Governance





 

 

 

University Wisconsin - Parkside

Personnel Review Committee

Dossier and File of Supporting Materials

Checklist for Tenure and Promotion Candidates

This checklist was developed to assist tenure candidates and their departmental executive committees in preparing dossiers and files of supporting material. It is expected that each candidate and departmental executive committee will follow this checklist precisely and comply with its requirements without deviation or exception. Please refer also to the PRC guidelines, which may be found at the following URL and provide more detailed descriptions of the items in the checklist.


http://www.uwp.edu/departments/governance/faculty/committee/prc/prcadvice.cfm


Effective for the academic year 2012-13, the term “dossier” refers to the electronic document housed in Sharepoint containing the materials listed in the left hand column of the checklist.  The term “file” refers to the collection of materials that add support to the items in the dossier. Items to be placed in the file are listed in the right hand column. All materials submitted in the file must be mentioned in the dossier. The actual file is typically a box containing file folders arranged in the order in which the items appear in the checklist.  Use labeled tabs to divide the major sections of the file.

IMPORTANT: To begin the construction of the digitized dossier, it is necessary for the candidate (with help if needed from the department chair or program assistant) to make 1) a standard Campus Technology Services (CTS) service request to create a dossier in Sharepoint http://www.uwp.edu/departments/campus.technology/forms/ and 2) a Sharepoint Promotion/Tenure request.  Both requests should be submitted at the same time.  Once CTS acknowledges the candidate’s request, then he/she may begin uploading to the site. REQUEST SUPPORT FROM CTS IF NEEDED!


If necessary, consult the AACSU document, “The Core of Academe” for assistance in categorizing the candidate’s activities as teaching, research or service. This document is available at

http://uwp.edu/staff/gov/faccom/prc/AASCU.cfm


The executive committee chair must verify and indicate with a checkmark that each item or category on the checklist has been included in the dossier or file and completed per PRC guidelines, and must sign in the space provided at the bottom of the document.  The completed checklist, each item checked off, and signed by the committee chair, will be uploaded by the chair to the Sharepoint site that houses the dossier.

 

Section 1.  OVERVIEW

   
Dossier Check Mark File
1.1  Departmental policy on promotion and tenure criteria
SOURCE: UPLOADED BY DEPT. (USUALLY REFERRING TO CHAIR AND/OR PROGRAM ASST.) 		   

1.2 Cover letter from the executive committee recommending tenure and promotion. (normally composed by the chair but approved by the executive committee) The letter will include:

  • names of faculty present at the executive committee meeting and the numeric vote.
  • the number of years of credited probationary service
  • an explanation if early tenure is sought. 
  • a summary of the candidate’s record in teaching, scholarly/creative activity, and service, and the executive committee’s evaluation of the candidate’s work in each area.

In composing the letter, keep in mind that it will be reviewed by faculty and administrators who are not experts in the candidate’s field.

SOURCE: UPLOADED BY DEPT. 		   
1.21  Optional: Dissent letter/candidate rebuttal.

In cases where the vote is split or the executive committee is not unanimous in backing the support letter as written by the chair, letters from other members of the executive committee may also be submitted. Each member has the right to submit a separate filing, and the candidate has the right to respond to any negative filings. The PRC will set a cut-off date for submission of these letters.      
SOURCE: UPLOADED IF APPLICABLE BY EXECUTIVE COMMITTEE OR CANDIDATE 		   

1.3  A copy of the original contract letter.

SOURCE: UPLOADED BY DEPT.

   
1.4 Annual progress toward tenure letters.  There should be one letter for each year of tenure-track appointment to date.
SOURCE: UPLOADED BY DEPT. 		   

1.5  A complete curriculum vita. This CV should:

  • summarize the candidate’s formal education (undergraduate, graduate, post-graduate, etc.)
  • include institutions attended, locations, dates of attendance
  • list degrees or other certification received and dates of receipt of degrees
  • list employment history (in reverse chronological order), including employers, locations, dates, titles and responsibilities
  • *courses taught
  • *research/creative activity, chronologically and by category
  • *service
  • list awards and honors received

* a more circumscribed listing of teaching, scholarship/creativity, and service will be required in sections 2,3 & 4 of the dossier respectively.

SOURCE: UPLOADED BY CANDIDATE		    

1.6  Candidate’s merit ratings. This section should:

  • show merit ratings in each category (teaching, research/creative activity, service & overall rating) if available
  • for each rating (teaching, research/creative activity, service, and overall rating), include the department’s low and high scores and the departmental mean.
  • include actual merit review forms for each year merit was done

The executive committee will include:

  • a statement on how often the department conducts merit reviews
  • an explanation of how the scores are determined
  • a narrative summary of the candidate’s scores, including how they compare to those of departmental colleagues and how they align with departmental expectations.

