Common use of External Letters of Reference Clause in Contracts

External Letters of Reference. (a) All referees must be at arm’s-length. That is, they cannot be the candidate’s family members; have not served as a graduate or postdoctoral research supervisor for the candidate; have not collaborated in any meaningful way with the candidate on research, scholarly and/or creative activities (for example, through co-authorship or joint grant proposals); and do not hold and have not held simultaneous academic appointments at Nipissing University. The referee may have met the candidate at a conference, or may know people in common, and the candidate and referee may already be familiar with each other’s works. (b) For tenure, reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (c) For promotion to Associate Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. All referees must hold the rank of tenured Associate Professor or Professor save one (1) who may be a highly credentialed non-academic within a relevant profession or field of research. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (d) Members applying for tenure and promotion to Associate Professor in the same year may submit the same list of potential referees for both applications; however, a non-academic referee can only be asked to comment on the application for promotion. (e) For promotion to Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. At least four (4) of the referees submitted must hold the rank of Professor. In exceptional circumstances appropriate to the candidate’s field at least four (4) of the referees must have a stature equivalent to that of a Professor. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (f) At any time after March 31 and before June 10: i) If the Xxxx has no challenges to the list proposed on March 31, the Xxxx may begin soliciting reference letters from the list. ii) The Xxxx may question the independence or competence of nominated referees before soliciting the reference letters. If the Xxxx wishes to challenge any name on the list of referees the Xxxx will communicate the reason(s) for the challenge in writing to the candidate and ask the candidate to nominate one (1) further referee for each nominee challenged. After discussion, the candidate and the Xxxx will agree on the composition of the final list in writing by June 10. iii) Should the Xxxx have any difficulty soliciting letters from the agreed upon list, the Xxxx will inform the candidate in writing and request from the candidate a further referee for each referee who declined. (g) If the Xxxx and the candidate cannot agree, they will meet with the Xxxxxxx and the President of the Association to finalize the list. At this meeting, a different method of compiling the list may be proposed and agreed to, as long as that method is acceptable to both the Xxxx and the candidate. Once the list has been finalized, the Xxxx and the candidate will confirm in writing their satisfaction with the list. This confirmation and the list of referees agreed upon will be included in the candidate’s file. All communications with nominated referees will be conducted by the Xxxx. (h) The candidate must not contact any potential referees on his/her list. The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s-length. The statement will be included in the candidate’s file. (i) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate may also provide the Xxxx with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide Web. (j) If a candidate wishes to seek assistance in identifying potential referees from the Xxxx, the Xxxx may suggest potential referees. Any potential referees must be at arm’s-length to both the candidate and the Xxxx. (k) The Xxxx will solicit letters from any three (3) of the nominated referees from the list of six (6) using the sample letters appended as Appendix II in the Standards document. If a nominated referee declines to write a letter, the Xxxx will proceed through the list until three (3) nominated referees have agreed to provide evaluations. In a case where the list is exhausted after June 10, the Xxxx will ask the candidate for additional names of potential referees until three (3) nominated referees have agreed to provide evaluations. No record will be placed in a candidate’s file of referees who have declined to write letters. (l) Referees who have agreed to serve and have been sent the appropriate materials, they will be given four (4) weeks to complete their evaluations. They will write a single letter for candidates applying for both tenure and promotion, in which case they may recommend in favour of tenure alone, promotion alone, tenure and promotion, or neither. (m) After the referees have received the appropriate materials, the University will not initiate any further communication with them without the written permission of the Member, except that if a referee’s evaluation has not been received ten (10) working days prior to the deadline, the Xxxx will write to the referee (see letter #3 in Appendix II in the Standards document), and if a referee’s evaluation has not been received by the deadline, the Xxxx will write to the referee (see letter #4 in Appendix II in the Standards document). If a referee requests further information and so communicates to the Xxxx, the Xxxx will reply in a strictly neutral manner. Copies of all correspondence between the Xxxx and the referees will be given to the candidate and will be included in the candidate’s file. (n) If only two reference letters have been received by the first meeting of a TPF, the candidate’s application will proceed. If the third referee’s letter arrives after the first meeting of a TPF and the timing enables the TPF to use the letter, the candidate must be given at least three (3) working days to comment on the letter. If the third letter is received after the TPF has completed its deliberations, the letter will not be included in the file and will not be used at any further point in the decision-making process.

