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RRSDA | 1999-019 – Renewal, Tenure, Promotion and Salary Review Files |
Retention | CY final decision concluded + 1 year |
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Year |
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Documents Retained in Personnel File (see RRSDA 1996-004)
- 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 Normally Destroyed at end of Retention Period
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- 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).' |