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Abbreviated Tulane Medical School PHC Policies

 

 

 

Abbreviated Tulane Medical School PHC PoliciesTulane University School of Medicine: Policies and Procedures for Appointment, Promotion & Tenure. Tulane Medical School Personnel and Honors Committee (PHC)



NOTE: The policies presented in this document (http://www.som.tulane.edu/gmf/p&h/phcpolicies.html) were collected and abstracted by C. D. Fermin, Ph.D. from documents approved by past PHC committee deliberations. This abbreviated document is meant to serve as a guide for the faculty, and DOES NOT replace the Faculty Handbook, which is the final authoritative document for all issues related to academic appointments, promotion and tenure. Check the current version of the PHC policies and Faculty Handbook, or consult the dean's office (584-2664) when in doubt.

 


Fermin's advice based on committee service experience:

  • Use the Assessment of Performance Form provided at the end of this document as a guide to build your dossier since this form is used to evaluate faculty performance.

  • To junior and senior faculty, make sure that you document every academic activity and keep records (letters, memos, etc) to that effect on a personal file (dossier) to ensure that what you have matches what your department and dean's office has.

  • A dossier of your own may force you to self evaluate your performance on a regular basis, i.e., do not wait till the PHC does the evaluation for you.

  • Remember, appointment and promotion plus the 3 & 5 year evaluations conducted on each faculty (tenured and non-tenured) are based on the information provided to the PHC, and not information that "never made it" to the dean's file.

  • Segregate Curriculum accomplishments in a logical order, and most importantly separate peer reviewed publications from book chapters, abstract and other reports.


 

TABLE OF CONTENTSI. TYPES OF APPOINTMENTS II. DESCRIPTIONS & REQUIREMENTS

A. Full Time Faculty

1. Regular (tenure eligible) Track

2. Clinical Track

3. Research Track

B. Part Time Faculty

III. PERSONNEL & HONORS COMMITTEE

A. Purpose and Composition

B. Types of Reviews

C. Review Criteria

D. Rules & Exceptions

E. Procedures

IV. FORMS

A. Assessment of Performance

B. P&H Checklist

C. Form A (New Appointment Request)

D. Form B (Promotion/Tenure/Change of Status)

E. Supplemental Criteria for Promotion (Clinical Departments)

V. AN IDEAL APPLICATION PACKAGEIntroduction. Faculty members in both basic and clinical science departments at the Tulane Medical School are reviewed regularly. Faculty members on a tenure track must be reviewed at the end of 3 years after initial appointment (pre-tenure review, see Article III, section 7, Faculty Handbook), and again for tenure before the completion of six years of full-time service, which is one year prior to the tenure award at the end of seven years. In some cases tenure may be awarded prior to the sixth year to exceptional faculty. In the event that the tenure track faculty is denied tenure, he/she will be given a one year terminal appointment. The policies concerning faculty appointments, promotion and tenure are covered on part III-1 through III-25 of the Faculty Handbook, Tulane University, July, l994.


  1. TYPES OF APPOINTMENTS.

The following are established by the Bylaws and Constitution of the General Medical Faculty of Tulane Medical School, and in accordance with the rules and regulations set forth by the Tulane University Faculty Handbook.

  1. Regular (tenure eligible) Track. For full time faculty on the tenure track it is essential that any recommendation, whether positive or negative, and irrespective of strength of research activities should include: i) the thematic nature and importance of research, ii) assessment by peers as evidenced by outside letters, iii) relevant peer-reviewed publications, iv) participation in national and international scholarly activities, v) teaching and service excellence. The candidate is evaluated equally for: a) research, b) teaching and c) service.

  1. Clinical Track

  1. Full Time: The candidate is evaluated on research, teaching and service, with heavier emphasis on teaching and clinical service.

