How to Send an Email to an External Reviewer/Evaluator
- Cassidy Reese (Unlicensed)
Send emails to external reviewers/evaluators in PROMOTE to solicit letters for a candidate’s dossier.
To complete the steps in this guide, you will need the external_reviewer_manager role and either the chair role or be set up as an email delegate by a chair in PROMOTE. If you do not have the roles you need, check out our user roles guide to learn how to request additional access.
For more information on setting up email delegates, check out our user guide for chairs on how to create an email delegate in PROMOTE.
In this guide, the term "reviewer" will be used to represent both external reviewers (academia) and external evaluators (research). Distinctions between the two will be made in specific sections of the guide if necessary.
Instructions
To send an email to an external reviewer, follow these steps.
Log in to PROMOTE (promote.gatech.edu) using your Georgia Tech credentials.
Select the correct process (Academic Promotion & Tenure, Research Faculty Promotion, Academic Non-Tenure Track Faculty, or Tenure on Appointment).
Scroll through the candidate grid for the process you selected to find the candidate’s row and click Manage Reviewers (or Manage Evaluators in the Research Faculty Promotion process) in the rightmost column to navigate to that candidate’s External Reviewer Manager screen.
In the Selected Reviewers grid, click Send Email in the Actions column of the reviewer you would like to email.
If you are having trouble sending an email to a reviewer/evaluator because you do not see the "Send Email" button, then you do not currently have the appropriate roles in PROMOTE to send those emails. Unit heads (such as department chairs or lab directors) are usually the ones that have been given this ability in PROMOTE.
If you see the "Send Email" button, but it is greyed out, then the necessary components haven't been uploaded to be able to send out the initial emails to reviewers. Note that a Biosketch and CV upload is required before any emails can be sent to external reviewers. Reviewers that have agreed to write a letter will be given instructions to write their letter and access to the appropriate candidate materials once the dossier has been completed, submitted, and confirmed by the unit.
5. In the following pop-up window, fill out the fields with the appropriate information for the set-up and content of the email. Read the next section of this guide for details on each individual field in the email form.
6. If you would like to add a personal message in addition to the formal content in the Faculty Affairs-approved email template, check the Personalize this message box and type your personal message in the text box that appears. Whatever you type in this box will appear above the formal email template and be separated by a dotted line
7. Review the Body Preview section in the pop-up to ensure that your information in the fields above pre-populated the email template correctly.
For the Tenure on Appointment process specifically, the selection for the Is this an Administrative Appointment field at the top of the candidate's dossier page will determine what email templates are used to populate the body preview of the email going to that candidate's reviewers. Make sure this field selection is correct as you are reviewing the emails you are about to send to Tenure on Appointment reviewers.
8. Click Send at the bottom of the pop-up to send the email.
Email Form Field Details
The external reviewer email pop-up window will have the following fields:
The From field has two components: the text box with the chair's name and the email address that the email will be sent from. The email address cannot be edited, as the email must come from the chair's official Georgia Tech email. To change the name that the email appears to be from, edit the name in the text box.
The To field is pre-populated with the email address from the external reviewer's information. If this email is incorrect, you must go back to the Details section for that particular reviewer to edit it.
The Cc field will always contain the chair's email address so that the chair receives a copy of the email that is sent on their behalf through PROMOTE. To have more people Cc'd on the email, type their names or Georgia Tech email addresses in the Additional Cc field and select the correct people from the drop down. Repeat this process for anyone you would like to have blind copied on the email in the Bcc field.
The Reply To field displays the email address of the person who will receive the reviewer's response. If you leave this field blank, the response will automatically go to the chair's email address; however, if you enter a different email address in this field, the reviewer's response will only go to that email address.
The Subject field will appear as the subject of the email that the reviewer will receive. This will be pre-populated with a suggested subject for the email; however, you can edit this if you would like to.
For the Reviewer Response Date field, select the date that you need to know if the reviewer has agreed to send a letter or not. Notice that this will populate the content of the email template to include the correct date where the template reads "Please let me know by MM/DD/YYYY..."
For the Recommendation Due Date field, select the date that you need to receive the letter by. Notice that this will populate the content of the email template to include the correct date where the template reads "Your recommendation will be due no later than MM/DD/YYYY."
The School/Unit field will be pre-populated with the title of the candidate's school or unit as it is recorded in OneUSG Connect; however, you can edit this wording if you would like to. Notice that this will populate the content of the first line of the email template when introducing the candidate that applied for promotion and/or tenure.
The Salutation field is where you select the title of the external reviewer that you are emailing. For example, if you wanted to greet the external reviewer as Dr. Adams you would need to select "Dr." from the Salutation drop down list.
The Signature field allows you to customize what shows up in the email below "Sincerely,". Whatever you type here will populate the email template below. If you don’t put anything in this field, the Signature will default to the chair’s first and last name followed by their title as it recorded in OneUSG Connect.