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RRSDA
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1999-019 – Renewal, Tenure, Promotion and Salary Review Files
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Retention
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CY final decision concluded + 1 year
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Candidate
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Name
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Year
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Recommendation for appointment of a current faculty member as a University Professor should come forward to the Dean in the same manner as a promotion with support of the TPC ______. In accordance with _____ section 3.8, the Dean may waive requirements for external referees. To appoint a new appointee requires six letters of reference and the recommendation of the TPC.
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? 1999-019 – Renewal, Tenure, Promotion and Salary Review Files CY final decision concluded + 1 year or |
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Normal Retention: CY employment terminated + 60 years |
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 | ||
University Appointments Committee decision letter | Retained | ||
Dean’s recommendation letter | Retained | ||
TPC recommendation letter including | Retained | ||
TPC draft assessment letter | Retained | ||
Additional information from Faculty member in response to any recommendation | Retained | ||
Materials and timeline notifications | Retained | ||
Written application request for appointment |
Destruction
Documents Destroyed at end of Retention Period
Includes working records with no further administrative value after the tenure/promotion cycle. Keep these documents in a separate/complete file with a destruction date clearly noted on file.
| Retained | |||
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 | ||
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 |