Required Documents

What Documents Do I Need to Submit For:

1. Fourth and Eighth Year Review (Tenure track faculty) – 1 hard copy*:
   1. Dossier cover sheet (OAA form 109)
   2. Dossier in OSU:pro format
   3. Vote of the eligible faculty and letter from P&T Chair
   4. Chair’s recommendation

2. Reappointment Review (Clinical or Research track faculty):
   1. Dossier cover sheet (OAA form 109)
   2. CV or OSU:pro dossier
   3. Vote of eligible faculty and letter from P&T Chair
   4. Chair’s recommendation

3. Tenure track Promotion and/or Tenure – 1 hard copy*:
   1. Complete OSU:pro dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
   2. Vote of the eligible faculty and letter from P&T Chair
   3. Recommendation of Dept. Chair
   4. 5 external letters of evaluation

4. Clinical or Research track Promotion – 1 hard copy*:
   1. Complete OSU:pro dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
   2. Vote of the eligible faculty and letter from P&T Chair
   3. Recommendation of Dept. Chair
   4. 5 external letters of evaluation

5. Auxiliary track Promotion – 1 hard copy*:
   1. Complete OSU:pro dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
   2. Vote of the eligible faculty and letter from P&T Chair
   3. Recommendation of Dept. Chair
   4. 5 external letters of evaluation

6. Hire at Instructor or Assistant Professor rank (Tenure, Clinical, or Research track,  or Paid Auxiliary):
   1. New hire checklist
   2. Draft letter of offer

7. Appointment to no-salary Auxiliary position:
   1. Chair letter to Dean requesting appointment, describing the role appointee will play in the education and training of students, residents, or research trainees

8. Hire at advanced rank, Associate or Professor (Tenure, Clinical, Research or Auxiliary) – 1 hard copy*:
   1. Candidate’s CV
   2. Vote of the eligible faculty and letter from P&T Chair
   3. Recommendation of Dept. Chair
   4. 5 external letters of evaluation
   5. Draft Letter of Offer

9. Transfer from Tenure to Clinical track – 1 hard copy*:
   1. Letter from the faculty member describing how their career goals and activities have changed to be in line with the clinical track and acknowledgment that they are revoking tenure
   2. Letter of support (approval) from the Department Chair
   3. Draft Letter of Offer for new position on clinical track

10. Transfer from Auxiliary to Clinical track:
    1. Department must either budget for this position in their Faculty Staffing Plan or follow the procedure to add a mid-year or unbudgeted position and submit a Recruitment Request Form
    2. Draft Letter of Offer

11. Transfer of Tenure Initiating Unit – 1 hard copy*:
    1. Memorandum of Understanding between candidate’s current TIU and receiving TIU: signed by dept chairs, college deans, OAA, and anyone else providing resources
    2. Vote of tenured faculty in receiving TIU
    3. Draft Letter of Offer
    4. Candidate’s CV

12. Exclusion of Time from tenure clock due to birth or adoption:
    1. OAA Form 111

13. Exclusion of Time from tenure clock for other reasons – 1 hard copy*:
    1. OAA Form 112
    2. Faculty member’s letter detailing the circumstances for the request
    3. Letter of support from Department Chair
    4. Vote of eligible faculty and letter from P&T Committee Chair
    5. Faculty member’s current CV

14. Appointment to an Endowed Chair:
    1. Chair letter to Dean requesting appointment
    2. Candidate’s CV

15. Endowed Chair reappointment reviews – 1 hard copy*:
    1. Chair holder’s CV
    2. Description of accomplishments during current term
    3. Description of goals for next term
    4. Letter of support from Chair

16. Emeritus Appointment:
    1. Faculty member's retirement letter
    2. OAA Request for Emeritus Status Form 207

17. Paid External Consulting:
    1. OAA form 201

18. Faculty Professional Leave (only available to regular tenure track faculty with at least 7 years of service) – 1 hard copy*:
    1. OAA form 202
    2. Detailed proposal for leave
    3. Candidate’s CV
    4. Additional support documentation
    5. Chair letter of support

19. Special Research Assignment Leave:
    1. Detailed proposal for leave
    2. Chair letter of support
    3. Candidate’s CV

20. Unpaid Leave of Absence:
    1. Letter to Chair explaining reason for request and timing of leave
    2. Chair letter of support

*Please note – if an item says that 1 hard copy is required, we also appreciate the material in

electronic copy.

Final Approval:

Items 1, 6, 7, and 10 are approved at the College level

Items 5, 8, 9, 11, 12, 13, 14, 17, 19 are approved at the University level (OAA)

Items 2, 3, 4, 15, 16, 18, 20 are approved by the Board of Trustees