Evaluator information:
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Evaluator requirements: (IMPORTANT – please read)
External evaluators should be peers who are generally acknowledged experts in
your field and who do not have a close relationship with you. Letters may not be
from research collaborators, co-authors, pre-doctoral and post-doctoral advisors,
residency directors, and fellowship advisors. If such letters are received, they must
be included in the nomination packet but will not count toward satisfying the
required number of letters.
o Please submit evaluators from a variety of institutions. Evaluators should
not be from the candidate’s previous institutions. Evaluators should not
have trained with you or been in the same department as a trainee or
faculty at prior or current institution(s).
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Internal evaluators (EMORY faculty – for promotions and new faculty appointments)
must be from outside your home department but can be from other SOM
departments. The same rules apply as above re: relationship.
o If the candidate has a joint appointment outside the SOM, a letter of
evaluation from the chair of the department or dean of that school must be
included with your packet. This letter will not count toward the minimum
number of required internal letters.
o SOM Department Chairs may not serve as internal evaluators.
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Evaluators will be asked to complete an evaluator profile (see example page 2) – if
an evaluator indicates “yes” under Part I. a., b., or c. their letter has an extremely
high likelihood of being disqualified. Please DO NOT include evaluators who will
answer “yes” to a., b., and/or c.
include contact information for all evaluators
o name, address, email, phone
o include rank and title
include a brief biosketch about the person (2 – 3 sentences) – for all internal &
external evaluators
include a brief relationship statement (1 – 2 sentences) for all internal & external
evaluators
o specifically state how you know the person
o if there is no direct relationship, state that but also include how you are
aware of the person’s expertise in the field
 Did you hear the person speak at a conference?
 Have you followed the person’s research over the years?
Candidates should NOT contact the evaluators.
Evaluators must be at or above the rank of your proposed promotion.
Candidates are encouraged to submit more than the required number of
evaluators.
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Page 1 of 5
EVALUATOR PROFILE FORM
(Please return this form with your letter of evaluation.)
Evaluator Name: ____________________________________________________________
Affiliation:
________________________________________________________________
Name of candidate: __________________________________________________________
Please indicate which of these items describes your relationship to the candidate and your knowledge of
his/her work. Check all that apply.
I.
II.
III.
Relationship to the candidate and his/her work:*
a. Past or present colleague at the same institution
(e.g., as student, fellow, faculty member)
______
b. Past/current mentor or mentee
______
c. Past collaborator (e.g., shared grants or co-authorship
on papers)
______
d. None of the above
______
Knowledge of the candidate’s work is based primarily on:*
a. His/her publications and CV
______
b. Scientific presentations
______
c. Personal knowledge and discussions
______
d. Joint participation on professional activities
(e.g., advisory board, study section, etc.)
______
Indicate any professional and personal conflict of interest
and address this in your letter.
______
_________________________________________
Signature
Page 2 of 5
_____________________
Date
Requirements for evaluator letters:
Professor/Tenure
Associate Professor, Tenure (or Tenure Track)
Required number of letters: 6 external & 2
Required number of letters: 6 external total.
internal total. (internal evaluators must be full
Internal recommended but not required for
professors outside home department)
promotions
Provide 10 external and 4 internal names
Provide 10 names and 2 internal names
Please also provide 2-3 “alternate” external evaluator names and 2-3 “alternate” internal
evaluators in the event additional letters are needed for your packet.
Please see template on the next page for formatting of your internal and
external list as well as additional potential external evaluators.
Page 3 of 5
Internal and External Evaluators
John Smith, M.D.
Division of Cardiology
(Put evaluators’ names in alphabetical order in each group. Below is an example of the order
of the evaluators as well as format samples for the entries.)
External Evaluators
Howard W. Staley, M.D., Ph.D.
Professor of Medicine and Chair, Department of Medicine
University of Someplace
2222 New York Avenue
New York, NY 14578
Telephone: 222-222-2222
Fax: 222-222-2222
e-mail: hstaley@uosp.edu
Dr. Staley is Somebody Professor of the Theory and Practice of Medicine at Someplace Medical
School, Chairman of the Department of Medicine, and Physician-in-Chief at Somewhere
Hospital. Dr. Staley is recognized as an outstanding cardiovascular scientist and clinician. He
has received many awards including the Clinician-Scientist Award, the Distinguished Scientist
Award, and the Research Achievement Award from the American Heart Association, the
Research Career Development Award from the NIH, the George W. Thorn Award for Excellence
in Teaching at Somewhere Hospital, Educator of the Year Award in Clinical Medicine from
Somewhere University, the Glaxo Cardiovascular Research Award, the Outstanding Investigator
Prize from the International Society for Heart Research, and election to the American Society for
Clinical Investigation, the Association of American Physicians, and the Institute of Medicine of
the National Academy of Sciences.
Dr. Staley has presented at national meetings that Dr. Smith has attended, but Dr. Smith has no
direct relationship with Dr. Staley.
Internal Evaluators
David A. Waters, M.D.
Professor of Medicine
Chief of Nuclear Cardiology
University of Somewhere
1111 San Francisco Avenue
San Francisco, CA
Telephone: 111-111-1111
Fax: 111-111-1111
Page 4 of 5
e-mail: dwaters@uosw.edu
Dr. Waters’ goals as Chief of Nuclear Cardiology are to expand and develop new clinical
services for patients with cardiovascular disease while strengthening research programs to
advance the understanding and therapy of cardiovascular disease. Dr. Waters has been honored
for his scientific contributions and received the Ken Bowman Research Achievement Award
from the University of Somewhere. An international recognized expert on heat shock proteins
and stress response pathways, Dr. Waters and his colleagues have performed seminal studies to
elucidate the molecular mechanisms underlying ischemic cardioprotection, and, more recently,
inheritable protein aggregation cardiomyopathy and redox signaling pathways.
Dr. Smith met Dr. Waters at several national scientific meetings, but has no direct relationship
with him.
Additional Potential Evaluators:
Lila Smith, M.D.
Professor of Medicine
University of Somewhere
1111 San Francisco Avenue
San Francisco, CA
Telephone: 111-111-1111
Fax: 111-111-1111
e-mail: lsmith@uosw.edu
Include brief bio-sketch and relationship description as you will for the “primary evaluators” as
illustrated above.
Page 5 of 5