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
RRSDA Reference
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
and
1999-019 – Renewal, Tenure, Promotion and Salary Review Files
CY final decision concluded + 1 year
Revised after new CA
| Documents Checklist | Document Retention | Document Type in eTRACS | 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 | |
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 | |
Recommendation memo to VPA from the Dean, | Retained CY employment terminated + 60 years | Recommendation Letter for Tenure and Promotion | |
| Separate letter to faculty with personal comments cc:d to Chair, FTPC & VPA | 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 | |
| Statements for research, teaching, service (Sep 1) | CY final decision concluded + 1 year | Research and Teaching Statements | |
Materials and timeline notifications (August 30 & May 1) | Retained CY employment terminated + 60 years | Materials and timeline notifications | |
| Publications, research in progress (May 15) | CY final decision concluded + 1 year | Publications or Research in Progress | |
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 | |
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 | |
Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees (May 1) | CY final decision concluded + 1 year | Referee Selection Documents | |
Faculty member's latest CV for promotion (April 15) | Retained CY employment terminated + 60 years | CV | |
Written application request for review ( | 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 | |
Written notice from the Chair to the faculty member (April 1)
| Retained CY employment terminated + 60 years | Notice of reminding application for Tenure and Promotion | |
Dean’s written approval for early tenure and promotion (if applicable) | Retained CY employment terminated + 60 years | Approval of early Tenure and Promotion | |
Application for tenure consideration (if Applicable) 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 | |
Any appeal documentation | Retained CY employment terminated + 60 years | Any Appeal Documentation | |
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 | |
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 |
Note: 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).'