Contract Renewal normally happens only once during a continuing 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
This is a checklist of potential documents created during the Contract Renewal process.
*added from checklist from FR
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (security) | |
|---|---|---|---|---|
| 1 | Board of Governors Final Approval/President’s Letter (June 30) | Retained | Final Approval of Contract Renewal | VPA (& all below) |
| 2 | Any amendment of contract renewal letter | Retained | Amendment of Contract Renewal Letter | VPA (& all below) |
| 3 | Dean’s recommendation letter (February 15) Note: assume Copy of recommendation to faculty member is the same document | Retained | Recommendation Letter for Contract Renewal | VPA (& all below) |
| 4 | *Additional materials considered by Dean (if applicable) | Retained | Additional materials considered by Dean for Contract Renewal | VPA (& all below) |
| 5 | TPC recommendation letter (with vote) (January 15) | Retained (Confirmed by FoE) | Recommendation Letter for Contract Renewal | VPA (& all below) |
| 6 | TPC recommendation letter (no vote) (January 15) Note: assume Copy of recommendation to faculty member is the same document | Retained | Recommendation Letter for Contract Renewal | VPA (& all below) |
| 7 | *Additional materials considered by TPC after draft assessment | Retained | Additional materials considered by TPC after draft assessment for Contract Renewal | VPA (& all below) |
| 8 | *Faculty member’s response to draft assessment (if applicable) | Retained | Response to Draft Assessment Letter for Contract Renewal | VPA (& all below) |
| 9 | TPC draft assessment letter (December 1) | Retained | TPC Draft Assessment Letter for Contract Renewal | VPA (& all below) |
| 10 | Additional information from Faculty member in response to any recommendation | Retained | Additional Information response to any recommendation | VPA (& all below) |
| 11 | Materials and timeline notifications (August 30 & May 1) | Retained | Materials and timeline notifications | VPA (& all below) |
| 12 | *Letter from Chair notifying faculty member they are being considered (if applicable) (this has moved to e-mail notification, which is printed and/or saved as a PDF) | Retained | TPC Notification Letter for Contract Renewal Consideration | VPA (& all below) |
| 13 | Candidate CV | Destroyed (CY final decision concluded + 1 year) | CV | VPA (& all below) |
| 14 | Candidate written application (May 1) | Retained | Application for Contract Renewal | VPA (& all below) |
| 15 | Departmental Criteria and Standards | Retained | Departmental Criteria and Standards for Contract Renewal | VPA (& all below) / Not required by FR |
| 16 | Any appeal documentation (ie. candidate letters, candidate appeal information, FRC recommendations) | Retained | Any Appeal Documentation | VPA ( & all above) except final recommendation is copied to Faculty |
| 17 | Statements for research, teaching, service | Destroyed (CY final decision concluded + 1 year) | Research and Teaching Statements | VPA (& all below) |
| 18 | Publications, research in progress | Destroyed (CY final decision concluded + 1 year) | Publications or Research in Progress | VPA (& all below) |
| 19 | Other information – percentage of contribution, citation count, ranking/quality of journals, special teaching preparation, committee/administrative responsibilities, letters of support for teaching/research | Destroyed (CY final decision concluded + 1 year) | Supplementary Information | VPA (& all below) |
| 20 | Teaching information including detailed teaching evaluations prepared by students, teaching load and exam/assignment information, summaries of teaching survey and grade distributions. | Destroyed (CY final decision concluded + 1 year) | Summary of Teaching Information | VPA (& all below) |
| 21 | Any voting information (not stored in individual case files) | Destroyed (CY final decision concluded + 1 year) | Detailed Vote Information | VPA (& all below) - excluding candidate |