It is essential that the report of department action be a well-documented and even-handed account of the faculty discussion and vote. The preparer and all faculty contributing to the report of department action should be identified. The report may be in the form of minutes only, minutes and memo or letter, or memo or letter only.
If a department chair or other academic unit leader writes to express his or her own evaluation of the candidate, such evaluation should be in addition to the report of department action. Any such separate letter of evaluation should be clearly identified as the chair’s own evaluation or view and not the report of department action. It should be dated and placed behind the “Other” tab in the dossier.