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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) | ||
|---|---|---|---|---|---|
Board of Governors Final Approval/President’s Letter (June 30) | Retained CY employment terminated + 60 years | Final Approval of Tenure and Promotion | |||
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| Dean’s recommendation letter including salary step (February 15) is it the same copy of recommendation to faculty member? | Retained CY employment terminated + 60 years | Recommendation Letter for Tenure and Promotion | |
TPC recommendation letter including salary step (January 15) | Retained CY employment terminated + 60 years | Recommendation Letter for Tenure and Promotion | |||
TPC draft assessment letter (December 1) | Retained CY employment terminated + 60 years | TPC Draft Assessment Letter for Tenure and Promotion | |||
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 (August 30 & May 1) | Retained CY employment terminated + 60 years | Materials and timeline notifications | |||
Written application request for review (May 1) | Retained CY employment terminated + 60 years | Application for Tenure and Promotion | |||
Written application for early tenure & promotion (if applicable) (April 15) | Retained CY employment terminated + 60 years | Application for early Tenure and Promotion | |||
Dean’s written approval for early tenure and promotion | Retained CY employment terminated + 60 years | Approval of early Tenure and Promotion | |||
Any appeal documentation | Retained CY employment terminated + 60 years | Any Appeal Documentation | |||
Application for tenure consideration Faculty member expressing interest to be considered for tenure and promotion, with confirmation provided by department | Retained CY employment terminated + 60 years | Application for Tenure and Promotion | |||
Faculty member's latest CV for promotion | Retained CY employment terminated + 60 years | CV | |||
| 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 | |||
| Reference Letters Authentication | CY final decision concluded + 1 year | Reference Letter Authentication | |||
Anonymized versions of reference letters | CY final decision concluded + 1 year | Anonymized Reference Letter | |||
Biographies and CVs from external referees | CY final decision concluded + 1 year | Biographies and CVs from external referees | |||
Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions. (Course and Instructor Evaluation) | CY final decision concluded + 1 year | Summary of Teaching Information |
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