Conducting peer observations & writing recommendation letters
Bradley Dilger and Richard Johnson-Sheehan
Why Peer Observations?
People really do need feedback on their teaching. We all may be doing a great job, but perhaps some incremental teaching quirks have slipped in. An outside perspective can help us improve our teaching and remove some of those quirks.
Observations are helpful for the observers, too. When you visit someone else’s classroom, you can pick up some teaching practices or techniques that would improve your own teaching.
Why Peer Observations?
Our Program Has Evolved Significantly. As a program, we have shifted from a teaching assistant-centered program to a lecturer-based program — and we are unsure how many lecturers can be retained this year.
The ICaP administration can only observe so many instructors per semester. So we would appreciate observations from peers as we help everyone build strong professional portfolios that will help us argue for permanent positions.
Who Will You Observe?
ICaP will be creating infrastructure to learn how many observations would benefit each instructor, to schedule those observations in a balanced way, and to smooth review and submission.
You are welcome to begin scheduling peer observations with colleagues — but don’t overdo it with a particular section.
Tip
The best observations are scheduled for Monday through Thursday, Sometimes students aren’t at their best on Fridays.
Prepare for the Observation
Pick the day and time to meet.
Review the instructor’s materials before visiting the class.
Stand outside the classroom on the day you agreed to. When the instructor arrives, double check to ensure if it’s all right to do the observation today.
Choose a seat in the back of the classroom if available.
Get ready to take copious notes, using a laptop or paper — whatever you’re most comfortable with.
Describe What You See
Describe what the instructor does and how students react.
Keep track of time. When the instructor transitions to something new, note the time that the transition happened.
Highlight positive moments and describe moments when something didn’t go as planned.
Describe the instructor’s presentation�style and how students react to it.
Pay attention to individual student �Interactions with the instructor.
Consider These Critical Moments
Pay special attention to what happens at these points in the class.
Before the class starts
Opening of the class
How is the class divided into lectures, activities, discussion, individual work time, etc?
Closing of the class
After the class ends
Do a Quick Debrief
If possible, speak with the instructor after the class to review your notes.
Begin by asking, “How did things go today?”
Describe your overall impression of the class, highlighting the things that went well. Give the instructor time to respond.
Discuss one or two things you think the instructor could improve on. Share some of your own approaches. Give the instructor time to respond.
A Typical Observation Report
In the introduction, thank the instructor for allowing you to observe their classroom and identify the date, day, time, and classroom. Note how many students attended the class that day and how many were tardy.
In one large paragraph, describe objectively what you observed without offering complements or suggestions for improvement.
In one paragraph, highlight 3-5 positive things you observed during the observation. You can use a list if you like.
In one paragraph, identify 1-2 improvements the instructor might consider.
In the conclusion, offer a statement that sums up your overall impression of the class that day. Thank them again for allowing you to observe the class.
How This Looks (first image is link)
Things to Keep in Mind (1/2)
You’re observing a single class day out of many. The instructor or the students may or may not be at their best that day.
Pay attention to how students respond, not just what the instructor is doing. If students seem to be doing something outside of the class, describe what they are doing.
Watch how the instructor utilizes the classroom technologies (doc cam, video projector, white board).
Note any moments in which the students seem highly engaged. Note any moments where a significant number of students seem to be checking out.
Things to Keep in Mind (2/2)
Sometimes even the best planned activities go wrong. Watch how the instructor responds to those kinds of moments — but don’t dwell on them in your writeup.
Imagine that your report will be read by someone at another institution. Consider how the instructor might quote from your report to show evidence of their good work.
Submit Your Observation
Let the instructor review your observation before you submit it. Make final revisions to your observation based on the instructor’s feedback.
Deliver the observation report to the instructor in both original and PDF format.
ICaP will build infrastructure to allow you to share copies with us as well.
Writing letters of recommendation
The genre & rhetoric of letters
With few exceptions, letters of recommendation are 1–2pp (longer only for a dissertation committee chair) written on institution letterhead
Tone should be complimentary but not effusive
Examples are critical: highlighting key moments that demonstrate credentials in teaching, research, etc.
Like a cover letter, a recommendation is an argument in narrative form
Good letters�are specific
Provide details such as names of courses, publications, and specific achievements — show your knowledge of the applicant
Follow generalizations with “For example…” specifics
If you have access to them, quote from observation reports or evaluations written by others
If you don’t think you can write a complimentary letter for someone — better not to write one at all.
When asked to write a letter
Before you accept — consider if you are a good fit.
Find the purpose of the letter. If it’s for a specific position, scholarship, or award — get a copy of the announcement.
Ask if the candidate will waive access to the letter, or if they will be able to review a copy.
If the letter is generic (Interfolio) — get a couple examples of typical internship, job ads, or similar opportunities from the candidate.
Ask how the letter should be submitted.
Confirm the date and time of submission.
Two types of letters
Specific
Targets a specific opportunity, similar to a cover letter
MUCH more time consuming — so it’s okay to tell people, “No, I cannot customize every letter for you.”
Another approach: letter writers can make modifications to a generic letter to hit key points suggested by the candidate.
Generic
Written expressly for upload to Interfolio or a similar service
Begins with “Dear members of the search committee…”
Intended for a type of position, not a specific opportunity
Recommenders may write a small number of generic letters for a candidate (teaching, research, etc)
Letter example
Written for a Study Abroad scholarship for a Purdue student in March 2022 — targeting a specific opportunity
Limited by word count (400 words)
Later, developed into a more generic letter the student could use for other scholarships (still 1pp but longer)
(Anonymized with pseudonym and other details altered)
How are letters submitted?
Most letters are submitted using content management systems
Interfolio, Apply Yourself, PeopleSoft, SuccessFactors
These systems handle both specific and generic letters.
Most will generate automated requests with links to follow for submission — and confirm receipt.
Never, ever, ever miss a letter deadline. Ensure you know the date and time a letter is due. Ideally: submit early.
Once it’s time to write a letter
Get the CV or résumé and and other materials you need from the candidate (job opportunity, etc).
Double-check that calendar or do list entry.
Write a draft at least a week early so that if you have any questions you can ask them without time pressure.
Tips for writing letters
Use your calendar to record dates and times of submission.
When receiving a request — click through to ensure it works.
Have someone you can trust read the letter and look for typos, awkward turns of phrase, etc (for Dilger, this is Joy).
Assume letters are confidential; shred or tear up proof copies and take due care of digital files.
Deliver letters as PDFs to preserve formatting.
If emailing a letter — ask for confirmation of receipt.
Dilger’s secret to writing letters
(last slide)
Write them continually!
Make a file for anyone you expect will ask you to write a letter.
When something good happens: write it down!
Keep track of unique assignments, things to include, etc.
Questions?
Thanks for coming! �More help: icapstaff@purdue.edu