In a single electronic submission, the Department Chairperson/School Director sends their Dean a proposal with the five sections described below. Each section is completed by the responsible individual and/or committee.
1. Department Chairperson/School Director’s final list of proposed external evaluators
The Department Chairperson/School Director’s final list should have individuals from both the candidate and FEC/Department Chairperson/School Director lists. The Department Chairperson/School Director should consider any comments provided by the faculty candidate, although they are not obligated to eliminate a potential external evaluator simply because the candidate has objected. The Department Chairperson/School Director’s list should include every acceptable external evaluator. In other words, unless a proposed external evaluator is unacceptable, the list should exhaust the names from the candidate and FEC/Department Chairperson/School Director lists. The goal is to have enough potential external evaluators so that six (6) external evaluators agree to write letters. Normally, four (4) external evaluators are required. The Department Chairperson/School Director must be prepared for some individuals to decline the invitation to serve as an external evaluator.
The Department Chairperson/School Director’s list is confidential. To preserve the anonymity of the external evaluators, the list must not be shared with the faculty candidate.
The Department Chairperson/School Director should list the individuals in the order in which they will be solicited to serve as external evaluators. For each proposed external evaluator, the Department Chairperson/School Director’s list must include the following information (please do NOT include biographies):
- Name
- Academic rank
- Institution
- Email and telephone contact information
- Carnegie classification of the institution (R1, R2, Other)
- Justification for proposing an evaluator who is not at an R1 institution
- Source of the nomination (“candidate,” “committee,” or “both”)
- Conflict of interest. Say “None” if that is the case; otherwise, briefly describe any personal or professional relationship the faculty candidate has or has had with the proposed evaluator. The final list should not include the candidate’s dissertation advisor or postdoc director.
2. Faculty candidate’s list of proposed evaluators
The faculty candidate's external evaluator list, prepared in either PDF or Word format, must include the following information (please do NOT include biographies):
- Name
- Academic rank
- Institution
- Email and telephone contact information
- Carnegie classification of the institution (R1, R2, Other)
- Justification for proposing an evaluator who is not at an R1 institution
- Brief description of why the external evaluator is an appropriate reviewer
- Brief description of any relevant personal or professional relationship with the proposed external evaluator
3. FEC/ Department Chairperson/School Director’s list of proposed evaluators.
For each proposed external evaluator, the FEC/Department Chairperson/School Director’s list must include the following information (please do NOT include biographies):
- Name
- Academic rank
- Institution
- Email and telephone contact information
- Carnegie classification of the institution (R1, R2, Other)
- Justification for proposing an evaluator who is not at an R1 institution
- Brief description of why the external evaluator is an appropriate reviewer
4. Candidate’s comments on the committee’s list
Candidate’s comments on the committee’s list either signed or an email from the candidate’s WVU address.
5. Sample letter to be sent to the reviewers
Sample letter to be sent to the reviewers, based on the provided templates found here.
After Receipt of the Department Chairperson/School Director’s Submission the Dean reviews the proposed external evaluators and the sample letter. The Dean may seek additional information from the Department Chairperson/School Director, strike one or more individuals from the list of potential external evaluators, or require revisions to the letter. When the materials are approved, the Dean will notify the Department Chairperson/School Director in a timely fashion.
The Department Chairperson/School Director files a copy of the approved sample letter in the candidate’s Digital Measures account in Archived Reports and Documents/Supporting Documentation. Because the identity of the evaluators is confidential, the approved list of evaluators is NOT placed in the file.