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Sample Recommendation Letter - Excel

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					External Reviews, Tenure & Promotion, Mid-Tenure Reviews
                        Checklist
 #      Date                         Task                         Responsibility                 Comments
                  T & P Process starts with memo to eligible           Chair          Request candiate to submit their CV
                  faculty re deadline to apply for T & P for                          and the names of 5 potential
 1      2/15
                  next academic year                                                  external reviewers. See sample
                                                                                      memo.
 2    External Reviews
 3       3/1      Candidate identifies 5 potential reviewers         Candidate        Provide contact info, brief bio
                  Chair identifies potential external reviewers        Chair          Check dept. T & P procedures
 4      3/15
                  Submit instructions and combined list of             Chair          Includes brief bio; list in alpha
                  external reviewers to T & P Committee.                              order; nominators, anonymous. See
 5       4/1
                                                                                      sample memo and sample list of
                                                                                      reviewers.
                  T & P Committee submits list of external        T & P Committee
 6      4/15
                  reviewers in rank order to Chair
                  Contact reviewers to determine availability     Chair or designee   Contact via telephone/email. At
 7       5/1      and willingness to participate as a reviewer                        least one of the reviewers comes
                                                                                      from candidate's list
                  Send materials to external reviewers. Copy           Chair          Includes letter of instruction, dept.
                  of sample letter to reviewers is on p. 6 of                         and Univ. T & P guidelines, CV of
 8      5/15      dossier contents; see Example Dossier at                            candidate. (other materials such as
                  http://academics.memphis.edu/provost/me                             publications may be required). See
                  nu_facres.html                                                      sample letters.
                  Send reminder letters to external reviewers          Chair
 9      7/15
                  Assemble, organize letters from external             Chair
 10     8/15
                  reviewers
                  Submit list of faculty applying for T and/or         Chair
 11     8/15
                  P and/or mid-tenure review to Dean
 12 Tenure & Promotion
            Meet w/candidate to discuss preparation of                 Chair          http://academics.memphis.edu/prov
            dossier (COE and university guidelines)                                   ost/menu_facres.html (See
 13  ~5/15
                                                                                      attached COE and university
                                                                                      documents.)
                  Review T & P calendar w/candidate                    Chair          http://academics.memphis.edu/prov
 14     ~5/15                                                                         ost/tpevents.html (See attached
                                                                                      calendar.)
                  Review with candidate university, college,           Chair          See faculty handbook (Chapter 4):
                  department T and P documents/guidelines                             https://www.memphis.edu/facultyha
 15     ~5/15
                                                                                      ndbook/2004FHB_TOC.htm (See
                                                                                      attached documents.)
                  Conduct election of T & P Committee Chair            Chair          Check departmental guidelines
 16     ~9/1
                  T & P Committee submits recommendations         T & P Committee
 17    ~10/15
                  to department chair
                  Department chair prepares recommendation             Chair
 18    ~10/15
                  of candidate
                  Chair schedules meeting with candidate               Chair          Discuss recommendations with
 19    ~10/15
                                                                                      candidate
                  Chair prepares T & P file for submission to          Chair          See #s 32 - 70 in this checklist
 20    ~10/15
                  Dean
                  Submit T and P materials &                           Chair          See suggested organization,
 21    ~10/15
                  recommendations to Dean                                             table of contents, & divider
                                                                                      pages
                                                                                      http://academics.memphis.edu/prov
      Mid-Tenure Review (3rd year for
 22                                                                                   ost/menu_facres.html (See Faculty
      standard probationary period)                                                   Handbook , Chp. 4, pp. 16-18)
                  Send memo to eligibile faculty with                  Chair          Request dossier. See sample
 23     12/1
                  instructions & guidelines for review                                memo.
                  Candidate submits dossier to Chair                 Candidate        (Same as for T & P except external
 24      2/1
                                                                                      reviews are not required
                  Chair submits dossier with instructions and          Chair          See sample memo and sample
 25     2/15      assessment form to T & P Committee                                  assessment form.

