Timetable for Merit and Special Reviews

November 1, 2023 to November 14, 2023: Review initiators will confer with librarians. Any request for an off-cycle review for a librarian who is not eligible for a regularly scheduled merit review during this review period should be brought to the Library Human Resources Department's attention by November 14, 2023. Candidates and review initiators may begin to assemble documentation at any time.
December 4, 2023 to February 21, 2024:

RIs and librarians should put together the formal documentation which will be used in the review. This should include:

  1. RI's recommendation (Comments prepared by persons at higher levels of supervision (e.g. division heads, department heads, Assistant/Associate University Librarians (AULs)) may be included in the academic review file.)
  2. Librarian's signed self-evaluation
  3. A current CV
  4. Carefully chosen copies of reports, articles and books which the candidate has authored or edited and other documentation which the candidate believes may be of assistance in the evaluation
  5. Additional letters of support: additional letters of support are appropriate for greater than standard, off-cycle, career status, and promotion reviews. Mid-level or higher Librarian-rank candidates may choose to include such letters in their merit review files, but they are not required and should only be included if they provide substantial additional evidence not already present in the dossier. Candidates wishing to include such letters should give names to their RI, who can request letters from anyone but is expected to request a reasonable number from the list supplied by candidate; you can also indicate individuals who might not provide objective assessments of your work. Those should be provided to the review initiator by December 4, 2023.
January 12, 2024: Any requests for deferral of a scheduled merit increase review must be made to the review initiator and CAPA by January 12, 2024 at the latest.
February 1 to February 21, 2024: Review initiators should prepare and submit formal merit increase recommendations to Library Human Resources Department (LHRD) no later than February 21, 2024.
February 5, 2024: Final day for candidate or RI to obtain authorization for a maximum 30-day extension of dossier submission and forward authorization to LHRD.
February 13, 2024: Deadline for RI to submit any confidential external letters to LHRD for redaction
February 21, 2024: Final date for all material included in the dossier to be shared with candidate for review and response, including redacted copies of confidential external letters (if any).
March 8, 2024: Any response to external letters, RI evaluation or other reviewer comments must be submitted by the candidate to LHRD no later than March 8, 2024.
March 1 to March 8, 2024: Merit and Special review candidates will sign the Certification Statement and submit the Document Checklist. The Certification Statement will be completed electronically.
March 8, 2024: LHRD forwards documentation for all merit increases in the Librarian series (including off-cycle merits) to CAPA.
April 1, 2024: Final day a Merit or Special review dossier that has received an authorized extension can be submitted to LHRD.
March 8 to May 31, 2024: CAPA reviews dossiers and forwards its recommendations to the University Librarian.
June 2024: The University Librarian makes advancement decisions, consults with CAPA as required.