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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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Background
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TBC
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1999-019 – Renewal, Tenure, Promotion and Salary Review Files
CY final decision concluded + 1 year
and
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for Professorships
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Authorities
TBC
RRSDA's
Personnel Files
Documents for Review
Documents *Mandatory | Document Retention | Required? | Document Type in eTRACS | Office of Primary Responsibility ( | |
|---|---|---|---|---|---|
OPR) i.e. decision maker in the process | Access ie. Faculty Department level, Faculty Dean's office level, everyone at Dean's office level outside own faculty |
|---|---|
| Total Retention Period | RRSDA |
Board of Governors Final Approval/President’s Letter |
CY employment terminated + 60 years
Final Approval of Professorship | |||||
University Appointments Committee decision letter |
Retained
CY employment terminated + 60 yearsUniversity Appointments Committee decision letter for Professorship | ||||||
Dean’s recommendation letter |
Retained
CY employment terminated + 60 yearsRecommendation Letter for Professorship | ||||||
TPC recommendation letter |
CY employment terminated + 60 years
Recommendation Letter for Professorship | |||||
Additional information from Faculty member in response to any recommendation |
Retained
CY employment terminated + 60 yearsAdditional Information response to any recommendation | ||||||
Materials and timeline notifications |
Retained
CY employment terminated + 60 yearsMaterials and timeline notifications | ||||||
Written application request for appointment |
Retained
CY employment terminated + 60 yearsApplication for Professorship Appointment | ||||||
Statements for research, teaching, service |
Research and Teaching Statements | ||||||
Publications, research in progress |
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 |
Supplementary Information | |||||
Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees |
Referee Selection Documents | |||||
Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters) |
Correspondence with external referees | ||||||
Reference Letters |
Reference Letter | |||||
Anonymized versions of reference letters |
Anonymized Reference Letter | ||||||
Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions. |
Summary of Teaching Information | ||||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
2019-2020
(TBC)
File Naming Convention
Lastname_Firstname_ApptType_DocType_Dept/Faculty_YYYYMMDD
e.g. Doe_John_ASP_CV_Beedie_20210714
Business Cases for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
Access Control Questions
Retention Questions
Office of Primary Responsibility
File Managers/Responsibility of Records