Supplementary File

The supplementary file provides additional evidence relevant to promotion and/or tenure review. Any hard copies contained in the supplementary file will be returned to the candidate following final action on the promotion and/or tenure review.

In order to provide a record of what materials were made available to reviewers, a table of contents for the supplementary file should be prepared and included as the final page in the primary dossier. This need not be exhaustive, but might include a full list of any publications, exhibits, or performances included in the scholarship portfolio and summaries of other items contained in the file—e.g. “photographs of candidate’s artistic creations,” “program notes from candidate’s performances,” etc.

Unlike the primary dossier, which is retained for ten years (as called for by state records retention law), materials in the supplementary file are returned to the candidate following final action on the promotion and/or tenure review. Many materials included in the supplementary file are provided by the candidate but the supplementary file also includes confidential materials, such as the CVs of external reviewers. Careful review is required before returning any materials to the candidate to ensure no inadvertent disclosure of confidential information.

Documentation for the File

Full curriculum vitae for external reviewers (if provided)

The formal request for external evaluation should include a request for the external reviewer to provide a curriculum vitae (CV). Any CVs received in response to this request should be included here, not in the primary file, which should provide only brief biographical sketches of the reviewers. If a reviewer does not provide a CV, it is not necessary to reiterate the request. It is acceptable to provide those CVs that were received.

Scholarship portfolio (required)

The scholarship portfolio, which is provided by the candidate, presents comprehensive evidence of the candidate’s professional activity—scholarship, research, and creative activity—and appropriate evidence of the candidate’s national or international recognition or impact. The portfolio typically includes such evidence as copies of published books and articles, recordings of performances or productions, photographs of works of art, installations or exhibits, program notes, etc. It is permissible and advisable for the candidate to include evidence of work in progress in order to assist reviewers in ascertaining the likelihood for future productivity and success. Such materials will typically be at an advanced stage. The most commonly included materials are manuscripts currently under review.

If the scholarship portfolio includes as completed scholarship a book that has not yet been published, the file must also include 1) a copy of the signed contract for publication, and 2) a copy of the completed manuscript. The book manuscript must be in final form, meaning that it is not subject to further revision beyond galley proofing or indexing.

Signed written student evaluations of teaching (required, if available)

The online teaching evaluation system provides materials, including quantitative summary pages and written student comments, for each course taught by the candidate. (The instructor has access to all student comments; the unit should have access only to those student comments that were signed.) Please include in the supplementary file the summary pages and student comments for each course. Student evaluations completed prior to winter term 2008 include hand-written student comments. Only signed comments should be included.

Please ensure that:

  1. written student comments are not included in the primary dossier;
  2. only signed student comments are included in the supplementary file; and
  3. no summary or evaluation statements associated with the review quote from unsigned student evaluations.

Teaching portfolio (required)

The teaching portfolio, which is provided by the candidate, should be representative, not comprehensive. Candidates often include sample course materials such as syllabi, exams, and homework assignments in order to illustrate their innovative approaches to teaching. Other materials, such as course websites, may also be included.

Service portfolio (as available)

The service portfolio, which is provided by the candidate, should provide evidence of the candidate’s service contributions to his or her academic department, center or institute, school or college, university, discipline, profession, and the broader community. Note that a candidate is not expected to have contributed service at all of these levels. The service portfolio documents the candidate’s contribution to the university, profession, and community. The portfolio should not be comprehensive but rather provide representative evidence of the candidate's service. Each candidate’s appropriate level of service will differ based upon their career stage as well as professional responsibilities as defined by the candidate’s job description and the unit workload policies.

The service portfolio may contain examples of service on university committees, elected bodies, advisory groups, task forces, and/or other activities serving the university's mission. It may also contain examples of service to the profession and community, such as white papers authored or co-authored by the faculty member, commendations, awards, op-ed pieces, and/or letters of appreciation.

The portfolio may include a short narrative summarizing the candidate’s unique service experiences or obligations. Candidates may wish to comment on the significance and quality of their work and provide a rationale for the choice of examples in the portfolio, the significance of those choices, the role played by the candidate, and the amount of time devoted to service activities.