1. Fourth and Eighth Year Review (Tenure track faculty) – 1 hard copy*:
- Dossier cover sheet (OAA form 109)
- Dossier in Research in View (RIV) format
- Vote of the eligible faculty and letter from P&T Chair
- Chair’s recommendation
- Annual Evaluations
2. Reappointment Review (Clinical or Research track faculty):
- Dossier cover sheet (OAA form 109)
- CV or RIV dossier
- Vote of eligible faculty and letter from P&T Chair
- Chair’s recommendation
3. Tenure track Promotion and/or Tenure – 1 hard copy*:
- Complete RIV dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
- Vote of the eligible faculty and letter from P&T Chair
- Recommendation of Dept. Chair
- 5 external letters of evaluation
- Teaching Evaluations
- Annual Reviews
4. Clinical or Research track Promotion – 1 hard copy*:
- Complete RIV dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
- Vote of the eligible faculty and letter from P&T Chair
- Recommendation of Dept. Chair
- 5 external letters of evaluation
- Teaching Evaluations
- Annual Reviews
5. Auxiliary track Promotion:
- CV or Dossier
- Vote of the eligible faculty and letter from P&T Chair
- Letter from person who can attest to auxiliary faculty member’s strengths (i.e. clerkship director)
- Recommendation of Dept. Chair
- Teaching evaluations
- Annual Reviews (if applicable)
- Draft reappointment at advanced LOO
6. Hire at Instructor or Assistant Professor rank (Tenure, Clinical, or Research track, or Paid Auxiliary):
- New hire checklist
- Draft letter of offer
7. Appointment to no-salary Auxiliary position:
- Chair letter to Dean requesting appointment, describing the role appointee will play in the education and training of students, residents, or research trainees
8. Hire at advanced rank, Associate or Professor (Tenure, Clinical, Research or Auxiliary) – 1 hard copy*:
- Candidate’s CV
- Vote of the eligible faculty and letter from P&T Chair
- Recommendation of Dept. Chair
- 5 external letters of evaluation
- Draft Letter of Offer
9. Transfer from Tenure to Clinical track – 1 hard copy*:
- Letter from the faculty member describing how their career goals and activities have changed to be in line with the clinical track and acknowledgement that they are revoking tenure
- Letter of support (approval) from the Department Chair
- Draft Letter of Offer for new position on clinical track
10. Transfer from Auxiliary to Clinical track:
- Department must either budget for this position in their Faculty Staffing Plan or follow the procedure to add a mid-year or unbudgeted position and submit a Recruitment Request Form
- Draft Letter of Offer
11. Transfer of Tenure Initiating Unit – 1 hard copy*:
- Memorandum of Understanding between candidate’s current TIU and receiving TIU: signed by dept chairs, college deans, OAA, and anyone else providing resources
- Vote of tenured faculty in receiving TIU
- Draft Letter of Offer
- Candidate’s CV
12. Exclusion of Time from tenure clock due to birth or adoption:
- OAA Form 111
13. Exclusion of Time from tenure clock for other reasons – 1 hard copy*:
- OAA Form 112
- Faculty member’s letter detailing the circumstances for the request
- Letter of support from Department Chair
- Vote of eligible faculty and letter from P&T Committee Chair
- Faculty member’s current CV
14. Appointment to an Endowed Chair:
- Chair letter to Dean requesting appointment
- Candidate’s CV
15. Endowed Chair reappointment reviews – 1 hard copy*:
- Chair holder’s CV
- Description of accomplishments during current term
- Description of goals for next term
- Letter of support from Chair
16. Emeritus Appointment:
- Letter from faculty member requesting emeritus status with date of resignation
- OAA form 207 with statement of justification
17. Return Retiree:
- OAA form 208 with statement of justification
- Draft LOO (template on OneSource)
18. Paid External Consulting:
- OAA form 201
19. Faculty Professional Leave (only available to regular tenure track faculty with at least 7 years of service) – 1 hard copy*:
- OAA form 202
- Detailed proposal for leave
- Candidate’s CV
- Additional support documentation
- Chair letter of support
20. Special Research Assignment Leave:
- Detailed proposal for leave
- Chair letter of support
- Candidate’s CV
21. Unpaid Leave of Absence:
- Letter to Chair explaining reason for request and timing of leave
- Chair letter of support
*Please note – if an item says that 1 hard copy is required, we also appreciate the material in
electronic copy.
Final Approval:
Items 1, 6, 7, and 10 are approved at the College level
Items 5, 8, 9, 11, 12, 13, 14, 17, 19 are approved at the University level (OAA)
Items 2, 3, 4, 15, 16, 18, 20 are approved by the Board of Trustees
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