Office of the Vice Provost for Faculty Affairs

Dossier Assembly

  • Dossiers are presented to this office via a designated Associate Dean or designated staff person in each decanal unit to insure compliance in process prior to submission to the Office of the Vice Provost for Faculty Affairs.  An original + 1 hard copy of the dossier plus a single digital copy in PDF format on disk/flash drive are required. We now welcome receiving the digital files via UB Box. The UB Box must be a dedicated folder for PRB files only with access given only to the Dean's designee/s and the Assistant Vice Provost, Pat Kane, and the files must be in final format and must match the hard copy exactly.
  • Following are some points to remember when assembling the dossier:
  • REGARDING SUPPLEMENTALS; We now prefer pdf submissions of supplementary material (where possible & separate from the dossier pdf) as these can be made available to the board in digital format. If you are submitting a digital copy of supplemental material, no hard copy is required. We realize some content must come in hard copy, such as books, CDs and DVDs, etc. If you continue to submit paper supplementals, DO NOT include copies of articles/publications, citation indexes, reviews etc. within the dossier--and only one copy is required as supplemental information. While the checklist includes publications as an aspect of the Teaching Portfolio, it lists those publications as Appendices (supplementary materials). You may supply a separate teaching portfolio supplemental and a separate publications supplemental if you wish teaching materials not be bundled in with research publications. Excessively large teaching portfolio sections make dossier handling and mailing prohibitive. This includes Powerpoint presentations, web site materials, and other self-published course supplements. Teaching portfolio material, when it exceeds the recommended limit of 20 PAGES should be submitted as a separate supplemental file. Please see the bulleted point regarding Quantitative Teaching Evaluations, #8 on the dossier checklist, (not to be confused with the Teaching Portfolio). 
  • regarding digital supplementals; Please combine where possible to reduce the number of pdf files. For example, one set of multiple articles, rather than a single pdf for every article would be most helpful. You may supply a separate teaching portfolio supplemental and a separate publications supplemental if you wish teaching materials not be bundled in with research publications.We now welcome receiving the digital files via UB Box. The UB Box must be a dedicated folder for PRB files only with access given only to the Dean's designee/s and the Assistant Vice Provost, Pat Kane, and the files must be in final format and must match the hard copy exactly.
  • insert colored divider sheets between each section of the original dossier
  • an original + 1 hard copy of the dossier plus a single digital copy in PDF format on disk/flash drive are required. You may also send the electronic version via email to Pat Kane at pec@buffalo.edu. We are also now happy to accept dossiers submitted via UB Box as outlined above. You will recieve a confirmation via email in return following your email notification that a dossier is available for download. Confirmations are not sent if the dossier comes on disk or flash drive along with the hard copies. Remember the dossier must come as a single PDF document.  Supplementals (publications etc.) may also be submitted in a single digital pdf file. Please remember that supplementals are not part of the dossier and should always be submitted separately from the pdf copy of the dossier as outlined above. If you are submitting a digital copy of supplemental material, no hard copy is required.
  • the pdf copy of the dossier MUST duplicate exactly the dossier as submitted on paper.
  • the pdf copy MUST be searchable by keyword and bookmarked (contact Pat Kane for training if required) according to the primary sections of the dossier checklist as follows: 
    • CV (A sample format can be found in the Faculty Staff Handbook)
      • N.B.: Date of last update should always be listed either under the candidate's header or in the upper right corner
      • N.B.: Articles in refereed and non-refereed journals should be clearly distinguished from one another and, preferably, listed separately with full pagination and ordered by date of publication. Books should be listed separately from articles. Publications with multiple authors should indicate the senior author, if there is one, either by a note at the beginning of the publications list (if senior author position is consistent throughout) or by an asterisk indicating the senior author in each entry. External funding entries should indicate agency, amount, dates, and, if there are multiple named investigators, which is the PI.
    • RESEARCH STATEMENT:  This should be a concise description, no more than 3 PAGES, of the candidate’s research.  Additional material such as abstracts, citation indexes, and other representative material is to be considered supplemental and should be submitted separately as part of the supplemental material as outlined above.
    • SERVICE STATEMENT: This should be a concise description, no more than 2 PAGES.  It is important to recognize the three categories of service acknowledged by the university and to construct the Statement of Service accordingly.  They include, in order of importance for the promotion review, Professional/Public Service, University Service, and Community Service. 
    • TEACHING STATEMENT:  The Teaching Portfolio consists of two parts: the candidate’s statement about teaching and an appendix (supplemental) that selectively documents course materials and evidences of innovative teaching developments and other supporting materials.  For convenience and effectiveness of peer review, the entire Portfolio should be in the range of 20 pages, with the candidate’s statement in the range of 3 PAGES. ) Please note the advisory regarding supplemental materials as relates to the teaching portfolio if that portfolio exceeds the recommended limit of 20 pages. While the checklist includes publications as an aspect of the teaching portfolio (see above), it lists those publications as Appendices (supplementary materials). Supplemental teaching portfolio materials, when included in the body of the dossier, should be identified with a divider sheet so as to distinguish it from the Teaching Statement which should be in the range of 3 pages. Excessively large teaching portfolio sections make dossier handling and mailing prohibitive. This includes Powerpoint presentations, web site materials, and other self-published course supplements. Dossiers containing inordinate amounts of publication materials in each copy may be returned for reconfiguration. See above regarding supplemental materials.
