Extramural Letters for Appointment Files

• Department Chair reviews evaluation letters collected for consideration of the short list and ensures they adequately represent the file.  The Chair will need to solicit additional letters for tenured appointments.
• For tenured appointments:
• Solicited letters of reference must be from highly qualified persons possessing both disciplinary expertise and established reputations.  Avoid seeking too many referees having close (i.e. major professor, departmental colleague, long-term research collaborator) associations with the candidate.  Inclusion of some references from individuals familiar with the UC system can be useful.
• • Sample solicitation letters—Each reviewer should be explicitly advised of the rank being recommended and of the University’s criteria and expectations for the proposed level.
  • UC Confidentiality Policy must be communicated in writing to letter writers
  • Extramural Solicitation Letters:
    • Model A - Promotion to Associate Professor
    • Model B - Promotion to Full Professor
    • Model C - Advancement to Professor VI
    • Model D - Advancement to Professor Above Scale
    • Model E - Response to Unsolicited Letters
    • Model F - Response to Unsolicited Letters w/Restrictions
    • Model G - Career Review
    • UC Confidentiality Policy


• Letters of reference should be appropriate to the rank recommended for an appointment.

• Both the department and the candidate should suggest names for referees. 
• Department Chair prepares a list of persons from whom extramural letters were sought.  The list, to be forwarded with the file, is a confidential document and should include:
• 
  Annotation as to whether the referees were nominated by the candidate or the department (including the chair) or both.
• 
  Declinations or other reasons for non-responses.

• A brief (one or two sentences) comment on the academic standing and reputation of each letter writer.
• 
  For non-tenured appointments:
• The three to four letters in the application file should come forward with the appointment file.