Dossier Preparation Checklist

February 12, 2004

NAME: _________________________________________________________

DEPARTMENT: ___________________________________________________

Promotion: __ To Associate: Must serve 4 years as Assistant (p. 24)

Tenure: __ 5 years of continuous service (can bring in up to 3 years, p. 39)

Original plus 3 copies each in a 1" white 3-ring binder.
*1 inch margins and 12 point font

Transmittal cover letter drafted by Associate Dean for Faculty, Administration and Finance (should advocate for the individual) and signed by the Dean

Section 1: Regent's Summary Sheet

1. Use Standard Summary Format for Promotion (2-page max., pp. 44, 47) __________
2. Use Standard Summary Format for Tenure (2-page max., pp. 44, 50) __________
3. Summary of the Action of the Promotion and Tenure Review Committee. (P. Shedd memo 7/1/01) __________

Section 2:

1. Cover Letter for Promotion (p. 51)
   • Background/Vote/Work Assignments & Budgeted Time__________
   • Generalizations about the candidate's achievements __________
     (Cross-Reference Vita)
   • Assessments of the candidate's stature __________
     (Cross-Reference External Letters)
   • A promotion is "early" if an assistant has less than 4 years, or an associate has less than 5 years in rank - chair's letter must identify early promotions and provide a rationale (p. 23) __________
   • Provide university-level area review committee __________
     
2. Cover Letter for Tenure (p. 49)
   • Background/Vote/Work Assignments & Budgeted Time__________
   • Probationary Period of 5 years met (p. 37)
     (Can bring in credit of 3 yrs. max. from previous institution - Need verification from employment letter) __________
   • Qualifications and record of exemplary performance __________
   • Need for services __________
   • Provide university-level area review committee _________

Section 3: Copy of the approved department criteria for P&T __________

Section 4: Vita

• Vita Summary Letter, no longer than two pages, describing major accomplishments and assessing impact - identify with asterik those of national or international standing (p. 44) __________
• Up-to-date vita (follows UGA guidelines from VPAA) __________
• For joint publications give specific percentage of your contribution (p. 7) __________
• For "in press" publications provide a copy of the acceptance letter, indicate number of manuscript pages, and place in separate folder in exhibit box (COE Committee request, 1996-97) __________

Section 5: Achievements

• Twelve pages or less __________
• Professor rank must document impact through evidence of critical response, adoption of technology by the discipline area, or citations __________

1. Achievements in Teaching
   • Assigned time (percent) __________
   • Courses taught/enrollments __________
   • Pertinent sources of evidence __________
   
   Comments:
   ____________________________________________________________
   ____________________________________________________________
   
   
2. Achievements in Research and Other Creative Activities
   • Assigned time (percent) __________
   • Pertinent sources of evidence __________
   
   Comments:
   ____________________________________________________________
   ____________________________________________________________
   
   
3. Achievements in Service
   • Assigned time (percent) __________
   • Pertinent sources of evidence __________
   
   Comments:
   ____________________________________________________________
   ____________________________________________________________
   
   

Section 6: Conditions of Employment (p. 43)

• For all individuals seeking P&T include:
  Copy of the letter of original offer __________
• If changes in responsibility, include brief statement detailing changes and rationale __________
• Third year review (for promotion to Associate Professor only) __________

Comments:
____________________________________________________________
____________________________________________________________

Section 7: External Evaluations

• No more than 7 - minimum of 4 (preferably 5 outside letters, p. 45) __________
• Briefly state qualifications of external reviewers __________
• No letter from candidate's former major professor, former students, close associates, friends
• Do not contact anyone candidate has declared a non evaluator.
• Indicate which reviewers were selected by candidate (pp. 28-29) __________
• Copy of request letter from department chair __________
• All letters must become a part of the promotion file (p. 29) __________
  May substitute a verbatim transcript of a telephone conversation in lieu of a letter

Exhibits: Total of 5 exhibits reflecting 5 major accomplishments
Submit one document or piece of information per exhibit. (COE practice adopted 6/97)

The vita and achievements sections together should not exceed 25 pages.

Comments:
____________________________________________________________
____________________________________________________________

Associate Dean for Faculty and Administrative Services • G-3 Aderhold Hall • The University of Georgia • Athens, GA 30602
Phone: (706) 542-6446 • Fax: (706) 542-0360 • coedean@uga.edu • Web Feedback

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