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APPENDIX: Sample Letters (AGFM)

Updated May 2017 

 

Request to External Reviewer, for 5th-Year Review for Renewal of Contract and Expectation of Continuing Employment (ECE)

Only for faculty who accepted their appointments prior to January 3, 2017, and eligible for ECE under grandfathering provisions in PROV-004.

This sample is for a faculty member with teaching duties and no research duties; please modify to fit specific job duties of the position.

Dear Professor ___________:

            [NAME], a full-time lecturer in [FIELD], in the Department of [NAME] at the University of Virginia, is undergoing [his / her] 5th year performance review this academic year.  A successful review will result in a renewal of contract and a recommendation of Expectation of Continued Employment (ECE), as defined in the University of Virginia’s employment policies: http://uvapolicy.virginia.edu/policy/PROV-004#EXPECTATION_OF_CONTINUED_EMPLOYMENT

           As part of our review procedure, we are asking for the judgment of experts in the field of [DEFINE] concerning [his /her] achievements in the areas defined in [his /her] position description, and standing in the profession. We would be most grateful for your confidential evaluation of Professor [NAME].  

           Your evaluation is to be based on the candidate’s C.V., teaching statement, syllabi, and student evaluations.  We are including [his / her] C.V. with this mailing.  For your information, the bulk of [NAME]’s duties consist of teaching courses in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please let me know within the next week whether you will be able to assist us with this review of Professor [NAME]. It would be most helpful to us to have your evaluation in hand by [DATE].

            This evaluation will be shared with the senior members of the [department’s name], the College’s Promotion and Renewal Committee (P&R), the Dean and the Provost, as part of the normal review process.  Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


 

Cover Letter to External Reviewer When Materials are Sent (ECE Review) 

only for faculty who accepted their appointments prior to January 3, 2017, and eligible for ECE under grandfathering provisions in PROV-004.

This sample is for a faculty member with teaching duties and no research duties; please modify to fit specific job duties of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s], a full-time lecturer in [FIELD], in the Department of [NAME] at the University of Virginia, who is undergoing [his / her] 5th year performance review this academic year.  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, and student evaluations. As mentioned in my correspondence of [date], 80% of a lecturer’s duties consist of teaching and the remaining 20% consists of service. Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Distinguished Lecturer

 

Dear Professor ___________:

            [NAME], a full-time Senior Lecturer in the Department of [NAME], is being considered for promotion to the rank of Distinguished Lecturer at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions as a distinguished teacher and expert in pedagogy in the field of [xxxxx], as well as [his/her] service to the university and profession.

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] teaching statement, syllabi, student evaluations, [data on student performance, where available] and publications that pertain to the candidate’s role in advancing pedagogy in this field.

            Under College of Arts and Sciences policy, promotion to distinguished lecturer
requires “sustained excellence as a teacher and substantial service to the school or University, with a demonstrable impact on pedagogy in the field.”  That impact may be demonstrated through presentations or demonstrations at conferences, published articles or books on pedagogy, and/or other means of disseminating pedagogical techniques. Substantial service to the school or University may include service as a department/program officer, service on committees, or substantial and sustained advising responsibilities.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Distinguished Lecturer, When Materials are Sent

 

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Distinguished Lecturer.  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, student evaluations, [data on student performance, where available] and publications that pertain to the candidate’s role in advancing pedagogy in this field.

            Please recall that under College of Arts and Sciences policy, promotion to distinguished lecturer requires “sustained excellence as a teacher and substantial service to the school or University, with a demonstrable impact on pedagogy in the field.”  That impact may be demonstrated through presentations or demonstrations at conferences, published articles or books on pedagogy, and/or other means of disseminating pedagogical techniques. Substantial service to the school or University may include service as a department/program officer, service on committees, or substantial and sustained advising responsibilities.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Associate Professor, General Faculty

This sample is for a faculty member with teaching duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ___________:

            [NAME], a full-time Assistant Professor, General Faculty (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Associate Professor, General Faculty (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions as a superior educator in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Under College of Arts and Sciences policy, promotion to the rank of Associate Professor, General Faculty, requires that the faculty member “demonstrate sustained excellence in teaching and meet or exceed the expectations of their position… They also must demonstrate that they have attained a local or regional reputation as a superior educator.”

