Tenure and Promotion

Tenure and/or Promotion Case

Documents Retained in Personnel File (see RRSDA 1996-004)

1. Board of Governors Final Approval/President’s Letter (June 30)
2. Dean’s recommendation letter including salary step (February 15)
3. TPC recommendation letter including salary step (January 15)
4. TPC draft assessment letter (December 1)
5. Additional information from Faculty member in response to any recommendation
6. Materials and timeline notifications (August 30 & May 1)
7. Written application request for review (May 1)
8. Written application for early tenure & promotion (if applicable) (April 15)
9. Dean’s written approval for early tenure and promotion
10. Any appeal documentation

Documents Destroyed at end of Retention Period

Includes working records with no further administrative value after the tenure/promotion cycle.  Keep these documents in a separate/complete file with a destruction date clearly noted on file.

1. Statements for research, teaching, service
2. Publications, research in progress
3. Other information – percentage of contribution, citation count, ranking/quality of journals, special teaching preparation, committee/administrative responsibilities, letters of support for teaching/research
4. Documents relating to referee selection - lists of possible external referees, rank ordered lists of 8 external referees
5. Correspondence with external referees (requests for participation, instruction letters to confirmed referees, thank you letters)
6. Reference Letters
7. Anonymized versions of reference letters
8. Biographies and CVs from external referees
9. Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions.