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Guidelines for Writing a Recommendation Letter

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					       PROCESS OUTLINE FOR UNIVERSITY-MANDATED REVIEWS OF ALL                           Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates regarding
            SALARIED (TE & NTE) & AFFILIATE (TE only) FACULTY                                            this outline, please contact Melanie Bright at melanieb@email.arizona.edu or at 520-626-6621.
    Because reviews vary considerably by type, this outline must be used carefully in                 *** Red asterisks indicate variation in process by faculty type.
                                                                                                                                                                                         Tasks are listed in approximate
                          conjunction with linked materials.                                       Please refer to the "Relevant Contacts" list for contact information.
                                                                                                                                                                                       order; additional notes re order and
Task                                                                                        Explanation / Attachments to Primary Task Object, in order /            Receiver or       deadlines are below, when available.
 #                   Task                 Initiating Role      Primary Task Object              ***Variation by Faculty Type / Contact for Questions              Distribution List
          DEADLINES FOR TENURE-ELIGIBLE FACULTY: Oct. 1 to Dept for P&T Review; Nov. 1 to Faculty Affairs; Jan 15 to Provost; FOR NON-TENURE-ELIGIBLE FACULTY, about 1-1/2 months later.
       OPTIONAL: If desired &
       possible, dept identifies Non-
       Tenure-Eligible (NTE) faculty
       who are due for review by the                                                    Use review cycle "calculator" to identify faculty members who will be
       College of Med (COM) in                                                          required to go through COM review this year, making adjustments for
       advance of their June             DEPT        Signed Finalized Letter of         specific faculty members' hire dates. Some leeway re review dates
1      notification.                     COORDINATOR Offer in Dept Files                may have been negotiated w/faculty at time of hire.                                           Before early June


       UA Provost's Office sends 3D
       Memo regarding "Promotion                                                        These guidelines are very generic, as they apply to the entire
       and Tenure / Continuing Status UA VICE                                           university and both tenure-eligible (TE) and non-tenure eligible (NTE)
       Process and Preparation of     PROVOST'S                                         faculty. Detailed instructions are provided below regarding their use
2      Dossiers."                     OFFICE                Vice Provost's Guidelines   with NTE faculty in the College of Medicine.                           3D Listserv            First week in April

       COM P&T DIRECTOR creates
       department lists of all salaried
       and tenure-track affiliate faculty COM P&T                                       COM P&T Director compiles lists from Appointed Personnel                                      TE list: May
3      due for review.                    DIRECTOR                                      Database (APS).                                                                               NTE list: Early June
                                                                                                                                                               FACULTY
                                                                                                                                                               MEMBER due for
                                                                                           Letters sent to Faculty and to Dept Head are copied to Dept Coord & review, DEPT
                                                            Vice Dean Ltrs to ***TE        P&T Chair. They explain what needs to be done by when, and they     HEAD, cc: DEPT
       COM notifies faculty and                             Faculty & Dept Heads           provide links to the Handbook for Apptd Personnel, Vice Provost's   P&T CHAIR,
       departments of TE, then NTE,      COM VICE           Click on cell to the right for Guidelines, and COM Guidelines. Vice Dean Ltrs to ***NTE Faculty & DEPT            TE Faculty: late May;
4      faculty due for review.           DEAN               NTE letters.                   Dept Heads.                                                         COORDINATOR NTE Faculty: Mid-June


       OPTIONAL: DEPT                                                                   Not all faculty may know who to contact in their dept for help with this
       COORDINATOR contacts                                                             process--though it is their responsibility to follow up and not knowing
       Faculty member(s) due for                                                        isn't an excuse for inordinate delay. ***For details re various types of
       review to offer help with         DEPT                                           reviews, consult Melanie's Explanation re University-mandated
5      process.                          COORDINATOR Variable                           COM Faculty Reviews.                                                     FACULTY
       Special Circumstances, FYI:
                                                                                        Faculty notifies Department Head, preferably in writing, of their intent.
                                                                                        (Even if Dept Head disagrees, faculty may proceed.)         *** Faculty
       NTE faculty may initiate an                                                      at the Assistant Professor level must be in third year in rank to go up
       early review for promotion.***    FACULTY                                        early.                                                                    DEPT HEAD