                  T & P Committee chair submits written           T & P Committee     Identify strengths and weaknesses
 26     3/15      report of recommendations to department                             in instruction, scholarship, and
                  chair                                                               service
                  Department chair prepares a written report           Chair          Identify strengths and weaknesses
 27     3/15
                  Department chair and T & P Committee                 Chair          Discuss reports with candidate
 28     3/15
                  chair meet with candidate




mhamrickchairtenure7/1/20107:06 PM                                                                                            1 of 8
External Reviews, Tenure & Promotion, Mid-Tenure Reviews
                        Checklist
 #      Date                         Task                     Responsibility             Comments
                  Candidate writes statement in response to      Candidate     Optional. Candidate may choose to
 29      4/1      reports from T & P Committee and                             address concerns and/or
                  department chair                                             inaccuracies.




mhamrickchairtenure7/1/20107:06 PM                                                                                 2 of 8
External Reviews, Tenure & Promotion, Mid-Tenure Reviews
                        Checklist
 #      Date                           Task                  Responsibility                   Comments
                  Candidates dossier, recommendations of T          Chair          College may elect to include COE T
                  & P Committee, dept. chair, and response                         & P Committee in this review.
 30      4/1
                  of candidates forwarded to Dean

                  Dean prepares a written report                    Dean           Dean may choose to meet with
 31     ~4/15                                                                      candidate to discuss results of
                                                                                   review.

                                                                              See Example Dossier at
 32 Contents of T & P Materials Submitted to Dean
                                                             http://academics.memphis.edu/provost/menu_facres.html

 33 Tab 1: Summary of Recommendations
              Recommendation Signature Page, Negative                              See sample signature page and
 34           recommendation form, if applicable                Chair & Dean       sample negative
                                                                                   recommendation form.
                                                                                   See page 7 of Example Dossier. See
 35               Appointment History                        Candidate or Chair
                                                                                   example.
 36 Tab 2: College/School Recommendation
 37            Statement from the Dean                              Dean

 38               Statement from College T & P Committee      T & P Committee

 39 Tab 3: Department Recommendation
 40           Statement from Chair                                  Chair
 41           Statement from Dept. T & P Committee            T & P Committee
 42 Tab 4: External Evaluations
              External peer evaluations                             Chair          minimum of 4; check dept.
 43
                                                                                   guidelines. See example.
              Summary of credentials of external                    Chair          See page 4 of University's Example
 44
              reviewers                                                            Dossier. See example.
              Copy of solicitation letter to external               Chair          See page 6 of University's Example
 45
              reviewers                                                            Dossier. See example.
 46 Tab 5: Internal Evaluations
              Initial Appointment Letter                                           Check dept. files. Candidate may
 47                                                                 Chair
                                                                                   provide a copy
                  Annual Evaluations                                               Check dept. files. Candidate may
 48                                                                 Chair
                                                                                   provide copies
                  Mid-Tenure Evaluation by Department and           Chair          Check dept. files. Candidate may
 49
                  any candidate response                                           provide copies
 50 Tab 6: Instruction
              Summary of teaching                                Candidate
 51           responsibilities/philosophy (2-3 page
              narrative)
              Summary of Student Evaluations                                       See page 7 of University's Example
 52                                                              Candidate
                                                                                   Dossier. See example.
 53               Peer Evaluations of Teaching                   Candidate         Optional
 54           Honors and Awards                                  Candidate
 55 Tab 7: Research/Scholarship/Creative Activity
              Brief summary of accomplishments and               Candidate
 56           plans (2-3 page narrative)
 57               Internal Grants and Contracts                  Candidate
 58               External Grants and Contracts                  Candidate
 59               Peer Evaluation(s)                             Candidate
 60               Honors and Awards                              Candidate
 61 Tab 8: Service/Outreach/Advising/Mentoring/Administration
              Brief summary of accomplishments and     Candidate
 62           plans (2-3 page narrative)
 63               Internal Grants and Contracts                  Candidate
 64               External Grants and Contracts                  Candidate
 65               Peer Evaluation(s)                             Candidate
 66               Honors and Awards                              Candidate
      Tab 9: University Curriculum Vitae                         Candidate         See Guidelines at
 67                                                                                http://academics.memphis.edu/prov
                                                                                   ost/menu_facres.html
                  Curriculum Vitae Cover Sheet. Go to:        Chair or Candidate    (See example.)
 68               http://academics.memphis.edu/provost/pro
                  vost_forms/cvcover.doc
                  Curriculum Vitae                               Candidate         Use university template. See
 69               http://academics.memphis.edu/provost/me                          example.
                  nu_facres.html




mhamrickchairtenure7/1/20107:06 PM                                                                                      3 of 8
External Reviews, Tenure & Promotion, Mid-Tenure Reviews
                        Checklist
 #      Date                         Task   Responsibility             Comments
      Tab 10: Other Pertinent Information      Candidate     Optional; See Departmental
 70
                                                             guidelines




