Tenure Times

A mid-career reader wants advice about writing a letter as part of the tenure evaluation of a candidate at another institution. In particular:

.. I don't know what the usual length, format, etc. is, and if/how tenure committees "read between lines" for certain cues, i.e. what do I need to do so that I send the intended message without inadvertently compromising it?

I have touched on this topic before, but I don't think I have ever discussed the specific information of length, format etc. My earlier posts on this topic started in 2007, then skipped a few years, then picked up again in 2010 with not one, not two, not three, but four posts on this general topic, then decreased to one in 2011.

Here are my answers to the reader's questions, although of course I hope that others will provide alternative information and suggestions from other disciplines:

Length: One page is too short, but how far you go beyond one page depends on how much substantive information you can provide -- this may or may not be a function of how well you know the candidate and/or the candidate's work. I think it may also be discipline-dependent. In several of the physical science and engineering fields with which I am familiar (and for which I have read external letters as part of the tenure evaluation), 2-3 pages (single spaced, on letterhead, 11-12 point font) is pretty standard, unless someone has really detailed knowledge of a candidate, in which case the letters may be slightly longer (but not by much). In a few other fields, however, very long letters seem to be the norm. For example, I have seen some astoundingly long letters for candidates in the math department. In these letters, the evaluators provided detailed descriptions of every article or other type of work produced by the candidate, in some cases taking us through proofs step by step. Some of these letters have lots of equations and read like lectures. I am not sure that happens in m/any other discipline (?).

Format/content: The request-for-letter cover-letter might provide some clues as to the desired format. Do they want you to address specific questions or topics? If so, you can do this if you want, using the questions as your framework for the letter. Or you can ignore the specific requests and write what you want. One thing that is good to address up-front, even if you are going to be a loose cannon with the rest of the letter/format, is how well and in what capacity you know the candidate. This sets the context for you letter, and is important information for people who will be reading the letter. If you don't have any other specific guides about format and are wondering what to write next, you could pick out a few publications (articles, conference proceedings, or whatever is most relevant) and explain why these are interesting and/or significant.

Something I do look for in the cover letter is whether those requesting the letter want me to comment only on research or also on other things. I may not feel that I have sufficient knowledge of the candidate's teaching and service (the typical 'other things' besides research), so I may not provide an opinion about this, even if asked, but at least I will know what the expectations are. This can be important, for example, if the request is strictly for comments on research/scholarship, in which case you may want to avoid mention of how great this person was on the organizing committee for the Science Conference Workshop Panel Thing. 

I wouldn't worry too much about the reading-between-the-lines issue. Some people do this no matter how you write the letter, and there's no point in getting psyched out about something you can't predict. I have seen letters that I thought were an unambiguous endorsement of a candidate -- letters packed with strong positive statements and substantive examples -- only to have a fellow committee member say But if they really thought X should get tenure, they would have put the word "very" in front of "spectacularly outstanding pioneering genius superstar".

So, don't worry about it. If you want to send a mixed message with both positives and negatives, just be clear about this and about your final opinion (Do you endorse this person for tenure or not?). If you want to be entirely positive, use lots of awesomely positive adjectives. And if you think the candidate does appallingly bad and pointless work, I am sure you can find some equally awesome adjectives to convey that. If you think they are mediocre, say so.

Probably the biggest pitfall -- in terms of sending a message you don't intend -- is if you compare the candidate to so-called peers. You may be asked to do this, or you may want to do this even if not asked. I refuse to do this because I think it is nearly impossible to do it in a fair way, and I have seen a few examples in which a letter-writer wrote X is a spectacularly outstanding pioneering genius superstar just like Z at Other Great University and I therefore support X 100% for tenure at Your University, only to have a committee member say But I think Z is an idiot..

If X is greater than or equal to Z, and Z is an idiot, then X must be.. some answer that depends on who is doing the math. Yes, I realize that this is contradicting my previous suggestion to forget about predicting what letter-readers might do, but I think this particular issue -- that of comparing people -- is a real mine-field.

Is anyone freaking out? Please don't. These are outlier examples that occur and are typically stomped on by the sane faculty members, who, believe it or not, have outnumbered the others in every case with which I have personally been involved in STEM disciplines. That is, I have not seen the outcome veer negative because of irrational read-between-the-liners.

