The Office of Academic Affairs
The Promotion Dossier
The short stack series: Quick Curated and critical
“Reviewing dossiers on COAP makes me feel really proud to be in this community because faculty coming up for promotion are usually so gifted in very many different areas. It’s one of the most incredible committee experiences I’ve had in my career.”
The Promotion Dossier
Dossier Item
Reviewed By
Academic Plan
D-COAP, S-COAP, Provost
Chair's Rec Letter
D-COAP, S-COAP, Provost
Extramural Letters
S-COAP, Provost
D-COAP, S-COAP, Provost
Education Portfolio
CV, Grants Pages
D-COAP, S-COAP, Provost
Personal Statement
D-COAP, S-COAP, Provost
Mitigation Statement (opt)
Candidate's Choice
Intramural Letters (opt)
D-COAP, S-COAP, Provost
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
The Academic Plan
Should be reviewed and updated annually
Identifies an official mentor
Designed with input from the faculty
member, the mentor, the division chief, and the department chair
Outlines activities related to administration,
clinical services, research, and teaching (as
relevant)
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Chair's Recommendation Letter Includes
D-COAP Vote
Candidate's Research
Educational Contributions
Clinical Activities
Distinguishing Contributions
Professional & Citizenship
Mitigating Circumstances
When applicable, including COVID
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Extramural Consultant Reviews - Principles
Objectivity
ECs are asked to provide a review, not a recommendation.
Integrity
The Provost must approve the nominated EC list for each candidate.
Authenticity
ECs provide an unbiased and impartial assessment of reputation and standing.
Confidentiality
The candidate should not know the final list of proposed ECs. Neither the candidate nor their department should know results of solicitation -who did/did not respond, response contents.
Anonymity
Contact between the candidate and the ECs is prohibited until the promotion process has concluded.
Equity
All candidates are asked to provide the same documents for the EC reference packet.
Flexibility
During the list justification process, clarifications about choices can be made. For example, if a proposed EC Is not from a recognized peer institution, rationale can be provided.
Consistency
The EC process is regulated by policy that reflects each of these principles
ECs receive: CV in the PSOM format, Grants Pages, Personal Statement, Selected reprints (3-4 max)
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
"The Education Impact Statement should not duplicate the Personal Statement. Rather it should reflect upon where you've had impact, what sorts of things show that impact, and how you've improved over time based on feedback."
James Callahan, MD, Professor of Pediatrics, Education Officer, Department of Pediatrics
The Education Portfolio
Provided by the Candidate
PSOM Education Activities Workbook
Documents credits earned in previous 3 years
Education Impact Statement
Identifies and describes impact made in most relevant Education Category/ies in order of overall impact.
Description of high-quality engagement
Brief reflection on incorporated feedback from teaching evaluations
Description of growth over career in each category identified. For promotion to professor, provide impact examples.
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Jessica Dine, MD, Associate Professor of Medicine, Associate Dean of Assessment
"The school recognizes that teaching evaluation scores need to be contextualized, and therefore there are no longer minimum scores required for promotion. The Education Impact Statement, along with the EO’s report, are designed as opportunities for not only highlighting impact, but also for any clarifications that may provide COAP with insight into the overall contribution to the education mission.”
The Education Portfolio
Provided by the Education Officer
EO Report
Assessment of the overall engagement and impact of a faculty member across three sections
This must include a review of the PSOM Education Activities Workbook, and an attestation that the faculty member is in compliance with the required education effort (credits) per year.
Description of Candidate's high-quality engagement
Evaluation of Candidate's Education Impact
Summary Statement of engagement and Impact
Overview of any available evaluation data
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Preparing the PSOM CV & Bibliography
Use the PSOM Required Format Only
Follow Bib Categories
- Must be categorized by pub type
- List only Published or In Press
- Do not list Submitted or In Review
- List authors in full -do not use "et al"
CVs can be updated throughout the promotion process until PSOM COAP review
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Preparing Grants Pages
"The biggest mistake faculty can make is delegating the preparation of your CV and Grants Pages to someone else. No one can guide your CV like you can."
Identify Term
Past, present, pending
Identify Percentage
Provide percentage effort as funded
Comment
David Mankoff, MD, PhD, Matthew J. Wilson Professor of Research Radiology, Vice Chair of PSOM COAP
Report additional information, such as Principal Investigator, results of initial review (score, percentile), no cost extension
Update
Provide updates until the last possible moment
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Personal Statement
Sigrid Veasey, MD, Professor of Medicine, PSOM COAP Member
Opportunity
Clearly describe and emphasize candidate accomplishments, so that all reviewers understand the career
"Don't reiterate your CV in your Personal Statement, rather use the statement to help explain impact relevant to promotion that might not be apparent to reviewers reading the CV alone."
Brevity
No more than two pages. The focus should be on achievement, impact, and innovation.
Impact
The The Personal Statement is included in the following stages/components of review: D-COAP, Extramural Consultants (CE, Research, and Tenure), COAP, Dean’s review, Provost review
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
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