Candidates are responsible for preparing a documentation file to support their nominations. It is the obligation of the Department Chair and the Dean to advise candidates as to the form and substance of a documentation file.
The only anonymous materials that can be included in the files are student evaluations. Normally these anonymous evaluations are those routinely solicited, according to Departmental or College procedures, from all students enrolled in courses taught by the faculty member. If additional student evaluations are desirable, the process for gathering these evaluations must be described in writing and become part of the record. Documentation should be organized to comply with instructions from the appropriate Vice Chancellor(s).
The recommendations from each review become a part of the file.
The content of a documentation file, and the emphasis to be given various components of the file, may vary from discipline to discipline. The emphasis to be given various components of the file should reflect the individual’s assignment. Except as provided in the following section on “External Reviews,” the candidate is entitled to access all materials in the file. The candidate is entitled to know the identity of everyone who reviews the file. Anyone with relevant information (i.e., an award or distinction recently received, a manuscript just accepted for publication in a refereed journal) for inclusion into the file may proffer that information at any level of consideration to the person responsible for conducting the review (i.e., Chair of the Committee, Administrative official). That person (i.e., Chair of the Committee, Administrative official), after review of relevant policies and procedures shall determine, after consultation with the candidate, whether to include the material. The candidate must be informed of the content and source of any substantive new evidence to be added to the existing file. The candidate has a right to review, object to, and respond in writing to any such added material, with the response becoming a part of the documentation file.