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FACULTY RECORDS ALL ACADEMIC DEPARTMENTS AUTHORIZATION NO. 00-014

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  1. Promotion and Tenure Records
  2. Faculty Service/Activity Records
  3. Teaching Evaluation Records
  4. Faculty Evaluation Records

 

ITEM NUMBER

1. Promotion and Tenure Records

These records are accumulated for the purpose of determining faculty academic promotions and tenure.

The files may contain vitae, credentials, licenses or certificates, copies of articles/publications written, commendations, awards, recommendations, correspondence, peer evaluations, performance evaluations and other materials submitted or created and retained as part of the promotion or tenure process.

Authorized Retention:

Retain in the academic office responsible for instituting promotion or tenure actions until termination of employment, then transfer to the Campus Archives.

Records transferred to Campus Archives will remain closed to open research for 75 years or verified death of the faculty member, whichever comes first. Upon completion of the 75 year period or verified death, the files are to become available for open research. During the closed period, access to the records will be permitted only to the University President and Vice President of Academic Affairs, Chancellor, Provost or Vice Chancellor for Academic Affairs and the faculty member's Dean and Department Chair.

NOTE: Termination is defined as retirement, death, dismissal or acceptance of other employment.

This authorization supersedes 82-13-01B, related to Promotion and Tenure files.

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ADDITION TO AUTHORIZATION 00-014 APPROVED 12/08/00

2. Faculty Service/Activity Records

These records include, but not limited to, committee assignments, student organization advising, student advising, public service, faculty meeting and governance, professional organizations, consulting, etc.

Authorized Retention:

Retain until faculty member terminates their employment with the University, and then transfer to Campus Archives for archival evaluation.

NOTE: If the above records are retained in the department's employee file, then Records Retention Authorization 00-016-2B applies.

If the above records are retained in the faculty members' “Promotion and Tenure” files, then item number one (1) of this Records Retention Authorization applies. 

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3. Teaching Evaluation Records

Teaching evaluations (known by a variety of titles) are completed by students as part of the evaluations of faculty and the classes they present. The individual evaluations prepared by students may also be summarized to indicate an overall or consolidated evaluations for a particular course or multi-courses. The evaluations are used by faculty for analytical purposes to improve their presentations and/or content of classes. The evaluations may also be used to evaluate faculty performance and for other purposes, such as, salary or promotion and tenure recommendations.

Authorization Retention:

Retain summarized evaluations when used for analytical, self-improvement or salary recommendation purposes for three (3) years, then destroy. Destroy individual evaluations when summarization has been completed.

When evaluations are used for promotion and tenure purposes, evaluations should be retained in the promotion and tenure files and retained according to retention authorization 00-014 for Promotion and Tenure Records.

NOTE: Due to volume, departments are encouraged to summarize evaluations, especially when being used for promotion and tenure purposes.

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4. Faculty Evaluation Records

These are records created during the annual (or other periodic time period) faculty evaluation process. The records include, but not limited to, activity reports, annual evaluations, self-evaluations and other records created as part of the evaluation process. These records are primarily on active faculty.

Authorized Retention:

Retain for five (5) years after date created and transfer to Campus Archives.

NOTE: In some instances, these records may be retained as part of the academic personnel folder. If they are kept as part of the academic personnel folder, authorization 00-016-02B will apply. In cases where faculty service/activity reports are included as part of this records group, this authorization will apply instead of item 2 of this authorization.

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Reviewed 2011-12-22.