Template for Soliciting Outside Letters of Evaluation of Scholarship Sample Letter
Template for Soliciting Outside Letters of Evaluation of Scholarship
Dear X,
I am writing to ask you to evaluate the scholarly/artistic/professional work for Professor X, Assistant/Associate Professor of X at Washington and Lee University. Professor X is being considered for promotion to Associate Professor with tenure/Full Professor during this academic year. I include here a link to Professor X’s online profile where you will also find a link to their CV/ or I have attached a copy of Professor X’s CV.
If you choose to serve as one of Professor X’s outside evaluators, I will send you further instructions, a copy of their CV, and scholarly materials selected for your evaluation. Your letter would be due to me no later than X date. We can provide materials in either physical or digital form.
Your candid evaluation of Professor X’s scholarship will greatly assist us in the evaluation process. Your letter will be held in strict confidence; only members of the committees involved will have access to it. The candidate will not see your letter.
If you have a relationship to this candidate that you think might interfere with your ability to render an objective review of the candidate’s scholarly, artistic, or professional work, please let me know.
I look forward to hearing from you. Thank you in advance for your help with this important process.
Warmly,
X
Template for Instructions for Outside Evaluators
Dear X:
Thank you for agreeing to serve as an outside evaluator for X, Assistant (Associate) Professor of X at Washington and Lee University. Professor X is being considered for promotion to Associate Professor with tenure (OR to Full Professor) during this academic year. I am enclosing Professor X's curriculum vitae and scholarly materials that they have selected for your evaluation.
Please begin by stating your relationship to the candidate in your letter.
I ask that you evaluate the quality of the work that has been sent you and comment on the significance of its contribution to the discipline(s). I ask that you not comment on the quantity of the work. Please understand that you may not have received all of the candidate's published work or work-in-progress; the candidate is free to select only those pieces that represent their best work for your evaluation. I also ask that you refrain from making a judgment about the candidate's overall suitability for tenure or promotion, and that you do not comment on whether or not the candidate would be tenured or promoted at your own institution. Please evaluate only the quality of the work we have sent you, and the promise the candidate shows for a continuing productive career of scholarly and/or artistic achievement.
W&L enrolls approximately 1850 undergraduates. The university values innovative teaching, small classes and close contact between faculty and students. Faculty teach eleven courses over a cycle of two years, each including two twelve-week fall and winter terms and an intensive four-week spring term. Faculty also play a significant role in university and departmental governance and are expected to serve on a number of committees. Pre-tenure leaves are usually one term and are taken in the third, fourth or fifth year.
Your candid evaluation of Professor X's scholarship will greatly assist us in the evaluation process. I would appreciate receiving your letter by X date. Please include a copy of or link to your most recent CV. Please address the letter to me and I will include it in Professor X's file. Let me assure you that your letter will be held in strict confidence; only members of the committees involved will have access to it. The candidate will not see your letter.
If something changes and you are unable to help us in this matter, please let me know promptly. I thank you in advance for your help with this important process.
Sincerely,
Updated and Approved by the Advisory Committee: June 2020