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| Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
Board of Governors Final Approval/President’s Letter | Retained CY employment terminated + 60 years |
| |
University Appointments Committee decision letter | Retained CY employment terminated + 60 years |
| |
Dean’s recommendation letter | Retained CY employment terminated + 60 years |
| |
TPC recommendation letter | Retained CY employment terminated + 60 years | Recommendation Letter for Professorship | |
Additional information from Faculty member in response to any recommendation | Retained CY employment terminated + 60 years | Additional Information response to any recommendation | |
Materials and timeline notifications | Retained CY employment terminated + 60 years | Materials and timeline notifications | |
Written application request for appointment | Retained CY employment terminated + 60 years | Application for Professorship Appointment | |
Statements for research, teaching, service | CY final decision concluded + 1 year | Research and Teaching Statements | |
Publications, research in progress | CY final decision concluded + 1 year | Publications or Research in Progress | |
Other information – percentage of contribution, citation count, ranking/quality of journals, special teaching preparation, committee/administrative responsibilities, letters of support for teaching/research | CY final decision concluded + 1 year | Supplementary Information | |
Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees | CY final decision concluded + 1 year | Referee Selection Documents | |
Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters) | CY final decision concluded + 1 year | Correspondence with external referees | |
Reference Letters | CY final decision concluded + 1 year | Reference Letter | |
Anonymized versions of reference letters | CY final decision concluded + 1 year | Anonymized Reference Letter | |
Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions. | CY final decision concluded + 1 year | Summary of Teaching Information |
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