External Letters of Reference. The letters of reference from external peers constitute a very important source of quality assessment for TPC members, but they do not constitute either recommendations or decisions on tenure or promotion. The letters of reference shall be used by the TPC to assist in determining the quality and appropriateness of the research and scholarly activity of the candidate, the quality and appropriateness of the professional activity of the candidate (where appropriate to the discipline), and for applications for promotion to Professor, the international or national standing of the candidate as a scholar. (a) All referees must be at arm’s-length. That is, they cannot be the candidate’s family members; have not served as a graduate or postdoctoral research supervisor for the candidate; have not collaborated in any meaningful way with the candidate on research, scholarly and/or creative activities (for example, through co-authorship or joint grant proposals); and do not hold and have not held simultaneous academic appointments at Nipissing University. The referee may have met the candidate at a conference, or may know people in common, and the candidate and referee may already be familiar with each other’s works. (b) For tenure, reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (c) For tenure and/or promotion to Associate Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. All referees must hold the rank of tenured Associate Professor or Professor save one (1) who may be a highly credentialed non-academic within a relevant profession or field of research. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (d) Members applying for For tenure and promotion to Associate Professor in the same year may submit the same list of potential referees Professor, or for both applications; however, a non-academic referee can only be asked to comment on the application for promotion. (e) For promotion to Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. At least four (4) of the referees submitted must hold the rank of Professor. In exceptional circumstances appropriate to the candidate’s field at least four (4) of the referees must have a stature equivalent to that of a Professor. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (fe) At any time after March 31 and before June 10: i) If the Xxxx has no challenges to the list proposed on March 31, the Xxxx may begin soliciting reference letters from the list. ii) The Xxxx may question the independence or competence of nominated referees before soliciting the reference letters. If the Xxxx wishes to challenge any name on the list of referees the Xxxx will communicate the reason(s) for the challenge in writing to the candidate and ask the candidate to nominate one (1) further referee for each nominee challenged. After discussion, the candidate and the Xxxx will agree on the composition of the final list in writing by June 10. iii) Should the Xxxx have any difficulty soliciting letters from the agreed upon list, the Xxxx will inform the candidate in writing and request from the candidate a further referee for each referee who declined. (gf) If the Xxxx and the candidate cannot agree, they will meet with the Xxxxxxx and the President of the Association to finalize the list. At this meeting, a different method of compiling the list may be proposed and agreed to, as long as that method is acceptable to both the Xxxx and the candidate. Once the list has been finalized, the Xxxx and the candidate will confirm in writing their satisfaction with the list. This confirmation and the list of referees agreed upon will be included in the candidate’s file. All communications with nominated referees will be conducted by the Xxxx. (hg) The candidate must not contact any potential referees on his/her the candidate’s list. The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she the candidate has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s-length. The statement will be included in the candidate’s file. (ih) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate may also provide the Xxxx with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide WebInternet. (ji) If a candidate wishes to seek assistance in identifying potential referees from the Xxxx, the Xxxx may suggest potential referees. Any potential referees must be at arm’s-length to both the candidate and the Xxxx. (kj) The Xxxx will solicit letters from any three (3) of the nominated referees from the list of six (6) using the sample letters appended as in Appendix II in the Standards documentJ-1. If a nominated referee declines to write a letter, the Xxxx will proceed through the list until three (3) nominated referees have agreed to provide evaluations. In a case where the list is exhausted after June 10, the Xxxx will ask the candidate for additional names of potential referees until three (3) nominated referees have agreed to provide evaluations. No record will be placed in a candidate’s file of referees who have declined to write letters. (l) Referees who have agreed to serve and have been sent the appropriate materials, they will be given four (4) weeks to complete their evaluations. They will write a single letter for candidates applying for both tenure and promotion, in which case they may recommend in favour of tenure alone, promotion alone, tenure and promotion, or neither. (m) After the referees have received the appropriate materials, the University will not initiate any further communication with them without the written permission of the Member, except