My main advice is: just write a sincere ~2-page letter that has substance to it (examples, incidents) and an unambiguous statement of your opinion at the end and/or beginning of the letter.

What They Don't Tell You in the Non-Existent Training for this Job

File this under: I had no idea students did this.

In my so-called normal professorial existence, students considering applying to my department for graduate school and possibly wanting to work with me send me an email with various bits of information and assorted questions. I have written about this fascinating topic at length before.

But did you know that some students do this?: They go straight to the person they perceive as the 'top' (for example, a head/chair or other administrative leader of a unit/department/etc.) and explain their interest in graduate studies. They may or may not be interested in that person's particular field of research (most of us are, after all, still professors who teach and advise), but they seem to want to make contact with the "head" -- not the director of the graduate program, not the administrative assistant responsible for the graduate program, not the potential advisor/s (although some may write to these individuals as well) -- to announce their existence, their intentions, and to Ask For Things (advice, confirmation of their self-stated outstanding qualifications for graduate studies, etc.).

This surprised me, although maybe it shouldn't have. Does it surprise you? Is this normal behavior in your program or field?

My usual approach to these things is to be as non-judgmental for as long as possible. Some of the student email I get in my normal professorial existence can be classified as "clueless" (I am somewhat sympathetic to these, as I consider myself to have been among the clueless at the applying-to-grad-school stage of my life). But never in 57 million years would it have occurred to me to write to an administrator (other than the graduate director of a department) to introduce myself and lobby for admission.

Yes, I know it is best not to psychoanalyze a student's motivations in sending one of these emails, but that's what we do in blogs.. sometimes. Also, it doesn't really matter what I think about these students because I don't make the admissions decisions, even if some students seem to think that I do.

Pecking Order

While perusing some books and articles on academic administration, I tried to set myself a little challenge that would help me keep reading and not either fall into a boredom-induced stupor or fling the book/e-reader across the room because the author makes so many unjustified and insulting assumptions. And that challenge was to see how far in the book/article it took for me to find something, anything, that was interesting or useful to me.

For some of these books/articles, the challenge is never met and I wonder if this is more a reflection of my administrative inadequacies than the apparent boringness of the reading material, but in one book (by C.K. Gunsalus), I found one thing that perked me up for few moments, a few chapters into the book. And that was a statement that every member of the faculty and all of the "secretaries", as well as most of the grad students and other staff members in academic departments knows exactly what the "pecking order" of faculty is; that is, a hierarchy of sorts, based on I-don't-know-what, but indicated by various "intangible" things.

The intangible items that are listed are a bit bizarre and (along with the mention of "secretaries") made me check when the book was published: the Dean's sherry party? getting your own name on letterhead? etc. But let's ignore that and focus on the "pecking order" concept.

Without defining it or its basis any more than I already have(n't):

Do you think your department has a "pecking order" (and are you faculty, staff, or a student)? If so, what do you think the basis for it is? Research awesomeness? Personality? Other?

And what are the consequences? (salary, office/lab space, invitations to sherry parties)

Is this a bad thing, a neutral thing, a good thing?

I suspect that your comments will make for more interesting reading than any of these guides to academic administrating.

The sun shone, having no alternative, on the nothing new*

To: femalscienceprofessor@gmail.com

How come you are so fixated upon your gender.A female professor in science is nothing new.Should I state that I am a male professor and include that in every e-mail really?
Sent from my iPad

Yes, please do that.




* Samuel Beckett, male writer

I May Have Mail

Upon achieving semi-galactic status in a particular academic unit, my mailbox was moved from its traditional spot amidst the throngs of regular faculty and researcher mailboxes up to an exalted location at the very top of the mailbox warren.

My staff said to me "If you want, we can get your mail for you and bring it to your Awesome Office and put it in a special mail-place like we did for your Distinguished Predecessors".

I thought, "That's silly, I'll just pick up my mail on one of my 57 daily trips through the office with the mailboxes."

But. I soon realized the flaw in my plan: I am too short to see into my new majestically elevated mailbox. This was not a problem for my predecessors, all of whom are men, going back into the 19th century.

