The deadlines to submit added material requests are specified in the RTP timetables each year. For most evaluations in 2023-2024 (Timetable 2), the deadline is April 8, 2024. For Timetable 1, the deadline is 12/4/2023.
Per UPS 210.000 II. B.5.
- The FPC shall consider requests to add updated material that became accessible to the candidate
only after the WPAF was confirmed by the Chair
and when that material represents a
substantial change
in the status of an activity already referenced in one of the narrative statements and sections of evidence within the WPAF.
Please note that the activity must have been referenced in the submitted RTP portfolio. The most common added material request is when a paper that is under review for publication at the time the candidate submits their portfolio is later accepted for publication. The journal editor’s letter of acceptance should indicate outright, unconditional acceptance. An offer to accept an article after minor revisions is not an acceptance and does not typically represent “a substantial change in status.” Unless otherwise specified in the DPS, “…scholarly or creative works shall be considered to have been completed when they have been accepted for publication or presentation without further revision.” UPS 210.002, II.B.2.b.1
Candidates should be strategic when considering an added material request of an accepted publication. Per UPS 210.002 II.A.4.e.: “Accomplishments documented for the promotion to Associate Professor shall not count again for promotion to Professor.”
Evidence on teaching performance during the Fall semester of the portfolio submission that becomes available after the semester concludes (e.g. SOQ reports, grade distribution reports, and letters of support from students) is not acceptable as it would fall in the review period of a future evaluation.
To submit an added material request to the FPC, the faculty member must:
- Write a cover letter/memo addressed to the FPC Chair. This letter must explain how the status of the activity substantially changed and indicate where it was referenced in the original portfolio submission.
- Document the change in status of the activity and document the reference in the original portfolio submission. Provide copies of the updated activity (e.g. editor’s letter of acceptance). Provide copies of the reference in the portfolio (e.g. scholarship narrative and C.V.)
- The letter and documents must be emailed to Faculty Affairs and Records (far@fullerton.edu) by the deadline. FAR will screen the request and forward it on to the FPC.
After the request has been processed by the FPC, the FPC Chair will notify FAR if the added material has been approved or denied:
- If the request is denied, the FPC will compose an explanation which will be forwarded to the faculty member
- If the request is approved, FAR will:
- Notify the faculty member
- Upload the added material to Interfolio
- Generate a new RTP recommendation form for reviewers and deliver it to the review level with the case
- Notify the current and previous review levels of the need to re-evaluate the case and request that the case be returned to the department (if necessary)
- Grant previous review levels access to the Interfolio case again Track the progress of the re-evaluations, confirm that the candidate has received the updated recommendation, and confirm that the case has moved to the next level of review
