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.”
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
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
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-and-paste of the CV Narrative.)
· Reputation
Basedon 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).
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 cross-references 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 list2-4 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.
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:
q 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)
q At least 2 names from outside BWH/DFCI, but affiliated with Harvard (not required for Longer Service)
q At least 1 name of an individual who can assess teaching skills (example: a co-teacher, course directors, Chief Resident)
q At least 1 name of an individual outside Harvard who can assess teaching skills (example: a co-teacher, course directors, Chief Resident)
q At least 2 names of impartial reviewers[1] (not required for Longer Service)
Associate Professor:
q 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)
q At least 2 names from outside BWH/DFCI, but affiliated with Harvard
q At least 2 names of individuals who can assess teaching skills (example: a co-teacher, course directors, Chief Resident)
q At least 2 names of individuals outside Harvard who can assess teaching skills (example: a co-teacher, course directors, Chief Resident)
q At least 2 names of impartial reviewers
For Investigation criteria, provide:
Assistant Professor and Principal Associate:
q 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)
q At least 2 names from outside HMS/BWH/DFCI; however, affiliated with Harvard
q At least 1 name of a previous colleague, training director, or supervisor
q At least 1 name outside Harvard
q At least 2 names of impartial reviewers
Associate Professor:
q 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)
q At least 2 names from outside HMS/BWH/DFCI; however, affiliated with Harvard
q At least 2 names of previous colleagues, training directors, or supervisors
q At least 2 names outside Harvard
q 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.
4
Asst/Assoc/ Professor; Principal Associate
Last updated 7/28/2014
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.