The executive committee will also explain any unusually high or low scores and trends over time.

SOURCE: UPLOADED BY DEPT. 		   

Section 2.  TEACHING

   
Dossier Check Mark File

2.1 Statement of teaching philosophy and (optional) yearly narratives reflecting on teaching.

Include “high impact practices” and teaching innovations if any.  (“Reflections,” HIPs, innovations should be separate sub-sections.)

SOURCE: UPLOADED BY CANDIDATE 		   

2.2 A chronological listing of courses taught, including enrollments. Indicate which courses, if any, carried community based learning credit. Also highlight DV courses.

 

 

 

 

SOURCE: IMPORTED FROM A.I.M.

 

Syllabi.  One syllabus for each course taught, unless the candidate desires to highlight changes in the syllabus over time.) Other items that may be placed in the file include:

  • documentation of community based learning activities, if any

  • other supporting documentation such as assignments, exams, examples of student work, or anything else the candidate wishes to supply that will provide evidence of teaching strengths.

2.3 A sample of the student course evaluation form.

SOURCE: UPLOADED BY CANDIDATE 		   

2.4 A summary of the student course evaluation scores for each course taught. The executive committee will provide:

  • a narrative summary of the scores, including their alignment with departmental expectations
  • comparisons where appropriate (for example, comparisons between two faculty who teach the same course.)
  • an explanation of any unusually low scores.
SOURCE: UPLOADED BY DEPT. 		  All written student comments on teaching, if these are collected.  Also numerical summary sheets of teaching evaluations for each course taught.

2.5 Peer evaluations and results from other measures of teaching effectiveness.

SOURCE: UPLOADED BY DEPT/CANDIDATE

 

Letters of support from students or alumni. These may be solicited by the candidate or by other department members. Also teaching portfolios if any.

2.6 The candidate’s grading patterns. The executive committee will provide:

  • a narrative summary of the candidate’s grading patterns, including their alignment with departmental norms and expectations
  • explanations for deviations from those norms
  • comparisons where appropriate (for example, comparisons of the grades among multiple section courses taught by different instructors)

This section should also include a standard grade distribution report, which may be obtained from the Office of Institutional Effectiveness.

SOURCE: UPLOADED BY DEPT. 		   

2.7 A summary of the candidate’s advising activity.
This section should give some context, such as the candidate’s advising load compared to others in the department.  Candidate may also include cross-disciplinary advising, as well as advising of students not officially assigned that is of a primarily academic nature.

SOURCE: IMPORTED FROM A.I.M. 		   

2.8 Professional development.  Describe and summarize all teaching improvement and professional development activities engaged.  

SOURCE: UPLOADED BY CANDIDATE 		   

2.9 Grant activity.

  • description of any teaching-related grant proposals, if any
  • whether funded or not
  • amount of funding
SOURCE: IMPORTED FROM A.I.M. 		  Grant proposals and documentation of funding.

2.10 Honors and other special recognition.

  • description of honors or recognition related to teaching, if any
  • nominations for such honors, if any.
SOURCE: IMPORTED FROM A.I.M. 		  Documentation related to honors and special recognition received.

2.11  A list of miscellaneous items contained in the file

SOURCE: UPLOADED BY CANDIDATE

 

Miscellaneous. Any information, materials, documents, etc., that are germane to teaching, but not appropriate to include in any other category.

Section 3. RESEARCH, SCHOLARSHIP, AND
CREATIVE ACTIVITY

   
Dossier Check Mark File

3.1 Statement detailing philosophy of creative/scholarly activity or research This statement should describe research or creative/scholarly agenda to date, and show relationship among various projects (i.e., how they fit into this overarching agenda). In composing this statement, keep in mind that it will be reviewed by faculty and administrators who are not experts in the candidate’s field.

SOURCE: UPLOADED BY CANDIDATE 		   

3.2 Chronological listing of all research or other scholarly or creative activities. Full bibliographic information on publications, including:

  • author(s)
  • name of journal/title of book
  • volume, issue, year, and page numbers/book publisher
  • *equivalent information for shows performances, or media products.

In the case of joint publications, the percent authorship of the candidate should be stated. Note student co-authors and community based projects. If the majority of the candidate’s work is collaborative, the executive committee should comment on how it values collaborative work vs. single authored works.

*Faculty whose work cannot be well-presented in this standard format (fine arts faculty, for example) may use a more appropriate method for summarizing their scholarship and creative work.

All work listed in this section must be chronologically listed within appropriate sub-categories (e.g., all  refereed articles together, all other articles together, all book chapters together, all presentations together, etc.)

All work done after embarking on tenure-track must be listed separately from work attempted before tenure-track appointment.

