1. Building Your Personnel Action Dossier
Reappointment, Tenure, Promotion Workshop
November 3, 2015
Dorothy H. Muller
ECU Office for Faculty Excellence

2. There are 6 parts to the PAD
maximum of 4” binder for contents
make a copy before you submit
attention is paid both to productivity since the date of hire, tenure or last promotion (whichever is more recent) and accomplishments over one’s entire career.
The Personnel Action Dossier (PAD) is a collection of documents and lists of accomplishments in summary form that provides a record of the accomplishments of a faculty member seeking reappointment, promotion, or tenure. A PAD is compiled in a manner described in The Faculty Manual and is submitted each time a personnel action for reappointment, promotion, or tenure takes place. Each PAD becomes part of the faculty member’s permanent personnel file and is not returned to the faculty member. (Comment about notebooks.)
Faculty Senate –
Faculty Manual

3. Important Parts of the faculty manual
Part IX - Tenure and Promotion Policies and Procedures and Performance Review of Tenured Faculty – formerly Appendices D and B
Part X – Personnel Action Dossier and Tenure and Promotion Schedule – formerly Parts XII and XIII;
Link to guidelines -

4. Tab 2 (B) - The Recommendations (Note reappointment, tenure
Parts of the PAD – Tabs 1, 2, 3
Tab 1(A) - The Cumulative Review (Sedona assisted). Summaries of SOIS; for SPOTS See Memo of September 1, 2015 from Mitchelson and Stiller; Peer Evaluation; actual student opinion records and comments may be placed in Supporting Materials
Tab 2 (B) - The Recommendations (Note reappointment, tenure
and promotion information) .
Tab 3 (C ) – Record of Evaluations
Criteria for tenure and/or promotion set forth by the code unit
Copies of all written communications with the candidate on progress toward tenure, including annual evaluations over time period (Progress toward tenure letters and other personnel committee communications, etc.)
Records of annual evaluation meetings with unit administrator
Records of assigned teaching duties and responsibilities, including reassigned time
Records of annual discussion on criteria for evaluation of faculty performance
For final tenure decision, copies of communication with external reviewers and copies of external reviews, listing of documents reviewed.
Peer Review Evaluations and any responses (some units put these in Supporting Documents – Tab 4 (D)

5. Parts of the PAD – Tab 2 (B)
The Recommendations (Note reappointment, tenure and promotion information).
(Note: The documents listed here will be added by the appropriate official as the Personnel Action progresses.)
1. For reappointment: a. Unit tenure committee’s recommendation, signature of the chair of the unit personnel committee, and date b. Unit administrator’s recommendation, signature, and date c. Dean's recommendation, signature, and date d. Provost/Vice Chancellor’s recommendation, signature, date
2. For tenure: a. One cumulative evaluation in narrative form of the candidate's teaching, research, service, and any other relevant duties, prepared by the unit tenure Committee. A draft of this cumulative evaluation, to be completed after the candidate turns in the PAD, should be available for discussion by the entire tenure committee before the vote. (Faculty Senate Resolution #08-27, May 2008) b. A cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit administrator. c. Unit tenure committee's recommendation, signature of the chair of the unit personnel committee, and date d. Unit administrator’s recommendation, signature, and date e. Dean's recommendation, signature, and date f. Provost/Vice Chancellor’s recommendation, signature, date
3. For promotion: a. One cumulative evaluation in narrative form of the candidate's teaching, research, service, and any other relevant duties, prepared by the unit promotion committee. A draft of this cumulative evaluation, to be completed after the candidate turns in the PAD, should be available for discussion by the entire promotion committee before the vote. (Faculty Senate Resolution #08-27, May 2008). b. a cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit administrator. c. unit promotion committee’s recommendation, signature of the chair of the unit promotion committee, and date. d. unit administrator’s recommendation, signature, and date. e. Dean's recommendation, signature, and date. f. Provost/Vice Chancellor’s recommendation, signature, date.

6. Parts of the PAD – Tab 3(C )
Tab 3 (C ) – Record of Evaluations
(Disagreements about evaluations should be included with those evaluations rather than under Disagreements)
1. For evaluation for reappointment decisions: a. Copies of the criteria for reappointment set forth by the code unit of the faculty member. b. Copies of all written communications with the candidate on progress toward tenure, including all annual evaluations over the period of time appropriate to the decision. c. Records of the discussions on annual evaluation meetings with the unit administrator (see Part VIII, Section I (III). d. Records of the assigned teaching duties and responsibilities including indication of released time over the period of time appropriate to the decision (see Part VI, Secton I (I); e. Records of the annual discussions on the criteria for evaluating faculty performance.
2. For evaluation for tenure decisions: a. Copies of the criteria for tenure set forth by the code unit of the faculty member, b. Copies of all written communications with the candidate on progress toward tenure, including all annual evaluations over the period of time appropriate to the decision, c. Records of the discussions on annual evaluation meetings with the unit administrator (see Part VIII, Section 1 (III);. Records of the assigned teaching duties and responsibilities including indication of released time over the period of time appropriate to the decision (see Part VI, Section I (I), e. Records of the annual discussions on the criteria for evaluating faculty performance (See Part IX, Section I (II.A.3), f. Copies of all communication with external reviewers, copies of the external reviews, and a listing of the documents reviewed.
3. For evaluation for promotion decisions: a. Copies of the criteria for promotion set forth by the code unit of the faculty member, b. Copies of all annual evaluations over the period of time appropriate to the decision, c. A record of the assigned teaching duties and responsibilities including indication of reassigned time over the period of time appropriate to the decision. See Part VI, Section I (I), d. Copies of all communication with external reviewers, copies of the external reviews, and a listing of the documents reviewed. In cases of application for tenure with simultaneous promotion, items B and C should be combined as appropriate.