  2. Part Time: The candidate is evaluated primarily for his teaching and clinical service performances.

  1. Research Track. The candidate is evaluated primarily by his/her research activities, including the ability to teach and provide service within the candidate's area of expertise; as exemplified by mentoring of graduate students, in-service training for personnel, and seminars for laboratory staff. Candidates can have either a full time or part time appointment.

  1. DESCRIPTIONS & REQUIREMENTS

  1. Full Time Faculty

  1. Regular (tenure eligible) Track

  1. Instructor. The candidate should have an M.D., Ph.D. or equivalent degree with a minimum of two years postdoctoral and/or specialty training in his/her field. The candidate should be recognized by the individuals or faculty members responsible in his/her postdoctoral and/or specialty training. The candidate's potential for developing into an effective researcher, clinician, and scholar should be considered. Pertinent information corroborating the candidates achievements should be part of the candidate's application package.

  1. Assistant Professor. An assistant professor is appointed chiefly on the basis of promise and demonstrated accomplishment beyond the level required for instructor. To be appointed or promoted to this level, an individual should have a doctoral degree (M.D., Ph.D. or equivalent) and appropriate postdoctoral experience. For clinical faculty, this period should be sufficiently long to allow completion of specialty resident training. The individual should be board eligible, certified, or have comparable credentials. For basic science faculty, this experience would usually be in research. The quality of the training and the candidate's record should be weighed in the evaluation of his or her potential. The individual should show promise for productivity in scholarly work and the capability for sustained independent study as well as a capacity to function as an effective teacher. At this time, however, the significance and originality of the work, rather than its quantity, will be more important. Clinical faculty should demonstrate not only sound clinical training, but also those qualities of judgment and compassion essential to good clinical practice.

  1. Associate Professor. An Associate Professor is appointed chiefly on the basis of accomplishment significantly beyond that required for an Assistant Professor. For clinical faculty, board certification (or comparable evidence) is required. He or she must be an accomplished teacher and investigator, with a mastery of the fundamentals of his or her own subject and the ability to relate his or her knowledge to other disciplines as well. The individual's teaching should reflect critical and selective use of current as well as traditional concepts. Evaluation of teaching is based on documented opinions of colleagues and students, as well as evidence of originality of thought and method.

By this time the individual should demonstrate independent and productive scholarly activity appropriate to a specific field of endeavor and should be establishing a national reputation. A reputation for excellence among peers at this and other institutions is required, as evidenced by letters of recommendation, publications in peer-reviewed journals, grants, and invitations and presentations at national meetings. If scholarly activities concern innovations in health care, health care delivery systems, or clinical teaching, these should be published or disseminated in a manner to attract the interest, attention, and respect of peers.

The individual's service contributions include service to the School and University, committee and administrative responsibilities in his or her department, and participation in local and national organizations within his or her field. Promotion to Associate Professor ordinarily occurs five to six years following initial appointment as Assistant Professor and is usually accompanied by the award of tenure. (See Faculty Handbook, 1986).

  1. Professor. Promotion to Professor should signify that the individual is an established figure locally, nationally, and internationally. Clinical or laboratory research programs should not only be productive, but also provide training for graduate students, postdoctoral fellows, research-oriented medical students, and/or other faculty. Teaching, whether it be medical students, residents, fellows, or other level, should be of the highest quality and clearly documented. He or she should be an active participant on committees, both locally and nationally, thus further serving the School and the University. Scholarly activity should be well documented.

  1. Tenure. The awarding of tenure to a faculty member is recognition by the institution that the faculty member has demonstrated an exceptional degree of professional competence and scholarly achievement. The faculty member receiving tenure demonstrates intellectual qualities and attitudes toward academia that makes the faculty a desirable and continuing member of the faculty. The faculty's research, teaching and service accomplishments are outstanding according to his/her peers. The faculty member must demonstrate sustained superior level of performance in two of the three academic activities (teaching, research, and service) consistent with the rank as described above. The evidence to predict performance at the rank should be unquestionable. Assessment of the faculty member by inside and outside peers highlight the candidate's excellence and highlights his/her national and international recognition. Finally, the appraisal of the candidate should be consistent with the mission of the department and of the institution.

