Reappointment, Tenure, Promotion Files

The candidate file for reappointment, tenure, or promotion is the primary means for conveying the activity and productivity of the candidate to the Review Committee.  A file structure has evolved in Biological Sciences which provides the Review Committee with specifically requested information and allows the candidate a degree of flexibility in providing supplementary information to the Review Committee.   A primary purpose underlying a well-structured candidate file from the first reappointment review through the ultimate review is to provide a cumulative continuum of development throughout all review periods.  From the first reappointment review through the probationary period to tenure and/or promotion review, the structured file also makes it easier for the candidate to assemble the file each year.  The candidate need only to update the prior year review file for the current review period.  A candidate is to maintain a documented record of each and every accomplishment or service during the year which can then be added easily to the prior year file.  Each first year probationary faculty member is given a copy of a faculty member's candidate file which was considered excellent as a model.  The format, style, and content is discussed with the Chairperson.

            The file should be maintained in a three-ring, loose-leaf notebook which has pockets in the front and back.  Information placed in the file by the Chair (Student Evaluations of Teaching and letters of reference) is placed in the front and/or back pockets.  Supporting documentation should be identified clearly and referenced to the curriculum vitae in the notebook.  Supplementary materials should be identified clearly and referenced to the curriculum vitae and may be in the notebook, in a separate notebook, or in a separate file.  The completed file should be in a form so that a reviewer can find documentation referenced in the curriculum vitae. 


I.          Statement of Accomplishments

            A candidate shall provide a detailed statement describing specific accomplishments in Scholarly activity in the context of guidelines presented in Section V of the Handbook. For reappointment, this should highlight the particular academic year under review whereas for promotion and/or tenure the entire review period should be discussed. 

II.         Curriculum Vitae

            This must follow the specified format and is the second item in the file.

III.       Supporting Documentation

            This portion of the file contains documentation of specific portions of the curriculum vitae and must be specifically referenced to the curriculum vitae.  Folders with pockets placed in the three-ring notebook are excellent for these materials.

         A.     Research

                  Publications (reprints, reviews of manuscripts under revision), presentations (abstracts, dates, letter of acceptance, et cetera), manuscripts in press (copy of editorial acceptance with pagination, et cetera, as available), grant proposals (transmittal form with budget and abstract), and any other specific documentation as necessary.  It is incumbent upon the candidate to provide information on research quality such as peer reviews of papers/proposals, record of paper citations and impact, etc.  Additionally, any specific documentation relative to graduate program activities may be included (service on student committees, advisees, et cetera).

            B.     Instruction

                     Student Evaluations of Teaching, representative copies of course syllabi, copies of representative examinations for each course taught, peer reviews of teaching (copies of the written evaluations by the peer reviewers placed in the file by the Chair), any grant proposals directly related to teaching, teaching development, curriculum development (transmittal form with budget, title page, and abstract), and any other documentation related to instruction as necessary.  All student comments from evaluations must be made available to the ad hoc committee.

            C.     Service

                     Service contributions (appointment notices to committees, task forces, et cetera) and any other documentation for specific other services noted in the curriculum vitae.  

IV.       Supplementary Materials

            The candidate may add any documentation or evidence of additional activities which he/she may want the Review Committee to view.

V.        Letters of Reference

            Outside letters of reference are required only for tenure and promotion reviews.  The specific means for acquiring these letters are detailed in the Tenure and Promotions Guidelines as well as in the University Policy Register.  The Chair is responsible for meeting this specific requirement and for placing these letters in the candidate file.

            The candidate file should meet several specifics:  1) it should be in a format which is easy for the reviewer to follow; 2) it should be complete; 3) it should be placed in a three ring notebook with front and back pockets for adding materials if necessary; 4) it should be in a form where updating for the next review period is simple and relatively easy; 5) if possible, an indexing scheme of the various sections should be developed (e.g., a color-coded index system is extremely helpful for the reviewers); and, 6) it should be "reviewer friendly" (this is especially important as the file moves through the different review levels further removed from the Department and/or Regional Campus). 

            According to policy, the candidate file is reviewed with the Chairperson for completeness and accuracy prior to acceptance for review.