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Timetable for Promotion and Career Status Reviews

Librarian Review Timetable 2019-2020
for Academic Promotion and Career Status Reviews

November 1, 2019 to November 15, 2019:

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, 2019. 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, 2019 to January 21, 2020:

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 2019:

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

December 17, 2019 to January 18, 2020:

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

January 21, 2020:

Review initiators should provide copies of returned solicited letters to the Library Human Resources Department no later than January 21.

January 24, 2020:

The University Librarian appoints ad hoc review committees.

January 24, 2020:

Library Human Resources Department provides redacted letters to candidates for review

January 31, 2020:

Any response to external letters must be submitted by the candidate to Library Human Resources Department no later than January 31.

February 1, 2020:

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 5 to February 7, 2020:

Promotion and Career Status candidates will sign the Certification Statement and the Document Checklist. Candidates may make 20-minute appointments with Library Human Resources during this time to sign these documents in the Library Human Resources office.

February 1 to March 31, 2020:

Ad hoc review committees begin to meet, review documentation and prepare recommendations. Committee reports should be submitted to CAPA no later than March 31.

February 1 to April 30, 2020:

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.

July 2020:

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

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