For your information, the bulk of [NAME]’s duties consist of teaching courses in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Associate Professor, General Faculty, When Materials are Sent

This sample is for a faculty member with teaching duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Associate Professor, General Faculty (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Associate Professor, General Faculty, requires that the faculty member “demonstrate sustained excellence in teaching and meet or exceed the expectations of their position… They also must demonstrate that they have attained a local or regional reputation as a superior educator.”

For your information, the bulk of [NAME]’s duties consist of teaching courses in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Professor, General Faculty

This sample is for a faculty member with teaching duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ___________:

            [NAME], a full-time Associate Professor, General Faculty (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Professor, General Faculty (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions as a superior educator in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Under College of Arts and Sciences policy, promotion to the rank of Professor, General Faculty, requires that the faculty member “demonstrate sustained excellence in teaching, contributions to the educational capabilities and excellence of the University, and a regional, national, or international reputation as a superior educator.” Contributions to the educational capabilities and excellence of the University are to be demonstrated by “development and dissemination within the University of pedagogical techniques, involvement in the Center for Teaching Excellence, pedagogical mentoring of teaching faculty, participating in regional and national conferences, and so forth.”

For your information, the bulk of [NAME]’s duties consist of teaching courses in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Professor, General Faculty, When Materials are Sent

This sample is for a faculty member with teaching duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Professor, General Faculty (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Professor, General Faculty, requires that the faculty member “demonstrate sustained excellence in teaching, contributions to the educational capabilities and excellence of the University, and a regional, national, or international reputation as a superior educator.” Contributions to the educational capabilities and excellence of the University are to be demonstrated by “development and dissemination within the University of pedagogical techniques, involvement in the Center for Teaching Excellence, pedagogical mentoring of teaching faculty, participating in regional and national conferences, and so forth.”

For your information, the bulk of [NAME]’s duties consist of teaching courses in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Research Associate Professor

This sample is for a faculty member with research duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ___________:

            [NAME], a full-time Research Assistant Professor (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Research Associate Professor (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions as a superior researcher in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] research statement and publications.

            Under College of Arts and Sciences policy, promotion to the rank of Research Associate Professor requires that a candidate for this rank must have a record of “independent research or research support as defined in the appointment letter or position statement, a sustained record of scholarship appropriate to the position, and national or international recognition for contributions to the field.” 

For your information, the bulk of [NAME]’s duties consist of research in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Research Associate Professor, When Materials are Sent

This sample is for a faculty member with research duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Research Associate Professor (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., research statement, and publications.

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Research Associate Professor requires that a candidate for this rank must have a record of “independent research or research support as defined in the appointment letter or position statement, a sustained record of scholarship appropriate to the position, and national or international recognition for contributions to the field.” 

For your information, the bulk of [NAME]’s duties consist of research in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Research Professor

This sample is for a faculty member with research duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ___________:

            [NAME], a full-time Research Associate Professor (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Research Professor (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions as a superior researcher in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] research statement and publications.

            Under College of Arts and Sciences policy, promotion to the rank of Research Professor requires that a candidate for this rank must have a record of significant innovations or accomplishments in research that have earned him or her national or international recognition, or many years of extraordinary service to the school or University. Our policies specify that the accomplishments in research will typically include a substantial body of peer-reviewed work (e.g., a book, articles, digital projects) published since promotion to Associate Research Professor. Extraordinary service to the school or University may be demonstrated by development or leadership of centers or programs, service as a department/program officer, service on committees, or substantial and sustained advising.

For your information, the bulk of [NAME]’s duties consist of research in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Research Professor, When Materials are Sent

This sample is for a faculty member with research duties and no substantial administrative duties; please modify to fit specific job duties of the position when substantial service is a requirement of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Research Professor (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., research statement, and publications.

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Research Professor requires that a candidate for this rank must have a record of significant innovations or accomplishments in research that have earned him or her national or international recognition, or many years of extraordinary service to the school or University. Our policies specify that the accomplishments in research will typically include a substantial body of peer-reviewed work (e.g., a book, articles, digital projects) published since promotion to Associate Research Professor. Extraordinary service to the school or University may be demonstrated by development or leadership of centers or programs, service as a department/program officer, service on committees, or substantial and sustained advising.

For your information, the bulk of [NAME]’s duties consist of research in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Associate Professor of Practice

This sample is for a faculty member with teaching duties and no substantial administrative or research duties; please modify to fit specific job duties of the position.

