Requesting a Letter of Recommendation Template

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Requesting a Letter of Recommendation Template Powered By Docstoc
					                                                                                         Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates
     PROCESS OUTLINE FOR NON-SALARIED FACULTY APPOINTMENTS - Tucson
                                                                                               regarding this outline, please contact Debbie Folkers at folkersd@email.arizona.edu or at 520-626-6808.
                                                                                                      *** Red asterisks indicate variation in process by faculty type.                      Tasks are listed in
        Use the Checklist for Tracking Progress of Individual Faculty Appointments
                                                                                                    Please refer to the "Relevant Contacts" list for contact information.              approximate order; additional
Task                                                                                         Explanation / Attachments to Primary Task Object, in order /            Receiver or       notes re order and deadlines
 #                      Task                    Initiating Role   Primary Task Object            ***Variation by Faculty Type / Contact for Questions              Distribution List    are below, when available.

                                              DEPT HEAD,
                                              RESIDENCY /
                                              HOUSE STAFF
                                              DIRECTOR
       DEPT Solicits NON-SALARIED             and/or GRAD                                                                                                          POTENTIAL
       CANDIDATE's Participation in           MED ED                                                                                                               NON-SALARIED
1a     Educational Mission                    DIRECTOR                                                                                                             CANDIDATE

       OR NON-SALARIED CANDIDATE
       sends CV and letter requesting         NON-SALARIED
1b     appointment in the department          CANDIDATE                                                                                                            DEPT HEAD
       DEPT determines whether Affiliate or               Guidelines for                NON-SALARIED CANDIDATE qualifies for Affiliate status if employed
       Associate Status would be              DEPT        Affiliates/Associates         at least.50 FTE (.51 for tenure-track) by a UA-affiliated institution;
2      appropriate.                           COORDINATOR (UA)                          otherwise, an Associate.
                                                                                                                                                                   DEPT HEAD,
       DEPT COORDINATOR consults with                     Refer to Guidelines for       Titles from the Clinical Prefix track or Lecturer Series are appropriate   RESIDENCY or
       DEPT authority(ies) to identify        DEPT        Promotion and Tenure          for Associates; Affiliates may also qualify for other tracks. Melanie      GRAD MED ED
3      appropriate track (& tentative rank)   COORDINATOR (COM)                         Bright 626-6621                                                            DIRECTOR
       Depending on what determined in                    Example of Letter to
       Tasks 2 and 3, DEPT requests                       Prospective Non-
       necessary materials from NON-          DEPT        Salaried Faculty              Listed directly below are explanations regarding the items requested
4      SALARIED CANDIDATE***:                 COORDINATOR (Tucson)                      in the letter. Melanie Bright 626-6621

       Requested Item: Letter Requesting      NON-SALARIED                              Letter should be addressed to DEPT HEAD and describe current
4a     Apptmt                                 CANDIDATE                                 and/or proposed contributions to the DEPT.
                                                                                        CV should be as current as possible and include all active licenses
                                              NON-SALARIED                              and board certifications. Recommended to follow CV Guidelines                                  Needed for title approval
4b     Requested Item: Current CV             CANDIDATE                                 (COM) re content.                                                                              packet.
                                                                                        Candidate should request these from appropriate references and
       Requested Items: 3 letters of                                                    have sent directly to department. See Cover Sheet for Title
4c     recommendation                                                                   Approvals/Track Changes for details.                                       DEPT HEAD
                                                                                                                                                                                       Processed LATER,
                                                                                        Returned form must be ORIGINAL with original signature - no faxes.                             SEPARATELY from Title
       Requested Item: Affiliate/Associate    NON-SALARIED Affiliate/Associate          processed LATER, SEPARATELY FROM TITLE APPROVAL                                                Approval Packet (details
4d     Information Form                       CANDIDATE    Information Form             PACKET (details below).                                                                        below).
                                                                                                                                                                                       Processed LATER,
                                                           COM Combined Data                                                                                                           SEPARATELY from Title
       Requested Item: Combined Data and      NON-SALARIED and CV Release /             This form replaces two old forms, which would also suffice if current:                         Approval Packet (details
4e     CV Attestation / Release Form          CANDIDATE    Attestation Form             CV Release Form and Faculty Personnel Data Form.                                               below).