    • TEACHING PORTFOLIO:  "The Teaching Portfolio described herein is primarily for the purpose of promotion evaluation rather than for development purposes, summative rather than formative, to emphasize core materials designed for valid peer-review comparisons . . . It is to be concise in its focus, selective in documentation, and economical in format. "III.A.I.7.  TEACHING PORTFOLIO (no more than 20 PAGES) (see Policies). Supplemental teaching portfolio materials, when included in the body of the dossier, should be identified with a divider sheet so as to distinguish it from the Teaching Statement which should be in the range of 3 PAGES. You may supply a separate teaching portfolio supplemental and a separate publications supplemental if you wish teaching materials not be bundled in with research publications.
    • QUANTITATIVE TEACHING EVALUATIONSThe results of course/teaching evaluations by students should be included in the dossier and presented in a standardized summary or tabular form, with an analysis of the summary as part of the Chair’s letter.  Raw data should not be included but should be available for inspection in the department.  Averaged results, based on data from the Department, College, or School, should be presented as a basis for comparing the candidate’s individual teaching effectiveness with other faculty in the unit. Letters from current and former students (in addition to those solicited for Item 9 of the checklist), reports of student or faculty teaching evaluation committees, the placement and career record of former students, and similar materials may be included here.  These should not be redundancy of materials selected for the Teaching Portfolio (see Item 7 of the checklist), and should be formatted according to a year-by-year chronology.
    • Non-Confidential Evaluative Letters (with access permissions attached to each)
    • Conditions of Employment Letter (redacted)
    • Confidential Evaluative Letters (with access permissions attached to each)
    • Statement of Procedures for Selecting Reviewers
    • IMPORTANT NOTE: PLEASE run text recognition on the dossier after it is fully assembled and the digital copy has been made. Some scanners save the pdf as an image. Text recognition should be run after the scan is in it's final iteration presumably during the bookmarking process.  
  • DO NOT staple or paperclip any sections of the dossier or have it bound in any way--use binder clips or sturdy/durable rubber bands to secure all copies
  • DO NOT place any documents (Dean's letter, Chair's letter, etc.) in the non-confidential section of the dossier that contain names of external reviewers who have not given permission for the candidate to see their letters. If the Dean or Chair elects to cite these reviewers or their comments, a redacted copy of the letter with all identities deleted must be placed in the non-confidential section, since this is available for the candidate to review. References to external reviewers requesting confidentiality in letters of support by the Dean and Chair  should be referred to without identifying qualifiers such as the names of the university and department they are affiliated with or the identity of their association, journal or publication (when directors or editors). Evidence of reviewers qualifications to review are placed in the section containing the statement of procedures for selecting reviewers. Reviewers identities, CVs etc. are located there. Please refer to III.A.II.3.  BACKGROUND INFORMATION ON EXTERNAL EVALUATORS of the Faculty Staff Handbook for those guidelines.
  • DO include an ePTF Summary of the appointment/promotion/tenure in the ORIGINAL dossier only (do NOT place in dossier copies)
  • DO NOT include full cv's for the external reviewers--a short bio is sufficient. Excessively large CVs make dossier handling and mailing prohibitive. If it is your department’s or unit’s practice to require full cv’s, you may submit them with the digital supplementals into a single pdf file rather than individual pdf’s of each reviewer.
  • THE TEACHING PORTFOLIO beyond the candidate’s statement should be included as appendices as indicated on the checklist and should be considered supplemental material. Supplemental teaching portfolio materials, when included in the body of the dossier, should be identified with a divider sheet so as to distinguish it from the Teaching Statement which should be in the range of 3 PAGES. Excessively large teaching portfolio sections make dossier handling and mailing prohibitive. This includes Powerpoint presentations, web site materials, and other self-published course supplements. Teaching portfolio material, when it exceeds the recommended limit of 20 PAGES should be submitted as a separate supplemental file. Please see the bulleted point above regarding Quantitative Teaching Evaluations, #8 on the dossier checklist, (not to be confused with the Teaching Portfolio). 
  • all paper supplemental materials accompanying the dossier should (in total) be able to fit in the size of a manila folder box (2-1/4"h x 9-1/2"w x 12").  
  • DO NOT staple or paperclip any articles or additional supplemental material if you are submitting it in hard copy.

More detailed criteria for dossier preparation is available in the Faculty/Staff Handbook, Section III.A.

Dossier Deadlines

 

Processing the ePTF

Final ePTF's should not be **submitted** until you receive the President's letter of approval for the appointment (sent to the candidate, copied to the Dean and copied to each decanal unit's assigned PRB associate), at which time they must be forwarded to Diane Stolarski for processing and signatures at the Provost's and President's level. A copy of the President's letter must be attached with your ePTF request-for-approval submission.

Any questions regarding the PRB or the preparation of dossiers can be addressed to Patricia Kane, Assistant Vice Provost for Faculty Affairs 645-2995 or pec@buffalo.edu

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