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| Library newsletter |
University Libraries of Notre Dame
|
| (Working in the Libraries, 1990) |
A department organization view is accessible from the library Web site on the library Department Organization View page at
<https://libstaff.library.nd.edu/cgi-bin/directory/directory.cgi?page=deptbrowse>.
Purpose:
LAM is a standing committee consisting of the director of libraries, associate directors, heads of library departments and branch libraries, the Human Resources representative, and a liaison from the Kresge Law Library. The director chairs the meetings. Each individual has right of agenda; minutes are recorded by the senior administrative assistant and posted on the library web site, accessible only to library employees. LAM meets monthly except in July. LAM advises the Library Executive Committee (LEC) on major program and policy initiatives. LAM participates in discussion and/or establishment of administrative policies and procedures, library priorities, and budget formulation. LAM provides a forum for interdepartmental communications, including announcements as well as requests for input on program or policy initiatives. In addition, participants should discuss the meetings within their departments.
Current Membership:
Art/Architecture Librarian
Associate Director for User Services
Associate Director for Resources and Collection Services
Associate Director for Information Systems and Digital Access
Chemistry/Physics Librarian
Director of Libraries, chair
Director, Financial and Administrative Services Department
Engineering Librarian
Head, Access Services Department
Head, Acquisitions Department
Head, Business Information Center
Head of Cataloging Department
Head, Collection Development Department
Head, Desktop Computing and Network Services Department
Head, Digital Access and Information Architecture Department
Head, Document Access and Database Management Department
Head, Electronic Resources Department
Head, Library Systems Department
Head of Preservation Department
Head of Reference Department
Head, Resource Delivery Department
Head, Serials Department
Head, Special Collections
Human Resources Generalist
Law Library Liaison
Library Advancement Officer
Life Sciences Librarian
Mathematics Librarian
Organizational Development Librarian
Senior Administrative Assistant to the Director of Libraries, secretary
Note: The charge to LAM was discussed in a LAM meeting on August 8, 2001 and revised accordingly.
A change in the Library Faculty Manual was made to reflect this on January 16, 2002.
B. Library Executive Committee (LEC)
Current Membership:
Nigel Butterwick, Associate Director for User Services
Gay Dannelly, Associate Director for Resources and Collection Services
Roger Jacobs, Director, Kresge Law Library, Law Library Liaison
Kelly Koski, Director, Financial and Administrative Services
Daniel Marmion, Associate Director for Information Systems and Digital Access
Jennifer A. Younger, Director of Libraries, chair
Purpose:
LEC is comprised of the director of libraries, the associate directors and the director of financial and administrative services. The director of the Kresge Law Library serves as the Law Library liaison. The director of libraries is the chair. Each individual has right of agenda; minutes are recorded and posted on the library Web site, accessible only to library employees. LEC provides leadership in library planning, policy making, financial management and allocates the financial and human resources of the University Libraries through the budget process. Its meetings are a forum for discussion, coordination and referral of issues and enable LEC, individually and collectively, to provide appropriate direction and guidance to library departments, committees and individuals. As a matter of policy, LEC consults with or refers issues to library divisions, departments or committees for decisions. LEC should also discuss the meetings within their divisions and departments.
Note: The charge to LEC was discussed in a LAM meeting on August 8, 2001 and revised accordingly.
A change in the Library Faculty Manual was made to reflect this on January 16, 2002.
There are other standing and ad hoc committees, working groups and task forces with a range of responsibilities and activities. The most up-to-date list of committees, charges and membership is on the employee resource Web page, "UL@ND",
at http://libstaff.library.nd.euRevised January 16, 2002
The name of this organization shall be the Library Faculty of the University of Notre Dame (Library Faculty).
Article 2: Objectives
The objectives of the Library Faculty shall be to promote high professional standards among the Library Faculty, to participate actively in the formation and achievement of the University Libraries' goals, and to advance the welfare of the Library Faculty.
Article 3: Powers
The Library Faculty shall have such powers granted in these Constitution and Bylaws that are not in conflict with the Academic Articles of the University of Notre Dame. In case of conflict, the Academic Articles shall have precedence.
Article 4: Membership and Privileges
Persons with a regular faculty appointment in the University Libraries are members of the Library Faculty, with full rights and voting privileges.
Article 5: Meetings
Section 1: The Library Faculty shall hold at least four meetings during the year, with at least one meeting being held each semester.Section 2: Special meetings may be called by the Director of Libraries or by the Executive Committee. The Executive Committee shall also call special meetings at the written request of 25 % of the members of the Library Faculty.
Section 3: The Chairperson of the Executive Committee shall preside over the meetings of the Library Faculty. In the absence of the Chair another member of the executive Committee will be designated.
Section 4: A majority of the membership shall constitute a quorum except as otherwise specified in the Constitution and Bylaws.
Section 5: The presiding officer shall ensure that minutes are taken and distributed to the Library Faculty no later than ten days following the meeting.
Article 6: Voting
Section 1: All motions before the Library Faculty shall be decided by a simple majority of members present, except as otherwise specified in the Constitution and Bylaws.Article 7: Standing CommitteesSection 2: The Elections Committee shall conduct elections to the Library standing committees and to University committees in accordance with the Appendix to the Bylaws (below).
