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?