Human Resources

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Timetable for Promotion and Career Status Reviews

Librarian Review Timetable 2017-2018
for Academic Promotion and Career Status Reviews

November 1-15, 2017:

Review initiators will confer with librarians. Any recommendations for an off-cycle review for a librarian who is not scheduled for an automatic review during this review period should be brought to the Library Human Resources Department's attention by November 15. Review initiators and librarians begin the gathering of relevant documentation for promotion and career status review in those cases where (1) the librarian is scheduled for a review, or (2) the department head intends to initiate a review, or (3) the librarian intends to request a review. Candidates should begin to assemble their dossiers.

As soon after November 1 as possible, but by November 15 at the latest, the candidate under review may suggest the names of persons from whom letters of evaluation may be solicited. The review initiator shall solicit letters evaluating the candidate from qualified persons, including a reasonable number of persons whose names have been provided by the candidate.

Any request for deferral of a scheduled promotion or career status review must be made known to the Library Human Resources Department and CAPA by mid-November at the latest. Review initiator should be prepared to present information concerning the available evidence, which will form the justification for their recommendations.

Concerns should be discussed with the candidate by the review initiator, and consideration should be given to the content of documentation that addresses such concerns.

December 1, 2017 to January 31, 2018:

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

  1. Review initiator's recommendation (Comments prepared by persons at higher levels of supervision (e.g. division heads, department heads, Assistant/Associate University Librarians) may be included in the academic review file.)
  2. Librarian's signed self-evaluation
  3. 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
  4. A current CV or new or updated Biography Form 1501
  5. Confidential letters solicited by the review initiator

December 8, 2017:

Library Human Resources Department will provide a list of names of the promotion and career status candidates to CAPA.

December 11, 2017 to January 12, 2018:

CAPA nominates the Ad Hoc Review Committees and consults with the University Librarian about final appointments to the committees.

January 19, 2018:

The University Librarian appoints ad hoc review committees.

February 1, 2018:

All promotion and career status recommendations with completed documentation (including comments from Associate University Librarian, if applicable), must be received by the Library Human Resources Department by this date.

February 1 to March 30, 2018:

Ad hoc review committees begin to meet, review documentation and prepare recommendations. Committee reports should be submitted to CAPA no later than March 30.

February 1 to April 30, 2018:

During this period CAPA is reviewing documentation including the ad hoc review committee recommendations. CAPA prepares its own recommendations which are transmitted to the University Librarian no later than April 30.

May 1 to June 30, 2018:

The University Librarian makes advancement decisions, and consults with CAPA as required.

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