Is there a list of the kinds of documents found in the various files?
The following lists are not all-inclusive but serve as examples of the kinds of
materials commonly found in the personnel files. The Governance file and the Professional
Activities file are maintained in the SOFAS office.
1. GOVERNANCE FILE contains material such as the following—none
of which is directly submitted by the individual faculty member. Parentheses
refer to person who submits copy:
Letter of Offer signed as accepted by faculty member (Dean)
Copy of original letter of application
Copy of Employment Application
Copy of original Vita
Position Announcement
(PA) PERSONNEL ACTION FORMS
Annual Letter of Appointments sent by SOFAS office
Ph.D. Certificate/verification memo
CHANGES TO APPOINTMENT
Appointment to GRADUATE FACULTY/Graduate Program (Provost or Dean)
APPOINTMENT/CHANGE to another Unit (Provost)
Appointment as new member to a discipline (ex. Women’s studies) (Dean)
Appointment as chair, acting chair, coordinator, director of interdisciplinary
or disciplinary unit or academic program (Dean)
TENURE PROMOTION approved (Chancellor) or denied (Dean)
Tenure denied & appeal is requested, until final decision.
FULL PROFESSOR PROMOTION approved or denied (Chancellor)
RENEWAL (RETENTION) REVIEW approved (Provost) or denied (Chair)
Retirement notification
Resignation letter
Resignation from Unit/discipline or as Unit/discipline chair
Sabbatical Approval (Provost) or Denial
Leave of Absence Approval (Dean) or Denial (Chair)
Salary Adjustment (Dean)
Stipend (Administrative) Budgeted money paid as salary for work beyond normal
appointment (such as Chair responsibilities during
summer, etc.)
Summer/Intersession, Adjunct Instructor Appointment letters (Dean)
Gender Equity Adjustments (UW System Madison)
Professorship/Grant, i.e., “Rosenberg Prof.” final (Chancellor)
Emeritus Granted (Chancellor)
Fellowship correspondence (faculty member chosen as “fellows”)
Merit Reviews (Unit Exec. Comm.)
Post-Tenure Reviews (Post-Tenure/Merit Review Committee)
Post-Tenure Statement (Professional Development Proposal: written by faculty
member outlining goals/objectives for professional
development, including
teaching/scholarship/service, usually every 5 years,
but determined by Unit)
Professorship/Grant Allocation, i.e., “Rosenberg” “Frankenthal” “Johnson”
2. PROFESSIONAL ACTIVITIES FILE contains material such as:
Annual Professional Activities
Reports
Vita updates old updates discarded as received and replaced with new (except
for
Tenure and full professor vitas which are never destroyed )
Updated Curriculum Vitae for tenure/full professor promotion reviews
Personal Statement (for tenure/full promotion review)
Promotion Support/Outside letters and faculty review letters for tenure/full
promotion review
Self Assessments for merit reviews, UNDER Activity Report
Performance Evaluation for Deans/Associate Provosts/SOFAS (Provost)
Performance Evaluation for Provost/Asst Chancellors (Chancellor)
3. SUPPORTING DOCUMENTS FILE includes evidentiary
documents such as:
A copy of annual professional
activities report (NB: Copy of the professional activities report must also be
included in the Professional Activities file each year.)
Syllabi and samples of other class materials
CCQs (Course CommentQuestionnaireses) or other teaching evaluations.
Publications
REVIEWS
Publication: individual's publications reviewed by professor from another
college
Manuscript: individual reviewed another professor’s manuscript
(Service/Outreach)
Awards (Founders Award, Regents Teaching Excellence Award, Teaching at It’s
Best Award, etc.)
Book/Manuscript publication or approval for publication
Campus Preview Days
Career Development of students
Certificates of Phi Beta Kappa
COMMITTEES
Appointment/resignation to elective or appointive committee/chair
Thank You Letter for Annual Elective/Appointive Committee Report
Member replacement/chair
Conference attendance or presentation
Evaluations for teaching (may or may not be requested by faculty member to a
colleague to observe teaching)
Memos addressed to individual faculty member regarding performance in any
professional area.
Faculty Mentor assignment
Grants, Proposals to Foundations
Student Teacher/Internship Program evaluation form
Sabbatical proposal
Sabbatical Report
Student Teacher/Internship Program evaluation form
Temporary appointment to another executive committee (Dean)
Thank you letters, misc. from students, faculty, etc.
Travel (usually abroad) w/students for credits (Teaching)
Winter Commencement
Workshop attendance or presentation