                                                                                                                                                         76a79acf-4b54-426d-8c94-9383fa74fd46.xls, 03/06/08, 1
       PROCESS OUTLINE FOR UNIVERSITY-MANDATED REVIEWS OF ALL                              Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates regarding
            SALARIED (TE & NTE) & AFFILIATE (TE only) FACULTY                                               this outline, please contact Melanie Bright at melanieb@email.arizona.edu or at 520-626-6621.
    Because reviews vary considerably by type, this outline must be used carefully in                    *** Red asterisks indicate variation in process by faculty type.
                                                                                                                                                                                            Tasks are listed in approximate
                          conjunction with linked materials.                                          Please refer to the "Relevant Contacts" list for contact information.
                                                                                                                                                                                          order; additional notes re order and
Task                                                                                           Explanation / Attachments to Primary Task Object, in order /            Receiver or       deadlines are below, when available.
 #                   Task                    Initiating Role      Primary Task Object              ***Variation by Faculty Type / Contact for Questions              Distribution List


       If up for review, faculty must
       notify Dept and Faculty Affairs if   FACULTY-                                       Review for retention does not require a full dossier--specifics in
       wishes to decline review for         Tenured                                        Melanie's Explanation re University-Mandated COM Faculty              Section Chief,
       promotion and be reviewed for        Associate                                      Reviews. Faculty will not receive letter from Vice-Dean in other than Dept Head, DEPT
       retention instead.                   Professor          Variable                    mandatory review years.                                               COORDINATOR Early in review year.


       Identified Faculty creates
       sections of review packet (see                                                                                                                                                    Packet sections are listed below in
       note re order at right!) as                                                                                                                                                       official order; however, it is
       described below to go to Dept                                                                                                                                                     recommended to begin working on
       P&T Comm by Nov. 1st,                                                                                                                                                             Sections IV, V and VI first (CV
       contacting DEPT                                                                     While each FACULTY member is officially responsible for compiling                             update, outside evaluators &
       COORDINATOR for help when                               Vice Provost's Guidelines   and submitting his or her packet, the involvement of the DEPT            DEPT                 teaching evals), as these three
6      needed and as available.       FACULTY                  (links to all sections)     COORDINATOR or others besides the faculty varies by department.          COORDINATOR          sections take the longest.
Below are details about each section of the dossier/packet.

                                                                                  Make sure titles/ranks are consistent and amended, if nec, to reflect
                                            FACULTY /                             COM titles (e.g., "Clinical" or "Research"); Terminal degree = doctoral
       Section I Prepare Summary            DEPT                                  degree(s); “Dates” should show month/year, “Rank” complete title(s),
7      Data Sheet                                                                 and
                                            COORDINATOR Section I: Summary Data Sheet “Years” (UA section only) meaning fiscal years.
       Section II Faculty Works with                                                       You may refer to last page of Document 1 (was Attachment C) from
       Dept Head to Summarize               FACULTY /                                      annual department reviews (covering period involved in this review) to
       Candidate's Workload                 DEPT HEAD /                                    describe workload. Please make clear what time period(s) you are
       Assignment over Period of            DEPT        Section II: Workload               refering to and what you are counting as Research vs Teaching vs.
8      Review                               COORDINATOR Assignment                         Servi
                                                                                           Best to develop full dept criteria, as example from Surgery, which
                                                                                           incorporates COM P&T guidelines. (Include only relevant sections.) If
                                                                                           Dept doesn't have own criteria, use relevant section of COM P&T
       Section III Provide Dept &           DEPT        Example of Section III             Guidelines. Appendix B in Guidelines refers to TenTrack ranks, so
9      COM P&T Guidelines)                  COORDINATOR (Dept P&T Criteria)                not appropriate for NTE faculty.

