U.C. Berkeley Library Web
Revised, September 1993
Revised, April 2001
Revised, October 2014

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.
  2. 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.

  3. 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.
  4. 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.

  5. If review initiator is not the department head (or affiliated library equivalent), review initiator submits dossier to that person, whose comments are added to the file. The comment may consist of a signature indicating agreement with review initiator's recommendation or a narrative statement. If the comments were added, candidate receives a copy and may respond in writing.
  6. In The Library, dossier is forwarded to additional administrative reviewers as appropriate; dossier is forwarded to Library Human Resources Department (LHRD); candidate reviews documentation checklist and signs certification statement.

    In affiliated libraries, dossier is certified and receives final review per local unit procedures. APO forwards affiliated library dossiers to LHRD.

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

  1. LHRD makes all cases available to CAPA and promotion and career status cases 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.
  3. Ad hoc committee convenes, reviews dossier, writes recommendation to final decision maker and places the letter in the dossier.

  4. CAPA reviews all dossiers, including the statements of administrative reviewers and ad hoc committees,and makes recommendation to final decision maker.
  5. 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 orVice Provost for the Faculty in affiliated library cases)

  1. CAPA may confer with University Librarian regarding cases in the Library.
  2. CAPA may confer with 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. Reconsideration Process (final decision maker: 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).
  2. Candidate may request an informal meeting with the University Librarian, or, in affiliated library cases, with the dean or director.

  3. Candidate makes decision whether to proceed with a formal petition for reconsideration.
  4. In a formal petition, candidate's letter of petition is added to original dossier, along with summaries of confidential material that may have been requested. CAPA reviews file and makes recommendation to University Librarian or Vice Provost.

  5. Vice Provost either upholds or overturns earlier decision; candidate, CAPA and University Librarian (when case involves The Library) are informed in writing.
  6. In affiliated library cases Vice Provost decides both the initial case and the petition.

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