The Office of Academic Affairs
Preparing for Reappointment: Starting Strong
The Career Series
Sections
Reappointment Considerations
Timelines and Extensions
Education Effort and Evaluation
Supportive Initiatives and Resources
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Timelines and Extensions
Section One: Questions Addressed
What is an Extension and its affect on the probationary period?
Who is eligible to apply for an Extension?
What are the eligible events or conditions required for applying for an Extension?
What happens if I am granted an Extension, but decide later I want to be proposed for promotion on my original timeline?
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Timelines and Extensions
7
10
Standing faculty tracks and the Research track require a probationary period for Assistant Professors that results in promotion to Associate Professor or a final year
Extensions lengthen the faculty member’s probationary period by adding a year to the end of their current approved appointment term
With this extra year added to the probationary period, there is a resulting adjustment (or “pushing out”) of the mandatory review year for promotion consideration
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Seven Year Probationary Period Timeline
Tenure Basic Scientist
7
Appointment
FINAL year, if not promoted
Reappointment
#1
Promotion
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Ten Year Probationary Period Timeline
Clinician Educator, Research, Tenure Physician Scientist
10
Promotion
Appointment
Reappointment
#2
Reappointment
#1
FINAL year, if not promoted
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
AC Example Timeline
The AC Track Does Not Have a Mandatory Review Year, but Most ACs Are Proposed for Promotion at Some Point
Appointment
Reappointment
#1
Reappointment
#2
After the second reappointment, the department chair may opt to begin the promotion process
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Timelines and Extensions
Extension: Eligible Faculty
Assistant Professors on the Tenure, Clinician Educator, and Research Tracks are eligible for an extension to the probationary period corresponding to the year of an applicable event.
Clinician Educators
Research
Tenure
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Extensions: Eligible Events
Birth or adoption of a child
Serious medical condition of faculty member, or family member/domestic partner
Catastrophic event, personal or professional
Military service
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
"Extensions can be highly advantageous both personally and professionally."
- Lisa Bellini, MD, Professor of Medicine, Senior Vice Dean of Academic Affairs
Extensions & Conditions
Maximum of three years
One year at a time
Extensions require a request to Chair, Dean, Provost within one year of the event
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Reappointment Considerations
Section Two: Questions Addressed
What is the PSOM COAP’s role at Reappointment?
What does the PSOM COAP Consider?
What is an Advisory Letter and who might receive one?
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Reappointment Review Order
Dean
Provost
Department COAP Review
PSOM COAP Review
The Review Process Begins in the Department
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
"Being on the PSOM COAP has given me pride of place ... It's a pleasure to read about how incredible our faculty are."
-Erica Thaler, MD, Co-Chair of PSOM COAP
PSOM COAP
Assesses candidates for appointment to the school’s faculty
Assesses the totality of faculty contributions for promotion
Works closely with departmental chairs, vice chairs, division chiefs, departmental COAPs, and mentors to guide individual faculty members as they develop their academic careers
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
PSOM’s Review Process Is Holistic
In contrast to criterion-referenced reviews, which evaluate against static metrics, a holistic approach enables reviewers to evaluate against metrics with consideration to each candidate's individual, overall contributions, recognizing that each faculty member’s career is unique.
COAP’s Role at Reappointment
Advocate for the faculty member who is being reviewed
Evaluate candidate’s Academic Plan to ensure distribution of effort is consistent with their track and that goals are realistic and achievable
Evaluate candidate for progress toward promotion
Identify any areas of deficiency and mentoring needs
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Academic Plan
Must be reviewed and updated annually
Identify an official mentor
Be developed with input from the faculty
member, the mentor, the division chief, and the department chair
Outline activities related to administration,
clinical services, research, and teaching (as
relevant)
*Academic Plans for different tracks vary slightly
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Advisory Letters
from PSOM COAP to department chair after a reappointment review
Citizenship
Funding
Education
Invited Talks
Publications
"Advisory letters are intended to be helpful guidance for the faculty member, mentors, and the Department Chair."