that if a referee’s evaluation has not been received ten (10) working days prior to the deadline, the Xxxx will write to the referee (see letter #3 in Appendix II in the Standards document), and if a referee’s evaluation has not been received by the deadline, the Xxxx will write to the referee (see letter #4 in Appendix II in the Standards document). If a referee requests further information and so communicates to the Xxxx, the Xxxx will reply in a strictly neutral manner. Copies of all correspondence between the Xxxx and the referees will be given to the candidate and will be included in the candidate’s file. (n) If only two reference letters have been received by the first meeting of a TPF, the candidate’s application will proceed. If the third referee’s letter arrives after the first meeting of a TPF and the timing enables the TPF to use the letter, the candidate must be given at least three (3) working days to comment on the letter. If the third letter is received after the TPF has completed its deliberations, the letter will not be included in the file and will not be used at any further point in the decision-making process.three

External Letters of Reference. The letters of reference from external peers constitute a very important source of quality assessment for TPC members, but they do not constitute either recommendations or decisions on tenure or promotion. The letters of reference shall be used by the TPC to assist in determining the quality and appropriateness of the research and scholarly activity of the candidate, the quality and appropriateness of the professional activity of the candidate (where appropriate to the discipline), and for applications for promotion to Professor, the international or national standing of the candidate as a scholar. (a) All referees must be at arm’s-length. That is, they cannot be the candidate’s family members; have not served as a graduate or postdoctoral research supervisor for the candidate; have not collaborated in any meaningful way with the candidate on research, scholarly and/or creative activities (for example, through co-authorship or joint grant proposals); and do not hold and have not held simultaneous academic appointments at Nipissing University. The referee may have met the candidate at a conference, or may know people in common, and the candidate and referee may already be familiar with each other’s works. (b) For tenure, reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (c) For tenure and/or promotion to Associate Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. All referees must hold the rank of tenured Associate Professor or Professor save one (1) who may be a highly credentialed non-academic within a relevant profession or field of research. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (d) Members applying for For tenure and promotion to Associate Professor in the same year may submit the same list of potential referees Professor, or for both applications; however, a non-academic referee can only be asked to comment on the application for promotion. (e) For promotion to Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. At least four (4) of the referees submitted must hold the rank of Professor. In exceptional circumstances appropriate to the candidate’s field at least four (4) of the referees must have a stature equivalent to that of a Professor. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (fe) At any time after March 31 and before June 10: i) If the Xxxx has no challenges to the list proposed on March 31, the Xxxx may begin soliciting reference letters from the list. ii) The Xxxx may question the independence or competence of nominated referees before soliciting the reference letters. If the Xxxx wishes to challenge any name on the list of referees the Xxxx will communicate the reason(s) for the challenge in writing to the candidate and ask the candidate to nominate one (1) further referee for each nominee challenged. After discussion, the candidate and the Xxxx will agree on the composition of the final list in writing by June 10. iii) Should the Xxxx have any difficulty soliciting letters from the agreed upon list, the Xxxx will inform the candidate in writing and request from the candidate a further referee for each referee who declined. (gf) If the Xxxx and the candidate cannot agree, they will meet with the Xxxxxxx and the President of the Association to finalize the list. At this meeting, a different method of compiling the list may be proposed and agreed to, as long as that method is acceptable to both the Xxxx and the candidate. Once the list has been finalized, the Xxxx and the candidate will confirm in writing their satisfaction with the list. This confirmation and the list of referees agreed upon will be included in the candidate’s file. All communications with nominated referees will be conducted by the Xxxx.the (hg) The candidate must not contact any potential referees on his/her the candidate’s list. The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she the candidate has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s-length. The statement will be included in the candidate’s file. (ih) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate may also provide the Xxxx with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide WebInternet. (ji) If a candidate wishes to seek assistance in identifying potential referees from the Xxxx, the Xxxx may suggest potential referees. Any potential referees must be at arm’s-length to both the candidate and the Xxxx. (kj) The Xxxx