“Drafting Your Chief’s Letter”
November 6, 2015
PLANNERS
The following planners and/or their spouse/partner have reported no relevant
financial relationship with a commercial interest.
Dennis Brown, PhD
Donna Lawton, MS
Nancy Rigotti, MD
Ann Skoczenski, PhD
Theodore Stern, MD
The following planners and/or their spouse/partner have reported a relevant
financial relationship with a commercial interest.
Anne Klibanski, MD, Course Director
Principal Investigator (Industry grant): Novartis; Rhythm; Ipsen
SPEAKERS
The following speakers and/or their spouse/partner have reported no relevant
financial relationships with a commercial interest:
Theodore Stern, MD
The following speakers and/or their spouse/partner have reported a relevant
financial relationship with a commercial interest.
None.
Drafting Your Chief’s Letter
Theodore A. Stern, MD
Director, Office for Clinical Careers, MGH;
Chief, Avery D. Weisman, M.D. Psychiatric
Consultation Service , MGH;
Ned H. Cassem Professor of Psychiatry in the Field of
Psychosomatic Medicine/Consultation, HMS
©Theodore Stern, MD MGH 2014
1
The Chief’s Letter describes you
and your work….so does your
CV Narrative……
Narrative Report: Purpose
• To provide a concise description of your
major contributions and achievements to
those outside of your immediate field
– Written in the first person
– Limited to:
• 1 page for Assistant Professor
• 1.5 pages for Associate Professor
• 2 pages for Professor
– Provide the facts… without boasting
2
Narrative Report: Structure
• Opening paragraph
• A paragraph on your area of excellence
• A paragraph on your teaching and
education
• A paragraph on each of your significant
supporting activities
• A concluding paragraph (summary)
Opening Paragraph
• Provide an overall summary of your major
activities and achievements
– Include an estimate (proportion) of your effort
dedicated to:
•
•
•
•
•
teaching
research
clinical service
administrative activities
other relevant professional roles
3
Paragraph 2:
Your Primary Area of Excellence
• Describe your achievements in your area
of excellence (be it investigation, teaching
and educational leadership, or clinical
expertise and innovation)
– Describe work in progress, e.g., grants and
manuscripts
Paragraph 3:
Teaching and Education
• Describe your teaching, educational
efforts, and mentorship activities
– Not necessary to include this paragraph if this
is your primary area of excellence
4
Concluding Paragraph:
Summary
• Integrate and summarize your
contributions (already described)
Now let’s look at the Chief’s
Letter components……
5
Sample Letters
• Assistant Professor – CLINICAL
• Associate Professor - INVESTIGATION
Template for Department Head Letter Proposing Candidates
for Promotion
•
INTRODUCTORY PARAGRAPH:
I write to propose the promotion of (name and degree of candidate),
from (rank and Department of current appointment) to (rank and
Department of proposed appointment), full-time/part-time, at
Harvard Medical School. Dr.
’s area of excellence is
(Investigation/Clinical Expertise and Innovation/Teaching and
Educational Leadership). His/her significant supporting activity(ies)
is/are
©Theodore Stern, MD MGH 2014
(only if applicable).
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
6
DESCRIPTION OF THE CANDIDATE AND
HIS/HER CONTRIBUTIONS
• BACKGROUND AND TRAINING (brief; ~ one paragraph)
• REVIEW OF CURRENT ACTIVITIES
Overview of current activities including all activities outside Harvard
and its affiliates, if applicable. If faculty member is active outside
Harvard, please estimate hours devoted to these activities.
©Theodore Stern, MD MGH 2014
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
DESCRIPTION OF THE CANDIDATE AND
HIS/HER CONTRIBUTIONS
• AREA OF EXCELLENCE – choose ONE from the
following:
– Investigation
– Clinical Expertise and Innovation
– Teaching and Educational Leadership
• Using the rank-appropriate metrics outlined in the New
Criteria handbook
(http://facultypromotions.hms.harvard.edu/index.php?pa
ge=metrics_prof), describe for the area of excellence:
– the candidate’s contributions, achievement and impact
– reputation
– demonstration of scholarship
©Theodore Stern, MD MGH 2014
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
7
DESCRIPTION OF THE CANDIDATE AND
HIS/HER CONTRIBUTIONS
•
EVALUATION FOR TEACHING AND EDUCATION
– All candidates will be evaluated for teaching and educational
contributions to the Harvard community. Please describe these
activities here unless Teaching and Educational Leadership is the area
of excellence, and is therefore addressed above.
•
SIGNIFICANT SUPPORTING ACTIVITIES
– Include this section only if significant supporting activities (which are
optional) have been formally designated as part of the candidate’s
proposed promotion profile.
