Here we've assembled several templates that pertain to notifications sent at specific points in a case. Many times this text can be copied and modified to fit the needs of the individual administrator/candidate.


Creating a Case

Examples of notifications that go out when a case is created.


Promotion Action

Re: Eligibility for Promotion to ____________________, Step _____


As you may know, you are ____________________ to be reviewed for a promotion from ___________________________ to ___________________________, effective ______, _______. This action will entail a complete review of your records.


For this review, we will need the following items on or before ______, _______:

  • An updated CV

  • A list of ten names of external authorities (including current addresses, phone numbers and email addresses) from whom the Department can seek evaluations. Please feel free to also provide me with a list of names either external or internal, who you think for reasons you state, may not provide an objective evaluation.

  • A list of co-authors (including current addresses, phone numbers, and email addresses)

  • 3-5 selected publications for external reviewers

  • An external research statement to provide for external reviewers

  • __________________________________________


Additional items that we need from you by ______, _______:

  • An updated bibliography

  • An updated bibliography will be sent to your for review.

  • An internal research/teaching statement

  • Publications

  • All publications (published, accepted, submitted, working papers) since your last hurdle review. Please submit both electronic and paper versions.

  • Any supplemental teaching materials (syllabi, course materials, etc.)


Merit Increase

Re: Eligibility for Merit Increase


As you may know, you are eligible for a merit increase from ___________________________ to ___________________________, effective ______, _______. This action will entail a complete review of your records by our Staffing Committee.


For this review, we will need the following items on or before ______, _______:

Additional items that we need from you by ______, _______:

  • An updated bibliography — your most recent version is attached. Please complete your updates using track changes.

  • A current CV.

  • A personal statement that covers research, teaching and service

  • Publications — One electronic set of publications since your last review. Please identify 3-5 publications from the review period for the staffing committee for review.


See Also

What Elements Should Be Included in a Notification Message?