The STP committee appreciates files which are well organized and understandable, which include all important items, and which provide a sufficient amount of detail, while at the same time being fairly concise and not providing masses of largely irrelevant detail.

The suggested format is loosely modeled on the structure of Professional Activities Reports. In the format, summaries help achieve the objective of understandability and conciseness. Providing samples of course materials, for example, instead of all materials is a way to achieve some economy as to the size of the file. More emphasis has been placed lately on conciseness; some of the suggested documentation recommended below is excessive.

The Faculty does not have explicit guidelines regarding the contents of STP files, although there has been some talk of developing them. In fact, the Handbook puts the onus on the candidate to provide sufficient evidence to justify the case. This suggestion for the format just reflects my experience on STP committees, and has no official status. - W.H. July 2003

• A cover letter, typically two pages long. It is a summary of the candidate's achievements in each of teaching, research and service. Also highlight the unique characteristics of the case.
• CV
• Professional Activities Reports (stretching back 5 years or more) with the increment letters.
• For tenure cases, include the letter from the Department Chair and from the Dean concerning the extension of probation case.

• (optional) Teaching philosophy
• Listing of all regularly scheduled courses including topics courses taught (by semester including enrollment in chronological order).
• Course outlines for all courses. In departments such as Math/CS replace this with the course report (a one or two page summary which includes the main components of course outlines, the grade distribution and the topics covered).
• Student teaching evaluations. Put these all together in this one section instead of scattered thorough out the teaching section. Not all need be given although the STP committee prefers all.
• Course materials by course for a representative sample of courses and all recent courses. Representative samples of lecture notes/slides/web site material, sample assignments, and all exams. Sufficient detail must be given so that together with the course outlines/reports it is possible to determine if a course likely meets the departmental and university standards and follows the calendar description.
• Contributions to undergraduate education:
  • List of independent study/applied study students.
  • Sample outlines, etc. for independent studies.
  • If students under the candidate's supervision produced a substantive result, samples of this may be included.
• Contribution to graduate education:
  • List of master students and grad courses taught with some details regarding dates supervised, etc.
  • Course outlines, etc. for each grad course taught.
• List of MSc and PhD committees served on. Appointment letters from Grad Studies could be included.
• Mentoring Activities: Student clubs, Faculty Advisor, etc. roles undertaken.
• Teaching related publicity that was generated (for example, articles in Legend or Leth Herald).
• Letters of recognition.

• Personal correspondence such as Christmas cards and thank you notes from students, unless the sender intended these to be shared with others.
• Recommendation letters from close associates.

• Summary of research program (preferably in terms that a non-science external member of STP committee can understand, but do not `speak down' to such a person.)
• Refereed research publications which have appeared or been accepted by categories: (This section is of primary importance.)
  • Books or book chapters.
  • Refereed journal articles.
  • Refereed conference articles (distinguish from above!).
  • Include all manuscripts published or accepted. Include reprints.
  Where an article is accepted but a reprint is not available, the letter of acceptance should be included.
• Manuscripts submitted. (This section must be clearly separated from above as submitted article are discounted: they are considered works in progress, that is, could easily be rejected).
• Other scholarly activity. Non-refereed publications; technical reports. Conference activity [for example, posters presented & attendance].
• Grant funding summary with dates and amounts.
• Grants received. Letters of award and copies of application may be included.
• Grants pending. Enclose application.
• Study Leaves. The application and the report submitted on return.

• Summary of service contributions.
• Service to Department: Committee, subcommittees, informal activities, etc.
• Service to University:
  • Committee Work (letters of appointment to committees useful here).
  • GFC, Convocation, ULFA, etc.
  • Talks (to other department, to seminar series,)
• Service to profession:
  • Reviewing activity
  • Membership in organizations and activities in these.
• Contributions to student support:
  • Letters of reference written for students (names but not the letters themselves).
• Contributions to public recognition of the candidate's research area:
  • Press releases, news articles, etc.

Last update: 2003 July 14