Human Resources HR80 - Tenure and Promotion Recommendations

Accessed:	2026-07-17
Purpose of series:	Records series documenting the consideration of faculty members applying for tenure and/or promotion based on evaluations of teaching, research, and service to the community.
Scope and contents:	Includes applications forms, decision letters, letters of recommendation, curriculum vitae (CV), and supporting documentation.
Cross reference:	Letters of recommendations will also be maintained in the Personnel File (HR50). Committee work will be captured under the Governance (GV) section under the appropriate committee classification. For appeals, see GV26 University Appeals.
Exceptions:

Primary offices:	Human Resources
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	7 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Final recommendation and appeal period expired. After final decision made and appeal period expired record to be retained for 7 years, then destroyed.

Secondary offices:	Department or other such unit as defined by the DFA Agreement (Article 1.08)
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	1 year
Secondary office retention instructions:	S/O (Superseded/Obsolete) = Final recommendation and appeal period expired. All related supporting documentation will be retained in department head office for one (1) year after final recommendation made and appeal period expired, then destroyed. Recommendation letters are to filed with personal files (HR50) see cross reference. Notes for Advisory Committee records retention.

Retention rationale:

Expected operational use. Final recommendations will be retained in the University Secretariat and classified under GV10 Board of Governors and Committees and/or GV11 Senate and Committees, both identified for selective retention by the Archives. And in accordae with

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2025-10-31 11:55:17	cr618206	Confidential

Notes:

Advisory Committee records: As the relevance of committee records concludes with the formation of a new committee, these records will be retained until the formation of the next committee, after which they will be securely destroyed/deleted, in accordance with best practices.