mhamrickchairtenure7/1/20107:06 PM                                                        4 of 8
          External Reviews, Tenure & Promotion, Mid-Tenure
                         Checklist for Faculty
 #      Date                         Task                         Responsibility                 Comments
                  T & P Process starts with memo to eligible           Chair          Request candiate to submit their CV
                  faculty re deadline to apply for T & P for                          and the names of 5 potential
 1       2/15
                  next academic year                                                  external reviewers. See sample
                                                                                      memo.
 2    External Reviews
 3       3/1      Candidate identifies 5 potential reviewers         Candidate        Provide contact info, brief bio
                  Chair identifies potential external reviewers        Chair          Check dept. T & P procedures
 4       3/15
                  Submit instructions and combined list of             Chair          Includes brief bio; list in alpha
                  external reviewers to T & P Committee.                              order; nominators, anonymous. See
 5       4/1
                                                                                      sample memo and sample list of
                                                                                      reviewers.
                  T & P Committee submits list of external        T & P Committee
 6       4/15
                  reviewers in rank order to Chair
                  Contact reviewers to determine availability     Chair or designee   Contact via telephone/email. At
 7       5/1      and willingness to participate as a reviewer                        least one of the reviewers comes
                                                                                      from candidate's list
                  Send materials to external reviewers. Copy           Chair          Includes letter of instruction, dept.
                  of sample letter to reviewers is on p. 6 of                         and Univ. T & P guidelines, CV of
 8       5/15     dossier contents; see Example Dossier at                            candidate. (other materials such as
                  http://academics.memphis.edu/provost/me                             publications may be required). See
                  nu_facres.html                                                      sample letters.
                  Send reminder letters to external reviewers          Chair
 9       7/15
                  Assemble, organize letters from external             Chair
 10      8/15
                  reviewers
                  Submit list of faculty applying for T and/or         Chair
 11      8/15
                  P and/or mid-tenure review to Dean
 12 Tenure & Promotion
            Meet w/candidate to discuss preparation of                 Chair          http://academics.memphis.edu/pro
            dossier (COE and university guidelines)                                   vost/menu_facres.html (See
 13  ~5/15
                                                                                      attached COE and university
                                                                                      documents.)
                  Review T & P calendar w/candidate                    Chair          http://academics.memphis.edu/pro
 14     ~5/15                                                                         vost/tpevents.html (See attached
                                                                                      calendar.)
                  Review with candidate university, college,           Chair          See faculty handbook (Chapter 4):
                  department T and P documents/guidelines                             https://www.memphis.edu/facultyh
 15     ~5/15
                                                                                      andbook/2004FHB_TOC.htm (See
                                                                                      attached documents.)
                  Conduct election of T & P Committee Chair            Chair          Check departmental guidelines
 16     ~9/1
                  T & P Committee submits recommendations         T & P Committee
 17    ~10/15
                  to department chair
                  Department chair prepares                            Chair
 18    ~10/15
                  recommendation of candidate
                  Chair schedules meeting with candidate               Chair          Discuss recommendations with
 19    ~10/15
                                                                                      candidate
                  Chair prepares T & P file for submission to          Chair          See #s 32 - 70 in this checklist
 20    ~10/15
                  Dean
                  Submit T and P materials &                           Chair          See suggested organization,
 21    ~10/15
                  recommendations to Dean                                             table of contents, & divider
                                                                                      pages
                                                                                      http://academics.memphis.edu/pro
      Mid-Tenure Review (3rd year for
 22                                                                                   vost/menu_facres.html (See
      standard probationary period)                                                   Faculty Handbook , Chp. 4, pp. 16-
                  Send memo to eligibile faculty with                  Chair          18)
                                                                                      Request dossier. See sample
 23      12/1
                  instructions & guidelines for review                                memo.
                  Candidate submits dossier to Chair                 Candidate        (Same as for T & P except external
 24      2/1
                                                                                      reviews are not required
                  Chair submits dossier with instructions and          Chair          See sample memo and sample
 25      2/15     assessment form to T & P Committee                                  assessment form.

