DRAFT Notification to Candidate of Tenure/Reappointment Review Start
To:
[Candidate]
From:
[Department Chair]
Dear [Name],
I write to tell you that I have started the process to consider you for
[reappointment/promotion] to [rank] in the [line]. Your current appointment expires on
[date]. I expect that the entire review process will be completed well in advance of that
date, including the assembly of the file and review at the department, School and
University levels. I have appointed a committee to review your
[reappointment/promotion]. The chair is [name] and the other members are [names].
I ask that you provide the following materials to me by [date]:
• Current curriculum vitae and bibliography (please indicate which journals
are peer-reviewed in the bibliography);
• Candidate statement covering your current scholarship, teaching and other
academic activities and plans (no longer than five pages);
• Suggestions of individuals who may be included in or excluded from the
group of external referees; please provide no more than three names. [FOR
REAPPOINTMENTS: no more than two names]
The department, in consultation with the Senior Associate Dean for [cluster name] is
responsible for developing the list of referees, and may or may not adopt your
suggestions in its discretion before the letters are solicited. You will not be notified of
the final composition of the list, and you should not contact potential referees in the
context of this review process.
Timely completion of your academic review is a priority for the department and
depends on your providing the materials listed above in a timely manner. Please provide
them to [name of chair or department/faculty affairs administrator] by [date]. If it will be
difficult for you to comply with this request let me know as soon as possible.
Once we have completed our review and reached a decision in the department, your
file will move to the H&S Dean’s Office. [FOR TENURE CASES USE THE
FOLLOWING TEXT: An Appointments and Promotions (A&P) Committee for the
[NAME] cluster will review the department’s recommendation and advise the cognizant
dean and the Dean, who is responsible for deciding the outcome of the review at the
School level.] [FOR REAPPOINTMENT AND PROMOTION TO FULL CASES
USE THE FOLLOWING TEXT: The cognizant dean for the [NAME] cluster will
review the department’s recommendation and advise the Dean, who is responsible for
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deciding the outcome of the review at the School level.] If the Dean approves the
recommendation, it will move to the Provost for his review and approval, and then to the
University Advisory Board and the President.
During the review process I encourage you to notify me or [department/faculty affairs
administrator] immediately of any new information relevant to the review, such as
acceptance of work for publication or approval of a grant application, so that we can
update the file.
The entire review process for [reappointment/promotion] is strictly confidential. The
University takes extensive measures to protect the privacy of candidates by preserving
the confidentiality of the information it receives about them. The University also expects
that candidates will similarly respect the confidentiality of the process. Accordingly,
please do not request or seek to discover confidential information from those involved in
the review process, either while the process is underway or after it has concluded. If you
have any questions about the process, its timing, or its eventual outcome, it is best to
discuss them with [me] or [department/faculty administrator].
For more information about the process, you should review the University Faculty
Handbook (http://facultyhandbook.stanford.edu/), which sets out the university-wide
policies governing all appointments and promotions, and provides detailed information
about the procedure, the standard to be met for [reappointment/promotion], and required
documentation. The H&S Faculty Handbook
(http://www.stanford.edu/dept/humsci/faculty/handbook.html) describes the School’s
process in detail.
CC:
[Name], Senior Associate Dean for [cluster]
Tina Kass, Associate Dean for Faculty Affairs
[Department/Faculty Affairs Administrator]
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