  1. Clinical Track

  1. Clinical Instructor. The candidate should have an M.D., Ph.D. or equivalent degree with minimal two years postdoctoral and/or specialty training in his/her field. The candidate should be recognized by the individuals or faculty members responsible in his postdoctoral and/or specialty training. The candidate's potential for developing into an effective researcher, clinician, and scholar should be considered. Pertinent information corroborating the candidates achievements should be part of the candidate's application package.

  1. Clinical Assistant Professor. Appointment at, or promotion to, the level of Assistant Professor of Clinical (_____) will be based on promise as a clinician and teacher. The position gives an individual the opportunity to develop potential, to demonstrate teaching effectiveness and clinical capability. The potential for achievement in clinical, teaching, and other scholarly activities should be evident. The individual should be board eligible, certified, or have comparable credentials in his/her discipline and, possess excellent clinical skills and a documented record of teaching contributions.

  1. Clinical Associate Professor. Appointment at, or promotion to, the level of Associate Professor of Clinical (_____) will require certification or comparable credentials in the area of specialty, major and clearly documented service, and teaching contributions at a more advanced level than that required for Assistant Professor. State and national recognition as a clinical scholar, leader, or expert consultant should be documented by extramural letters. Publications in critically-reviewed journals will be considered as major evidence supporting appointment at this level. A reputation for excellence among peers at this and other institutions should be emerging. The individual's scholarly activities, which may include innovations in health care, health care delivery systems, or clinical teaching, should be documented and should have begun to attract the attention and respect of peers. His/her clinical skill and judgment should be respected by colleagues in his/her department and by physicians in the community. The prospective appointee should now have significant committee and administrative responsibility in his/her department, and the School.

  1. Clinical Professor. Appointment at, or promotion to, the level of Professor of Clinical (_____) should signify that the individual is an established figure in his or her field, recognized both regionally and nationally as documented by extramural letters and is certified (or has comparable credentials) in his/her discipline. Teaching contributions should be of the highest quality and clearly documented as such. The individual should, furthermore, show evidence of significant contributions to the strength, clinical reputation, educational mission, or leadership in the department. Such evidence might be gathered from documented patterns of patient referrals, as well as from membership in important local and national committees, assumption of an administrative role in the department, creation of innovative approaches in teaching, practice, or research, and membership in national organizations. Publications in critically-reviewed journals will be considered as major evidence supporting appointment at this level.

  1. Research Track

  1. Research Instructor. The candidate should have an M.D., Ph.D. or equivalent degree with minimal two years postdoctoral and/or specialty training in his/her field. The candidate should be recognized by the individuals or faculty members responsible in his postdoctoral and/or specialty training. The candidate's potential for developing into and effective researcher, clinician, and scholar should be considered. Pertinent information corroborating the candidates achievements should be part of the candidate's application package.

  1. Research Assistant Professor. Appointment at, or promotion to, the level of Research Assistant Professor of (____) will be recommended largely on evidence of promise as a researcher and teacher, and have completed a postdoctoral fellowship or equivalent training. Depth of knowledge in a particular research subspecialty, familiarity with its technical methodologies, and a demonstrated capacity to perform independent research and teaching must be documented.

  1. Research Associate Professor. Appointment at, or promotion to, the level of Research Associate Professor of (_____) will require documented evidence of an independent and productive research career, including a published record of completed investigative reports and funded research projects. Such an individual should be known at the state and national level for his or her particular research expertise. The teaching contributions shall be at a more advanced level than that required for Research Assistant Professor. Documented service appropriate at this level includes local and national committees, grant review committees, and educational work.

  1. Research Professor. Appointment at, or promotion to, the level of Research Professor of (______) mandates documented national recognition for specific areas of research and a strong record of published research. Teaching contribution should be of the highest quality and clearly documented as such. The individual should, furthermore, show evidence of significant contributions to the strength, research reputation, educational mission, or leadership of the department.