Dear Professor ___________:

            [NAME], a full-time Assistant Professor of Practice (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Associate Professor of Practice (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions in integrating professional experience with the teaching of students in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Under College of Arts and Sciences policy, promotion to the rank of Associate Professor of Practice requires that a candidate for this rank “demonstrate sustained excellence in integrating professional experience with the academic mission of the school, meet or exceed the expectations of their position as defined in their appointment letter or position statement, and receive regional, national, or international recognition for contributions to their professions.”

For your information, the bulk of [NAME]’s duties consist of teaching in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Associate Professor of Practice, When Materials are Sent

This sample is for a faculty member with teaching duties and no substantial administrative or research duties; please modify to fit specific job duties of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Associate Professor of Practice (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Associate Professor of Practice requires that a candidate for this rank “demonstrate sustained excellence in integrating professional experience with the academic mission of the school, meet or exceed the expectations of their position as defined in their appointment letter or position statement, and receive regional, national, or international recognition for contributions to their professions.”

For your information, the bulk of [NAME]’s duties consist of teaching in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE


Request to External Reviewer, for Promotion to Professor of Practice

This sample is for a faculty member with teaching duties and no substantial administrative or research duties; please modify to fit specific job duties of the position.

Dear Professor ___________:

            [NAME], a full-time Associate Professor of Practice (non-tenure-track), in the Department of [NAME], is being considered for promotion to the rank of Professor of Practice (non-tenure-track) at the University of Virginia this academic year.

           As chair of the departmental promotion committee for Professor [NAME], I am charged with seeking evaluations from colleagues, such as yourself, who are qualified to judge the candidate’s contributions in integrating professional experience with the teaching of students in the field of [xxxxx].

            I attach here a copy of Professor [NAME’s] CV for your consideration.  If you are able to help us with this evaluation, I will provide you with additional materials, including [his / her] teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Under College of Arts and Sciences policy, promotion to the rank of Professor of Practice requires that a candidate for this rank demonstrate “sustained excellence in integrating professional experience with the academic mission of the school, substantial contributions to the capabilities and excellence of the University, and further recognition for regional, national, or international achievements in the relevant professional field(s).” Substantial contributions to the capabilities and excellence of the University may be demonstrated by development or leadership of centers or programs, service as a department/program officer, service on committees, substantial and sustained advising.

For your information, the bulk of [NAME]’s duties consist of teaching in the area of [describe].  Members of the Academic General Faculty (non-tenure track) at the University of Virginia are also expected to participate in institutional initiatives, such as service on division, departmental or university-wide initiatives.  Research can enhance a lecturer’s standing, but it is not required.

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Thank you in advance for your consideration of this request. Please let me know whether you can serve as an evaluator by [DATE]. If you have any questions, please feel free to contact me at [e-mail and phone number].

Sincerely,

NAME
TITLE


Cover Letter to External Reviewer, for Promotion to Professor of Practice, When Materials are Sent

This sample is for a faculty member with teaching duties and no substantial administrative or research duties; please modify to fit specific job duties of the position.

Dear Professor ____________:

            Thank you for agreeing to serve as an evaluator of [NAME’s] case for promotion to Professor of Practice (non-tenure-track).  Your evaluation is very important, and I know well that this is a time-consuming endeavor. I appreciate your willingness to share your expertise with us.

            Included here please find copies of Professor [NAME’s] C.V., teaching statement, syllabi, student evaluations, and [data on student performance, where available].

            Please recall that under College of Arts and Sciences policy, promotion to the rank of Professor of Practice requires that a candidate for this rank demonstrate “sustained excellence in integrating professional experience with the academic mission of the school, substantial contributions to the capabilities and excellence of the University, and further recognition for regional, national, or international achievements in the relevant professional field(s).” Substantial contributions to the capabilities and excellence of the University may be demonstrated by development or leadership of centers or programs, service as a department/program officer, service on committees, substantial and sustained advising.

For your information, the bulk of [NAME]’s duties consist of teaching in the area of [describe]. 

            Please note that, under University of Virginia policy, the identity of authors of letters of evaluation that are included in the personnel review files are to be held in confidence. To the extent permitted by law, we will treat your response as confidential and make it available only to those involved in the review process.

            Please send your evaluation to me by [DATE].  If you have any questions, please feel free to contact me at [e-mail and phone number].

            Thank you again for your assistance.

Sincerely,

NAME
TITLE

 

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