Promotion and Tenure
OHSU School of Medicine
Robert E. Shangraw, M.D., Ph.D.
Chair, Promotions and Tenure Committee
Email: shangraw@ohsu.edu
May 7, 2010

Candidate
Department Chair
Departmental P & T Committee
SOM P & T Committee
Dean/Provost

OHSU SOM Promotion and Tenure
Timetable
• Sept – Oct
• November
• Dec 15
• Jan 10
• May 30
• June 15
• July 1
Identify candidates; assemble materials
Departmental P&T Committee review
Departmental Review completed
Recommendations to Dept chair
Deadline for submission to SOM
P&T committee
Complete SOM Review
Dean recommends to Provost
Promotion effected

OHSU SOM Promotion and Tenure
Components of the Application
• Curriculum vitae [standardized format]
– http://ozone.ohsu.edu/som/faculty/pt.shtml
• Personal statement of contributions
• Job description, Time & Effort statement
• Annual reviews
• Documentation of teaching (quantity and quality)
• Departmental P & T evaluation
• Supporting letters
– Associate professor: 5 letters, 3 from outside OHSU
– Full professor: 7 letters, 5 from outside OHSU

OHSU SOM Promotion and Tenure
Guidelines
• Categories of evaluation
– Scholarship
– Teaching
– Service
• Evaluation of performance
– Satisfactory
– Substantial
– Outstanding

Scholarship
Teaching
Service
SOM Criteria for Promotion and Tenure-
Associate Professor
Satisfactory Substantial Outstanding
X
X
X

Scholarship
Teaching
Service
SOM Criteria for Promotion and Tenure-
Associate Professor
Satisfactory Substantial Outstanding
X
X
X

Scholarship
Teaching
Service
SOM Criteria for Promotion and Tenure-
Associate Professor
Satisfactory Substantial Outstanding
X
X
X

SOM Criteria for Promotion and Tenure- Full
Professor
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure- Full
Professor
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure- Full
Professor
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

OHSU SOM Promotion and Tenure
Award of Tenure
• Tenure can be awarded to faculty at the associate and full professor ranks
• Criteria for tenure:
– Institutional: satisfy one area as outstanding, one as substantial, and one as satisfactory achievement
• Distribution not important, but usually best in scholarship
– Departmental commitment for support
• Must have funds to provide salary in “hard” money

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service X
X
X

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service X
X
X

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure- Award of Tenure
Satisfactory Substantial Outstanding
Scholarship
Teaching
Service
X
X
X

SOM Criteria for Promotion and Tenure-
Research Associate Professor
Satisfactory Substantial Outstanding
Scholarship
Teaching (N/A)
Service (N/A)
X

SOM Criteria for Promotion and Tenure-
Research Professor
Satisfactory Substantial Outstanding
Scholarship
Teaching (N/A)
Service (N/A)
X

• Approved by SOM Chairs and Faculty Council,
Fall 2008
• Became effective June 2009 for 2009-10
• 2009-10 academic year: 23 candidates

OHSU SOM Promotion and Tenure
Clinical Professor/Associate Professor
• This is an elective choice decided by faculty member and his/her chair.
• Clinical prefix may be used for faculty who are principally engaged in clinical service activities, and provide major role to
OHSU clinical enterprise
• Promotion is dependent upon achievement in teaching and service (only)
• This is a non-tenured position at either level
• Assistant Professor to remain un-differentiated
• Candidates can change between clinical and traditional pathways, but only when upwards in rank
• Faculty in all SOM departments are eligible

SOM Criteria for Promotion and Tenure- Clinical
Associate Professor
Satisfactory Substantial Outstanding
Scholarship (N/A)
Teaching
Service
X
X

SOM Criteria for Promotion and Tenure- Clinical
Associate Professor
Satisfactory Substantial Outstanding
Scholarship (N/A)
Teaching
Service X
X

SOM Criteria for Promotion and Tenure- Clinical
Professor
Satisfactory Substantial Outstanding
Scholarship (N/A)
Teaching
Service
X
X

SOM Criteria for Promotion and Tenure- Clinical
Professor
Satisfactory Substantial Outstanding
Scholarship (N/A)
Teaching
Service X
X

Clinician Educator Series: Questions ?
Page 1
• How does one pursue the clinician-educator pathway?
– On the promotions packet cover page there will be a check space indicating pathway sought for this promotion
• What is the timeline for promotion?
– The timetable will be exactly that set forth for the traditional promotions and tenure processes. Go through department P&T in fall, January 10 hard SOM deadline, notification in June.
• What about letters of recommendation?
– Number of letters will be unchanged (professor 7/5, associate
5/3) . Chairs should clarify the nature of the request to referees.
• What about tenure?
– Tenure is not available within clinician-educator series

Clinician Educator Series: Questions ?
Page 2
• How do you switch from (or to) the traditional path?
– The pathway being sought has to be specified on the cover sheet checkbox. We do not discriminate based on present status. For example, an associate professor seeking clinical professor rank just has to check the clinician-educator path on the cover sheet. Leaving this space unchecked will result in traditional evaluation.
• Who evaluates the candidates?
– Evaluation will be by the SOM Promotions committee, the same committee that considers traditional and research candidates.
• Will the SOM Promotions committee award “clinical” rank when it is not explicitly sought?
– No. Candidates and their chairs must identify the most viable and satisfying pathway for the candidates, and the committee will adhere to that choice. Informal preceding advice can be arranged, as always.