                  T & P Committee chair submits written           T & P Committee     Identify strengths and weaknesses
 26      3/15     report of recommendations to department                             in instruction, scholarship, and
                  chair                                                               service
                  Department chair prepares a written report           Chair          Identify strengths and weaknesses
 27      3/15
                  Department chair and T & P Committee                 Chair          Discuss reports with candidate
 28      3/15
                  chair meet with candidate




mhamrickchairtenure7/1/20107:06 PM                                                                                            5 of 8
          External Reviews, Tenure & Promotion, Mid-Tenure
                         Checklist for Faculty
 #      Date                         Task                     Responsibility             Comments
                  Candidate writes statement in response to      Candidate     Optional. Candidate may choose to
 29      4/1      reports from T & P Committee and                             address concerns and/or
                  department chair                                             inaccuracies.




mhamrickchairtenure7/1/20107:06 PM                                                                                 6 of 8
          External Reviews, Tenure & Promotion, Mid-Tenure
                         Checklist for Faculty
 #      Date                           Task                  Responsibility                  Comments
                  Candidates dossier, recommendations of T         Chair          College may elect to include COE T
                  & P Committee, dept. chair, and response                        & P Committee in this review.
 30      4/1
                  of candidates forwarded to Dean

                  Dean prepares a written report                   Dean           Dean may choose to meet with
 31     ~4/15                                                                     candidate to discuss results of
                                                                                  review.

                                                               See Example Dossier at
 32 Contents of T & P Materials Submitted to Dean
                                              http://academics.memphis.edu/provost/menu_facres.html

 33 Tab 1: Summary of Recommendations
              Recommendation Signature Page, Negative                             See sample signature page and
 34           recommendation form, if applicable               Chair & Dean       sample negative
                                                                                  recommendation form.
                                                                                  See page 7 of Example Dossier. See
 35               Appointment History                        Candidate or Chair
                                                                                  example.
 36 Tab 2: College/School Recommendation
 37            Statement from the Dean                             Dean

 38               Statement from College T & P Committee     T & P Committee

 39 Tab 3: Department Recommendation
 40           Statement from Chair                                 Chair
 41           Statement from Dept. T & P Committee           T & P Committee
 42 Tab 4: External Evaluations
              External peer evaluations                            Chair          minimum of 4; check dept.
 43
                                                                                  guidelines. See example.
              Summary of credentials of external                   Chair          See page 4 of University's Example
 44
              reviewers                                                           Dossier. See example.
              Copy of solicitation letter to external              Chair          See page 6 of University's Example
 45
              reviewers                                                           Dossier. See example.
 46 Tab 5: Internal Evaluations
              Initial Appointment Letter                                          Check dept. files. Candidate may
 47                                                                Chair
                                                                                  provide a copy
                  Annual Evaluations                                              Check dept. files. Candidate may
 48                                                                Chair
                                                                                  provide copies
                  Mid-Tenure Evaluation by Department and          Chair          Check dept. files. Candidate may
 49
                  any candidate response                                          provide copies
 50 Tab 6: Instruction
              Summary of teaching                                Candidate
 51           responsibilities/philosophy (2-3 page
              narrative)
              Summary of Student Evaluations                                      See page 7 of University's Example
 52                                                              Candidate
                                                                                  Dossier. See example.
 53               Peer Evaluations of Teaching                   Candidate        Optional
 54           Honors and Awards                                  Candidate
 55 Tab 7: Research/Scholarship/Creative Activity
              Brief summary of accomplishments and               Candidate
 56           plans (2-3 page narrative)
 57               Internal Grants and Contracts                  Candidate
 58               External Grants and Contracts                  Candidate
 59               Peer Evaluation(s)                             Candidate
 60               Honors and Awards                              Candidate
 61 Tab 8: Service/Outreach/Advising/Mentoring/Administration
              Brief summary of accomplishments and     Candidate
 62           plans (2-3 page narrative)
 63               Internal Grants and Contracts                  Candidate
 64               External Grants and Contracts                  Candidate
 65               Peer Evaluation(s)                             Candidate
 66               Honors and Awards                              Candidate
      Tab 9: University Curriculum Vitae                         Candidate        See Guidelines at
 67                                                                               http://academics.memphis.edu/pro
                                                                                  vost/menu_facres.html
                  Curriculum Vitae Cover Sheet. Go to:       Chair or Candidate    (See example.)
 68               http://academics.memphis.edu/provost/pro
                  vost_forms/cvcover.doc




mhamrickchairtenure7/1/20107:06 PM                                                                                     7 of 8
          External Reviews, Tenure & Promotion, Mid-Tenure
                         Checklist for Faculty
 #      Date                         Task               Responsibility             Comments
              Curriculum Vitae                             Candidate     Use university template. See
 69           http://academics.memphis.edu/provost/me                    example.
              nu_facres.html
    Tab 10: Other Pertinent Information                    Candidate     Optional; See Departmental
 70
                                                                         guidelines




mhamrickchairtenure7/1/20107:06 PM                                                                      8 of 8