What formal documentation exists?
The Indiana University Libraries Library Faculty Handbook has guidelines for
solicited letters, but only for the case of a candidate for full librarian.
Candidates for any rank should read the IUL Library Faculty Handbook
carefully, as well as "Appendix B: Tenure and Promotion Documents" in
the 1997-1999 IUPUI Supplement to the Indiana University Academic Handbook.
Can I look at some actual dossiers to see what kind of letters are included?
Faculty dossiers are available at the IUPUI Faculty Development Office, and the
IUPUI Center for Teaching and Learning. Additionally, individual schools may
have dossiers available for viewing. Library faculty dossiers are available to
view at the annual promotion and tenure workshops held by the Indiana University
Libraries Promotion and Tenure Committee and at the Indiana University Library Personnel
Director's Office located in Bloomington.
Who should solicit the letters?
The head/director of the department/unit (i.e. IUPUI University Libraries, Medical Library,
Dental Library, or Law Library) should solicit the letters. However, the head may delegate this
to another departmental representative, in accordance with established departmental
or school procedures. (1997-1999 IUPUI Supplement to the Indiana University
Academic Handbook p.137 (1.))
In the case of Promotion to Librarian (Full) Rank, the IUL Library Faculty Handbook (p.32)
says that the "Office of the Dean of University Libraries, or the principal administrator shall
request letters..."
Who chooses the letter writers?
The choice of letter writers from whom to solicit should be made by the appropriate
person (director/head of the library or designee) in consultation with the candidate.
Normally, the letter writer should hold at least the rank for which the candidate
is being considered, especially when evaluating scholarship and research. Evidence
of established expertise of the evaluator should be included. Letters should not
be written by former mentors or immediate colleagues.
Should individuals be contacted beforehand?
Yes-individuals should be contacted beforehand as to their willingness and ability
to comply with deadlines, either by the candidate, or the director/head of the unit/department
or their designee.
When should the formal letters of solicitation process be started?
The letter of solicitation should probably be in the mail by the end of May. This will give
you roughly 3-4 months before your dossier is due to deal with unexpected things
like faculty members who go away on sabbatical or avoid their office during the summer months.
How many letters?
The IUL Library Faculty Handbooks (p.32, H.1.) requires at least 4 names to be submitted
to the Dean of Libraries for solicitation when going up for Librarian (Full) Rank.
For other ranks, a general rule appears to be: three are required, but six are preferred,
along with a brief summary statement indicating the expertise of each of the letter
writers.
Sources: Tenure and Promotion Dossier Checklist, IUPUI: 5/96.
IU School of Medicine Tenure and Promotion Dossier Checklist: 3/97.
1997-1999 IUPUI Supplement to the IU Academic Handbook. p. 122, Section A. 7., p.137.
External vs. Internal
External letters for Full Librarian should normally be written by someone not
currently at Indiana University, nor should they be a former coworker or supervisor.
On the matter of what qualifies as "external", the IU Library Faculty Handbook
and the 1997-1999 IUPUI Supplement to the IU Academic Handbook do not agree.
For Full Librarian, the 1997-1999 IUPUI Supplement to the IU Academic Handbook
defines external as being external to the IUPUI campus and the IUL Library
Faculty Handbook defines external as external to Indiana University.
For other ranks (Assistant, Associate), external is defined by the 1997-1999 IUPUI Supplement
to the IU Academic Handbook as being from outside of the [candidate's own]
library: i.e. outside of the Medical Library, Dental Library, Law Library, and
IUPUI University Libraries.
Source: 1997-1999 IUPUI Supplement to the IU Academic Handbook. p. 125-126.
Who should be asked to provide a solicited letter?
"Every precaution should be taken to ensure that referees are objective and credible;
persons closely associated with the candidate may not be perceived as being as objective as
those who are not personally associated." (1997-1999 IUPUI Supplement to the IU Academic
Handbook. p. 122). It is up to the candidate to decide what area(s) of his/her case
would best benefit from the use of solicited letters and then seek the referees that would
be best qualified to evaluate those areas.
Do I have to include all the letters, even the ones that I would rather not
include?
All letters that were solicited and received must be included.
As the candidate, am I allowed to see the letters of the referees?
Letters may be disclosed to the candidate, "unless explicitly protected by
the candidate's having waived a right to access, anything included in the dossier
must be accessible to the candidate." 1997-1999 IUPUI Supplement to the IU Academic
Handbook., p. 122. The IUL Library Faculty Handbook states that those
going up for the rank of full librarian waive the right to see solicited letters.
However, the candidate for full rank has the right to get a detailed summary of
the major points raised in the solicited letters as long as they are presented
in a manner that protects the identity of the evaluators.
Where in the dossier are the solicited letters placed?
Formally solicited letters are placed in the summary section of the dossier
between the candidate's curriculum vita and the candidate's statement.
Do I have to include all these letters?
The letters may or may not be included at the candidate's discretion.
Where in the dossier are these letters placed?
Letters that have been solicited by the candidate must be clearly designated as such by
being placed in the dossier's appendices for such supporting documents.
The IUPUI Library Faculty Letters in Promotion and Tenure Dossiers Task Force members are:
Julie Fore, Chair, Richard Humphrey, Kellie Kaneshiro, and Tony Stamatoplos.
Created: 10 April 1998
Last modified: 7 August 1999 (JDM)
Comments: IUPUI Library Faculty Secretary
<libfac@iupui.edu>