UNIVERSITY OF WISCONSIN River Falls

Evaluation and Promotion

The tenure and or indefinite appointment process will vary depending upon the established administrative rules or faculty policies at each UW institution. Each institution will need to modify the language in this section to be compatible with the tenure/indefinite appointment process it uses.

UWPER028 FACULTY TENURE FILE (SUCCESSFUL AND UNSUCCESSFUL)
This series consists of records relating to the granting of tenure to faculty members. The documents in the file may include: vitae, evaluation summary information, letters of recommendation, lists of publications or other record of scholarly productivity, letter from the chair that summarizes the individual's career, statements from the candidate, and evidence of service to the university and the profession and notice of the recommendation regarding tenure.

Tenure candidates are first reviewed by the department executive committee; those with positive recommendations from the executive committee are forwarded for divisional committee review. A positive recommendation by the divisional committee sends the tenure file to the dean who makes the final recommendation to the provost. A negative vote by the divisional committee terminates the process; however, the dean can override the decision and recommend sending a recommendation to the provost.

NOTE: Individual campuses may have established their own appraisal criteria with regard to this record series. Check with your institution's archivist about additional appraisal criteria impacting this record series.

Retention:
Campuses: Transfer the master tenure file to the individual's Official P-File.
Copies: The Secretary of the Faculty and/or the Provost retains copies EVT + 6 Years EVT= from date of the final tenure decision .Destroy Confidentially. PII/Confidential

Archival value:The determination of archival value of official personnel files will be made by each institutional archivist.

UWPER029 TENURE ROSTER REPORTS
This series includes listings of the individuals achieving tenure. Institutions can produce this report from HRS, if they choose to do so. Campuses may also maintain their tenure rosters.Two other roster reports are produced by HRS; tenure roster –probation report lists all individuals being considered for tenure, and tenure roster—relationship report that shows department affiliation for tenure.

Retention:
Campuses: CR + 10 Years. Transfer to Archives.
HRS: Retain data for 10 years.
Destroy Confidentially. PII/Confidential

UWPER030 NOTICE OF TENURE / RENEWAL / RETENTION OR INDEFINITE APPOINTMENT
This series consists of letters formally granting tenure renewal or retention or indefinite appointment to the faculty, or indefinite status to the academic staff. 

Retention:
Campuses: Transfer one copy to the individual's Official P-File.
Copies: Destroy when no longer needed.
Destroy Confidentially. PII/Confidential

UWPER031 INDEFINITE APPOINTMENT FILES (SUCCESSFUL AND UNSUCCESSFUL)
This series consists of records relating to the granting of indefinite status for unclassified academic staff. Documents in the file may include: vitae, letters of recommendation, position description, outline of professional activities, and lists of articles or publications when appropriate.

Retention:
Campuses: Transfer the master appointment file to the individual's Official P-File.
Copies: The Academic Staff Review Committee retains a copy until the review is completed.The Provost's Office retains a copy: EVT + 6 Years EVT= Date of the final appointment decision.
Destroy Confidentially. PII/Confidential

STUDENT EVALUATIONS AND SUMMARIES
UWPER032 Tenured Faculty:
UWPER033 Probationary Faculty:
UWPER034 Academic Staff and TA's, PA's:

This series consists of statistical and/or narrative evaluation forms and summaries completed by students concerning the teaching performance of individual faculty or academic staff. Student evaluation information can be used to support tenure application as well as academic staff indefinite appointment.

Retention:
Campuses: For faculty and academic staff, transfer a copy of evaluation summaries to the individual's Official P-File if such is prepared.If no summaries are prepared then evaluations must be retained according to the schedule outlined below:

Original Summaries:

UWPER032 Tenured Faculty: EVT + 5 Years. EVT= Date of end of semester in which evaluations were completed.
UWPER033 Probationary Faculty: EVT + 6 Years. EVT= Date of end of tenure review process
UWPER034 Academic Staff and TA's, PA's: EVT + 2 Years. EVT= Date of end of semester in which evaluations were completed.

NOTE: If summaries have been prepared on ALL of the above, the actual evaluations need only be retained 6 months and destroy.Destroy Confidentially. PII/Confidential

UWPER035 PERFORMANCE REVIEWS INCLUDING MERIT REVIEW AND RESPONSES
This series consists of individual written reviews of staff performances.

Retention:
Campuses: Transfer to the individual's Official P-File.Copies: Destroy when no longer needed.
Destroy Confidentially. PII/Confidential