-Roderic Eckenhoff, MD, Co-Chair of PSOM COAP
For Tenure and Research Tracks
Quality of teaching
Concern about lack of or too few talks
Build national/
international reputation with leadership roles in societies and study sections and editorial roles
Concern about lack of or too few publications or type of publications
Combination of Reasons
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Education Effort & Evaluation
Section Three: Questions Addressed
What is the required amount teaching?
How do I track my teaching?
How will my teaching be evaluated?
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Required Onboarding for Teaching Program
- Digital Welcome (soon to be replaced by Professionalism in Education, Independent Online Canvas Course)
- Teaching @PSOM 101 (Group Online Canvas Course)
- Providing Effective Feedback (Advanced) (Group Canvas Course)
- Chosen Elective - All Online Group Canvas Courses: Writing Letters of Recommendation, Minimizing Bias with Learners, Managing Discriminatory Patients While Teaching
Helps PSOM meet LCME requirements and prepares faculty with learner expectations and best practices.
Educational Expectations
Complete the Onboarding for Teaching Program Prior to First Reappointment
100 Educational Credits per academic year
Use the Education Workbook (OAA website) to track and calculate credits. You will need to submit this to the department Education Officer
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
The Education Workbook*
Examples
- Lectures: 4 Credits/Hour
- Learner Assessments: 2 Credits/Hour
- Longitudinal Mentoring (more than 8 hours/year): 5 Credits/Learner
*Update each time you contribute to the Education Misssion
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Impact Examples to highlight at Promotion
- Awards
- Development of educational products
- Direct teaching (lectures, ...)
- Evaluations
- Innovation in methods or application of methods
- Invited lectures
- Involvement in local mentoring programs (IDE outreach)
- Leadership roles/substantive participation in programs or committees
- Participation in CME, research, and interprofessional meetings
- Successful mentorship record
Education Categories
Contributing to the Education Mission
Educational Leadership & Administration
Educational Scholarship
Mentoring & Advising
Curriculum Development
Learner Assessment
Teaching*
*Includes lecturing, facilitating small groups & seminars, clinical teaching. Faculty may contribute 100% of their effort in the Teaching category, or, depending upon department needs, they may engage with learners in both Teaching and additional Education Categories.
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
In the Portfolio, From the EO
Educational Officer Report with description of high-quality engagement and education impact, and any available internal evaluation data (TED)
In the Portfolio, From the Candidate
PSOM Education Workbook and Education Impact Statement.
Evaluations
Education Portfolios
The Education Portfolio is the component of the promotion dossier that reflects impact on the school’s education mission.
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Supportive Initiatives and Resources
Section Four: Questions Addressed
Who are my key people resources?
What are the key resources that support my goals?
When I have questions, where do I start?
How can I get involved?
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
The RISE Professionalism Initiative
Respect
Integrity
Self-Care
Etiquette
Professionalism
Jody Foster, MD, MBA
Assistant Dean of Professionalism, Executive Clinical Director, Professionalism Program at Penn, Chair, Department of Psychiatry at Pennsylvania Hospital
Listen to Jody Foster's Podcast Minis on Professionalism
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Office of Academic Affairs Website
The OAA website is your home base for all things related to faculty affairs, employment status (such as sabbaticals and retirement, ...) and faculty professional development.
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Thriving at PSOM - The Podcast
Hosted By Meryl Cohen, MD, Associate Dean of Faculty Professional Development, Professor of Pediatrics, Member of PSOM COAP
Season One: Behind the Scenes of COAP
Dropping Soon ...
Season Two: Strategies for a Successful Longitudal Career in Academic Medicine
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
Department Resources
Department COAP Chair
Vice Chairs
of Education, Research, Faculty Affairs/Faculty Development, Professionalism
Education Officer
Provides a report for your dossier that describes your educational engagement and impact, and attests compliance in education effort.
Department Faculty Coordinators
Your department Faculty Coordinator is your navigator on the road to promotion. They will usher you through the academic review process. Expect to hear from them, get to know them. OAA relies on FCs to get you the latest updates. They are in the know.
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
More School Resources
- Biomedical Graduate Groups
- Centers and Institutes
University of Pennsylvania | Perelman School of Medicine | Office of Academic Affairs
The Office of Academic Affairs
Preparing for Reappointment: Starting Strong
The Career Series