                                                                                                                                             e6520601-e350-4fd7-ba2f-1fe13a9ef827.xls, 3/07/08, 1 of 4
                                                                                          Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates
     PROCESS OUTLINE FOR NON-SALARIED FACULTY APPOINTMENTS - Tucson
                                                                                                regarding this outline, please contact Debbie Folkers at folkersd@email.arizona.edu or at 520-626-6808.
                                                                                                       *** Red asterisks indicate variation in process by faculty type.                      Tasks are listed in
        Use the Checklist for Tracking Progress of Individual Faculty Appointments
                                                                                                     Please refer to the "Relevant Contacts" list for contact information.              approximate order; additional
Task                                                                                          Explanation / Attachments to Primary Task Object, in order /            Receiver or       notes re order and deadlines
 #                      Task                     Initiating Role   Primary Task Object            ***Variation by Faculty Type / Contact for Questions              Distribution List    are below, when available.
                                                                                         Separate forms exist for Tucson and Phoenix appointments, so take
                                                             COM Verification of         care to use the proper one. DEPT Head or other DEPT authority must
       Requested Item: Verification of Direct   NON-SALARIED Direct Contact Hours        verify ASSOCIATE CANDIDATE's participation by signing returned                                 Needed for Title Approval
4f     Contact Hours form                       CANDIDATE    form - Tucson               form.                                                                                          packet.



                                                                                                                                                                                        Processed LATER,
       Requested Item: Verification of       NON-SALARIED                                Returned form must be signed by the Affiliate Institution's Human                              SEPARATELY FROM
       Employment Form (***Affiliate Faculty CANDIDATE      COM Verification of          Resources DEPT and may come from the candidate or directly from                                APPOINTMENT PACKET
4g     Only)                                 (***Affiliate) Employment Form              the Affiliate institution; then must be signed by DEPT authority.                              (details below).


       DEPT creates Mentoring Plan and has
       signed by all parties ***for Junior
       Affiliate appointments on the Tenure or                                                                                                                     DEPT HEAD,     May be done earlier or later,
       Clinical Suffix tracks only; hold for Title DEPT        Mentoring Plan                                                                                      SECTION CHIEF, but must be included in Title
5      Approval process                            COORDINATOR Template***               Melanie Bright                                                            CANDIDATE      Approval packet.


                                                                                                                                                                                        Affiliate/Associate Info Form,
                                                                                                                                                                                        Combined Data/CV Form,
                                                                                         Refer to Cover Sheet for Title Approvals/Track Changes linked below                            Verification of Employment
       DEPT receives items from Candidate       DEPT                                     re contents. ***For affiliated faculty, Verification of Employment Form                        form not needed until
6      necessary for packet.                    COORDINATOR                              may be sent by candidate or directly from affiliated institution.                              appointment Okd by COM.
       DEPT HEAD receives three Letters of                                                                                                                         DEPT HEAD,
       Recommendation & forwards to DEPT                Letter(s) of                                                                                               then DEPT
7      COORDINATOR.                        REFERENCE(S) Recommendation                   If letters don't specify title, go to next step.                          COORDINATOR


                                                                                                                                                                              Affiliate/Associate Info Form,
                                                                                         Make sure all information and signatures complete--see notes                         Combined Data/CV Form,
       DEPT makes sure items received are                                                regarding each document above. Letter(s) will be received separately, NON-SALARIED Verification of Employment
       complete, follows up if necessary,       DEPT                                     directly from reference(s), and if don't specify title, a title support CANDIDATE,   form not needed until title
8      including re Title Support.              COORDINATOR Title Support Request        request should be sent.                                                 REFERENCE(S) approved by COM.
       DEPT COORDINATOR assembles                           Cover Sheet for Title        Refer to Packet Cover Sheet for exact contents and order. PLEASE
       Title Approval packet and fills out      DEPT        Approvals / Track            DO NOT include any items not listed on the cover sheet in the packet.
9      Cover Sheet.                             COORDINATOR Changes (COM)                Call Melanie Bright if questions.




