includes all required information (hard
copy and electronic version in Word format).
For Clinical Expertise and Innovation or Teaching and Educational Leadership.
or Longer Service criteria, provide:
Assistant Professor:
 At least 2 names of senior clinicians/faculty in the candidate’s area of
expertise (from his/her current institution/Division) and/or adjacent fields
(including referring physicians, if appropriate)
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



At least 2 names from outside BWH/DFCI, but affiliated with Harvard
(not required for Longer Service)
At least 1 name of an individual who can assess teaching skills (example:
a co-teacher, course directors, Chief Resident)
At least 1 name of an individual outside Harvard who can assess teaching
skills (example: a co-teacher, course directors, Chief Resident)
At least 2 names of impartial reviewers1 (not required for Longer
Service)
Associate Professor:
 At least 3 names of senior clinicians/faculty in the candidate’s area of
expertise (from his/her current institution/Division) and/or adjacent fields
(including referring physicians, if appropriate)
 At least 2 names from outside BWH/DFCI, but affiliated with Harvard
 At least 2 names of individuals who can assess teaching skills (example: a
co-teacher, course directors, Chief Resident)
 At least 2 names of individuals outside Harvard who can assess teaching
skills (example: a co-teacher, course directors, Chief Resident)
 At least 2 names of impartial reviewers
For Investigation criteria, provide:
Assistant Professor and Principal Associate:
 At least 2 names of investigators in the candidate’s area of expertise (from
his/her current institution/Division) and/or adjacent fields (including
referring investigators if appropriate)
 At least 2 names from outside HMS/BWH/DFCI; however, affiliated with
Harvard
 At least 1 name of a previous colleague, training director, or supervisor
 At least 1 name outside Harvard
 At least 2 names of impartial reviewers
1
In general, an impartial reviewer is considered to be an individual who has no vested interest in the
appointment and who can provide as objective an assessment as possible. Members of the faculty who are
at BWH, as well as faculty at HMS, are both considered colleagues/collaborators, therefore as individuals
for whom the committee cannot assess "vested interest." Therefore, the P&R Committee always expects a
letter from someone whose academic affiliation is outside Harvard University and who has not trained with
the candidate, worked with the candidate, written with the candidate, or collaborated with the candidate.
The reviewer should be in the same field as the candidate, but should not be a former institutional
colleague, mentor, co-worker, or co-author on any of the candidate's research or publications. An "outside"
referee may, for example, be someone in the field, someone who heard the candidate lecture, someone who
has read his/her papers, or someone who knows of his/her work through interaction in national committees
or professional societies. This person should also be of a more senior academic rank than that to which the
candidate is being proposed.
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Associate Professor:
 At least 3 names of investigators in the candidate’s area of expertise (from
his/her current institution/Division) and/or adjacent fields (including
referring investigators if appropriate)
 At least 2 names from outside HMS/BWH/DFCI; however, affiliated with
Harvard
 At least 2 names of previous colleagues, training directors, or supervisors
 At least 2 names outside Harvard
 At least 2 names of impartial review


Hard copy of HMS Physician Profile/Affirmative Action Report (no start date or
academic title need to be entered)
Hard copy of HMS Form for Initiation of Term Appointments and Promotions
Applicants for term appointment/promotion will not be placed on the DOM
Promotions Committee agenda until all requested materials (including the CV) have
been provided, reviewed, revised by the candidate or division if necessary, and
approved by ES.
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Examples
Contributions, Achievement, and Impact section
As the co-director of the XYZ Research Center at BWH and an independent
investigator, Dr. Smith is a regional and emerging national leader in XYZ
pathophysiology.
(1) She has done extensive work on the pathogenesis of XYZ, by applying
established techniques for measuring ABC in patients and controls at rest and during
activity. She developed her own methods of measurement and has created a
procedure for measuring ABC physiology in patients. The technique yields clinically
useful information about various conditions and mechanisms, which can be used to
tailor treatment to the underlying cause of XYZ in individual patients.