Would it somehow detract from my attempt to cultivate an aura of gravitas if I placed a little step-stool by the mailboxes?

Now Stand in the Place Where You Work

When I used to blog 5 days/week, it was easy to come up with topics. No topic was too trivial, it seemed. Since I haven't been blogging every weekday, suddenly each potential post comes with extra baggage: is this topic important enough for a rare post? I ask myself. How can I write about mundane issues when I haven't even commented on the fact that some female Olympic athletes from certain countries (Japan, Australia) flew to London in coach class while the male athletes were in business class? Also, there has recently been an amazing outpouring of letters on behalf of FSP-as-mentor (thank you everyone for this); shouldn't I write something mentor-y? etc.

Maybe I should, but today I am not. Because it's summer? My blog muscles are flaccid? All this is to warn you that the infrequency of my blogging does not correlate with the importance of my blog-topics when a rare post appears.

What I was obsessing about recently (and not for the first time) is how we arrange our faculty offices so that people (students, colleagues) can visit us and have an obvious and convenient place to sit. I think about this particular topic:

- when I visit some other faculty offices*; and
- when people visit my office;

(* but not in my own department!; my colleagues mostly have the visitor-chair situation figured out very well. I cannot, however, say that I have this figured out for my own office.)

Despite the fact that many of us have visitors in our offices multiple times every day, it is amazing to me how many times I go to someone else's faculty office for an extended chat and it is not clear where I should sit. In some cases, there is no available chair, or no chair in an obvious place for conversing with the person whose office it is, and so on. Oh sure, there may be one or many chairs scattered about the office, but some or none of them seem safe/convenient/possible for sitting and conversing. It doesn't matter what type of institution it is -- giant university, small college: many of us are furniture-challenged when it comes to receiving visitors in our academic offices.

This is amazing to me, but in a hypocritical kind of way, as my office seems to confuse many people who stop by to chat. They seem perplexed: should they sit in the more comfortable place further from my desk or the less comfortable place closer to my desk? I contribute to the confusion when I occupy the more comfortable seating option rather than sitting at my desk (I do this because I no longer have a desktop computer so why not sit wherever I want? And also I find that sitting in a comfy seat rather than in my desk chair reduces this effect.) Many people choose to stand.

As it turns out, I actually have two offices, and I recently started reorganizing one to be more visitor-friendly. I don't really want to talk to people across a big wooden desk (well, sometimes I do, but most of the time I don't), and I don't want people to stand because they aren't sure where to sit. I also don't want to get up and walk across the room to sit in some other chairs every time someone stops by for a brief chat, etc.

So, how is your office arranged? (Fig. 1).  Do you talk to visitors across your desk? (That is, you are seated behind your desk, visitors are sitting or standing on the other side.) Or do your visitors typically sit in a chair at or near the end of your desk (or desk-like thing)? When you have visitors, do you move to a seating area away from your desk? Or something else?

Figure 1. Some possible office configurations.

And: Is your office arranged in a particular way for visitors because you have thought about how you want to interact with visitors, or because you don't really have a choice given size/furniture constraints?

And most important question: Do you have always/commonly/sometimes/never have to move piles of papers and other stuff off a chair so that a visitor can have a seat?

No, actually this is the most important question: Do you think it matters how your office is arranged with respect to where visitors sit? For example, does it affect how you interact with students and others? Can a well-arranged office make you a better mentor? Or not?

Apparently, There Is a Me in Mentor

Some very kind FSP readers contacted me about nominating me for an AAAS Mentoring Award, and even contacted AAAS to see if they would consider a blogger, and an anonymous one at that. They apparently would, although they want a lot of irrelevant (in my case) information: a list of my real-life mentees etc. I didn't see the point of that and the process seemed like a lot of work for the nominators, so my first reaction was Thanks (very much, really), but no thanks.

But then, on a long flight, when I was experiencing some blog-writing withdrawal and/or the effects of dramamine, I thought "But wouldn't it be kind of interesting to do a test-case, to see how bloggers-as-mentors are perceived?"

