Preparation and Sharing of Documents and Information

.111        In cases of review for reappointment or tenure, the Dean or the Chair should advise the Faculty member of the time when decisions affecting renewal and tenure are ordinarily made so that the Faculty member has adequate time to prepare relevant documentation.

.112        In addition to documentation required to be submitted in standard form, the Faculty member under review may submit such additional material as he or she believes is helpful to an adequate consideration of the case.

.113        Documentation prepared by the Faculty member under review is submitted to the Chair of the Department or, in a non-departmentalized School, to the Dean.  After the first reviewing body has concluded its deliberations, the Faculty member may submit additional material to the Dean, who shall include it in the set of documents to be considered by other reviewing bodies. If the School is departmentalized, a copy of such additional material must also be provided by the Faculty member to the Chair of the Department.

.114        Each subsequent reviewing body must receive the dossier of materials reviewed by the previous body and is entitled to be informed of factors previously considered.

.115        Each reviewing body, through its Chair, may seek additional information from any source in writing, orally, or in person. If the reviewing body determines that such information differs materially from the record at hand, the reviewing body must reveal that information to the cognizant Dean.  Unless doing so is inappropriate in light of the provisions of the Faculty Handbook, the Dean shall consult with the candidate and may also consult with other persons or groups including those that have reviewed the case previously.  The Dean shall be given the opportunity by the reviewing body to respond to the information. Such additional consultation becomes part of the record of review.  The obligation of confidentiality is to be respected by all parties. 

.116        Unsolicited information received by a reviewing body, if material to the case in the judgment of the Chair of that body and if verified must be included in the candidate’s dossier. Such material must be clearly labeled as unsolicited. If the new information is included and in the judgment of the reviewing body differs materially from the record at hand, the reviewing body must reveal that information to the cognizant Dean.  Unless doing so is inappropriate in light of the provisions of the Faculty Handbook, the Dean shall consult with the candidate and may also consult with other persons or groups including those that have reviewed the case previously. The Dean shall be given the opportunity by the reviewing body to respond to the information. Such additional consultation becomes part of the record of review.Unsolicited opinion submitted in support or in opposition to the candidate shall not be considered. The obligation of confidentiality is to be respected by all parties.