The Role of External Letters in the Review of Professors of Teaching

Angela C. Jenks, Associate Professor of Teaching of Anthropology

Like faculty in the Professor series, Professors of Teaching (PoTs) are required to submit external letters during the tenure/promotion review process when they are seeking promotion to Associate Professor of Teaching, Professor of Teaching, and Professor of Teaching, Above Scale. UCI’s Office of Academic Personnel recommends 4-5 letters. At least 3 of these should be department nominated and non-conflicted (i.e., not from a close advisor, collaborator, or other colleague with a conflict of interest). For both research and teaching professors, although the process might vary a bit from department to department, the work of securing letters generally proceeds as follows: the candidate prepares a list of suggested external reviewers, and the department prepares a list of potential reviewers without consulting the candidate’s list. Any overlapping names are designated “Department list." The final list of reviewers is confidential, and candidates do not have access to reviewer names or other identifying information. The department then sends a letter to potential reviewers explaining the proposed action (i.e., promotion to Associate Professor of Teaching) and requesting an analytical review of the candidate’s performance under applicable criteria. Potential reviewers may agree or decline to submit a letter.

For faculty in the Professor of Teaching series, the Council on Academic Personnel (CAP) notes that “ideally, the letter writers should address all aspects of the file, including classroom teaching, contributions to pedagogy, published research, and professional service. Teaching-related activities and performance are the most important areas for the letters to focus on, but CAP also relies on letter writers’ evaluation of the scholarly activity and service" (CAP FAQ). CAP states that, “particularly for tenure cases, the best practice is to solicit letters from tenured faculty who are also in the Professor of Teaching series at other UCs, or in similar positions elsewhere. CAP understands that this is a relatively small group of individuals to choose from so letters from tenured faculty in the Professor series may be necessary" (CAP FAQ). UC faculty in the Professor of Teaching series can often be identified through university staff directories or department websites; note that different UC campuses use different titles and might list faculty as “teaching professor," “professor of teaching," or as L(P)SOE. Faculty in this series might also be identified through the UC STEM Teaching Professor Network, which includes faculty from the social and education sciences. Faculty in tenured, teaching-stream positions at other research institutions can often be identified through professional organizations, including discipline-based associations, or journals focused on pedagogy (e.g., the Journal of Economic Education, Teaching Sociology, the Journal of Political Science Education, and others).

In order to help letter writers evaluate their research, a candidate’s CV, publications, and other documentation of research are typically sent to reviewers. Because of the primary importance given to teaching in a Professor of Teaching’s review, PoTs are advised to also include a range of evidence of teaching excellence. It is best to identify these materials with your Department Chair, but consider including:

• Copies of statements included in your Academic Personnel file (on teaching, research/creative activity, service, and inclusive excellence);
• An additional statement written for letter writers that describes your classroom and teaching activities in more detail. For example, this statement could discuss new course designs, contributions to curricula, your response to student feedback, your approach to mentorship, and any significant teaching innovations you’ve developed or implemented in your courses. Examples of these statements from previous cases are available in the case materials section of this site.
• A teaching portfolio with sample course syllabi, assignments, lesson plans, and/or other instructional materials.

For additional information and guidance, please review APP-3-60, part B: External Letters; Sample External Reviewers Solicitation Letters; and CAP FAQ.