2.9 SAMPLE SOLICITATION LETTER, PROMOTION REVIEW (Updated June 2018)
On behalf of the Dean of the Faculty of Arts and Science, and the FAS Department of [dept name], we are contacting you in regard to [candidate name], currently a tenured Associate Professor in the department of [dept name], who is being considered for promotion to full Professor. Because of your knowledge of the field, we would very much appreciate your evaluation of his/her published and unpublished research.
We are enclosing Professor [name]'s curriculum vitae and his/her teaching and research statement with this letter. Also enclosed are copies of his/her selected published and unpublished work. If you need copies of any other of his/her published or unpublished works to make your evaluation, please let us know immediately, and they will be sent. It will be of particular value to us if you provided a candid assessment of the strengths and weaknesses of Professor [name]'s research with respect to intellectual quality, originality, and rate of publication, with particular attention to significant academic achievement since receiving tenure. Your comments on the scope and significance of his/her research and interests would be valued. We also request an explicit comparison of him/her with the most prominent individuals working in the same field who are at comparable points in their careers. Any additional comments you consider pertinent would be welcome. If you have knowledge of Professor [name]'s teaching ability or service to the university and/or the professional community, we would appreciate your commentary on these matters as well. Also, please include in your letter a statement of how long and in what specific capacities you have known the candidate.
Please note that evaluators must not be a scholar with whom the candidate has been closely associated, such as a thesis advisor, co-author, or other close associate.
Finally, we would appreciate your judgment of whether or not Professor [name] would be considered among the strongest candidates for promotion in other leading departments in the field.
We will need your letter within six weeks, sooner if possible. The University's promotion and tenure committee expects the department to provide biographical information about referees. We would therefore be very grateful if you could forward with your letter a current curriculum vitae.
Let me assure you that your letter will be kept confidential to the extent allowed by law. It will be available only to the tenured full professors of this department, and appropriate decision makers and review panels within the University.
We would appreciate addressing your response to this request to [Dept.’s Chair name], Chair of the Department of [dept. name] at firstname.lastname@example.org.
Thank you for generously assisting us. We realize this is a time-consuming task, but, as you know, it is a critical element of the academic process of peer review.
Thomas J. Carew XXXXXX
Dean, Faculty of Arts and Science Chair, Department of XXXX