(2) She is already shedding new light on what is considered to be “normal’
and has helped to improve our understanding of connections between XYZ and DEF
conditions. She has integrated imaging, an area of great promise, into her research.
(3) She has published numerous original articles on XYZ physiology, her
methodology in measuring abnormalities, its use in tandem with traditional
techniques, and the role of preventive therapy in the reduction of XYZ risk. She has a
key role as the principal investigator on an NIH grant and 3 industry-sponsored
studies. She is also a co-investigator for and holds leadership positions in a number of
large clinical trials.
(4) She is a founder and co-director of a clinic at BWH focused on XYZ,
where she sees patients and trains residents. The protocols she has created are in use
at other Partners hospitals and have the potential for more widespread use.
(5) She was instrumental to creating the XYZ fellowship at BWH in 2005 and
was one of the core co-authors of the XYZ Training Program curriculum, which has
served as a model for other hospitals. When the program was established, there were
no nationally agreed-upon requirements for the fellowship training of physicians in
XYZ, but the Society for XYZ-JOC has now established boards in XYZ and related
fields.
Reputation
Dr. Smith is an ad hoc reviewer for 10 journals, including the New England
Journal of Medicine, the Journal of XYZ, and the Lancet. She has presented her
research at numerous meetings, including the International XYZ Symposium in 2011
and the national XYZ Association annual meeting in 2012. She won the Kingsley
Award for Research in 2010.
Demonstration of Scholarship section
Dr. Smith has published 15 original papers as well as commentaries and
chapters. Her most important early paper, published in the Journal of XYZ,
demonstrated the importance of condition A in XYZ (Research investigation 2). This
first-author work was central in establishing that XYZ is not simply an anatomic
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disorder due to JKL. Rather, condition A plays an important role in many patients.
This study has been cited in numerous papers and reviews on the pathophysiology of
XYZ.
Dr. Smith then hypothesized that treating condition A might eliminate or
significantly reduce XYZ in selected patients. She gave TUV agent to two groups of
XYZ patients: those without condition A and those with a great deal. In the first
group, there was no improvement, but in the second, XYZ improved by
approximately 50 percent. The resulting paper (Research investigation 10) supported
a causal role for condition A in XYZ and is cited for its importance in pointing out a
potential therapeutic target for XYZ.
From her medical education and other scientific training, Dr. Smith realized
that XYZ is a multi-factorial disorder, yet most patients were being treated with a
single therapy, GRIM, that was difficult to tolerate. She hypothesized that directing
therapy at some of the other factors could eliminate the need for GRIM in some
patients. To do this, however, it was necessary to develop clinically feasible
techniques to measure the physiologic factors causing XYZ in individual patients.
Currently, no such techniques exist. Rather, patients with XYZ are simply given an
“XYZ-spectrum index” that quantifies the number of XYZ events per hour. There is
no measurement of size, mechanisms, or other factors. In a 2011 Applied Physiology
of XYZ first-author paper (Research investigation 13), Dr. Smith described a
technique for making such physiologic measurements using a GRIM machine, which
is available in all clinical labs devoted to XYZ. The technique could be used by
physicians to identify the physiologic traits causing XYZ, and therapy could then be
directed at the abnormal traits. This could provide patients with a much broader range
of treatments that may be more tolerable than GRIM.
Dr. Smith is also a leader in incorporating imaging into her studies of XYZ,
including the use of magnetic resonance imaging and lower-cost alternatives
(Research Investigation 14). In a 2012 XYZ Research and Practice commentary, she
summarized her promising studies in the field to date and discussed their current and
future clinical significance (Reviews, Chapters, Monographs, and Editorials 7). She
is also now collaborating with her peers at BWH in a genome-wide association study
(GWAS) focused on XYZ and related disorders (Research Investigation 15).
