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.
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (security) |
|---|---|---|---|
Board of Governors Final Approval/President’s Letter (June 30) | Retained | Final Approval of Contract Renewal | VPA (& all below) |
| Any amendment of contract renewal letter | Retained | Amendment of Contract Renewal Letter | |
Dean’s recommendation letter (February 15) assume Copy of recommendation to faculty member is the same document | Retained | Recommendation for Contract Renewal Letter | VPA (& all below) |
TPC recommendation letter (no vote) (January 15) assume Copy of recommendation to faculty member is the same document | Retained | Recommendation for Contract Renewal Letter | VPA (& all below) |
TPC draft assessment letter (December 1) | Retained | VPA (& all below) | |
| Additional information from Faculty member in response to any recommendation | Retained | VPA (& all below) | |
| Materials and timeline notifications (August 30 & May 1) | Retained | VPA (& all below) | |
| Candidate written application (May 1) | Retained | VPA (& all below) | |
| Departmental Criteria and Standards | Retained | VPA (& all below) / Not required by FR | |
| Any appeal documentation (ie. candidate letters, candidate appeal information, FRC recommendations) | Retained | VPA ( & all above) except final recommendation is copied to Faculty | |
| Candidate CV | Destroyed (CY final decision concluded + 1 year) | CV | VPA (& all below) |
| Statements for research, teaching, service | Destroyed (CY final decision concluded + 1 year) | Research and Teaching Statements | VPA (& all below) |
| Publications, research in progress | Destroyed (CY final decision concluded + 1 year) | Publications or Research in Progress | VPA (& all below) |
| 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 for administrative appointment for Contract Renewal | VPA (& all below) |
| 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) |
| Any voting information (not stored in individual case files) | Destroyed (CY final decision concluded + 1 year) | Detailed Vote Information | VPA (& all below) - excluding candidate |