[5.1]
                                                      Revised, September 1993
                                                        Revised, April 2001
 
 

LIBRARIAN REVIEW PROCESS: OVERVIEW

A.   Compiling Documentation (candidate and review initiator)

1.   Candidate and review initiator consult.  Candidate prepares self
     evaluation and review initiator begins assembling candidate's dossier.

     If letters of reference are appropriate, candidate provides review
     initiator a list of persons from whom letters may be solicited.
     Review initiator may solicit any number of letters and is not bound by
     candidate's list.  Review initiator receives letters, which are
     confidential,and takes them into account in arriving at a comprehensive
     evaluation of candidate.

     Candidate submits self evaluation and supporting documentation to
     review initiator.

2.   Review initiator arrives at a tentative recommendation and discusses
     it with candidate and with appropriate administrative reviewer(s):e.g.,
     department head, AUL, UL, dean, director.

     Review initiator writes a final evaluation and recommendation,addressing
     as fully as possible concerns and issues raised by candidate and by
     administrative reviewers consulted.

     Candidate signs the final evaluation/recommendation and may respond in
     writing. Candidate may request redacted copies of confidential solicited
     letters and respond in writing.

3.   If review initiator is not the department head (or affiliated library
     equivalent), review initiator submits dossier to that person, whose
     recommendation is added to the file. The recommendation may consist of
     a signature indicating agreement with review initiator's recommendation
     or a narrative statement.  If the latter, the candidate receives a copy
     and may respond in writing.

     Review file is complete.  Candidate from an affiliated library reviews
     documentation checklist and signs certification statement; dossier is
     forwarded to the Academic personnel Office.  APO forward dossier to
     Dean.

     In The Library, dossier is forwarded to additional administrative
     reviewers as appropriate; dossier is forwarded to Library Human
     Resources Dept.; candidate reviews documentation checklist and signs
     certification statement.

B.   Peer and Administrative Review (CAPA, ad hoc committees, other
     administrative reviewers)

1.   Dean (for affiliated libraries) reviews dossier and makes recommendation,
     with a copy to the candidate.  Returns dossier to Academic Personnel
     Office. (Equivalent step has already occurred for the Library in A.3).
     Academic Personnel Office forwards affiliated library dossiers to
     Library Human Resources Dept.  All cases are made available to
     CAPA; promotion and career status cases are made available to ad hoc
     committees.

2.   For promotion and career status reviews, CAPA nominates ad hoc
     review committee members and conveners. Final decision makers make
     appointments.
     Ad hoc committee convenes, reviews dossier, writes recommendation
     to final decision maker and puts letter in a sealed envelope addressed
     to CAPA.

3.   CAPA reviews all dossiers, including the statements of administrative
     reviewers and ad hoc committees,and makes recommendation to final
     decision maker.

     In the course of their deliberations peer review committees, AULs and
     final decision makers may request additional information.  Candidate is
     notified if material is added to the review file and may request
     redacted copies.  Candidate may respond in writing.

C.   Final Decision (final decision maker: University Librarian or
     Academic Vice Provost for Academic Affairs and Faculty Welfare in
     affiliated library cases).

1.   CAPA confers with University Librarian regarding cases in the Library.

2.   CAPA confers with Academic Vice Provost regarding cases in the
     affiliated libraries.

3.   Final decision maker decides and informs candidate in a letter, with a
     copy to CAPA.

D.   Appeal Process (final decision maker: Academic Vice Provost)

1.   Candidate may request redacted copies of all confidential material in
     the review file (which at this stage would include CAPA and ad hoc
     letters).

     Candidate may request an informal meeting with the University Librarian,
     or, in affiliated library cases, with the dean or director.

2.   Candidate makes decision whether to proceed with a formal appeal.

     In a formal appeal, candidate's letter of appeal is added to original
     dossier, along with summaries of confidential material that may have
     been requested.  CAPA reviews file and makes recommendation to The Vice
     Provost.

3.   The Vice Provost either upholds or overturns earlier decision,
     Candidate, CAPA and University Librarian (when case involves The Library)
     are informed in writing.

     In affiliated Library cases The Vice Provost decides both the
     initial case and the appeal.