       Section IV - Provide updated
       CV in accordance with Vice           FACULTY                                        Faculty and departments should refer to these annotated guidelines
10     Provost's requirements.              MEMBER (FM)        CV Guidelines COM           for specifics regarding content and format.                                                   Recommended to get started early.
       Faculty member begins work on
       "Statement of
       Accomplishments and
       Objectives on Research,
       Teaching, and
       Service/Outreach," also for                                                         This is an important requirement, in addition to the CV. See CV
11     Section IV.                   FACULTY                                               Guidelines COM.

                                                                                                                                                             76a79acf-4b54-426d-8c94-9383fa74fd46.xls, 03/06/08, 2
       PROCESS OUTLINE FOR UNIVERSITY-MANDATED REVIEWS OF ALL                          Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates regarding
            SALARIED (TE & NTE) & AFFILIATE (TE only) FACULTY                                           this outline, please contact Melanie Bright at melanieb@email.arizona.edu or at 520-626-6621.
 Because reviews vary considerably by type, this outline must be used carefully in                   *** Red asterisks indicate variation in process by faculty type.
                                                                                                                                                                                         Tasks are listed in approximate
                       conjunction with linked materials.                                          Please refer to the "Relevant Contacts" list for contact information.
                                                                                                                                                                                       order; additional notes re order and
Task                                                                                        Explanation / Attachments to Primary Task Object, in order /            Receiver or       deadlines are below, when available.
 #                   Task                Initiating Role      Primary Task Object               ***Variation by Faculty Type / Contact for Questions              Distribution List
                                                                                       All letters (min 3 max 8 total) received must be included in packet.
                                       FACULTY                                         Dept P&T Committee and/or Head compiles list. Faculty may submit
                                       CANDIDATE /                                     suggested outside evaluators early in the process. No more than 50%
                                       DEPT HEAD /                                     of letters from independent outside evaluators can be from faculty
       Section V - Obtain Letters from DEPT        Section V - Letters from            member's list. *** Letters from Outside Evaluators aren't needed for
12     Outside Evaluators, etc.***     COORDINATOR Outside Evaluators                  3rd-year review.

                                                    Link to Vice Provost's             This template must be used unless permission is obtained from the
       Request & receive letters from   DEPT        Guidelines: Click on               Provost's office via Faculty Affairs re content, or from Faculty Affairs   OUTSIDE
13     outside evaluators               COORDINATOR Appendix D                         re wording. Send with CV, etc., as described in Appendix D.                EVALUATORS
       Request title support memos if   DEPT                                           If title not specified in letter(s), modify example form to request from
14     necessary                        COORDINATOR Title Support Request              reference.
                                                                                       The example provided to the left combines much of the information
       Summary of Process used to       DEPT HEAD / Example of Process & List          required regarding Independent Evaluators for Section V, except the
       select outside evaluators must   DEPT        of Outside Evaluators,             short descriptions and the criteria used to select them, which would
15     be provided                      COORDINATOR Requestors                         be provided separately.
                                                           Example of brief statement
       Create brief statement on each FACULTY /            on each evaluator's
       evaluator's national and       DEPT HEAD /          national or international
16     international standing         DEPT COORD           standing                   Evaluators should be listed in same order as letters.

                                                                                       Optional but recommended to strengthen packet from people who are
                                                                                       not "independent" because have worked or collaborated with
       OPTIONAL: Request & receive FACULTY                                             applicant. No need to list anywhere, though a cover sheet in front of Refs from
17     letters from collaborators  CANDIDATE                                           them in packet indicating what they are may be helpful.               Applicant