  1. Part Time Faculty. Also referred as to Adjunct and signifies a regular Part Time service on the faculty of the Medical School either in the Clinical or Research Track. Adjunct appointments to professional ranks are normally part-time positions. In the event that persons so appointed engage in full-time service (for example, have primary responsibility for more than four courses per year or a lower teaching load in combination with research, service, or advising duties equivalent to full-time service in the division in which they are appointed), that period of full-time service is subject to the rules governing special full-time appointments given in Article II, Section 5, Paragraph 2 of the Faculty Handbook.

  1. Clinical (Part Time)

  1. Clinical/Adjunct Instructor. 1)The candidate should have an M.D., Ph.D., or equivalent degree with a minimum of two years postdoctoral and/or sub-specialty training in his/her field or 5 years in primary specialty training. For the clinician, the specialty training would be what is required by one's primary Boards. 2) The Departmental Chairman will have the prerogative to recommend to the Personnel and Honors Committee that exceptional candidates without a terminal degree may be appointed at this level in recognition of institutional needs, added qualifications, or extraordinary institutional service". 3) The candidate's potential to develop into an effective researcher, clinician, and scholar should be considered. 4) The candidate should make available specific information in reference to the attached Supplemental Criteria (Promotion forms for basic and clinical science faculty) for the Department Chairman to be submitted to the Dean.

  1. Clinical/Adjunct Assistant Professor. 1)The candidate should have an M.D., Ph.D. or equivalent degree with a minimum of three years of service as an instructor or equivalent. This would indicate that each should have served as an instructor for three years prior to being promoted or appointed as an assistant professor. Any training in a fellowship, or sub-specialty leading to an additional Board would count toward the three years of service as an instructor for promotion to Assistant Professor. Sub-specialty residencies or fellowships count toward fulfilling time in the Instructor status before achieving promotion to Assistant Professor. 2) The candidate's stature as a scholar and ability in teaching, professional activity, and/or research and/or clinical care, and his/her continuous involvement and contribution in these activities should be demonstrated. 3) The candidate should make available specific information in reference to the attached Supplemental Criteria (Promotion forms for basic and clinical science faculty) for the Department Chairman to submit to the Personnel and Honors Committee.

  1. Clinical/Adjunct Associate Professor. 1) Promotion to the rank of Associate Professor should be viewed as a major promotion. 2) The candidate must hold an M.D., Ph.D., or equivalent degree with at least five years as an Assistant Professor while on the part-time faculty. 3) The candidate's stature as a scholar and ability in teaching, professional activity, and/or research and/or clinical care, and his continuous involvement and contribution in these activities should be demonstrated. 4) The candidate should make available specific information in reference to the attached Supplemental Criteria (Promotion forms for basic and clinical science faculty) for the Department Chairman to submit.

  1. Clinical/Adjunct Professor. 1) The candidate's stature as a scholar and ability in teaching, professional activity, and/or research and/or clinical care, and his continuous involvement and contribution in these activities should be demonstrated. Although a regional and national reputation are not absolutely required, faculty members in part-time positions are encouraged to achieve such recognition. 2) The candidate must hold an M.D. or Ph.D. degree or an equivalent degree with at least seven years as an Associate Professor while on the part-time faculty. However, time in grade alone does not warrant promotion. 3) The candidate must make available specific information in reference to the attached Supplemental Criteria (Promotion forms for basic and clinical science faculty) for the Department Chairman to submit to the Personnel and Honors Committee. 4) Submission of four extramural letters of support. These letters will be secured by the section Chief and/or Departmental Chairman from a list submitted by the faculty member.

  1. Research (Part Time)

  1. Research/Adjunct Instructor. Appointment to the level of Research Instructor of (_______) will be recommended largely on evidence of promise as a researcher and teacher, and have completed a postdoctoral fellowship or equivalent training. Depth of knowledge in a particular research subspecialty, familiarity with its technical methodologies, and a demonstrated capacity to perform independent research and teaching must be documented.

