Contract Renewal normally happens only once during a faculty member's appointment. The folder should be labelled with the year of the renewal. For example:
Contract Renewal 2019-2020
RRSDA Reference
1999-019 – Renewal, Tenure, Promotion and Salary Review Files
Normal Retention: CY final decision concluded + 1 year
| Documents Retained in Personnel File | Document Type | Office of Responsibility (for viewing) |
|---|---|---|
Board of Governors Final Approval/President’s Letter (June 30) | Final Approval of Contract Renewal | VPA (& all below) |
Dean’s recommendation letter (February 15) | VPA (& all below) | |
| TPC recommendation letter (no vote) (January 15) | VPA (& all below) | |
| TPC draft assessment letter (December 1) | VPA (& all below) | |
| Additional information from Faculty member in response to any recommendation | VPA (& all below) | |
| Materials and timeline notifications (August 30 & May 1) | VPA (& all below) | |
| Candidate written application (May 1) | VPA (& all below) | |
| Departmental Criteria and Standards | VPA (& all below) | |
| Any appeal documentation (ie. candidate letters, candidate appeal information, FRC recommendations) | VPA ( & all above) except final recommendation is copied to Faculty |
| Documents Destroyed at end of Retention Period | Document Type | Highest level Office of Responsibility (for viewing) |
|---|---|---|
| Candidate CV | ||
| 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 | ||
| Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions. | ||
| Any voting information. |