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Timetable for Promotion and Career Status Reviews

Librarian Review Timetable 2020-2021 for Academic Promotion and Career Status Reviews

November 1, 2020 to November 16, 2020:

Review initiators (RIs) will confer with librarians. Any recommendations for an off-cycle review for a librarian who is not eligible for a regularly scheduled review during this review period should be brought to the Library Human Resources Department's attention by November 16, 2020. RIs 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 RI intends to initiate an off-cycle review, or (3) the librarian intends to request an off-cycle review. Candidates should begin to assemble their dossiers.

As soon after November 1 as possible, but by November 16 at the latest, the candidate under review may provide the names of 3-5 persons to the RI from whom letters of evaluation may be solicited. The RI 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 (LHRD) and CAPA by November 16, 2020 at the latest. RIs 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 RI, and consideration should be given to the content of documentation that addresses such concerns.


December 4, 2020 to January 22, 2021:

RIs and librarians 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. 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 (link is external)
  5. Confidential letters solicited by the RI

December 10 2020:

LHRD will provide a list of names of the promotion and career status candidates to CAPA.


December 10, 2020 to January 22, 2021:

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


January 11:
Final day for candidate or RI to obtain authorization for a maximum 30-day extension of dossier submission and forward authorization to LHRD.


January 19, 2021:

Review initiators should provide copies of solicited confidential letters to the LHRD no later than January 19.


January 22, 2021:

All promotion and career status recommendations with completed documentation (including comments from the AUL, Director or Dean, if applicable), must be received by the LHRD by this date.


January 25, 2021:

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.


January 22-29, 2021:

The University Librarian appoints ad hoc review committees.

February 1, 2021: Any response to external letters, RI evaluation or other reviewer comments must be submitted by the candidate to LHRD no later than February 1.
February 1 to February 4, 2021: Promotion and Career Status candidates will sign the Certification Statement and submit the Document Checklist. The Certification Statement will be completed electronically.
February 1 to March 11, 2021: Ad hoc review committees begin to meet, review documentation and prepare recommendations. Committee letters should be submitted to LHRD no later than March 11.
February 1 to April 30, 2021:

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.

March 3: Final date for submission of a complete promotion or career status review dossier that has received an authorized 30-day extension.


June 2021:
The University Librarian makes advancement decisions, and consults with CAPA as required.
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