Records of the consideration of faculty members for probationary reappointment, tenure and/or promotion.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Other Units with Copies | Version Information
Content & Scope
Tenure and promotion includes reappointment for a second probationary period, the granting of tenure and promotion to the rank of associate professor or professor based on evaluations of teaching, research, and service to the community. Tenure and promotion recommendations are a committee driven process that begins at the department level (Department Tenure & Promotion Committee - DTPC) and moves through the faculty level (Faculty Tenure & Promotion Committee - FTPC) to the president. The president considers tenure or promotion recommendations with the advice of the University Tenure & Promotion Committee (UTPC). A negative tenure or promotion decision by the president may be appealed.
This records class excludes nominations for the honorary title "University professor" adjudicated by UTPC.
The records include committee minutes, recommendations, candidates' reappointment, tenure and promotion files, and appeal tribunal records.
Related Records
- For employment files of regular faculty, see HR22 – Employment Files (Regular Faculty) and HR52 – Employment Files (Financial).
- For nominations for the honorary title "University professor" adjudicated by the UTPC, see HR18 – Awards and Recognition.
Responsible Unit
- Academic departments and schools.
- Faculties.
- Secretariat.
Information Steward
Vice-President, Administration & Finance.
Information Confidentiality Classification
Restricted.
Retention
Academic departments and schools
- DTPC minutes: 40 years.
- Candidates' files: retain files related to probationary reappointment and withdrawn tenure and promotion files as part of the member's employment file. Securely destroy copies of candidates' files which progress to the FTPC once the final decision, including any appeal, has been rendered.
Faculties
- FTPC minutes: 40 years.
- Candidates' files: retain candidates' files related to reappointment appeals and tenure and promotion files which do not progress to the president as part of the member's employment file. Securely destroy copies of candidates' tenure and promotion files which progress to the president once the final decision, including any appeal, has been rendered.
Secretariat
- UTPC minutes, all candidates' files forwarded for consideration by the president, and tenure and promotion appeal records: 40 years.
Note
Audio-recordings of appeal hearings must be securely destroyed once the decision has been rendered.
Disposition
Archives Selection.
Records which are not selected for the University archives should be securely destroyed at the end of their retention period.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Archival Records
DTPC, FTPC, and UTPC minutes, candidates’ files forwarded forwarded for consideration by the president, and tenure and promotion appeal records are of long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period.
Authority
- Policy 77 – Tenure and Promotion of Faculty Members.
- Policy 75 – Official Employment File of Regular Faculty Members.
Retention Rationale
The retention period is based on Policy 75 – Official Employment Files of Regular Faculty Members, which states that all formal documents and materials used in arriving at a decision regarding a faculty member in any official process are considered part of the member's official employment file, and the long-term historical value of the records.
Approval Date
26 October 2011