Tenure and/or Promotion Case
Tenure and/or Promotion normally happen(s) when a continuing faculty member is promoted or tenured. The folder should be labelled with the rank and year. For example:
Professor 2000
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1999-019 – Renewal, Tenure, Promotion and Salary Review Files |
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CY final decision concluded + 1 year |
| Documents Retained in Personnel File |
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| Document Type | Office of Responsibility (for viewing) | |
|---|---|---|
Board of Governors Final Approval/President’s Letter (June 30) | ||
Dean’s recommendation letter including salary step (February 15) | ||
TPC recommendation letter including salary step (January 15) | ||
TPC draft assessment letter (December 1) | ||
Additional information from Faculty member in response to any recommendation | ||
Materials and timeline notifications (August 30 & May 1) | ||
Written application request for review (May 1) | ||
Written application for early tenure & promotion (if applicable) (April 15) | ||
Dean’s written approval for early tenure and promotion | ||
Any appeal documentation |
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| Documents |
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| Destroyed at end of Retention Period |
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| Document Type | Office of Responsibility (for viewing) | |
|---|---|---|
Statements for research, teaching, service | ||
Publications, 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 | ||
Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees | ||
Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters) | ||
Reference Letters | ||
Anonymized versions of reference letters | ||
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. |
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Committee minutes and notes are kept in separate files and not retained within the case file nor the individual personnel file. 'Minutes and other committee records have long-term value beyond the particular case and are scheduled under a separate RRSDA (1999-003, Committee Files).' |
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