Faculty Dossiers and Appointments Procedures
Guidelines for completing faculty dossiers and appointment procedures, including checking education and experience alignment, notification dates for tenure-track appointments, and curriculum vitae requirements for faculty candidates.
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Select the appropriate checkbox at the top of the page to indicate the type of action. Complete sections 1-7 with appropriate information and have the candidate review and sign on line 8 if all information is correct. Check that the education and experience on the AP-2 matches the information on the CV. For faculty appointments, units should also complete sections 9, 10 and 12-15. In section 12, information for all current appointments, including joint appointments, should be included as well as information for proposed appointments.
For tenure-track appointments the proposed appointment date should be the day following the required notification date. For example, if a faculty member s current appointment ends June 30, 2013 and must be notified of reappointment or conferral of tenure by June 30, 2012, the proposed effective date will be July 1, 2012. In section 13, make sure you check the appropriate box for Nepotism, Affirmative Action and Credentials Verification indicating your unit has adhered to all appropriate policies and procedures.
The curriculum vitae should follow standard University format containing the following information in this preferred order: Personal Information Education Professional Experience Honors Bibliography and products of scholarship (as applicable) Books and Chapters, show author order including pages Refereed papers/articles, show author order including pages Refereed other products of scholarship (with electronic links displayed, if relevant) Products of interdisciplinary scholarship Products of engaged scholarship Products of creative activity such as performances and exhibitions Digital and other novel forms of scholarship (with electronic links displayed, if relevant) Refereed unpublished oral presentations and/or abstracts Other, including book reviews and other products of scholarship (with electronic links displayed, if relevant) Teaching record, to include: Course name, semester and number of students taught by section for the past three years Names of graduate students supervised, thesis titles and completion dates for degree work since employment at UNC Undergraduate honors projects Grants: source, direct funding amount (do not include indirect funding), type of grant, role on project with percent of effort included, starting and ending dates. Professional Service: To discipline Within UNC-Chapel Hill Teaching Statement Research Statement Service and engagement statement, if applicable
All items on the CV should be listed in reverse chronological order with most recent items first. CVs should contain page numbers and the most recent revision date. Inserting this information in the header or footer and selecting Update Automatically is highly suggested. Refereed publications must be marked as such. Forthcoming publications or articles should be in a separate category listed as such. Include conference participation and presentations in a separate section. Please note: CVs should not contain age, date of birth, marital status or social security number.
The Chair's letter should include: Full professors vote or vote of all tenured faculty by rank if department policy allows all tenured faculty to vote The Provost s Office requires a vote of four (4) full professors. If your department does not have 4 full professors please contact Janet Farrell for further instructions. Phased retirees cannot vote on these personnel actions. Votes should be noted in this format: Yes -4, No 0, Abstain - 0 Explanation of negative votes and abstentions is required. It is helpful to include information on absences. If an early promotion, justification is required Explanation of any personal connection between reviewers and the candidate Information about selected evaluators, i.e. why were they selected? NOTE: in letters written by associate professors for a promotion to associate professor, chair should elaborate in his/her letter as to why this person is the best choice. Discussion of research/ scholarship career thrust, strategy and emphasis on the candidate Discussion of the research record Signature line for the Dean of the College of Arts & Sciences
The Chair's letter should not References to tenure clock extensions or delays in review Reference to any type of personal leave such medical or parental leave. It is acceptable to say the candidate has been on an approved leave(s). Comparisons to other faculty or candidates by name Extensive quotes from external letters; a summary of each letter is appropriate not include:
A copy of the Chairs solicitation letter should be included with dossiers and must include the following statement: "Under current policies of this institution, peer evaluations, such as that being requested from you, are regarded as confidential within limitations imposed by law. They are for limited use within the University. However, North Carolina state law provides that such written evaluations become part of the personnel file of the individual. As such, they become open by petition to the faculty member about whom they are written." The solicitation letter should not ask if one would promote/grant tenure at their own institution The solicitation letter is not required for initial appointments or addition of a joint appointment
A minimum of four (4) letters of evaluation are required: all four (4) from outside the institution, all from individuals independent of the candidate, two from a list provided by the candidate and two from individuals selected by the Department Chair or Dean, as appropriate. Ideally, all of the letters should come from research universities with very high research activity. If a letter is not from a research university an explanation should be given in the Chair s letter. In cases of promotion and conferral of tenure these letters may not be from individuals who have been directly involved with a candidate but may be from individuals who know the candidate through professional interactions
Acceptable Evaluators by Rank Instructor w/ Special Provision Tenure track Assist. Professor or higher Assistant Professor Tenure track Assist. Professor or higher Associate Professor Associate Professor with tenure or higher Professor Professor or higher Additionally, if a letter is from a reference who does not hold an academic appt. (or does not have academic credentials) please ensure that the chair/dean s letter clearly explains why the selected reference(s) are considered valid reviewers. NOTE: letters written by associate professors for a promotion to associate professor, chair should elaborate in his/her letter as to why this person is the best choice.
Indicate in the upper right hand corner of each letter whether the evaluator was suggested by the Chair or the candidate Letters written by mentors, advisors or collaborators are in addition to the four required letters and should be marked as additional in the upper right hand corner. Departments are required to submit all letters received and not just a selected subset of letters
Peer evaluations should be included for all dossiers except new hires. Effective Fall 2012, use the College s Peer Faculty Teaching Observation Report Form (copy follows). College minimum standard for peer teaching observation: At least two faculty members must each observe at least one full class session. It is recommended they observe class sessions in different courses. Refer to Dean Karen Gil s August 21, 2012 memo for additional information. Student evaluations, including any quantitative data, should be summarized. If you have a procedure for gathering non- quantitative data for student comment, report the results of that process. Input should not be provided from select individuals, such as specific student comments
For new hires, the nomination letter to the candidate (with the candidate s signature) should be uploaded to Connect Carolina EEO Approval is required for all new hires At this time, departments will still be required to bring original documents with tabs to the Dean s Office HR Team. The original dossier should not be forwarded to the Dean s Office until the file has been reviewed in InfoPorte and all required corrections have been made. You will be notified when to send the original file. Tabs should be provided for: Curriculum Vitae, Chair/Dean's Letter, Committee Report (if applicable) Letters of Recommendation, and Other (if applicable).
If you have questions, or would like to obtain additional information, please contact Janet Farrell at janet_farrell@unc.edu or (919) 962-6210 & Teresa Wilkinson at tsmith7@email.unc.edu or (919) 962-6217. We realize there may be a need for exceptions due to special circumstances, so please contact us if you need to discuss a particular dossier.
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