       OPTIONAL: Request & receive                                                     Optional but recommended to strengthen packet from people who are
       letters of evaluation from                                                      not "independent" because have worked or collaborated with
       faculty colleagues or former     FACULTY                                        applicant. No need to list anywhere, though a cover sheet in front of
18     grad students                    CANDIDATE                                      them in packet indicating what they are may be helpful.
       Section VI - Teaching &          FACULTY            Teaching Advising
19     Advising                         CANDIDATE          Guidelines                  Refer to Annotated Section VI specific to COM faculty linked at left.
                                                                                       Faculty member evaluations by medical students are emailed to
       Get medical student              FACULTY                                        FACULTY CANDIDATE by Office of Institutional Technology at end
       evaluations, stats &             CANDIDATE,                                     of block, cc DEPT HEAD. If evals not locatable, request that               COM OFFICE OF If necessary to request information
       comparisons, if relevant, from   DEPT                                           information from Stephen Gallo directly, giving him as much info as        INSTITUTIONAL from Stephen Gallo, give at least two
20     faculty member or . . .          COORDINATOR                                    possible re what, when, where taught.                                      TECHNOLOGY    weeks notice.
                                                                                                                                                                  DEPT
       Faculty obtains evaluation                                                                                                                                 RESIDENCY
       forms or letters, etc., from                                                                                                                               DIRECTOR,
       residents, interns, residency    FACULTY                                        Dept Coord may facilitate this, depending on dept procedures. Link         CLERKSHIP
21     directors, etc.                  CANDIDATE                                      to more advice re getting teaching evals.                                  COORD, etc.


                                                                                                                                                          76a79acf-4b54-426d-8c94-9383fa74fd46.xls, 03/06/08, 3
       PROCESS OUTLINE FOR UNIVERSITY-MANDATED REVIEWS OF ALL                            Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates regarding
            SALARIED (TE & NTE) & AFFILIATE (TE only) FACULTY                                             this outline, please contact Melanie Bright at melanieb@email.arizona.edu or at 520-626-6621.
  Because reviews vary considerably by type, this outline must be used carefully in                    *** Red asterisks indicate variation in process by faculty type.
                                                                                                                                                                                           Tasks are listed in approximate
                        conjunction with linked materials.                                           Please refer to the "Relevant Contacts" list for contact information.
                                                                                                                                                                                         order; additional notes re order and
Task                                                                                          Explanation / Attachments to Primary Task Object, in order /            Receiver or       deadlines are below, when available.
 #                   Task                 Initiating Role      Primary Task Object                ***Variation by Faculty Type / Contact for Questions              Distribution List
                                                                                        Applies only to faculty who are involved in an Interdisciplinary
       Section VII - Documentation for FACULTY              Vice Provost's Guidelines - Graduate Program (faculty will know if they are).
22     Interdisciplinary Candidates    CANDIDATE            click on Section VII
       Faculty candidate provides
       description of relevant IGP       FACULTY
23     activities                        CANDIDATE
                                         FACULTY
       Dept requests written             CANDIDATE /
       evaluation of faculty candidate   DEPT        Letter from IGP Chair to            See website for Graduate Interdisciplinary Programs for contact           Chairperson of
24     from Chairperson of IGP.          COORDINATOR Dept P&T Committee                  information if Faculty doesn't have.                                      particular IGP
       Director of IGP provides
       additional information if                                                         See website for Graduate Interdisciplinary Programs for contact
25     appropriate                       Director of IGP                                 information if Faculty doesn't have.
       Section VIII -                                                                   Included with packet and filled out by P&T Coord as packet goes
       Recommendations for P&T (for                         Vice Provost's Guidelines - through review process. Use as a guide for the memos and letters
26     tracking)                                            click on Section VIII       below.

       Appendix A - description of                          Vice Provost's Guidelines - Must be completed if shared appointment involves actual work in
27     Shared Appt, if applicable                           click on Appendix A         other dept.
Process continued below, once packet sections complete.
                                     FACULTY /
                                     DEPT                                                Put packet contents in order separated by Vice Provost's Section                               TE Packets Advised by Oct. 1; NTE
28   Compile packet                  COORDINATOR                                         cover sheets.                                                                                  by 11/15.
                                         DEPT P&T    Example Memo/letter to   Most depts send out individually, and members vote independently                     DEPT P&T
       Route packet to Dept P&T          CHAIR or    P&T Committee requesting (as opposed to committee meeting); may be done electronically if                     COMMITTEE
29     Committee for vote                COORDINATOR their vote               password-protected.                                                                  MEMBERS
                                                                                         See "Department Committee's Report" in Section VIII above. Memo
                                                                                         or letter must specify # of votes for and against, evaluate candidate re
       Dept P&T Committee Chair                                                          specified areas, and include description of minority view, if a split
       sends letter to Dept Head with    DEPT P&T                                        vote. It may be sent to Dept Head with packet or not, depending on
30     Committee decision.               CHAIR                                           department procedure.                                                    DEPT HEAD
       Optional: Dept Head letter to
31     Faculty re Dept Decision                                                          Dept responsible for keeping faculty apprised of progress.