I still wasn't sure, and I had to think about it for a while longer. How did writing posts and indirectly helping some people along the way compare to the in-the-trenches real-life mentoring of the face-to-face variety? With blog posts, readers can take them or leave them, use them or not, be interested or not, like me or hate me. There is great potential to be helpful, and little risk of doing harm (other than annoying some people). With a real-life mentor (which I use here as synonymous with advisor), there are many complicated issues involving personalities, money, time, success and failure, and so on. Blogging is easy; mentoring people in real life is much harder.

But I was still intrigued about the idea of comparing bloggers-as-mentors with traditional mentors. For example, how does quantity of mentees enter into the equation? Clearly it is easier to mentor (or at least attempt to entertain) large numbers of people via the blogosphere in just a few years than it is over the course of a career in real life; is that important or not? And are there things that blog-mentors do that real-life ones don't (or, more likely, don't tend to)?

This shouldn't just be about me. If you know of an academic blogger who has been very helpful, I strongly encourage you to consider nominating them for an AAAS Mentor Award. I think it would be excellent if there were a pile of blogger-nominations.

And if you are still reading, please see below for information that two FSP readers have put together for the particular case of possibly considering FSP-the blogger-as-mentor:

A mentor indeed

Every year the AAAS gives two Mentor Awards to "honor individuals who during their careers demonstrate extraordinary leadership to increase the participation of underrepresented groups in science and engineering fields and careers. These groups include: women of all racial or ethnic groups; African American, Native American, and Hispanic men; and people with disabilities.*"

Good mentoring is crucial to a successful academic career (and it is especially difficult for women to find mentors), and we think the impact of good mentoring should be more often recognized and rewarded. Based on our own experience, and the many comments on FSP's most recent post (and over the years), we feel that this blog, and FSP, have provided a valuable mentoring resource to hundreds of people, female and male, academics and not, who needed and used the mentoring advice herein.

So we are nominating FSP for a mentor award Mentor Award, and to do this we need your help.

This collective mentoring (comments from other readers are an integral part of it all) is obviously not what one would traditionally think of as mentoring. But the proof is in the pudding. For us, it worked. The challenge will be to convince the AAAS that this _is_ mentoring. If we succeed, we will have not only thanked FSP for the amazing thing she has done for us all, laboring over this blog five days a week for 6 whole years, but also perhaps encourage others to adopt this model as well and encourage institutions to view mentoring more broadly.

The AAAS's guidelines are perplexingly traditional. They want tables of students (US citizens or permanent residents) that were mentored and completed a doctoral degree. How bizarre -- no mention of postdocs... of junior faculty... Because these don't need mentors? Is it not that the leaky pipeline is most perforated at the higher rungs of the academic ladder? Given that our nomination is already untraditional, we would like to go beyond what the AAAS requests, and provide the _real_ proof for why FSP's mentoring is exceptional. We feel that the proof is the many many mentees, from countries across the globe, spanning different stages of scientific careers. Lets give them the real picture, not the "only US citizen" version of it.

Readers, as mentioned above, we need your help. YOU are the real picture that we are talking about. If you feel that you have gained career mentoring from FSP, please go to https://docs.google.com/spreadsheet/viewform?formkey=dEk3c0lTMlJjZC1QOHJZSlpxNUdZakE6MQ#gid=0 and fill in your details, to be used as part of the nomination. Please make it easy for us by putting in as much information as you can, and submitting only one entry. Oh, and the clock is ticking. We have less than one month until the deadline, and we have no way of contacting you to nag about this later, so please fill in the form now. We did it and it took the whole of 1 minute.

Thank you,

Yael (yael@princeton.edu) & John (vidale@uw.edu)

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* The rest of the description from the AAAS website is: "Both awards recognize an individual who has mentored and guided significant numbers of students from underrepresented groups to the completion of doctoral studies or who has impacted the climate of a department, college, or institution to significantly increase the diversity of students pursuing and completing doctoral studies. It is important to indicate in the nomination materials how the nominee’s work resulted in departmental and/or institutional change in terms of the granting of PhDs to underrepresented students. This can be documented not only with quantitative data, but may also be demonstrated through the student and colleague letters of support.

Such commitment and extraordinary effort may be demonstrated by:

        • the number and diversity of students mentored;
        • assisting students to present and publish their work, to find financial aid, and to provide career guidance;
        • providing psychological support, encouragement, and essential strategies for life in the scholarly community;
        • continued interest in the individual's professional advancement."