Protocol for Access to Promotion & Tenure or Continuing Status Files

The following protocol is to be followed when faculty members or professionals and/or Committee on Conciliation members or Committee on Academic Freedom and Tenure (CAFT) panel members investigating a claim of discrimination or other unconstitutional action request access to the complainant's promotion and tenure or continuing status file. No one other than the complaining faculty member or professional employee, members of the CAFT panel, or members of the Committee on Conciliation assigned to conciliate the complainant's case may have access to the promotion and tenure or continuing status file.

Members of the Committee on Conciliation assigned to conciliate the complainant's case or members of the CAFT panel investigating the complainant's case may have access to the complaining faculty member's promotion and tenure file or the complaining professional employee's promotion and continuing status file at a time and place designated by the Provost's Office. No copies may be made of any of the contents of the file. The individuals granted access to the file must sign the following Pledge of Confidentiality in which he or she agrees to protect the confidentiality of the contents of the file.

In consideration of being provided access to the promotion and tenure or continuing status file of ____________________. I agree to maintain the confidentiality of the contents of the file. I further agree not to discuss the contents with anyone other than members of the Committee on Conciliation assigned to conciliate the complainant's case or members of the CAFT panel investigating the complainant(s) case, and only during a duly convened meeting of that committee or panel.

B.   ACCESS BY COMPLAINING FACULTY MEMBERS OR PROFESSIONAL EMPLOYEES

A faculty member or professional employee who receives an adverse decision from the Provost relating to either tenure, continuing status, or promotion may have access to his or her promotion and tenure or continuing status file at a time and place designated by the Provost's Office. The names and any information that would reveal the identity of any outside reviewers or students will be redacted from the file prior to being presented for review. No copies may be made of any of the contents of the file. The complaining faculty member or professional employee may take handwritten notes but may not transcribe, copy, or otherwise record verbatim any document in the file. The complaining faculty member or professional employee must sign the following Pledge of Confidentiality in which he or she agrees to protect the confidentiality of the contents of the file before receiving access to his or her promotion and tenure or continuing status file.

PLEDGE OF CONFIDENTIALITY
FOR COMPLAINING FACULTY MEMBER OR PROFESSIONAL EMPLOYEE

Name:
Date:

This site is maintained by Office of the Provost, The University of Arizona Administration Building 512, PO Box 210066 Tucson, Arizona 85721-0066 phone: (520) 621-1856   fax: (520) 621-9118 email 9/2001; revised 8/2005 http://academicaffairs.arizona.edu