Grant Status
Dr. Smith is funded through an NIH R01, as well as grants from 3 companies:
Blake Inc., Yu Imaging Inc., and Schwartz Medical Supplies and Equipment. In the
past, she has been supported by a T32 training grant, ABCD Company funding, the
Harvard Catalyst, and the Jones XYZ Research Foundation.
Teaching and Education
Dr. Smith teaches (will teach) in the popular HMS courses “Methods for
Conducting Research” and “Renal Pathophysiology,” HT110.0. She supervises (will
supervise) trainees as a clinician and also participate(s) in noon conferences for
fellows, residents, and junior faculty at BWH. She has (will be asked to give) given a
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number of local lectures, including talks in the Harvard CME courses “Updates in
Research” and “Diagnosis and Treatment of Serious Disorders,” and in the Clinical
Investigation seminar series.
Dr. Smith also contributed (will contribute) to the XYZ Research Website, which
is consulted by many trainees, and has published a chapter in the leading textbook in
her field: Edward Reed’s Studies and Management of XYZ. She has formally
supervised (will train) 8 (X) trainees, some of whom have published papers in the
European Journal of XYZ and presented abstracts at the International Medical
Conference.
Significant Supporting Activity: Clinical Expertise
Dr. Smith sees clinic patients two days per week, is an attending physician on the
inpatient service 8 weeks per year, and interprets XYZ studies 4 weeks per year. She
recently wrote a chapter on XYZ pathophysiology for The Practice of XYZ Medicine,
the leading clinical reference in her field (Reviews, Chapters, Monographs, and
Editorials 5). With Drs. Jones and Doe, she continues to work on a clinical
innovation involving the Longitudinal Medical Record (LMR) that will improve the
care of XYZ patients—providing accurate information quickly so that these patients
can reap the greatest benefit from their in-patient and out-patient care at the lowest
cost, while having access to the most current therapies. She is the author of several
XYZ protocols adopted across the Partners Healthcare hospitals (Clinical Guidelines
and Reports 1-3), and the Kaiser Permanente system and other institutions have
invited her to speak about implementing these guidelines at other locations.
Significant Supporting Activity: Administration and Institutional Service
As a founder and co-director of a clinic at BWH focused on XYZ, Dr. Smith has
helped to create a multidisciplinary program—including the Departments of Q, R,
and S—to improve patient care and safety. As the co-director of the XYZ Research
Center, she helps to supervise the design and execution of clinical trials, which have
increased as a result of her leadership. She manages a group of 5 research assistants,
coordinators, and project managers. She serves on several BWH, Partners, and HMS
committees, including the Fellowship Selection Committee for her Division, the
Partners XYZ Treatment Redesign Program, and the HMS Curriculum Committee.
She is also active in the Boston Area XYZ Consortium and serves on several working
groups with the national XYZ Association, as well as reviewing grants for the NIH
XYZ Study Section.
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HMS Eligibility* Example of Requirements for Full-time and Part-time
Appointments
Junior Faculty Appointment
Full-time, Ladder
Part-time,
Ladder
Core, nonLadder
Time at primary
affiliate
> 4 days per week*
< 4 days but at least 1
day
<1 day per week
Title
Assistant Professor
Assistant Professor,
part-time
Lecturer
Criteria
As per ‘blue book’ for
full-time appointments
plus 50 hours teaching
per year
As per ‘blue book’
for full-time
appointments plus 50
hours teaching per
year
50 hours of teaching
per year
*One of the 4 days may be spend at an “affiliate of an affiliate”
• Minimal expectation for an appointment: teaching within the Harvard community
for 50 hours per year
• Full-time faculty should work at least close to full-time for a primary
HMS/HSDM affiliate
• Part-time faculty with ladder titles should have at least a nominal (i.e., 1 day per
week) relationship with a primary HMS/HSDM affiliate
• Lecturer and senior lecturer titles are appropriate for others who meet the teaching
expectations
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