will solicit letters from any three (3) of the nominated referees from the list of six (6) using the sample letters appended as in Appendix II in the Standards documentJ-1. If a nominated referee declines to write a letter, the Xxxx will proceed through the list until three (3) nominated referees have agreed to provide evaluations. In a case where the list is exhausted after June 10, the Xxxx will ask the candidate for additional names of potential referees until three (3) nominated referees have agreed to provide evaluations. No record will be placed in a candidate’s file of referees who have declined to write letters. (lk) Referees who have agreed to serve and have been sent the appropriate materials, they will be given four (4) weeks to complete their evaluations. They will write a single letter for candidates applying for both tenure and promotion, in which case they may recommend in favour of tenure alone, promotion alone, tenure and promotion, or neither. (ml) After the referees have received the appropriate materials, the University will not initiate any further communication with them without the written permission of the Member, except that if a referee’s evaluation has not been received ten (10) working days prior to the deadline, the Xxxx will write to the referee (see letter #3 in Appendix II in the Standards documentJ-3), and if a referee’s evaluation has not been received by the deadline, the Xxxx will write to the referee (see letter #4 in Appendix II in the Standards documentJ-4). If a referee requests further information and so communicates to the Xxxx, the Xxxx will reply in a strictly neutral manner. Copies of all correspondence between the Xxxx and the referees will be given to the candidate and will be included in the candidate’s file. (nm) If only two reference letters have been received by the first meeting of a TPFTPC, the candidate’s application will proceed. If the third referee’s letter arrives after arrives (n) One (1) of the first meeting of a TPF and the timing enables the TPF to use the letter, the candidate must be given at least three (3) working days to comment on the letter. If the third letter is received after the TPF has completed its deliberations, the letter will not external referees [as identified in Article 26.11 (j)] may be included in the file and will not be used at any further point in the decision-making processan Indigenous Elder and/or Traditional Knowledge Carrier/Keeper.

External Letters of Reference. ‌ The letters of reference from external peers constitute a very important source of quality assessment for TPC members, but they do not constitute either recommendations or decisions on tenure or promotion. The letters of reference shall be used by the TPC to assist in determining the quality and appropriateness of the research and scholarly activity of the candidate, the quality and appropriateness of the professional activity of the candidate (where appropriate to the discipline), and for applications for promotion to Professor, the international or national standing of the candidate as a scholar. (a) All referees must be at arm’s-length. That is, they cannot be the candidate’s family members; have not served as a graduate or postdoctoral research supervisor for the candidate; have not collaborated in any meaningful way with the candidate on research, scholarly and/or creative activities (for example, through co-authorship or joint grant proposals); and do not hold and have not held simultaneous academic appointments at Nipissing University. The referee may have met the candidate at a conference, or may know people in common, and the candidate and referee may already be familiar with each other’s works. (b) For tenure, reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (c) For tenure and/or promotion to Associate Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. All referees must hold the rank of tenured Associate Professor or Professor save one (1) who may be a highly credentialed non-academic within a relevant profession or field of research. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (d) Members applying for For tenure and promotion to Associate Professor in the same year may submit the same list of potential referees Professor, or for both applications; however, a non-academic referee can only be asked to comment on the application for promotion. (e) For promotion to Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her their Xxxx a preliminary list of six (6) potential referees. At least four (4) of the referees submitted must hold the rank of Professor. In exceptional circumstances appropriate to the candidate’s field at least four (4) of the referees must have a stature equivalent to that of a Professor. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (fe) At any time after March 31 and before June 10: i) If the Xxxx has no challenges to the list proposed on March 31, the Xxxx may begin soliciting reference letters from the list. ii) The Xxxx may question the independence or competence of nominated referees before soliciting the reference letters. If the Xxxx wishes to challenge any name on the list of referees the Xxxx will communicate the reason(s) for the challenge in writing to the candidate and ask the candidate to nominate one (1) further referee for each nominee challenged. After discussion, the candidate and the Xxxx will agree on the composition of the final list in writing by June 10. iii) Should the Xxxx have any difficulty soliciting letters from the agreed upon list, the Xxxx will inform the candidate in writing and request from the candidate a further referee for each referee who declined. (gf) If the Xxxx and the candidate cannot agree, they will meet with the Xxxxxxx and the President of the Association to finalize the list. At this meeting, a different method of compiling the list may be proposed and agreed to, as long as that method is acceptable to both the Xxxx and the candidate. Once the list has been finalized, the Xxxx and the candidate will confirm in writing their satisfaction with the list. This confirmation and the list of referees agreed upon will be included in the candidate’s file. All communications with nominated referees will be conducted by the Xxxx. (hg) The candidate must not contact any potential referees on his/her the candidate’s list. The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she the candidate has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s-length. The statement will be included in the candidate’s file. (ih) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate may also provide the Xxxx with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide WebInternet. (ji) If a candidate wishes to seek assistance in identifying potential referees from the Xxxx, the Xxxx may suggest potential referees. Any potential referees must be at arm’s-length to both the candidate and the Xxxx. (kj) The Xxxx will solicit letters from any three (3) of the nominated referees from the list of six (6) using the sample letters appended as in Appendix II in the Standards documentJ-1. If a nominated referee declines to write a letter, the Xxxx will proceed through the list until three (3) nominated referees have agreed to provide evaluations. In a case where the list is exhausted after June 10, the Xxxx will ask the candidate for additional names of potential referees until three (3) nominated referees have agreed to provide evaluations. No record will be placed in a candidate’s file of referees who have declined to write letters. (l) Referees who have agreed to serve and have been sent the appropriate materials, they will be given four (4) weeks to complete their evaluations. They will write a single letter for candidates applying for both tenure and promotion, in which case they may recommend in favour of tenure alone, promotion alone, tenure and promotion, or neither. (m) After the referees have received the appropriate materials, the University will not initiate any further communication with them without the written permission of the Member, except that if a referee’s evaluation has not been received ten (10) working days prior to the deadline, the Xxxx will write to the referee (see letter #3 in Appendix II in the Standards document), and if a referee’s evaluation has not been received by the deadline, the Xxxx will write to the referee (see letter #4 in Appendix II in the Standards document). If a referee requests further information and so communicates to the Xxxx, the Xxxx will reply in a strictly neutral manner. Copies of all correspondence between the Xxxx and the referees will be given to the candidate and will be included in the candidate’s file. (n) If only two reference letters have been received by the first meeting of a TPF, the candidate’s application will proceed. If the third referee’s letter arrives after the first meeting of a TPF and the timing enables the TPF to use the letter, the candidate must be given at least three (3) working days to comment on the letter. If the third letter is received after the TPF has completed its deliberations, the letter will not be included in the file and will not be used at any further point in the decision-making process.three

External Letters of Reference. ‌ (a) Reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required when considering an application for tenure and/or promotion. By June 10, the candidate will submit a list of six (6) potential referees to his/her Xxxx. All potential referees must be at arm’s-length. That is, they cannot be the candidate’s family members; have not served as a graduate or postdoctoral research supervisor for the candidate; have not collaborated in any meaningful way with the candidate on research, scholarly and/or creative activities (for example, through co-authorship or joint grant proposals); and do not hold and have not held simultaneous academic appointments at Nipissing University. The referee may have met the candidate at a conference, or may know people in common, and the candidate and referee may already be familiar with each other’s works. (b) For tenure, reference letters from three (3) external referees with the rank of tenured Associate Professor or equivalent are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (c) For tenure and/or promotion to Associate Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. All all referees must hold the rank of tenured Associate Professor or Professor save one (1) who may be a highly credentialed non-academic within a relevant profession or field of research. By June 10, the candidate will submit in writing to the Xxxx a final list of six (6) potential referees. (d) Members applying for tenure and promotion to Associate Professor in the same year may submit the same list of potential referees for both applications; however, a non-academic referee can only be asked to comment on the application for promotion. (ec) For promotion to Professor, reference letters from three (3) external referees are required. By March 31 candidates will submit to his/her Xxxx a preliminary list of six (6) potential referees. At