SOURCE: MOST DATA IMPORTED FROM A.I.M. WITH CANDIDATE PROVIDING OTHER INFORMATION REQUIRED (AND EXECUTIVE COMMITTEE IF NECESSARY) 		  Single copies of all works listed. Please provide hard copies of standard materials such as articles, books and manuscripts. Audio and visual materials may be provided on digital media.

3.3 Stature of journals. This section will include:

  • *statement on the rejection/acceptance rates for each journal
  • whether or not the journal is peer reviewed
  • the stature of the journal in the field.
  • impact factors, if known

 

*If rejection rates are not available, please provide whatever information is available about the nature and rigor of the peer review process. For book chapters or books, explain the selection process. For shows, performances or other ways of presenting scholarly or creative work, please provide similar information about the nature and rigor of the invitation, selection and review process, significance of venue, etc.

SOURCE: UPLOADED BY CANDIDATE 		  Reviews of published books.

3.4 Works in press and in progress.  For works in press, give bibliographic information, list the number of manuscript pages, and give information on the status of the work.

For works in progress give as much information as possible.  (Works “in press” are actually accepted and slated for publication or the equivalent; works “in progress” are in the process of being completed, but not yet accepted for publication or equivalent.)

SOURCE: UPLOADED BY CANDIDATE 		  Document works in press.  For works listed as accepted, include letters confirming this status and page proofs, if available. If work appears in published form or new work is accepted for publication or equivalent after initial submission of the file (i.e., moves from “in progress” to “in press” status), please send this information to the Secretary of the Faculty.

3.5 External review letters. Three or more letters from outside evaluators not closely connected to the candidate (not dissertation committee members, collaborators, co-authors, or departmental colleagues).

All evaluators:

  • should have the opportunity to review a substantial portion of the candidate’s work
  • should only be sent candidate’s work since the time of appointment to probationary rank (which also includes prior service, when UW-Parkside appointment agrees to credit prior service).
  • should also be sent a CV of the candidate. 
  • should specify in their letter what work has been reviewed. 
  • are also required to say explicitly what their relationship is to the candidate. 

The executive committee will:

  • explain how the outside evaluators were chosen
  • include a copy of the letter sent from the executive committee chair to the outside evaluators requesting their review of the candidate’s work

explicitly instruct each outside evaluator to comment on the nature of his or her relationship with the candidate.

SOURCE: UPLOADED FROM DEPT. 		  Additional letters of support from collaborators, external colleagues who know the candidate’s work, community or business representatives who have been affected by the candidate’s work, students and former students, etc.

3.6 Biographical sketch or brief curriculum vita for each evaluator. One paragraph for each is sufficient.

SOURCE: UPLOADED FROM DEPT. 		  Complete CV for each evaluator.

3.7 Grant activity.

  • description of any teaching-related grant proposals, if any
  • whether funded or not
  • amount of funding
SOURCE: IMPORTED FROM A.I.M. 		  Grant proposals and documentation of funding.

3.8 Honors and other special recognition.

  • description of honors or recognition related to research/scholarship/creative activity if any
  • nominations for such honors, if any.
SOURCE: IMPORTED FROM A.I.M. 		 

Documentation related to honors and special recognition received.

3.9  A list of miscellaneous items contained in the file.

 

SOURCE: UPLOADED BY CANDIDATE 		  Miscellaneous Any information, materials, documents, etc., that are germane to scholarship, creative activity, research, but not appropriate to include in any other category.

Section 4. SERVICE

   
Dossier Check Mark File

4.1 Philosophy of service statement.

SOURCE: UPLOADED BY CANDIDATE 		   

4.2 Chronological listing of all activities undertaken during probationary appointment period relating to service These should include the following categories where appropriate or relevant:

  • department/academic program/center
  • school or college
  • university
  • community
  • profession
  • other (specify)

This listing should also include specific dates of service, office or position or special role played, etc.

SOURCE: IMPORTED FROM A.I.M. 		  Support letters from persons on or off campus who can offer thoughtful appraisals of the candidate’s contributions in any of the areas listed (e.g., committee chairs, professional society leaders, community leaders).

4.3 Grant activity.

  • description of any teaching-related grant proposals, if any
  • whether funded or not
  • amount of funding
SOURCE: IMPORTED FROM A.I.M. 		  Grant proposals and documentation of funding.

4.4 Honors and other special recognition.

  • description of honors or recognition related to service, if any
  • nominations for such honors, if any.
SOURCE: IMPORTED FROM A.I.M. 		  Documentation related to honors and special recognition received.

4.5  A list of miscellaneous items contained in the file.

 

SOURCE: UPLOADED BY CANDIDATE 		  Miscellaneous. Any information, materials, documents, etc., that are germane to service, but not appropriate to include in any other category.

 

I have reviewed the contents of this dossier and verify that it is complete.

            

___________________________________________________                      __________________

Signature of Executive Committee Chair                                                               Date