       DEPT COORDINATOR sends packet                                                     Recommended to be sent with a cover memo or email, from P&T       DEPT
       to Dept P&T Committee for     DEPT                                                Chair or DEPT Coordinator. Some depts route packets by email, but APPT/P&T
10     disposition.                  COORDINATOR Memo or email                           they should be password-protected.                                COMMITTEE

                                                                                                                                              e6520601-e350-4fd7-ba2f-1fe13a9ef827.xls, 3/07/08, 2 of 4
                                                                                              Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates
     PROCESS OUTLINE FOR NON-SALARIED FACULTY APPOINTMENTS - Tucson
                                                                                                    regarding this outline, please contact Debbie Folkers at folkersd@email.arizona.edu or at 520-626-6808.
                                                                                                          *** Red asterisks indicate variation in process by faculty type.                      Tasks are listed in
        Use the Checklist for Tracking Progress of Individual Faculty Appointments
                                                                                                        Please refer to the "Relevant Contacts" list for contact information.              approximate order; additional
Task                                                                                             Explanation / Attachments to Primary Task Object, in order /            Receiver or       notes re order and deadlines
 #                      Task                     Initiating Role     Primary Task Object             ***Variation by Faculty Type / Contact for Questions              Distribution List    are below, when available.
                                                                                         Memo from P&T Chair must specify number of votes for and against
       DEPT P&T CHAIR sends memo or                                Letter/Memo from DEPT and should include an evaluation of the candidate in respect to the
       letter to DEPT HEAD summarizing          DEPT P&T           P&T COMM CHAIR to     title being recommended. Call Melanie Bright re all title approval
11     committee decision.                      CHAIR              DEPT HEAD             questions.                                                                   DEPT HEAD


                                                                                                                                                                      T. Philip Malan,
                                                                                                                                                                      Jr., PhD, MD,
       DEPT HEAD composes letter or                                                      See packet cover sheet for details about letter. Evaluation in light of      Vice Dean for
       memo to COM Vice Dean regarding                             Letter/Memo from DEPT title recommended especially important here, though may be                   Academic Affairs,
12     title approval/appointment.              DEPT HEAD          HEAD to VICE DEAN     endorsement of what is said by P&T Chair.                                    P. O. Box 245018
       DEPT routes or delivers original Title               Completed Packet, as                                                                                      Melanie Bright,
       Approval Packet and appropriate                      per Cover Sheet for Title Follow instructions on Packet Cover Sheet (link above) regarding                COM P&T
       number of copies to FACULTY              DEPT        Approvals/Track           number of copies (original plus two copies for junior, original plus six        DIRECTOR, P.O.
13     AFFAIRS.                                 COORDINATOR Changes                   for senior appointments).                                                       Box 245018

       FACULTY AFFAIRS checks packets                                                       The need for follow up by Faculty Affairs should be greatly reduced if
       for completeness and follows up with                                                 the department follows the instructions in this outline and the Cover     DEPT
14     DEPT if necessary.                       FAC AFFAIRS                                 Sheet for Title Approvals/Track Changes carefully.                        COORDINATOR
                                                COM P&T                                     COM P&T Comm, which reviews all senior-level appointments, meets
                                                DIRECTOR,                                   every Monday for which they have a quorum. REMINDER: Junior
       COM Disposition/Approval of              COM P&T                                     titles are Instructor and Assistant; Senior are Associate Prof and
15     Apptmt***                                COMMITTEE                                   Professor.
                                                                                                                                                                      DEPT HEAD,
                                                                                                                                                                      FAC AFFAIRS (3
                                               VICE DEAN /         VICE DEAN                                                                                          copies), DEPT
       Vice Dean New Appt Disposition to       COM P&T             ENDORSEMENT                                                                                        APPT/P&T
16     DEPT HEAD                               DIRECTOR            LETTER                   & other distribution at right                                             CHAIR
       Packet sent to Vice Provost ***(Tenure-
17     Track Affiliates only)                  FAC AFFAIRS                                                                                                            VICE PROVOST

