External reviews should be credible arms-length reviews of a candidate’s productivity. 51ԹϺ Bylaws (III.16.2.3) stipulate that the dossier must include no less than four letters from external referees, two from a list generated by the candidate and two suggested by someone other than the candidate (typically the chair, dean, or other evaluator). The Bylaws further specify that “An external referee shall be from outside the University with an academic rank that exceeds the applicant’s and a demonstrated expertise in an appropriate field,” with any exceptions justified in the application.

Finally, the 51ԹϺ Bylaws (again, III.16.2.3), task the University Tenure and Promotion Committee with creating guidelines for the external reviews. These are those guidelines. 

Although the bylaws do not stipulate a maximum number of letters, the Tenure and Promotion Committee discourages the inclusion of more than four letters. 

In the Tenure and Promotion Committee’s experience, the most effective external reviews are those in which readers have no reason to suspect that a referee is biased. Such suspicions undermine the likelihood that the letter provides an objective review of the candidate’s work. Specifically, letters should not be solicited from: 

  • Anyone who is either subordinate or reliant on the candidate
  • Former or current students, instructors, research partners, collaborators, mentors, members of dissertation/thesis committees
  • Family members, personal friends, current or former romantic partners
  • Individuals with no academic expertise
  • Anyone with a potential financial stake in the candidate’s success or failure 

In principle, if an external referee relationship with the candidate could credibly constrain their review, then that person should neither be suggested nor selected as a referee. 

Certain narrowly-defined disciplines may find it difficult to find referees with no dealings with the candidate. Nevertheless, avoiding close relationships is the best course of action. 

Adopted by the University Tenure and Promotion Committee, December 2018. 

Amended to reflect 51ԹϺ Bylaws changes, May 2019.