SAMPLE DOCUMENT #8
Sample Letter from Department Chair to Candidate for Mid-Probationary Retention Review
April 1, 2011
Dr. K.A. Enti, Assistant Professor
Department of Learning
The University of Utah
Campus
Dear K.A.:
The coming academic year will mark your third [or fourth- depending on departmental policy] year of service to the University. By University and Department regulations you must have a formal retention review of your accomplishments in our department. This process is described in University Policy 6-303, which is available at and in the department’s RPT guidelines, which I enclose. Please review these policies
By [date], please supply me the names and contact information for [5, 6, 7, or whatever] individuals from outside the University with national reputations in your field who you believe would be able to judge your professional accomplishments and progress. Please indicate what professional relationship, if any, you have had with them in the past(thesis advisor, co-PI on a grant; co-author, etc.). Other department members and I will also nominate individuals, and from these lists, [3, 4, or whatever] will be chosen to provide review letters, as described in our departmental procedure. Please also begin thinking about what examples of your work you would like to send these reviewers.
[Note: Departmental policy governs whether external evaluations are required for mid-probationary and/or triggered reviews. If not mandated, state: “Although not mandated you still have the right to request the solicitation of external letters”.]
Also included is a statement which you must sign and return to me indicating whether or not you wish the review letters to be confidential. Please return this statement along with your nomination list to me by 2 weeks from today so that the process may begin in a timely manner. The file will be closed on September 30 and materials may be added after that time only at specified points. If you wish to take exception to any part of the file contents, a written statement to this effect should be added by this time.
[If department procedures provide for the candidate to select one member of a personal ad hoc- or sub-committee that prepares a preliminary report, explain and ask for the person chosen at this time.]
For the formal review, I ask that you begin assembling material to be added to your cumulative file, as described in the PPM. You are required to give us a current copy of the curriculum vitae. You should also furnish a personal statement of your goals and accomplishments in relation to the department criteria for retention and include evidence of your research/creative activity. [Note who is responsible for putting summarized teaching evaluations in the file.]Please be advised that you have the privilege to inspect your entire file, minus any confidential review letters, at any time during the review process. If you wish to take exception to any part of the file contents, a written statement to this effect should be added by the file closing date or at later points as notified.
[If a department has fewer than three faculty members eligible to vote on the department advisory committee, explain the process for augmenting the committee size.]
Please feel free to consult with me at any time during the review process.
Sincerely,