Dossier Guidelines

• Create section dividers for each dossier section (listed below)
• Bookmark each primary section (noted with *); consider bookmarking additional sections
• Sections below are linked to UB’s Policies, Procedures and Criteria for Faculty Personnel Actions

• Dossier Checklist*
• Dean’s Letter*
• Chair’s Letter* / Chair’s Letter redacted
• COVID Opt Out Statement
• Advocate’s Statement
• CV*
• Research Statement*
• Service Statement*
• Teaching Statement*
• Teaching Portfolio*
• Quantitative Teaching Evaluations*
• Evaluation Letters* with Permission / Non-Confidential Letters
  • External Letters
  • Internal Letters
• Conditions of Employment Letter*
•  ePTF*
• Chair’s Letter (complete letter in Part II if redacted in Part I)
• Evaluation Letters without Permission / Confidential Letters*
• Background Information on External Evaluators
  • Statement of Procedure for Selecting Evaluators*
  • Copies of Solicitation Letters
  • Evaluator List
  • List of those failing to respond / Declinations or no responses
  • Biographical Sketches

Service Statement not to exceed 2 pages; important to address the three UB recognized categories of service Professional/Public Service, University Service, and Community Service (in order of importance).

Teaching Portfolio consists of two parts, the Teaching Statement (not to exceed 3 pages) and an Appendix (submitted as a supplement); both sections should total ~20 pages; primary purpose is to provide materials explicitly representative of the candidate’s teaching goals, strengths, and accomplishments and to emphasize core materials designed for valid peer-review comparisons.

Quantitative Teaching Evaluations should be included, presented in a standardized summary or tabular form with an analysis of the summary as part of the Chair’s letter, and arranged chronologically.

Conditions of Employment Letter we recommend redacting all $ figures.

ePTF may be included in PDF; we recommend redacting all $ figures.

Evaluative Letters (Internal and External) redact all identifiers if the evaluator has requested anonymity for inclusion in Part I; include complete letter in Part II.

Statement of Procedure for Selecting Evaluators provides the rationale for selecting evaluators; should clearly and unequivocally convey that external evaluators are disinterested.

Biographical Sketches for external evaluators only; a short bibliography describing their scholarly reputation is sufficient.

Supplemental Materials should be submitted as a single PDF when possible; no hard copy required.

Appendices may include teaching related material.

• Adobe Acrobat Pro is required (not Adobe Reader)
• save Word documents as PDF using ‘save as’ not ‘print to’
• Run OCR after the PDF is finalized and before uploading to UBbox

• Submit as one PDF if possible (e.g. one set of multiple articles, rather than separate PDFs of each article). If submitting digital supplemental materials, no hard copy is required.

• Submit the final ePTF only after receiving the President’s letter of approval.

• Staple, paperclip or bind the hard copy; use a rubber band or binder clip
• Place any documents in Part I (non-confidential section) that include/reveal names of reviewers who have not given permission for the candidate to see their letters.
• If the Dean or Chair cites these evaluators or their comments, a redacted copy of the letter with all identities redacted must be placed in Part I (non-confidential section) to ensure the candidate has access; complete letter in Part II.
• If the Dean or Chair references external evaluators who requested    confidentiality, this should be done without identifying 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 evaluators’ qualifications appear in the Background Information on External Evaluators section
• include full CVs for external evaluators. If your department/unit requires full CVs, submit them as a single, bookmarked supplemental PDF.

Upload a single PDF dossier to your unit’s designated UBbox folder shared with the Office of Faculty Affairs. Send email notification to ubvpfacultyaffairs@buffalo.edu

• Match the hard copy exactly
• Have text recognition (OCR) run

• Mail / deliver one, single-sided copy to our office
• May include supplemental material such as books, CDs, and DVDs

Feel free to contact Sofia Tangalos for guidance on any aspect of the dossier, including bookmarking and text recognition.