Instructions –ADMINISTRATIVE DOSSIER

FULL NAME OF CANDIDATE

DEPARTMENT OF ANETHESIA

FACULTY OF MEDICINE

UNIVERSITY OF TORONTO

Instructions - Administrative Dossier

  • This dossier is designed specifically for those individuals whose focus has been on administrative work. It is not a dossier that is mandatory for all promotions candidates to submit, as the Curriculum Vitae and Teaching Dossier are.
  • Documentation about administrative work could be incorporated into the Curriculum Vitae, or submitted as a separate Administrative Dossier for promotions-related purposes. It is recommended that a separate Administrative Dossier be submitted if the focus of your activities has been in administration.
  • The Administrative Dossier should be inclusive but succinct.
  • The Administrative Dossier should summarize your administrative activities in chronological order for each academic year under five separate headings. The headings (in bold) are listed below, with details on items for inclusion under each heading.
  • Preparation Instructions: The Administrative Dossier should summarize your administrative activities in chronological order for each academic year under five separate headings as follows:
  1. Administrative Dossier Summary.

Write a brief, concise, “executive summary” of your key administrative activities and major accomplishments. An executive summary may be helpful if your dossier is extensive. Note that a brief dossier may not require a summary. The summary should provide a quick overview of the particularly important aspects of your dossier and provide the reader with a general view of your specific contributions to your administrative activities. This section is the equivalent of an abstract of your dossier.

The Administrative Dossier is intended to describe your excellence – and sometimes scholarship – in the domain of administration. This document is intended to supplement material already in your CV or teaching dossier (such as resident training director positions) by documenting and highlighting those important administrative contributions that are not completely described elsewhere.

  1. You may wish to include a section on your Philosophy of Administration.

This section would include a brief description of your approach to administrative activities and how you have prepared for your role as an administrator. This section may be particularly helpful for Clinician Administrators. You may consider including:

  • Primary areas of interest in administrative activities.
  • How you acquired skills as an administrator.
  • Experiences that have influenced your approach to administration.
  • How you approach administrative activities.
  • Why you perform administrative activities.
  1. Administrative Responsibilities. Group these under the following headings, in chronological order, for each academic year:

1.Internal Administrative Activities – Hospital and/or Research Institute

2. Internal Administrative Activities – University

3. External Administrative Activities:

i.Community

ii.Provincial

iii.National

iv.International

In these sections, list all activities related to administration, organizational development, or consulting (of an administrative nature). Note that educational administration or research administration activities may be briefly included here, but also should be detailed in the Curriculum Vitae and Teaching Dossier. The focus of the Administrative Dossier should be on administrative work such as:

  • Committee work
  • Ad hoc assignments of an administrative nature, e.g., unit, hospital, university, community, regional, provincial, national and international levels
  • Ongoing activities and positions

You should describe your title, the dates of the activity (start/end), your level of responsibility, key activities, and major innovations and accomplishments. It is important to emphasize the latter points whenever possible.

  1. Scholarship in Administration. (2 sections)

i.Administrative and Organizational Accomplishments and Innovations

  1. Identify your role, the dates (start/end), and the impact on your unit or organization (and financial implications) of any of the following “4 P’s”:
  2. Processes
  3. Programs
  4. Policies
  5. Procedures
  1. List events such as conferences that you have organized. List the:
  2. Name of the event (no acronyms)
  3. Purpose of the event
  4. Date(s)
  5. Location – city and province/state or country
  6. Type of registrants
  7. Number of registrants
  8. Impact or key accomplishments

ii.Research Dissemination:

  1. Editing or contributions to journals – list full and complete citations or, list the journal name and your contributions.
  1. Invited presentations: Title of your presentation, full event name (no acronyms), date (month and year), and location (city and state/province or country)
  1. Administrative grants/articles: List the title of the grant, granting agency (no acronyms), all investigators, value, peer-reviewed/not peer-reviewed, start/end dates of the grant. Indicate your role or level of contribution.
  1. Professional Development

List attendance at educational events designed to increase your administrative and/or leadership skills. See #2 above for items to list.

  1. Evidence of Excellence (e.g., Honors and Awards related to administration, formal mentoring activities, etc.).

List administrative honours or awards. Include the name of the award, a brief description of the award, basis on which you were nominated and/or received the award, and year received. List nominations for awards.

Collection of Data

  • The Chair or, where appropriate, the Dean, shall collect ONLY the formal referees letters from studentsand the candidate’s peers.
  • In your Administrative Dossier, you should however include copies of unsolicited testimonials, letters of thanks for administrative undertakings, invitations related to same, etc.These should be included in an Appendixto the dossier.

Helpful Tips:

When preparing your Administrative Dossier, there are a few key points to bear in mind:

  • Is there evidence of mastery in a subject area? If you have a particular area of administrative expertise – that you are in demand for – you should highlight and emphasize this point.
  • Is there evidence that you have developed new innovations, tackled particularly sensitive or difficult activities?
  • Have you included any contributions you may have made to the successes of others? (e.g., mentorship)
  • Have you included evidence of contributions to administration and organizational aspects of your institution?
  • Have you included any evidence of participation in research-in-administration (if applicable)?
  • Have you included your participation in national and/or international organizations or conferences related to administration?
  • What about administrative consultancies?
  • Does your dossier include assessments of your administrative acumen from colleagues? These are good to include in terms of judging subject matter expertise; professional ethics and behaviour; reputation, etc.
  • Be sure to list nominations for awards or honours.

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