       DEPT Completes Affiliate / Associate     DEPT        Affiliate/Associate
18     Appointment Form.                        COORDINATOR Appointment Form
                                                                                                                                                                      Debbie Folkers,
                                                     Cover Sheet for Non-                                                                                             FAC AFFAIRS     This should be done when
       DEPT sends all Personnel forms to DEPT        Salaried Faculty                       See Cover Sheet for contents and order. Of course, DEPT should            DIRECTOR, P.O. DEPT is notified that faculty
19     FACULTY AFFAIRS with cover sheet. COORDINATOR Personnel Forms                        keep copies (not always noted in these outlines).                         Box 245017      title has been approved.




                                                                                                                                                 e6520601-e350-4fd7-ba2f-1fe13a9ef827.xls, 3/07/08, 3 of 4
                                                                                              Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates
     PROCESS OUTLINE FOR NON-SALARIED FACULTY APPOINTMENTS - Tucson
                                                                                                    regarding this outline, please contact Debbie Folkers at folkersd@email.arizona.edu or at 520-626-6808.
                                                                                                          *** Red asterisks indicate variation in process by faculty type.                      Tasks are listed in
        Use the Checklist for Tracking Progress of Individual Faculty Appointments
                                                                                                        Please refer to the "Relevant Contacts" list for contact information.              approximate order; additional
Task                                                                                             Explanation / Attachments to Primary Task Object, in order /            Receiver or       notes re order and deadlines
 #                      Task                    Initiating Role     Primary Task Object              ***Variation by Faculty Type / Contact for Questions              Distribution List    are below, when available.

                                                                  PACKET: Vice Dean
                                                                  Endorsement Letter
                                                                  (copy), CV, Affiliate /
                                                                  Associate Appt Form,
                                                                  Affil / Assoc Info Form
       FACULTY AFFAIRS sends                                      (ORIGINAL),
       Appointment Packet to Systems                              ***Verification of
       Control, enters Fac in Appointed       FAC AFFAIRS         Employment Form           Combined Data and CV Attestation / Release Form is retained in FAC SYSTEMS
20     Personnel DB when in system            DIRECTOR            (Affiliates only)         AFFAIRS, not sent to Systems.                                      CONTROL
       SYSTEMS CONTROL sends                  SYSTEMS                                                                                                          DEPT
21     PAF/PCF to DEPT.                       CONTROL                                                                                                          COORDINATOR
       DEPT informs Faculty of Employee ID,
       location of CatCard Office & how to    DEPT                                                                                                                 NEW NON-SAL
22     get Net ID (see below)                 COORDINATOR                                   Could combine w/letter of welcome from DEPT Head.                      FACULTY
       NEW FACULTY MEMBER gets                NEW NON-SAL                                   Faculty must go in person to CatCard Office to get card, which is free
23     CatCard                                FACULTY     CatCard Office website            for Affiliates and costs $25 for Associates.
                                                                  UA NetID website:
       NEW FACULTY MEMBER gets UA             NEW NON-SAL         https://netid.ccit.arizona. There is an up-to-24-hour delay between getting CatCard and ability
24     Net ID                                 FACULTY             edu/                        to get Net ID.
       NEW FACULTY now has Associate or       NEW NON-SAL         Services & Privileges for
25     Affiliate Privileges.                  FACULTY             UA Associates               See Services & Privileges for UA Affiliates (or Associates, at left).




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