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Checklist for Professorships
| 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 |
| |
Additional information from Faculty member in response to any recommendation | Retained CY employment terminated + 60 years |
| |
Materials and timeline notifications | Retained CY employment terminated + 60 years |
| |
Written application request for appointment | Retained CY employment terminated + 60 years |
| |
Statements for research, teaching, service | CY final decision concluded + 1 year |
| |
Publications, research in progress | CY final decision concluded + 1 year |
| |
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 |
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Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees | CY final decision concluded + 1 year |
| |
Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters) | CY final decision concluded + 1 year |
| |
Reference Letters | CY final decision concluded + 1 year |
| |
Anonymized versions of reference letters | CY final decision concluded + 1 year |
| |
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 |
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