– Report on activities to which the candidate has made substantial
contributions outside the area of excellence, choosing all that apply from
these four categories:
•
•
•
•
©Theodore Stern, MD MGH 2014
Investigation
Clinical Expertise
Education of Patients and Service to the Community
Administration and Institutional Service
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
DESCRIPTION OF THE CANDIDATE AND
HIS/HER CONTRIBUTIONS
•
REVIEW OF SOLICITED LETTERS (in the case of candidates for appointment
to the rank of professor, this section to be added after the letters of evaluations are
solicited by the Dean’s office and shared with the Department Head).
– Please provide a brief overview of the letters. Please comment on any concerns
raised in the evaluation letters. Note any letters which were solicited but to which
no response was received. (CHIEF NEEDS TO DO THIS PART.)
•
STATEMENT ON INTEGRITY (include these comments as either a component of
this nominating letter or as a separate addendum to the nominating letter)
– Dr. x is a faculty member in good standing with an appropriate hospital
appointment and associated credentialing (for clinical faculty). To the best of my
knowledge, other than as may be indicated in this letter, Dr. x has not been
sanctioned or disciplined by a hospital, state licensing board, the NIH, the FDA,
or any other legal, regulatory, or institutional authority. There are no current
investigations or other concerns known to me that raise questions about his/her
integrity, his/her competence, or the quality of his/her contributions as a faculty
member of Harvard Medical School.
©Theodore Stern, MD MGH 2014
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
8
DESCRIPTION OF THE CANDIDATE AND
HIS/HER CONTRIBUTIONS
• SUMMARY
– Provide a concluding paragraph summarizing the
proposal.
• SIGNATURE OF THE NOMINATING
DEPARTMENT HEAD
– If the Department Head so chooses, the letter may be
co-signed by the Institutional Department Head,
Division Chief, or other appropriate senior member of
the department.
©Theodore Stern, MD MGH 2014
Source: http://facultypromotions.hms.harvard.edu/docs/Department_Head_Letter_for_Appointment_Promotion_Proposal_asst_assoc.doc
Excerpts from Reference Letters
• Samples – Clinical
• Samples - Investigation
9
Interactive Section
• PART I
– Letter Template Clinical
• PART II
– Letter Template Investigation
10
Office for Faculty Affairs
March 2011
Template for Department Head Letter Proposing Candidates for Promotion
Recommended length:
Professor: up to 6 pages
Associate professor: up to 4 pages
Assistant professor: up to 2 pages
(Date)
(Address)
Dear Dean Flier,
INTRODUCTORY PARAGRAPH
•
FOR PROMOTIONS:
I write to propose the promotion of Holly K), from (rank of Instructor and Department of
current appointment) to (Assistant Prof and Department of proposed appointment), fulltime/,Longer service at Harvard Medical School. Dr.
’s she is being promoted on
the longer service criteria ...
DESCRIPTION OF THE CANDIDATE AND HIS/HER CONTRIBUTIONS
• BACKGROUND AND TRAINING (brief; ~ one paragraph)
Undergraduate at ....Dana scholar, followed by an MBA degree at , has blended those skills
and talents where she went to
• REVIEW OF CURRENT ACTIVITIES
She focused her clinical efforts in ...where she also oversees..
Associate Training director..
Overview of current activities including all activities outside Harvard and its
affiliates, if applicable. If faculty member is active outside Harvard, please estimate
hours devoted to these activities.
•
AREA OF EXCELLENCE – choose ONE from the following:
Investigation
Clinical Expertise and Innovation
Teaching and Educational Leadership
Using the rank-appropriate metrics outlined in the New Criteria handbook
(http://facultypromotions.hms.harvard.edu/index.php?page=metrics_prof), describe
for the area of excellence:
o the candidate’s contributions, achievement and impact
o reputation
o demonstration of scholarship
•
EVALUATION FOR TEACHING AND EDUCATION
Office for Faculty Affairs
March 2011
All candidates will be evaluated for teaching and educational contributions to the
Harvard community. Please describe these activities here unless Teaching and
Educational Leadership is the area of excellence, and is therefore addressed above.
•
SIGNIFICANT SUPPORTING ACTIVITIES
Include this section only if significant supporting activities (which are optional) have
been formally designated as part of the candidate’s proposed promotion profile.
Report on activities to which the candidate has made substantial contributions outside
the area of excellence, choosing all that apply from these four categories:
Investigation
Clinical Expertise
Education of Patients and Service to the Community
Administration and Institutional Service
REVIEW OF SOLICITED LETTERS (in the case of candidates for appointment to the rank of
professor, this section to be added after the letters of evaluations are solicited by the Dean’s
office and shared with the Department Head).
