The Faculty Files Custodian maintains digital personnel files and grants faculty time-limited access to their (digital) files upon request. Faculty and others may submit documents electronically: via email to, or via PEAR (the Protected Email Attachment Repository) to J. Matt Abrell ( with cc to Monica Kroft (

Digital files will be made available to personnel committees and other reviewers (Deans, VCAA/Provost, Chancellor) via confidential Box folders, with access logged and granted on a time-limited basis.

The Faculty Files Office houses official faculty personnel files, which are used to reach decisions on promotion, tenure, and retention. The Faculty Files Custodian is responsible for maintaining and safeguarding faculty personnel files, and for granting access to authorized individuals charged with reviewing files under the terms of the Faculty Personnel Policy.

Link to more information about faculty personnel files in Article 1 (pp. 6-8) of the Faculty Personnel Policy


  • Request digital file access: J. Matt Abrell, Faculty Files Custodian, 
  • Submit documents to the file:, or to J. Matt Abrell via PEAR
  • Phone: 217/206-7408
  • Fax: 217/206-7623

More Info

How to ensure correspondence intended for inclusion in personnel files is added without delay.

The following information may be helpful in ensuring that correspondence intended for inclusion in your faculty personnel file is added to your file without delay:

  • Faculty personnel review memos must be signed with a wet or electronic signature by the reviewer/committee chair.
  • Supporting documents from colleagues and students, as well as documents you wish to include in your file, should be sent to:

Important information about AY 24-25 promotion, pre-promotion, tenure, and reappointment applications and portfolios

Faculty Application and Portfolio Guidelines

This information about application narratives and portfolios is for faculty who plan to apply forpromotion,pre-promotion, tenure, or reappointment in AY 24-25.

Key Resources

Application Submission Options

  • Applicants may upload their own materials (see Application & Portfolio Upload Timelines below); or
  • Applicants may seek scanning assistance from the Faculty Files Custodian (see Box Upload Exception below; this option requires an earlier submission).

Application & Portfolio Upload Timelines  

  • Tenure and Reappointment: The Faculty Files Custodian will create a confidential temporary Box upload folder for each applicant by July 1. Applicants will receive the link in an email from Box. The Faculty Files Custodian will send a reminder at least two weeks in advance of each application deadline.
  • Promotion and Pre-Promotion: Applicants should contact the Faculty Files Custodian to request a confidential temporary Box upload folder.
  • The Faculty Files Custodian will upload cumulative course eval reports to the temporary Box upload folder for your use, as soon as reports are available.
  • Applicants are encouraged to upload items at least two days before the application deadline, to ensure there is time to add any required items that may have been overlooked.
  • Application Deadlines for AY 24-25
    • Promotion applications and portfolios: Due by 5:00 pm, Tuesday, September 10, 2024
    • Tenure applications and portfolios: Due by 5:00 pm, Wednesday, September 18, 2024
    • Reappointment applications and portfolios: Due by 5:00 pm, Wednesday, January 8, 2024

Document Upload Protocol

  • Upload six separate pdf documents into the Box folder, named as follows:

01    Application Narrative – last name, first name

02    CV – last name, first name

03    Log of Portfolio Contents – last name, first name

Note:Individual itemswithin the Teaching, Scholarship, and Service PDF documents may be continuously numbered overall, or by section, e.g. Teaching – 1, Teaching – 2, Scholarship – 1, Scholarship – 2, so long as document numbering aligns with log of contents.

04    Teaching – last name, first name

05    Scholarship – last name, first name

06    Service – last name, first name

  • Notify the Faculty Files Custodian when you have finished uploading your documents. The Faculty Files Custodian will confirm receipt of the complete portfolio, or notify you of any missing items (if time allows prior to the deadline). The Faculty Files Custodian will not review documents for scan quality or page quantity.
  • Retain a copy of uploaded materials, if you wish. Your editor access to the temporary Box Application & Portfolio Uploads folder will end once the application deadline has passed.
  • Complete applications and portfolios (all six documents) will be moved to the permanent faculty personnel file for the review process.
  • Incomplete applications and portfolios will not be accepted.
  • Questions about the application/portfolio upload process may be directed to

Portfolio Considerations

  • Reviewers are not expected to consult audio-visual materials during the review process.  
  • If you plan to include links to digital media, may wish to provide a transcript (in whole or in part, highlighting something from the digital source) and provide a link as documentation.
  • Application narrative and portfolio content questions should be directed to your Department Chair/Head or School Director.

Box Upload Exception – Scanning Assistance

Faculty who need assistance uploading documents for the digital application and portfolio may request an exception by making an appointment to deliver complete paper application narratives and portfolios to the Faculty Files Office. Please contact the Faculty Files Office as soon as possible for details and earlier submission deadlines, if you wish to pursue this option.

NOTE: Failure to submit an application narrative and portfolio to the Personnel File and an application narrative to the Department/School Personnel Committee Chair by the date specified in the personnel calendar constitutes a waiver of the right to apply for reappointment, tenure, or promotion (Faculty Personnel Policy Article 5.3.B, Article 6.3, Article 6.5.D, Article 7.A). 

Emailed to UIS Faculty 2024-5-2