Dossier Preparation and Submission Guidelines for Administrative Staff
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1 Dossier Preparation and Submission Guidelines for Administrative Staff University of Colorado School of Medicine 2014/2015 Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 1
2 TABLE OF CONTENTS I. Dossier Preparation... 3 a. Dossier Checklist... 3 b. Teaching, Clinical and Investigator Portfolios... 3 Copy of Dossier Checklist... 4 c. Matrix Tables... 6 d. Links to articles... 7 e. Department Committee Votes and Letter... 7 f. Dossier Prepared as a PDF... 7 Copy of Health Sciences Library Information... 8 g. Dossier page and size limits II. III. Dossier Submission a. Submission on Sharepoint Site b. Faculty Recommendation Form (FRF) c. Deadline for submission Dossier Review a. FPC dossier review schedule b. Notification of results of review c. Final review and approval Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 2
3 I. Dossier Preparation a. Dossier Checklist The Dossier Checklist for all appointments, promotions and tenure awards is located on the Dossier Preparation tab here: pointmentspromotions/pages/promotionstenure.aspx, and is also located on the next two pages. The Dossier Checklist is organized by Faculty Series, so it s important to know in which series a faculty member is applying for appointment or promotion, and/or if they are requesting tenure. A checkmark is located in the box for items that are required for dossiers in each series and for the award of tenure. Note that for faculty that are being appointed to either Associate Professor or Professor with tenure, Item No. 11 is required. Item No. 11 is a tenure justification letter that is in addition to the chair letter of recommendation, and it is reviewed by the Regents during their review of the tenure dossier. This letter is not required for faculty being promoted to Associate Professor or Professor with Tenure. In other words, this item is for faculty that were recruited into their position with tenure being offered at the same time. Faculty members preparing their dossier should consult the Dossier Preparation Guide ( cuments/dossierbuildingguide2014.pdf) for more information regarding specific content of the different sections of their dossier. b. Teaching, Clinical and Investigator Portfolios The Teaching, Clinical and Investigator portfolios are designed to help the faculty member document activities in those areas. A portfolio is required for each area that the faculty member is claiming excellence. We have included a section on scholarship for clinician-educators who would like to highlight their scholarship activities. Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 3
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6 c. Matrix Tables A matrix table is an important way for a faculty member to summarize their activities in their area of excellence; a Matrix Table should be included for each section where excellence is being claimed. See below for an example of a Teaching Matrix Table. EXCELLENCE EXCELLENCE IN TEACHING Regularly assumes greater than average share of teaching duties in classroom, laboratory, clinical or community settings. Consistently receives outstanding teaching evaluations or teaching awards. Recognition as an outstanding and influential role model for students, fellows, residents or other trainees. Record of successful mentorship of students, residents, fellows or other faculty, as measured by Preceptor, Foundations of Doctoring seminar series for Phase 3 and Phase 4 medical students (2003 present). Attending physician/clinician-educator: Supervisor for residents, Rose Family Medicine Residency Program (2 half-day clinics per week). Attending physician/clinician-educator: Clinic teaching and direct supervision of sports medicine fellows, CU Sports Medicine Center (1 full day clinic per week). Co-chair, departmental Medical student Education Committee (2000 present). Associate Director of Primary Care Sports Medicine Fellowship (1999 present). Consistently excellent-to-outstanding evaluations from medical students, family medicine residents and sports medicine fellows. (See Appendix to Teacher s Portfolio). Preceptor of the Year, 2003 and 2009 (Award presented by Family Medicine residents). Teacher of the Year, 2000 (Presented by the St. Anthony Hospital Family Medicine residents). Selected as a School of Medicine Teaching Scholar ( ). A matrix of mentoring activities is included in my Teacher s Portfolio. The matrix includes a list of clinical and research mentees, along with information about their completed projects, presentations, publications, funding and other measures of academic success. Demonstration of educational leadership (for example, by serving as a course, fellowship or training program director) or assistant dean. Development of innovative courses, high-quality syllabi, novel lectures, problem-based learning cases or other instructional materials. Developed Sports Medicine teaching module for orthopedic residents. Wrote 84-page evidence-based Sports Medicine syllabus. Authored or co-authored 4 sports medicine textbook chapters. Developed series of seminars and then developed and directed two regional CME courses on Diagnosing and Treating the Aging Athlete. Courses presented in Denver (3007), Philadelphia (2009) and Boston (2010). Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 6
7 d. Links to articles Faculty members should not include reprints of their articles in the dossier. Including PubMed links to articles is the preferred method; however, if a manuscript does not have a PubMed link, there are other options available from the Health Sciences Library. See reference document on the following two pages for more information from the Health Sciences Library about linking to articles. e. Department Committee Votes and Committee Letter A specific vote (e.g., 5-0), along with a rating for each category, is required to be included in the Department Committee letter. If these are not included in the letter, it is likely that the dossier will be returned for resubmission with the proper information included in the letter. f. Dossier Prepared as a PDF All dossiers must be converted to a PDF before submission and organized into tabs with bookmarks. Below are examples of bookmark sections of dossiers that are properly organized. Regular Faculty Series Research Professor Series Clinical Practice Series Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 7
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10 g. Dossier Page and Size Limits The page limit for dossiers is 300 pages, which does not include the CV, CV Abstract, Reference Letters, or page dividers. The size limit for dossiers for upload into the Sharepoint site is 25 MB. Dossiers that exceed either of these limits will be returned to the department for modification. II. Dossier Submission a. Submission on Sharepoint Site All dossiers must be submitted in PDF form through the Dossier Management Sharepoint site. Each department has a separate page, and administrative staff who have been given permission to upload dossiers will be able to log in to their Department Dossier Management Page using their University ID and password. Information regarding logging in to the department s Dossier Management Page will be sent directly to departments. b. Faculty Recommendation Form (FRF) In addition to submitting the dossier, departments must also submit an FRF for each dossier, also using the Sharepoint site. c. Deadline for submission All dossiers are due to the Office of Faculty Affairs (through the Dossier Management Site) by December 31 st of each year. Because of the volume of dossiers that are now being reviewed each year by the Faculty Promotions Committee, we are requesting that, if possible (i.e., not mandatory), please submit tenure dossiers by October 31 st. That way, the Faculty Promotions Committee can review as many dossiers as possible during the fall. III. Dossier Review a. FPC dossier review schedule Dossiers are generally reviewed by the Faculty Promotions Committee in the order they are submitted, except for tenure dossiers. They review all tenure dossiers as early as possible because tenure dossiers are due to the Chancellor s Office by March 1 st. Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 10
11 Once all dossiers have been submitted, a meeting date is assigned for review of each dossier, and this information is included on the Sharepoint site. b. Notification of results of review After each meeting (FPC meets twice a month, January through June), departments are notified of the results of all dossier reviews. Included in the notification is information about when Executive Committee and final review of the dossier is anticipated. It is expected that departments will notify faculty informally at that time of the progress of their dossier. c. Final review and approval The faculty member will receive a congratulatory letter from the Dean once the promotion has received final approval please be patient for this final notification as we are working through many processes for the final approval. Regent approval of tenure awards occurs in June. Dossier Preparation and Submission Guidelines for Administrative Staff 2014/2015 P a g e 11
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