Please provide a brief overview of the letters. Please comment on any concerns raised in
the evaluation letters. Note any letters which were solicited but to which no response was
received.
STATEMENT ON INTEGRITY (include these comments as either a component of this
nominating letter or as a separate addendum to the nominating letter)
Dr. x is a faculty member in good standing with an appropriate hospital appointment and
associated credentialing (for clinical faculty). To the best of my knowledge, other than as may
be indicated in this letter, Dr. x has not been sanctioned or disciplined by a hospital, state
licensing board, the NIH, the FDA, or any other legal, regulatory, or institutional authority.
There are no current investigations or other concerns known to me that raise questions about
his/her integrity, his/her competence, or the quality of his/her contributions as a faculty member
of Harvard Medical School.
SUMMARY
Provide a concluding paragraph summarizing the proposal.
SIGNATURE OF THE NOMINATING DEPARTMENT HEAD
If the Department Head so chooses, the letter may be co-signed by the Institutional
Department Head, Division Chief, or other appropriate senior member of the department.
CV Narrative Template – Clinical Expertise and Innovation
Introduction
I am a X______ who specializes in the care of X______. After completing my
training in X______ at X______ I joined the faculty at MGH and HMS, where I provide
clinical care, supervise trainees, administer a clinic, and conduct research on X______ to
enhance our knowledge and the quality of patient care.
Area of Excellence - Clinical Expertise and Innovation
My clinical interests and expertise revolve around the practice of X______. Since
X______ I have been actively involved in clinical work, providing treatment for patients
afflicted with X______; I receive referrals from colleagues locally, regionally, and
nationally.
The program that I created has grown and now evaluates and treats X______
patients each year and serves as a core training experience for X______ medical students,
residents, and fellows each year.
Teaching
I have been actively involved in teaching and supervision of medical students and
residents since I joined the MGH/HMS faculty. In addition, I lecture regularly in the
HMS course on X______ in the third-year. I am currently organizing a new course on
X______ that will be offered to medical students, residents, and fellows, covering the
evaluation and care of patients with X______.
Supporting Activity- Investigation
In addition to providing administrative oversight, clinical care, and teaching, I
have been conducting clinical research on X______. I have received funding from the
NIMH (e.g., RO1 grant) that aims to determine X______. I currently have under review a
grant that proposes to study X______.
Summary
Since my appointment as X______ at HMS I nave endeavored to provide excellent
clinical care, administrative oversight, and teaching, while also conducting clinical trials
in my area of clinical expertise.
Through my lecturing (at a local, regional, and national level), my written works
(e.g., peer-reviewed original research, topical reviews of the literature, and book chapters
in well-regard texts), my clinical research, and my involvement with professional
societies I have sought to improve the care for patients with X______.
CV Narrative Template - Investigation
Introduction
I am a X______ who specializes in conduction research on X______. After
completing my training in X______ at X______ I joined the faculty at MGH and HMS,
where I conduct clinical/translational research on X______ and provide clinical care
related to X________ to enhance our knowledge.
Area of Excellence - Investigation
I have been conducting clinical/bench/translational research on X______ since
X________. I have received funding from the NIH (e.g., RO1 grant) that aims to
determine X______. I currently have under review a grant that proposes to study
X______.
Teaching
I have been actively involved in teaching and supervision of research fellows,
research assistants and graduate students since I joined the MGH/HMS faculty. In
addition, I lecture regularly in the HMS graduate course on X______. I am currently
organizing a new graduate course on X______ that will be offered to graduate students in
the next academic term.
Supporting Activity- Clinical Expertise and Innovation
My clinical interests and expertise revolve around the practice of X______. Since
X______ I have been actively involved in clinical work, providing treatment for patients
afflicted with X______; I receive referrals from colleagues locally, regionally, and
nationally.
The program that I created has grown and now evaluates and treats X______
patients each year and serves as a core training experience for X______ medical students,
residents, and fellows each year.
Supporting Activity – Administration and Institutional Service
The program that I direct is comprised of X______ staff. In addition, I chair several
committees (e.g. X______ ).
Summary
Since my appointment as X______ at HMS I have endeavored to conduct clinical
trials/bench research, deliver excellent clinical care, teach and provide administrative
oversight.
Through my lecturing (at a local, regional, and national level), my written works
(e.g., peer-reviewed original research, topical reviews of the literature, and book chapters
in well-regarded texts), my clinical/bench research, and my involvement with
professional societies I have sought to improve the care for patients/for problems related
X______.