Clinician Educator Series: Questions ?
Page 3
• Will “fast-tracking” be possible for the clinician-educator series?
– No. Fast-tracking applications are used for candidates of same rank at another
(US) academic institution transferring here. Fast-tracking is not faster, or out of sequence, but rather streamlined. Because of the inconsistent definition of the “clinical” prefix across the US, the meaning of the title is difficult to interpret a priori. We now have a very tight definition for our clinicianeducator series at OHSU, but even that is a marked departure from our definition last year. Therefore a full application will be required for all incoming candidates seeking rank with the “clinical” prefix.
• Speaking of recruits from other institutions, what about “provisional” status?
– “Provisional” is a suffix used as a placeholder for recruits who the chair feels is appropriate for a given senior rank, but the faculty member is hired at a time out of sequence with the annual SOM Promotions review. The candidate may be hired at the selected rank, but the “provisional” suffix will be attached until the SOM Promotions committee can review the candidate. The
Committee will consider to recommend removal of the suffix. Candidates should not retain the “provisional” suffix for more than one year. (This suffix applies to all pathways, not just the clinician-educator series.)

Promotion and Tenure
OHSU School of Medicine
James Cohen MD Ph D
Professor Otolaryngology/Head and neck Surgery
Chief Otolaryngology PVAMC

• Outlines your rationale for promotion and provides supporting evidence
– It is your responsibility to make it a cohesive and logical argument
– The better you educate your reviewers and the committee the lower the chances of misunderstanding

• Committee
– Associate Professor or above
– Familiar with P+T guidelines
– Consistency from year to year
• 1 or 2 three year terms
• Less than 30% turnover each year
– 2 “Peer” reviewers who “argue your case” before the committee
• They know P+T but not your department, your practice situation or your field!!

OHSU SOM Promotion and Tenure
Components of the Application
• Curriculum vitae
– annotated where necessary to provide explanation or emphasis
• Documentation of teaching (quantity and quality)
• Job description, Time & Effort statement
– Helps the committee understand the context in which you work

OHSU SOM Promotion and Tenure
Components of the Application
“The Spin”
• Personal statement of contributions
– Where you rank your contribution in each area and why
– Explain the significance of your work product
– Explain any extenuating circumstances

OHSU SOM Promotion and Tenure
Components of the Application
“Supporting Evidence”
• Annual reviews
– Helps the committee understand the trajectory of your achievement s and your departments expectations
– “Chairman’s Letter”

OHSU SOM Promotion and Tenure
Components of the Application
“Supporting Evidence”
• Supporting letters
– Should “tie into” your argument
– Who chooses and who solicits-you should have input
– Cover letter?

OHSU SOM Promotion and Tenure
Components of the Application
• “Supporting Evidence”
• Departmental P & T evaluation
– vs. Chairman’s letter

Susan Olson, Ph.D.
Professor, Department of Molecular and Medical Genetics
Oregon Health & Science University

• Use OHSU CV/ Teaching Portfolio templates from day 1
• Keep up-to-date and list everything
– Add publications when status is “in press” – number and underline your name
• Keep peer-reviewed manuscripts, abstracts, book chapters separate
– Add each lecture/presentation in proper category

• Keep up-to-date and list everything
– Past Trainees – include their current positions
– Co-mentorship of trainees
• Explain critical roles in training even if you are not the official mentor of record
– Community Service Counts
• Include activities with K-12 students, undergraduates, lay public
• Highlight OHSU-supported outreach

• Keep up-to-date and list everything
– Continuously monitor effort in Scholarship,
Teaching, and Service
• Plan ahead for success
• Important to demonstrate sustained effort and accomplishment

• Sell yourself
– What do you view as your important contributions in Scholarship, Teaching and
Service?
• Highlight strengths that may be ‘hidden’ within CV
– Authorship contributions that are significant even though you are listed as a ‘middle’ author

• Don’t whine or make excuses
• Don’t include new information that is not supported by CV
– “I served on numerous task forces and committees since my last promotion.”
[CV blank for all international/national, regional, institutional and departmental committees – true story!]

• Use annual reviews as a time to summarize activities, set goals, touch bases with Chair on progress toward promotion.
• No formal annual review process?
Request a meeting with your Chair or
Division Chief.
• Seek guidance from a senior faculty member.