Smathers Libraries Career Development Handbook
II. F. Sample Letter for Tenure and/or Promotion
[today’s date]
[inside address]
Dear Referee:
[Candidate's name] is being considered for tenure and/or promotion to the rank of [associate university librarian/university librarian] in the University of Florida Libraries. It would be very helpful to me and to the Tenure and Promotion Committee to receive your evaluation of his (her) contribution to and standing in the profession (library).
The purpose of the tenure/promotion decision is to support individuals of proven accomplishment. That is, librarians who have demonstrated unusual distinction and who have produced a body of work that indicates more important work to come. The importance of this decision is stressed in the Florida Administrative Code where it is stated that tenure requires "distinction in performance" and that is the principal means by which the quality of the University is developed. There should be evidence that [Candidate's name] has accomplished significant library work and has the potential for continued growth and contributions to the library, the university, and the profession.[Candidate's name] has (not) waived the right to see letters of recommendation. He/she knows that I am contacting you and that the tenure and promotion process has begun. We would appreciate your response by (date). Even if the candidate has waived his/her rights to see letters, in a case involving a grievance or litigation, the University may not be able to adhere to the confidentiality of the letters of recommendation.
We understand that no single person has a detailed knowledge of all areas in the performance of another, but we are contacting persons who have worked closely with [Candidate's name] in different contexts in order to develop a complete and balanced profile. We would appreciate your candid and evaluative assessment of [Candidate's name]'s performance in those areas where you have worked with him (her).
[Candidate's name]will be evaluated in the following general areas: professional responsibility and working relationships, professional development and scholarship, service to the Library, the University and the profession. Attached you will find a brief outline of points of use to the Tenure and Promotion Committee and a definition of the rank applied for to assess accomplishment in those areas. It would be greatly appreciated if your comments take these points into consideration.
In your response:
a. Please outline the extent and nature of your professional relationship with [Candidate's name] (amount of time spent, projects worked on, your responsibility for output, etc.).
b. Please evaluate comparatively [Candidate's name]‘s distinctive contributions as you know them. Comparisons with other librarians of similar responsibility at other research libraries or with other University of Florida appointees of similar responsibility would be particularly valuable.
Sincerely,
cc: Human Resources Office
Attachment: Chapter Two -- Tenure/Promotion Criteria and Description of Rank
