External review letters are an essential component of the tenure and promotion review process for tenured, tenure-track, and research faculty. The purpose of external review letters is to provide an independent evaluation of the candidate’s scholarly reputation and achievements in the discipline.
Each dossier for tenure and promotion, tenure only, promotion to full professor and promotion for Research faculty is required to include a minimum of five (5) arm’s length letters, although seven (7) is preferred. Some colleges/schools may require more than five (5) arm’s length letters, but units are encouraged to use reviewer time judiciously and not require more than seven letters. The department should set a timeline for requests and reminders about letters to ensure that the minimum number of letters is obtained for review of the candidate.
The university does not require outside letters for academic professional track appointments (except for research track). However, departments and/or colleges/schools may require external letters in their units for some titles and not others, based on assigned responsibilities, expectations, and criteria (see unit guidelines). Internal evaluation letters can also be required by units for academic professional track faculty, although the unit should be clear about how they will use these letters and why they are requiring them. Units are encouraged to assess teaching through a standard assessment of teaching, such as through peer observation. The letters, if required, should convey an evaluative professional assessment of the impact demonstrated in the candidate dossier. Members of the P&T committee or the evaluative process at any level should not provide or be asked to provide internal evaluation letters. In units where letters are required or if faculty members choose to upload letters, they should be included in the “other materials” section and a reviewer chart should also be included.
For candidates who are members of Interdisciplinary Programs, a letter from the program chair or director may be requested by the unit. Such letters should be solicited simultaneously with external reviewers’ letters so they may become part of the dossier reviewed by the departmental P&T committee. The report by the chair/director of an Interdisciplinary Program may consist simply of a letter including comments on teaching, research and/or other scholarly/creative activities and service, and intercollegiate cooperation. The letter should not include an evaluation or recommendation on whether the candidate should be promoted. Both the letter requesting this review and the letter received should be uploaded in the “Other Materials” section.