  1. Research/Adjunct Associate Professor. Appointment at, or promotion to, the level of Research Associate Professor of (____) will require documented evidence of an independent and productive research career, including a published record of completed investigative reports and funded research projects. Such an individual should be known at the state and national level for his or her particular research expertise. The teaching contributions shall be at a more advanced level than that required for Research Assistant Professor. Documented service appropriate at this level includes local and national committees, grant review committees, and educational work.

  1. Research/Adjunct Professor. Appointment at, or promotion to, the level of Research Professor of (____) mandates documented national recognition for specific areas of research and a strong record of published research. Teaching contribution should be of the highest quality and clearly documented as such. The individual should, furthermore, show evidence of significant contributions to the strength, research reputation, educational mission, or leadership of the department.

  1. PERSONNEL & HONORS COMMITTEE (PHC)

  1. Purpose & Composition

The PHC at Tulane Medical School is a group of tenured faculty, some appointed by the dean, and others elected by the general faculty of the Medical School. The committee is composed of 12 members with dean serving as chairman. The main objective of the PHC is to review academic performance in a) Teaching, b) Service and c) Research and to make recommendations to the executive faculty about tenure and promotions. The PHC meets twice monthly. The PHC follows the guidelines set forth by the Medical School in compliance with the Tulane University Faculty Handbook Part III (Policies concerning faculty appointment and responsibility.

  1. Types of reviews

  1. Appointments. Applications for appointment to academic positions ranging from instructor to full professor in either the tenure or non-tenure track are considered.

  1. Promotions. At these meetings a faculty portfolio is scrutinized by its peer for qualifications set forth as necessary for promotion within the time allowed by the tenure clock. Faculty are solely responsible for providing a complete dossier, which should illustrate successful: a) Teaching, b) Service and c) Research. Thus, faculty are responsible for providing teaching evaluations, honors & awards, certificates, etc. at the time of review and/or promotion.

  1. Tenure Award. Academic tenure at Tulane Medical School is the mechanism by which the School: a) recognizes the contribution of its faculty, b) ensures that each faculty member fulfills its responsibility toward the university, and c) recognizes faculty's contribution in service, teaching and research.

  1. Change in status. Any change in the status of a faculty member of the School of Medicine in rank, appointment, reappointment, leave of absence, sick leave or any other change in status that directly or indirectly affects the faculty commitment toward the mission of the Institution/Department must be cleared by the Dean of the Medical School.

  1. Academic reviews. Conducted at 3 & 5 years interval to evaluate faculty progress in: a) Teaching, b) Service and c) Research, and to make recommendations to the executive faculty about tenure and promotions. Both tenured and non-tenured faculty are subjected to academic review.

  1. Review Criteria

The review procedure is based primarily on a faculty ability to maintain a good balance between service, teaching and research. Consequently, faculty should weigh carefully their involvement in all the aspects of academic service. Clinical Service is more significant for faculty in the clinical track, and research for those in the research track, whereas faculty in the tenure track with clinical responsibility are evaluated in all three.

  1. Rules & Exceptions

  1. Tenure clock. The tenure clock for faculty in the clinical departments of the School of Medicine may be suspended to take into account special programmatic duties for a maximum of three years. This requires a written agreement to suspend the clock between the faculty member and the Chair of the department. This agreement must be approved by the Personnel and Honor Committee and the Dean. The maximum cumulative time that can be suspended or excluded from tenure consideration for an individual for stopping the tenure clock and/or for switching tracks is three years. The agreement to suspend or exclude time from the tenure clock is to be made prospectively and must be done before the end of the fourth year of faculty service at Tulane.

