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
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
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
B. Peer and Administrative Review (CAPA, ad hoc committees, other
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
2. For promotion and career status reviews, CAPA nominates ad hoc
review committee members and conveners. Final decision makers make
Ad hoc committee convenes, reviews dossier, writes recommendation
to final decision maker and puts letter in a sealed envelope addressed
3. CAPA reviews all dossiers, including the statements of administrative
reviewers and ad hoc committees,and makes recommendation to final
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
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
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
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.