Skip to end of metadata
Go to start of metadata

You are viewing an old version of this content. View the current version.

Compare with Current View Version History

« Previous Version 10 Next »

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


Documents ChecklistDocument RetentionDocument TypeOffice 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

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

Materials and timeline notifications (August 30 & May 1)

Retained 

CY employment terminated + 60 years

Materials and timeline notifications

Written application request for review (May 1)

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

Dean’s written approval for early tenure and promotion

Retained 

CY employment terminated + 60 years

Approval of early Tenure and Promotion

Any appeal documentation

Retained 

CY employment terminated + 60 years

Any Appeal Documentation

Application for tenure consideration

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

Faculty member's latest CV for promotion

Retained 

CY employment terminated + 60 years

CV
Statements for research, teaching, serviceCY final decision concluded + 1 yearResearch and Teaching Statements
Publications, research in progressCY final decision concluded + 1 yearPublications 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

CY final decision concluded + 1 yearSupplementary Information

Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees

CY final decision concluded + 1 yearReferee Selection Documents

Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters)

CY final decision concluded + 1 yearCorrespondence with external referees

Reference Letters

CY final decision concluded + 1 yearReference Letter
Reference Letters AuthenticationCY final decision concluded + 1 yearReference Letter Authentication

Anonymized versions of reference letters

CY final decision concluded + 1 yearAnonymized Reference Letter 

Biographies and CVs from external referees

CY final decision concluded + 1 yearBiographies 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.

(Course and Instructor Evaluation) 

CY final decision concluded + 1 yearSummary 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).'

  • No labels