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Model Clause - Letters of Reference

1
Choosing academic referees required for decisions on tenure or promotion

1.1
The appropriate committee (for promotion or tenure) shall solicit written appraisals of the candidate's scholarship or professional achievement from at least three (3) referees who are familiar with the candidate's work. At least two (2) of the referees shall not be employed by the employer. The referees shall be chosen from a list furnished by the candidate at the time of application.

1.2
By X date, the chair of the appropriate committee shall confirm the availability of referees, and shall forward the following to each referee:
•    the criteria and procedures as specified in article (x) of the collective agreement;
•    the complete curriculum vitae of the candidate and all supporting documents submitted by the candidate, including papers presented to conferences and published articles;
•    a letter stating:
•    the purpose of the assessment (tenure and/or promotion)
•    that a copy of the referee’s assessment, including authorship will be given to the candidate
•    that the assessment shall be based only on the material that has been submitted to the assessor or the assessor’s first-hand knowledge of the member or the member’s work
•    that the assessment shall be based solely on the criteria and procedures set out in the collective agreement
•    that the assessment shall be in sufficient detail so that the candidate and the review committee can follow the assessor’s reasoning and the basis for the assessor’s recommendation
•    that the institution fosters a respect for equity and diversity and recognizes the different and diverse experiences of marginalized groups
•    that the assessment of scholarship shall acknowledge diverse visions, cultural mores, career paths, methodologies and epistemologies.
   
The referees shall be requested to respond within X weeks.

2
Soliciting external referees
   
The candidate shall be provided copies of all correspondence with referees.
   
If a referee requests further information from the committee chair, the chair shall, with the agreement of the committee and the candidate, provide the information in writing with a copy to the candidate.
       
3
Openness of the referee process

Immediately upon receipt, copies of each letter of reference, including the identity of the author, shall be given to the candidate and placed in the candidate’s official file.