Sample Letters to External Evaluators

Sample Letter # 1 to External Evaluator

Date

Dear Dr. XXX:

Prior to recommending promotion, the Department of XXX at the University of Maryland, College Park, seeks the opinions of recognized scholars in the candidate’s field outside our institution. Dr. XXX is being considered for promotion to the rank of Associate Professor with permanent academic tenure. In the belief that you may be familiar with his/her work, I would appreciate receiving a confidential letter of reference from you with regard to these considerations.

Enclosed you will find a summary of Dr. XXX’s professional qualifications, along with copies of publications selected by the candidate. I would, in particular, appreciate your response to the following:

1. Are the quality and quantity of Dr. XXX’s published works at a level appropriate for her/him to be considered for this promotion?
2. Would you recommend him/her for a comparable position in your department? (Would he/she be granted tenure at your university?)
3. What is Dr. XXX’s ranking in his/her area of expertise? It would be especially helpful if you were to identify some of the best people in the field (at the same level) and compare Dr. XXX’s ranking with them.
4. What is your assessment of Dr. XXX’s reputation nationally and abroad?
5. Can you identify any major contributions Dr. XXX has made?

Activities such as teaching, advising, and university and public service also enter into evaluation of candidates. We do not expect, however, that external referees will always have had the opportunity to judge these, and we therefore ask that you comment on these only as you feel you are able.

If you are unable, or prefer not to furnish the requested information, I would appreciate being informed at your earliest convenience. Your response will be treated in a confidential manner according to the procedures governing promotion at the University of Maryland. I would appreciate your preserving the confidentiality of this request. If possible, would you send your reply electronically to __________umd.edu as an attachment in WORD?

While I realize the burden of time and effort my request imposes, I would appreciate a reply at your earliest convenience, but before October 1st, since promotion deliberations commence the first weeks of October. I will be grateful to know your opinions in this matter of critical importance to Dr. XXX’s career. I thank you in advance for your help.

Sincerely yours,

XXX X. XXXXXXXXX
Chair, APT Committee
Department of XXX

enc: cv, personal statement, unit criteria, two articles (please list)

Sample Letter # 2 to External Evaluator

Date

Dear Dr. XXXXXX:

I am writing to request your evaluation of the qualifications of Dr. XXXX XXX for promotion to the rank of Associate Professor of XXXX with Tenure.

In accordance with Appointment, Promotion, and Tenure Policy and Procedures adopted by the University of Maryland, College of XXXX and Department of XXXX at College Park, I am required to indicate the criteria for promotion and request your evaluation of the following: the quality of the publications of the candidate, the impact of the candidate’s research, the quality of the journals in which the candidate has published, the potential for future contributions, the candidate’s service to the profession, and the candidate’s teaching abilities and performance. In addition, your comments on the candidate in comparison to others in the field at a comparable stage in their careers and a statement of whether or not you would recommend promotion/tenure at your institution are requested.

To assist in your evaluation, I am enclosing the following information: Dr. XXX’s latest curriculum vitae and personal statement, copies of three papers selected by Dr. XXX, and a brief summary of the promotion criteria.

I realize that this information is rather extensive and will require considerable effort on your part to review. However, your assistance in helping evaluate Dr. XXX’s credentials will be greatly appreciated and will constitute an important element in the overall valuation. I would be very grateful if you could respond to us in writing no later than October 6, _____. If possible, would you send your reply electronically to __________umd.edu as an attachment in WORD?

Sincerely,

XXXX X. XXXXXX
Chair, APT Committee
Department of XXX

enclosures: c.v., personal statement, publications (please list), unit criteria

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