As a new faculty member, you will be quite busy, but stay focused and keep in mind that the reappointment process starts at appointment. Right away, you will want to make sure that you follow some key best practices.
- Review your Academic Plan (sample blank form). Your Academic Plan is a job description that details expected effort distribution across teaching, clinical service, and administrative duties (if applicable). Your Academic Plan is used as a frame of reference at time of reappointment (and promotion, if applicable). Therefore, it should be reviewed yearly to ensure it accurately reflects department expectations and your clinical schedule.
- Keep your CV and grant information updated in the Faculty Expertise Database (FEDs), accessed via My.Med (with your Pennkey). See the CV and Grants Page Check List here.
- Track your teaching as you go using the Teaching Workbook. At reappointment, you will need to demonstrate you have met your required teaching effort effectively.
- For teaching not formally evaluated by the Perelman School of Medicine, use the Blank Teaching Evaluation Form.
- Cultivate multiple mentor relationships.
Key Takeaway: It is much easier to update FEDs using My.Med and your Teaching Workbook regularly. Waiting to update until the time of reappointment is extremely challenging, and you risk leaving out items. Update FEDS each time you present an abstract/poster, publish a paper, give a talk, join a committee, acquire a new role, or receive an award. Update your Teaching Workbook or other tracking document each time you give a talk or teach.
Onboarding for Teaching
Faculty at the Perelman School of Medicine are expected to excel in teaching. The Professional Development Teaching Requirement for Assistant Professors is designed to support new faculty and foster success in feedback, clinical teaching, small group facilitation, lecturing, and longitudinal mentoring. Department Committees on Reappointments and Promotions (D-COAP) will not review reappointment dossiers for candidates that have not completed this requirement.
Ready to onboard for teaching? Start here.
Resources: Sites Every Faculty Member Should Bookmark
|CV and Grants Information||A guide for how to prepare a properly formatted PSOM CV and Grants Page in the only accepted form at the PSOM.|
|Faculty Affairs||Perelman School of Medicine main web site for policy and process.|
|Knowledge Link||The university management system that tracks training enrollment and compliance.|
|My.Med||My.med is a PSOM portal to many important internal sites including HAMSTER, the Housestaff And Medical Student Teaching Evaluation Record, where you can access your teaching evaluations, and FEDS, the Faculty Expertise Database for CV maintenance.|
|Perelman School of Medicine Campus Map|
|Penn Online Directory|
|Teaching Workbook||Use this document to determine how teaching activities are credited and to track teaching.|
|Workbook Guide||A companion document for the Teaching Workbook.|
|U@Penn Portal||U@Penn is a university portal that leads to important sites, such as those for your benefits. Keep your contact information updated in U@Penn/My Directory Information as this is the source data for Knowledge Link and the Penn Directory.|
Preparing for Reappointment
Academic Clinicians are reviewed for Reappointment at the rank of Assistant Professor every three years. You can continue to be reviewed at this rank ongoing: promotion is not required on the AC track. For ACs at the Associate or Full Professor rank, review for Reappointment is generally offered every five years. At Reappointment, the Department Committee on Appointments and Promotions (D-COAP) will likely
- Review the faculty member's CV and teaching evaluations
- Evaluate your Academic Plan to ensure your effort is consistent with the track and that goals are realistic and achievable
Key Questions to Prepare for Your Reappointment
- Is my CV up-to-date and in the correct format?
- Does my schedule and progress reflect my Academic Plan?
- Am I seeking mentorship?
- Have I chosen the right mentors to maximize my chances for success?
- Should I reach out to my department COAP chair?
- Do I understand expectations for Reappointment in my track?
- Do I need to complete the Professional Development Teaching Requirement?
- Do I understand my Reappointment timeline?
- Have I met with my Faculty Coordinator?
Preparing for Promotion
Faculty on the AC track do not have a mandatory review year for promotion. You can continue to be reviewed at the Assistant Professor rank ongoing: promotion is not required. However, after two reappointments, AC faculty with outstanding teaching and clinical performance may be proposed by their department for promotion to the rank of Associate. If you subsequently meet the criteria for promotion to full Professor (typically after five years), your department may propose you for promotion.
Your department Faculty Coordinator can assist you with the logistics of the promotion process: reach out to your department Faculty Coordinator!
Key Topics to Discuss With Your Mentor(s)
- Criteria for Promotion to Associate / Full Professor in this track
- Review process for the Department and School Committees on Appointments and Promotions
- Track timelines
- Required reputation for this track
Promotion to Associate Professor
The successful candidate will have
- a record of excellence in clinical practice.
- such accomplishments as innovation in delivery of care, clinical productivity, quality improvement initiatives, and area(s) of special expertise; a regional patient referral base is desirable.
- a record of excellence in teaching, including curriculum development, innovative teaching materials and methods, and mentoring of junior faculty. Lectures and courses given at regional and national venues support teaching excellence.
- A record of community service, including participation on Health System or University committees and administrative accomplishments.
Promotion to Professor
The successful candidate will have
- evidence of continuing excellence in clinical practice and such accomplishments as innovation in delivery of care, clinical productivity, quality improvement initiatives, and area(s) of special expertise; a regional referral base is desirable.
- a record of continued excellence in teaching, including curriculum development, innovative teaching materials and methods, and mentoring of junior faculty. Lectures and courses given at regional and national venues support teaching excellence.
- a record of community service, including participation on Health System or University committees and administrative accomplishments.
ACs are reviewed in the following order: D-COAP, the AC Advisory Committee, the Perelman School of Medicine COAP, and finally the Provost Staff Conference Sub-Committee. Candidates must be approved by each successive committee.
- Correct CV Format
- Guide for Candidate Review
- The Educational Database
- Preparing Your Promotional Dossier
Along with your mentors, your Education Officer (EO) will play a critical role in supporting your career development and advancement. The Education Officer has basic knowledge of policies and procedures relating to faculty appointments and promotions and supports department faculty in terms of teaching activities. While your EO will review faculty and course specific data in the Housestaff and Medical Student Teaching Evaluation Record system (HAMSTER) to determine if there is a need for individual faculty development related to education, you should feel free to reach out to him or her if at any point you would like to find resources for improving clinical teaching, facilitating, or lecturing.
Reach out to your Education Officer!
Reappointment and Promotions Preparation
Documents and Check Lists
- Checklist for Academic Clinician Reappointment (Assistant Professor, Associate Professor, or Full Professor)
- Blank Teaching Evaluation Form
- Clinical Evaluation Questionnaire
- The Educational Database
- Complete Documents for AC Promotions
- AC Advisory Committee
- AC Guidelines
- Clinical Evaluation Process
- Criteria for AC Track Promotion
- School COAP Annual Report on Promotions
- Secondary Appointments
- Department Business Administrators Education Officers
- Department Chairs
- Department COAP Chairs
- Education Officers
- Faculty Coordinators