7. Parts of the PAD – Tab 4(D) – Divide into 1-4 Parts Supporting Materials – Teaching (suggestions)
Table of Contents - for whole section or one for each of three parts: teaching, research, service
Section on Teaching –
Philosophy of Teaching (one or two pages; maximum of three)
List of courses taught, perhaps with a brief description of challenges/ rewards & terms taught
Self-reflection of teaching
Objectives of teaching
Example(s) of course syllabus/syllabi
SOIS/SPOTS or other student input reports – You can choose to include Comments; they are not required. Explain any aberrations and steps you have taken in addressing identified areas for improvement; note difficulty level and response rate if appropriate; reflections; CATS
Peer Classroom Observation reports go here if not in Evaluations section.

8. Parts of the PAD – Tab 4(D) – Divide into 1-4 Parts Supporting Materials – Teaching (suggestions continued)
Example(s) of special assignments, projects, and/or other activities
Samples of student work evaluated; self-made student evaluations used
Example(s) of unsolicited notes or other feedback from students
Faculty development activity and reflection on growth (course redesign, problem-based, team-based, DE course, service learning, assessment efforts)

9. Parts of the PAD – Tab 4(D) Supporting Materials – Scholarship
Section on Research and Creative Activity –
Introduction to your research agenda and reflection on your goals and accomplishments – how did you develop your research agenda? Discuss the breath and/or depth of your work? What have you done/plan to do? (philosophy of research and creative activity)
Selected example(s) of research and creative activity – citation information, report(s), article(s), photographs of work, link to materials
Overview of grant work and impact
Scholarship of Discovery
Scholarship of Teaching and Learning (SoTL)
Scholarship of Engagement
Development of Research Knowledge and Skills

10. Parts of the PAD – Tab 4 (D) Supporting Materials - Service
Section on Service
Philosophy of Service and how you have pursued it
Examples of service accomplishments – professional (national, university, department), community, etc. (Servire Society, leadership, recognition)
Letters, materials, student comments, etc.
You may want to relate how community engagement and service relate to and inform your teaching and scholarship

11. Parts of the PAD – Tab 4 (D) Supporting Materials – Patient Care/Clinical Practice
Section on Patient Care/Clinical Practice
Roles and responsibilities
Reports
Letters
Evaluations
Contribution to the unit

12. Parts of the PAD – Tab 4 (D) Supporting Materials – Administration
Section on Administration and Other Assignments
Roles and responsibilities
Reports
Letters
Evaluations
Contribution to the unit, college, university, etc.

13. Parts of the PAD – Tabs 5 (E), 6 (F)
Tab 5 (E) – Other Material
Tab 6 (F) – Disagreements (may not have anything here)

14. Assistance is available
Workshops are provided on PAD, Peer Observation (DE and Face to FACE) and Sedona
See - for schedule

15. Review: Use the philosophy of teaching statement to (a) demonstrate that you have been reflective and purposeful about your teaching (b) communicate your goals as an instructor and your corresponding actions in the classroom, and (3) provide an opportunity to point to and tie together the other sections of your portfolio (ftad.osu). The Office for Faculty Excellence offers a workshop each year to assist.
Links:

16. UNC System Mission – Teaching as Primary Responsibility
The University of North Carolina is a public, multi-campus university dedicated to the service of North Carolina and its people. It encompasses the 16 diverse constituent institutions and other educational, research, and public service organizations. Each shares in the overall mission of the University. That mission is to discover, create, transmit, and apply knowledge to address the needs of individuals and society. This mission is accomplished through instruction, which communicates the knowledge and values and imparts the skills necessary for individuals to lead responsible, productive, and personally satisfying lives; through research, scholarship, and creative activities, which advance knowledge and enhance the educational process; and through public service, which contributes to the solution of societal problems and enriches the quality of life in the State. In the fulfillment of this mission, the University shall seek an efficient use of available resources to ensure the highest quality in its service to the citizens of the State.
Teaching and learning constitute the primary service that the University renders to society. Teaching, or instruction, is the primary responsibility of each of the constituent institutions. The relative importance of research and public service, which enhance teaching and learning, varies among the constituent institutions, depending on their overall missions.