(#06-98/99-FA)
WHEREAS, Criteria for retention, tenure and promotion (RTP), outlined in Appendix J, require supporting and/or evaluative documentation of an applicant's contributions in a number of performance areas; and
WHEREAS, Submissions via electronic mail of such supporting and/or evaluative materials have become more common in Working Personnel Action Files (WPAF) prepared as part of the RTP process; and
WHEREAS, Commentaries submitted via electronic mail do not necessarily provide verification of the authenticity of authorship and/or of the context of the electronic mail regarding its intended purpose in furthering the RTP process; therefore, be it
RESOLVED: That the Academic Senate of Humboldt State University recommend that supporting material included in the WPAF be submitted in formal letter or memorandum form containing the signature of the author; and be it further RESOLVED: That the Academic Senate of Humboldt State University recommend that electronic mail contributions to the WPAF that are defined formally and specifically in their text as intended to document the applicant's contributions in the performance areas defined in Appendix J for RTP be included only if they contain the signature of the sender; and be it further
RESOLVED: That the Academic Senate of Humboldt State University recommend that any electronic mail correspondence that does not define clearly its context in relationship to the RTP process be included in the WPAF only if it contains the signed permission of all individuals involved in the correspondence that it be considered formally in the RTP process; and be it further
RESOLVED: That the Academic Senate of Humboldt State University recommend that the general faculty vote on the policy contained in this resolution during the 1999 Spring Semester and, if approved by majority vote, that it become effective for all new RTP materials added to the WPAF in the 1999-2000 academic year.