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 email@example.com, or via PEAR (the Protected Email Attachment Repository) to J. Matt Abrell (firstname.lastname@example.org) with cc to Monica Kroft (email@example.com)
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: firstname.lastname@example.org, or to J. Matt Abrell via PEAR
- Phone: 217/206-7408
- Fax: 217/206-7623
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 should be sent via electronic format for inclusion in the faculty personnel file to: email@example.com.
Important information regarding Tenure, Reappointment, and Promotion application materials.
Applications and Portfolios
Faculty who will be applying for promotion, tenure, or reappointment during Academic Year 2022-2023 are especially encouraged to become familiar with details related to applications and accompanying portfolios.
The University of Illinois Springfield Portfolio Guidelines can be found in Appendix 10 of the Faculty Personnel Policy: https://uofi.box.com/s/bdtifvol62ozubd3tu0xkehf8a9ovatv
Applicants have the option of uploading their own materials (section A below) or seeking scanning assistance from the Faculty Files Office (section B below).
When compiling portfolios, applicants may wish to keep in mind that reviewers are not expected to consult audio-visual materials as part of the faculty personnel file review process. Applicants who choose 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, given the unreliability of links.
UIS Faculty Applications & Portfolios AY 2022-2023
Box Upload and Scanning Assistance Protocol
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).
- Application & Portfolio Protocol – Box Upload (for reappointment, tenure, and promotion reviews)
The Faculty Files Custodian will create a confidential Box folder at least two weeks in advance of application deadlines and send links to faculty scheduled for tenure and reappointment review. Promotion applicants should contact the Faculty Files Custodian to request a Box folder. Applicants are encouraged to submit items at least one day before the application deadline, to ensure there is time to add any required items that may have been inadvertently overlooked.
- Applicants will upload six separate pdf documents into the Box folder, named as follows:
01 Application Narrative – last name
02 CV – last name
03 Log of Portfolio Contents – last name (individual itemswithin the Teaching, Scholarship, and Service master documents may be continuously numbered overall, or by section, e.g. Teaching – 1, Teaching – 2, Scholarship – 1, Scholarship – 2, so long as numbering aligns with log of contents)
04 Teaching – last name
05 Scholarship – last name
06 Service – last name
- Faculty will send a notification email to when they have completed uploading their documents. The Faculty Files Custodian will review to ensure all components have been successfully uploaded and notify faculty of any missing items (if time allows prior to the deadline) or confirm receipt of the complete portfolio. Faculty may wish to retain a copy of uploaded materials.
- Faculty will retain editor access to the digital portfolio Box folder until the application deadline has passed. Application deadlines for AY 22-23:
- Promotion applications and portfolios: Due on or before September 13, 2022
- Tenure applications and portfolios: Due on or before September 20, 2022
- Reappointment applications and portfolios: Due on or before January 17, 2023
- Complete applications and portfolios (containing all six documents) uploaded by applicants will be made available to reviewers. Incomplete applications and portfolios will not be accepted.
- Box Upload Exception – Scanning Assistance
Faculty who need assistance uploading documents for the digital application and portfolio may request an exception by delivering complete paper applications and portfolios to the Faculty Files Office.
- Applications and portfolios submitted for scanning assistance must be delivered to the Faculty Files Office two weeks in advance of the application deadline, to ensure scanning can be completed and portfolio available for department/school review according to the Academic Personnel Calendar.
- Promotion applications and portfolios for scanning: Due on or before August 29, 2022
- Tenure applications and portfolios for scanning: Due on or before September 6, 2022
- Reappointment applications and portfolios for scanning: Due on or before December 22, 2022
- Faculty members will contact the Faculty Files Custodian to make an appointment to deliver their applications and portfolios ().
- Documents must be submitted in order in a binder and include all six components listed below. Incomplete applications and portfolios will not be accepted. Materials will be scanned as six separate documents for upload to Box:
01 Application narrative – last name
02 CV – last name
03 Log of portfolio contents – last name
04 Teaching documents – last name
05 Scholarship documents – last name
06 Service documents – last name
- No flags or tabs may be attached, other than optional temporary flags/tab dividers to mark the beginning of each of the six sections for the convenience of the scanner.
- Items must be clearly numbered to align with the listing in the log of portfolio contents.
- Applications and portfolios submitted for scanning assistance may include a maximum of 500 pages, including narrative, CV, log, and other documents. Any documents in excess of 500 pages will not be scanned.
- Documents must be one-sided. If two-sided documents are included, only the front side of the document will be scanned and included in the digital application and portfolio.
- Documents must be 8.5x11 inches. Undersized/oversized documents will not be scanned.
- Documents must be free of staples, paperclips, and binding materials.
- No sheet protectors or plastic sleeves may be used.
- The Faculty Files Custodian will send the faculty member a link to the Box folder with digital application and portfolio once scanning is complete, so that they may check to ensure their application is correct and complete. Faculty are welcome to download and retain copies of their documents at this time, and to share a digital copy of the scanned application narrative with the Department/School Personnel Committee chair. Editor access to the Box folder will be removed once the application deadline has passed.
- Applications and portfolios submitted for scanning assistance will be returned to faculty once the scanning process has been completed.
Questions about these digital/virtual processes may be directed to
Acrobat Pro, a component of the Adobe Creative Cloud, is available for free to UIS employees through the . Acrobat Pro provides tools to conveniently edit and combine pages of pdf documents.
Email to UIS faculty 7.5.2022