Detailed Protocol for Conducting Chairperson Review

Review Committee Functions

The activities of the review committee shall include the following:

1. The Committee shall hold an initial planning meeting at which it will be charged by the Executive Dean. A date for completion of committee activity and submission of a final report shall be established. A final report shall be submitted to the Executive Dean no later than four months after the review has begun. If the Review Committee is unable to complete its report by the designated time, it may request of the Executive Committee of the Medical Faculty an extension of not more than two (2) months. The Executive Committee may, at its discretion, approve the requested extension or terminate the review process and begin anew.
2. Reviews shall proceed in two distinct phases. The first phase shall consist of solicitation of responses to questionnaires and letters from the faculty, and questionnaires from staff, students and postgraduate students. The data shall then be compiled and analyzed by the review committee. Following this analysis, the Review Committee shall interview such numbers of faculty, staff, graduate and postgraduate students as it deems necessary to complete its work. However, any faculty members in the department undergoing review may request, verbally or in writing, an interview which shall be granted. The Review Committee shall also interview the Chair of the department. The Committee may request of the Executive Dean that any or all Administrators (including the Vice Chancellor for Hospital Administration) be interviewed.
3. The purposes of the questionnaires, letters, and interviews of faculty and administrators shall be to ascertain the following:
• The degree to which the members of the faculty of the chairperson under review have been led to share common goals for the department and the institution;
• The degree to which departmental goals are being met;
• The perceptions of the faculty as to the relative emphasis which the chairperson places on teaching, scholarly activity, patient care if appropriate, and research, and the degree to which he/she participates in them;
• Any administrative areas causing concerns to the faculty and the factors responsible for these concerns;
• The apparent effectiveness and efficiency of the structure and administration of the department;
• Any areas of administrative leadership which appear particularly strong or weak;
• A consensus of faculty opinion as to the need for administrative changes;
• How medical students and house staff or graduate students perceive the chairperson in relation to teaching, intellectual stimulation, and interest in their development;
• How the administration of the hospital perceives the departmental leadership; and
• Honors, special recognition, and clinical achievements received by the department and chairperson.
4. It shall be the responsibility of the Review Committee to develop a written summary of their interview findings and to provide a summary which will be submitted to the Executive Dean. This report may not be more than ten typewritten pages in length, and shall be signed by all members of the committee. Minority reports will rarely be appropriate. Committee members shall not discuss their findings or their report outside of committees, but these concerns may be discussed in private with the Executive Dean.

All information received by the Executive Dean and the Review Committee will be handled in strictest confidence in order to encourage honest and candid information. The Executive Dean may consult the Executive Vice Chancellor or Chancellor, and in addition, may request any participant in the review to expand upon (in writing or orally) that individual's contribution to the review.