at least four (4) of the referees submitted must hold the rank of Professor. In exceptional circumstances appropriate to the candidate’s field field, at least four (4) of the referees must have a stature equivalent to that of a Professor. (d) The candidate must not contact any potential referees on his/her list. By June 10The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s- length. The statement will be included in the candidate’s file. (e) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate will submit in writing to may also provide the Xxxx a final list of six (6) potential with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide Web. (f) At any time after March 31 and before June 10: i) If the Xxxx has no challenges to the list proposed on March 31, the Xxxx may begin soliciting reference letters from the list. ii) The Xxxx may question the independence or competence of nominated referees before soliciting the reference letters. If the Xxxx wishes to challenge any name on the list of referees the Xxxx referees, he/she will communicate the reason(s) for the challenge in writing to the candidate and ask the candidate to nominate one (1) further referee for each nominee challenged. After discussion, the candidate and the Xxxx will agree on the composition of the final list in writing by June 10. iii) Should the Xxxx have any difficulty soliciting letters from the agreed upon list, the Xxxx will inform the candidate in writing and request from the candidate a further referee for each referee who declined. (g) . If the Xxxx and the candidate cannot agree, they will meet with the Xxxxxxx Vice-President, Academic and Research and the President of the Association to finalize the list. At this meeting, a different method of compiling the list may be proposed and agreed to, as long as that method is acceptable to both the Xxxx and the candidate. Once the list has been finalized, the Xxxx and the candidate will confirm in writing their satisfaction with the list. This confirmation and the list of referees agreed upon will be included in the candidate’s file. All communications with nominated referees will be conducted by the Xxxx. (h) The candidate must not contact any potential referees on his/her list. The candidate will write and sign a statement describing the nature of the relationship and any interactions he/she has had with the individuals he/she has proposed as referees, explaining how and why they are all arm’s-length. The statement will be included in the candidate’s file. (i) The nominated referees should be considered the candidate’s peers. They are individuals who are capable of giving a fair, impartial and competent evaluation of the candidate. The candidate will provide the Xxxx with a brief description of each nominated referee’s qualifications and area(s) of expertise. In order to further assist the Xxxx, the candidate may also provide the Xxxx with publicly available information on the nominated referees, such as abbreviated CV or publication lists posted on the World Wide Web. (jg) If a candidate wishes to seek assistance in identifying potential referees from the Xxxx, the Xxxx may suggest potential referees. Any potential referees must be at arm’s-length to both the candidate and the Xxxx. (kh) The Xxxx will solicit letters from any three (3) of the nominated referees from the list of six (6) using the sample letters appended as Appendix II in the Standards document. If a nominated referee declines to write a letter, the Xxxx will proceed through the list until three (3) nominated referees have agreed to provide evaluations. In a case where the list is exhausted after June 10, the Xxxx will ask the candidate for additional names of potential referees until three (3) nominated referees have agreed to provide evaluations. No record will be placed in a candidate’s file of referees who have declined to write letters. (li) Referees who have agreed to serve and have been sent the appropriate materials, they will be given four (4) weeks to complete their evaluations. They will write a single letter for candidates applying for both tenure and promotion, in which case they may recommend in favour of tenure alone, promotion alone, tenure and promotion, or neither. (mj) After the referees have received the appropriate materials, the University will not initiate any further communication with them without the written permission of the Member, except that if a referee’s evaluation has not been received ten (10) working days prior to the deadline, the Xxxx will write to the referee (see letter #3 in Appendix II in the Standards document), and if a referee’s evaluation has not been received by the deadline, the Xxxx will write to the referee (see letter #4 in Appendix II in the Standards document). If a referee requests further information and so communicates to the Xxxx, the Xxxx will reply in a strictly neutral manner. Copies of all correspondence between the Xxxx and the referees will be given to the candidate and will be included in the candidate’s file. (nk) If only two reference letters have been received by the first meeting of a TPF, the candidate’s application will proceed. If the third referee’s letter arrives after the first meeting of a TPF and the timing enables the TPF to use the letter, the candidate must be given at least three (3) working days to comment on the letter. If the third letter is received after the TPF has completed its deliberations, the letter will not be included in the file and will not be used at any further point in the decision-making process.