  1. Switching between tracks. If an individual chooses to change from the clinical track, one opportunity is allowed. The switch in tracks must be negotiated with the Chair of the department, and a maximum period of three years of the non-tenure track appointment can be excluded from the individual's tenure clock. This exclusion shall be approved in writing in each case by the Personnel and Honors Committee and the Dean prior to the time the individual's appointment is converted to tenure track. The Faculty Handbook currently allows a one time switch prior to consideration for tenure, and the above amendment does not change that!

  1. Senior faculty recruitment and tenure. In recruiting senior faculty, Departmental Chairmen may offer tenure during negotiations, contingent upon approval by the Personnel and Honors Committee and the Executive Faculty according to established procedures.

  1. Emeritus. a) The candidate should hold the rank of professor on either the full-time or part-time faculty. Exceptions to this should be considered only under unusual circumstances to be critically evaluated by the Personnel and Honors Committee. b) The candidate should have made a significant contribution to the programs of Tulane Medical School. c) The candidate should make available a current curriculum vitae. d) Recommendation for promotion should be by the Departmental Promotions Committee with approval of the Chairman. Promotion Supplement B should be submitted stating in particular the contributions of the candidate.

  1. Candidates with non terminal degrees (non-M.D./Ph.D.). Any candidate who does not hold a terminal M.D. or Ph.D. is not eligible for appointment to the faculty ranksat the rank of assistant, associate or full professor.

  1. Appeals. The PHC follows the guidelines set forth by the Medical School in compliance with the Tulane University Faculty Handbook Part III (Policies concerning faculty appointment and responsibility). Consequently, recommendations made by the PHC are consistent with those rules. The course of action to be taken in the case of a grievance and/or appeal is specified in the Bylaws of the General Medical Faculty (Article VII, Parts 2b&c).

  1. Titles. Full-time faculty in the non-tenure eligible category can remove the descriptor Clinical or Research from their title except in the following circumstances:

  1. Letters and/or contracts for appointment and reappointment.

  2. Curriculum vitae.

  3. Requests for the official full-time title that may come from licensing boards, accreditation agencies, letters of recommendation, and the like.

The agreement does not apply to the part-time faculty category. The descriptor clinical, research, and/or adjunct are to be used as in the past on letters and/or contracts for appointment and reappointment. This change was approved on 5-29-90.

The following are examples of alternative titles that can be used by full-time faculty:

  • Professor of Clinical Pediatrics or Professor of Pediatrics

  • Research Professor of Anatomy or Professor of Anatomy

However, part-time faculty must use only one title, e.g.:

  • Clinical Professor of Pediatrics

  • Adjunct Professor of Anatomy

  •  

  1. Procedures

Review of faculty applications considered for appointment, promotion and/or tenure are based on guidelines previously established and approved.The PHC evaluates the applicant's research, clinical and teaching activities. The following recommendations for each category should help faculty and department chairmen in preparing an application that the PHC would consider complete. Strict criteria for faculty in the tenure track is established with this check list.

  1. FORMS

Below is a list of forms to be used for creating your application to the PHC. Each form has been saved in PDF format. If your browser does not have a plugin for viewing PDF files, you will need to download the Adobe Acrobat Reader (at no cost) to view or print these files.

A. Assessment of Performance
B.
P&H Checklist
C.
Form A (New Appointment Request)
D.
Form B (Promotion/Tenure/Change of Status)
E.
Supplemental Criteria for Promotion (Clinical Departments)

  1. AN IDEAL APPLICATION PACKAGE

  • Appropriate forms (for appointment, promotion , etc.)

  • Letter signed by the department chair.

  • Curriculum vitae with teaching, service and research accomplishments clearly identified,

    with reports separated into peer and non-peer reviewed publications.

  • Letters of recommendation (outside required for promotion).

  • Optional materials including teaching evaluation, awards, etc. if not listed on the CV.


Compiled by Cesar D. Fermin, Ph.D. on. 03/02/98 . Documents converted to HTML and PDF by Craig W. Clarkson, Ph.D.; Updated last on 04/30/98.

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