APPENDIX F: Sample Letters to Applicants and Candidates

1. Regrets Letter - 1st Level Review
2. Regrets Letter -Post-Interview Follow Up
3. Search Delayed Letter
4. Search Extended Letter
5. Review Delayed Letter
6. Constituent Meeting Announcement
7. Letter Requesting Constituents Submit Nominations

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Regrets Letter - First Level Review

Dear ___________:
I want to provide you with an update on our search for an assistant professor. Our committee received 200 highly qualified applications. After a lengthy and difficult review, the committee has decided to focus on other candidates whose teaching and research interests more closely meet the needs of our department. On behalf of our committee, I want to thank you for taking the time to express your interest in opportunities at the University of Arizona. Sincerely,
___________

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Regrets Letter - Post-Interview Follow Up

Dear ___________:
On behalf of our search committee, I want to thank you for taking the time to visit with us regarding our assistant professor position. As I indicated during our phone conversation, our committee has selected a candidate whose teaching and research interests are most closely aligned with our department’s future direction. I know I speak for the entire committee when I say that we were impressed with your ideas, research agenda, and commitment to teaching. You have a promising academic career ahead of you. If I can be of assistance to you in the future, please do not hesitate to contact me. Sincerely,
___________

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Search Delayed Letter

Dear ___________:
I am writing to provide you with an update on our search for an assistant professor. Because our new dean has asked us to complete a program review before extending employment offers, our search is on temporary hold. We expect to complete our review and resume the search process at the end of June. I apologize for any inconvenience our delay may have caused you. Sincerely,
___________

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Search Extended Letter

Dear ___________:
I am writing to provide you with an update on our search for an assistant professor with specialization in the field of ___________. Because the pool of candidates was smaller than we anticipated, we have decided to extend the application deadline. Please be assured that your application is still under consideration and will be reviewed by our search committee late next month. Sincerely,
___________

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Review Delayed Letter

Dear ___________:
I am writing to provide you with an update on our search for an assistant professor. Because summer vacation schedules have hampered our ability to meet as a full search committee, we have decided to postpone candidate review until late August. I apologize for this delay and thank you in advance for your patience. Sincerely,
___________

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Constituent Meeting Announcement

TO: Department Faculty/Graduate Students/ etc.
FROM: Search Committee Chair
DATE: ___________
SUBJECT: Dean of Medicine Constituent Meeting

The Dean of Medicine Search Committee invites you to share your thoughts about the dean search during the following meeting:

Date: ___________
Time: ___________
Place:___________

During this meeting, participants will be invited to share their thoughts about desired characteristics of our next dean, and will be provided an update on the progress of the search.

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Letter Requesting Constituents Submit Nominations

TO: College of Medicine Faculty, Staff and Students
FROM: Search Committee Chair
DATE: ___________
SUBJECT: Dean Search

The Dean of Medicine Search Committee is now accepting applications for the position of Dean of the College of Medicine. A review of these materials will begin November 17.

The University of Arizona recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspective and backgrounds. We ask your assistance in bringing this position to the attention of qualified prospects and invite you to nominate outstanding individuals.

A position announcement is enclosed. Please forward contact information on prospective candidates to my attention at ___________@email.arizona.edu.

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