This page provides instructions regarding external evaluations relevant to promoting full-time faculty members in the modified or unmodified professoriate. It includes both general guidance applicable to all cases and instructions specific to particular ranks. Please review the page carefully, and contact Faculty Affairs (apfac@bu.edu) with any questions. It includes the following internal links:
Please ensure candidates are not consulted regarding the selection of external evaluators. The identities of external evaluators, as well as the contents of their letters, are confidential and must not be disclosed to the candidate at any stage of the process. Guidance on documenting external evaluators appears below. All evaluators must hold at least the rank for which the candidate is applying. Full Professors (or the equivalent at international institutions or the relevant modified rank (e.g., Research, Clinical, or Of the Practice)) are preferred. The majority of academic evaluators are expected to be based at institutions the discipline would consider BU’s peer or peer-plus. For any evaluators drawn from peer-minus institutions, a detailed justification must be provided on the spreadsheet described below. Note also the number of reviewers from peer-minus institutions is limited in some cases (see the table below). In some cases (e.g., where there is a close connection between the outside entity and academia; in the case of Professor of the Practice promotions), it is appropriate to solicit reviews from industry or the non-profit sector. If you do so, please clearly document what qualifies the reviewer to opine on the relevant questions. The number and required contents of external evaluations depend on the type of promotion. In all cases, however, the file may not advance to the next level of review without the required number of qualifying letters. Any case so forwarded will be returned. *** Please use the relevant template letters *** Guidance regarding “arm’s length” status appears below. Please review this guidance carefully and assess each letter received to confirm it meets the arm’s-length standard when required. The reviewing unit should exercise judgment in determining whether a letter engages meaningfully with the candidate’s work. Questions regarding the substantive engagement of letters or arm’s-length status should be directed to the Associate Provost for Faculty Affairs (apfac@bu.edu). Additionally, the table below contains links to template external evaluation letters. Please do not materially alter the template and, in particular, be sure to include the required questions.General Requirements
External Evaluators
Number and Contents of External Evaluations
Promotion Type
Minimum Number Required
Content and Other Requirements
Assistant to Associate (both TTK and NTT)
8
All arm’s length; must engage meaningfully with the candidate’s scholarly/creative work; no more than 3 from peer-minus institutions
Associate to full PROF (both TTK and NTT)
8
All arm’s length; no more than 3 reviewers who also conducted a prior evaluation (e.g., in the tenure case); no more than 3 from peer-minus institution; Template letter
Clinical Assistant to Clinical Associate Professor
6
At least 50% of the external letters must be arm’s length
Clinical Associate to Clinical Professor
6
At least 50% of the external letters must be arm’s length
Research Assistant to Research Associate Professor
6
At least 50% of the external letters must be arm’s length
Research Associate to Research Professor
6
At least 50% of the external letters must be arm’s length
Associate Professor of the Practice to Professor of the Practice
6
At least 50% of the external letters must be arm’s length
Include in the candidate’s dossier one copy of the solicitation letter sent to evaluators and copies of the letters in alphabetical order by last name. If you include unsolicited letters, place them after the evaluator letters and identify them as such. The Excel spreadsheet available here is designed to collect information regarding all external evaluators contacted, regardless of whether they eventually submit a letter. A sample is available here. Please do not modify column widths and do not include information regarding unsolicited letters on the spreadsheet. Complete the spreadsheet and submit it with the dossier. The spreadsheet will calculate the numbers of letters requested, received, and at arm’s length. It will also tabulate answers to the questions whether the candidate should be promoted at BU and would be promoted at the writer’s institution. Columns F through K require the use of a drop-down menu. Please use the text boxes at the top of the spreadsheet to explain the basis for ranking institutions and/or departments as peer, peer +, or peer -. You may also use the “Any other notes on letters?” text box to provide relevant additional information. For example, if some letters were not considered by earlier levels of review because they arrived late, please note that fact in this text box.Documentation of External Evaluations
Guidelines for Determining Arm's Length Status
Click on the template letters below for:Letter Templates
Letter Templates
Tenure/NTT Promotion to ASCP (Full if LAW) or Promotion to Full Professor
Link
Promotion to Clinical Associate Professor or Clinical Professor
Link
Promotion to Professor of the Practice
Link
Promotion to Research Associate Professor or Research Professor
Link
This information has been updated as of March 2026.