Ad hoc Committee Report

The ad hoc committee report should provide a critical but balanced evaluation of the candidate's scholarship and research

The report should indicate those points made by the referees that the committee found most persuasive both for and against the promotion or appointment

Biographical information for all referees contacted by the ad hoc committee (e.g. membership in a National Academy, chaired professorships, editorial appointments, major prizes or awards)

The role of the department liaison in the selection of referees

Documentation of correspondence with the referees, such as sample letters or emails to late respondents. (If phone calls are placed, these too must be documented with extreme care taken not to lobby for or against the candidate). The actual correspondence may be included as appended items

All substantial affiliations with the candidate should be reported (e.g. thesis or postdoctoral advisor, research collaborator, co-author, faculty colleague)

At least ten (10) substantive referee letters must be provided for promotions or appointments to tenured Associate or Full Professor. *In the case of promotion to Associate Professor without tenure, eight (8) substantive letters must be provided.

If the department has solicited external letters, the number of letters obtained by the ad hoc committee must be at least equal to the number obtained by the department. All letters solicited by the department must be included in the report.

Concerning the opinions of the referees, the letter writer should:

Address the accomplishments of the candidate compared with those of others in the same discipline

Provide evidence that the candidate will become a leader in his or her field

An up-to-date curriculum vita and publication list should be provided, which should include:

ALL of the applicable items on checklist

The candidate's role in the strategic plan for the department

The candidate's significant interactions outside the department

A summary teaching assessment in which the quality and quantity of teaching is evaluated (summary teaching evaluations should be included whenever possible)

An affirmative action should be completed with the following issues addressed:

Efforts to recruit women and minorities

Specific measures taken to ensure that the search process was as inclusive as possible

Itemized Checklist

Candidate:
Rank:
Department:
Effective Date:

Ad hoc committee recommendation
Report describing how referees were selected and their appropriateness
List of referees from whom letters were requested
Biographical information for all referees
Inclusion of documented contributions of departmental liaison
Report describing pursuit of letters from late respondents
Possible reasons for failure of referees to respond
Justification for using referees with same rank as candidate (if any)
List of substantial (known) affiliations between candidate and referee

Table of referees with affiliation and response status (see sample)
Letters from referees
Sample letter to referees
Number of letters received

Departmental letters _____
Ad hoc committee letters _____
Total letters _____
(minimum of 10* substantive letters; at least half from the ad hoc committee)

Other communication with referees (i.e. declines, emails, etc.)
Other (e.g. letters of appraisal from scholars holding a lower rank than candidate)

Professional recognition
List of awards, prizes, fellowships (if any)

Publications and Presentations
Co-authors and page numbers for all scholarly publications or DOI** for unpaginated web publications

Teaching information
List of courses taught each semester
Number of students/class

Advisory information
Past PhD (& MS) students (if applicable)
Present PhD (& MS) students (if applicable)

List of Service
Service to department (list)
Service to university (list)
Service to the profession (list)

Research Funding (if applicable)
List of grants and contracts with PI status, agency, dates and levels of funding
List of fellowships or other scholarly support

Other Scholarly and Technical Output (if applicable)
List of patents
Software and other technical work
Artistic work

Research and Scholarship information
Statement of research or scholarly accomplishments and goals
Description of work in progress or in press
Status of book manuscripts (if applicable)

Teaching information
Statement of teaching accomplishments and goals
Sample course syllabi

Department Letter (including number of voting faculty and tally of vote)
Scholarly achievements of candidate as seen by members of department
Research area fits with long-range plans of department, Hopkins
Summary teaching assessment
Minority report (if any)

Affirmative Action report
Copy of advertisements
List of journals in which advertisements were placed
Copies of correspondence with relevant departments in the field
Steps taken to make the search process inclusive to women and minorities

© 2008 The Johns Hopkins University. Baltimore, Maryland. All rights reserved.
Last updated 10Mar08 by dgips@jhu.edu