                                                                                         Again, follow guidelines from Section VIII above, this time under         Address to Vice
                                                                                         "Department Head's Recommendation." Letter must include number            Dean but deliver     TE packets DUE by November 1;
       Dept Head composes letter to                                                      of votes and give personal opinion re decision. Original plus 6 clean     to COM P&T           NTE by 12/15. Packets to Melanie
       Faculty Affairs & route with                         Example letter from Dept     one-sided copies of packet followed by Dept P&T Chair Letter to Dept      DIRECTOR, P.O.       by Thursday for the following week's
32     packet to COM                     DEPT HEAD          Head to Vice Dean            Head, then Dept Head Letter to Vice Dean.                                 Box 245017           Monday COM P&T Meeting




                                                                                                                                                           76a79acf-4b54-426d-8c94-9383fa74fd46.xls, 03/06/08, 4
       PROCESS OUTLINE FOR UNIVERSITY-MANDATED REVIEWS OF ALL                        Your participation and feedback are vital to the success of these tools. If you have questions, suggestions or updates regarding
            SALARIED (TE & NTE) & AFFILIATE (TE only) FACULTY                                         this outline, please contact Melanie Bright at melanieb@email.arizona.edu or at 520-626-6621.
 Because reviews vary considerably by type, this outline must be used carefully in                 *** Red asterisks indicate variation in process by faculty type.
                                                                                                                                                                                       Tasks are listed in approximate
                       conjunction with linked materials.                                        Please refer to the "Relevant Contacts" list for contact information.
                                                                                                                                                                                     order; additional notes re order and
Task                                                                                      Explanation / Attachments to Primary Task Object, in order /            Receiver or       deadlines are below, when available.
 #                   Task               Initiating Role      Primary Task Object              ***Variation by Faculty Type / Contact for Questions              Distribution List

                                                                                     COM P&T Committee votes (meets every Monday for which they
       College P&T Committee           COM P&T                                       have a quorum). Their attention to non-tenure-track packets may be        FACULTY
33     recommendation                  Committee                                     delayed by tenure-track packets, which take priority.                     CANDIDATE
       Vice Dean notifies DEPT HEAD
34     of COM decision.                                   Letter                                                                                               DEPT HEAD
       COM advises Dept if packet      COM P&T                                       COM P&T Director will contact Dept if COM P&T didn't support              DEPT
35     needs strengthening             DIRECTOR                                      packet as presented.                                                      COORDINATOR
       Dept Head notifies Faculty of                                                                                                                           FACULTY
36     COM Decision                    DEPT HEAD                                     see Handbook for Appointed Personnel for policy.                          CANDIDATE
       Recommendation of Vice Dean                                                                                                                             UA VICE
37     to Vice Provost                 FAC AFFAIRS Letter to Vice Provost            Original.                                                                 PROVOST
                                       UA VICE     letter to COM Vice Dean,                                                                                    COM FACULTY
38     Vice Provost decision to COM    PROVOST     faculty                           Distributed by FAC AFFAIRS                                                AFFAIRS
                                       COM FACULTY
39     COM Letter to Dept Head         AFFAIRS                                       re Vice Provost's decision                                                DEPT HEAD
       Dept notifies Faculty of Vice                                                                                                                           FACULTY
40     Provost's decision              DEPT HEAD                                     see Handbook of Appointed Personnel for policy.                           CANDIDATE




                                                                                                                                                       76a79acf-4b54-426d-8c94-9383fa74fd46.xls, 03/06/08, 5

				
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