External Evaluations
External Referees
Guidance for Department Heads and Unit Coordinators in Soliciting External Referee Letters
External referee letters are a required component of promotion and tenure dossiers. All external letters must be included in Interfolio, regardless of how they are obtained. For the AY2026-27 P&T cycle, units may either solicit letters directly through Interfolio or request letters outside the system and upload them. The usual University guidelines govern referee eligibility, number, and independence.
| Option 1: Solicit Letters Through Interfolio | Option 2: Solicit Letters Outside Interfolio and Upload |
|---|---|
| How it works | How it works |
| Interfolio RPT is used to send secure requests to external referees and receive letters directly within the system. | The unit requests letters using its established process (e.g., email or formal letter), then uploads finalized letters to Interfolio. |
| Key features | Key features |
| • Centralized, system managed solicitation and receipt of letters • Letters are automatically associated with the candidate’s case • Reduces manual uploading | • Allows continued use of long standing unit or college practices • Letters are uploaded by the preparer/administrator into the appropriate Interfolio section |
| Interfolio role | Interfolio role |
| Interfolio manages the referee request and securely stores the received letters in the case. | Interfolio serves as the system of record for review and storage once letters are uploaded. |
| When often used | When often used |
| • Units preferring a fully system based workflow • When standardization and tracking within Interfolio are priorities | • Units with established external solicitation processes • Situations where letters were obtained prior to case creation in Interfolio |
Requirements That Apply to Both Options
- Eligibility, number of referees, and conflict‑of‑interest standards are governed by university and college guidelines, not by Interfolio functionality.
- All external referee letters must be included in Interfolio for review at each level.
- Units are responsible for ensuring that referee selection and documentation align with university and college expectations.
Unit Executive Officers and p&t coordinators should carefully review each of the relevant sections of UIC’s Promotion and Tenure Guidelines for full instructions on the external referee process.
- Part I – University Guidelines, Section 3.F. Details on the role and integrity of external reviewers. These guidelines should be followed scrupulously.
- Part II – Suggestions for Preparing an Effective Promotion and Tenure Case, Section 5. F & G.
- Part III – Instructions for Preparing the Contents for the Promotion and Tenure Case, Section 4.A. Reminder of guidelines, materials for review, sample communications both for Interfolio and non-Interfolio solicitations.
- Part IV – Instructions for Creating, Completing, and Reviewing the P&T Case in Interfolio, Section 2.B. Detailed instructions on requesting and receiving external reviewer letters.
Evaluations from Former Students/Trainees
The College of Medicine requires a minimum of 3 letters from former students/trainees and/or peers evaluating the candidate’s teaching effectiveness.
Collaborator Attestation Forms
Collaborator Attestation forms are required for promotion of assistant professors in the tenure system RT and CT tracks as well as for the awarding of tenure to faculty on “Q” contracts.
Other Letters of Support
Letters of support from colleagues, collaborators, mentors, clinical peers, etc. are an optional but strongly recommended component for promotion dossiers.