Section 1: The Library Faculty shall have the following standing committees:Article 8: Ad Hoc CommitteesSection 2: Each standing committee shall prepare policies and procedures that govern the functioning of that committee. Changes to the policies and procedures of standing committees must be approved by majority vote of the Library Faculty. The policies and procedures for each standing committee shall be included in the Library Faculty Manual.
- Executive Committee
- Elections Committee
- Appointments and Promotions Committee
- Professional Development Committee
Ad hoc committees may be established by the Library Faculty, which shall be responsible for appointing its members, presenting them with their charge, fixing a date for completing their duties and dissolving the committee.
Article 9: Parliamentary Authority
All conflicts in procedure shall be resolved by reference to the latest edition of Robert's Rules of Order.
Article 10: Amendment of the Constitution
Any member of the Library Faculty may propose changes in the Constitution. Proposed amendments to the Constitution must be submitted in writing to the Executive Committee. The Committee must distribute the proposed amendment to each member of the Library Faculty two weeks in advance of a faculty meeting. The Committee will distribute, by the 5th work day following the faculty meeting, a written ballot which includes any changes suggested by the membership. Ballots must be returned to the Chairperson of the Committee by the 10th work day following the faculty meeting. Amendments must be approved by two-thirds of the membership.
The Director of Libraries shall present an annual report to the Library Faculty on the state of the Libraries during one regularly scheduled faculty meeting, and shall report at other faculty meetings as appropriate.
Section 2: Standing Committees
Terms of office shall be two years. Terms shall be staggered to provide continuity of membership. Members may serve two consecutive terms.
Each standing committee shall elect a chairperson, except that the Director of Libraries, in accordance with the Academic Articles, chairs the Appointments and Promotions Committee.
The Executive Committee shall consist of three elected members, and, in addition, the Director of Libraries, the Library Faculty's representative to the Academic Council, and the Library Faculty's senior senator. The Director of Libraries, the Academic Council representative, and the senator shall be ex-officio, members.
The Elections Committee shall consist of three elected members.
The Appointments and Promotions Committee shall consist of three elected and two appointed members, and the Director of Libraries as an ex-officio, non-voting member. The Director of Libraries acts as chair of the Committee. One member may be at the level of Assistant Librarian. The other four members must be above the rank of Assistant Librarian.
The Professional Development Committee shall consist of three elected members serving a two year term.
Any member of the Library Faculty may propose changes in the Bylaws. Proposed amendments to the Bylaws must be submitted in writing to the Executive Committee. The Committee must distribute the proposed amendment to each member of the Library Faculty two weeks in advance of a faculty meeting. The Committee will distribute, by the 5th work day following the faculty meeting, a written ballot which includes any changes suggested by the membership. Ballots must be returned to the Chairperson of the Committee by the 10th work day following the faculty meeting. Amendments must be approved by a simple majority of the voting members.
| (October 2000) (February 2001) (April 2001) |
The Assistant Librarian should possess a professional library degree from an accredited library school and have a minimum of three years of qualifying professional library experience. Graduate studies beyond or other than the professional library degree may be substituted in whole or in part for experience. The Assistant Librarian should give evidence of continuing professional growth and maturity. Salary is reviewed each year. If the University chooses to terminate the services of an Assistant Librarian at the end of a contract period, the University will give six months' notice of such termination. If the Assistant Librarian elects to terminate services, the University should be given three months' notice of such termination.
The Associate Librarian should possess a professional graduate library degree from an accredited library school and have a minimum of six years of qualifying professional library experience. An additional graduate degree may be offered as a partial substitute for experience. The Associate Librarian should have demonstrated outstanding professional ability, growth in knowledge and maturity, salutary influence on students, and standing among colleagues. Publication or other productive scholarship will ordinarily be required for this rank. Salary is reviewed each year. Principles regarding notice periods are the same for this rank as for Assistant Librarian.
The Librarian should possess the qualifications required for appointment as an Associate Librarian and beyond these should have gained widespread recognition for extraordinary ability and for contributions to scholarship. Principles regarding review of salary and notice periods are the same for this rank as for Associate Librarian.
(Academic Articles III, Section 3, Subsection (c), of the Faculty Handbook, http://provost.nd.edu/handbook/index.shtml ) |
Vacancies - When a vacancy occurs the Associate/Assistant Director and when pertinent, the Department Head will review the situation and recommend to the Director of Libraries if and how the vacancy should be filled, along with a draft job description. The Associate/Assistant Director and the Director will consult on the appropriate salary level. Upon approval of the job description and salary, the Director shall start the recruiting procedures normally by assigning the recruiting responsibilities to the appropriate Associate/Assistant Director or Department Head. This individual will be designated the Recruiting Officer (RO).
If the position warrants a search committee, the Director will appoint one to be chaired by the appropriate associate/Assistant Director, and the HRRUL will send each committee member a copy of the Recruitment of Library Faculty - Guidelines. The Committee membership will be chosen to ensure appropriate representation from the unit involved and other appropriate areas of the University Libraries and to include the Affirmative Action Officer (AAO), the Human Resources Representative, University Libraries (HRRUL) as an ex officio, member.
Informal Recruitment - Once a vacancy has been announced, the Director will encourage all Library Faculty and staff to recommend individuals, internal or external, they feel would be excellent candidates. These will be referred with comments to the Recruiting Officer.
Advertising - This activity should proceed as soon as the job description has been approved by the Director. Plans for this and the appropriate text will be determined by the Department Head and Assistant Director, based on a general listing of sources maintained by the HRRUL with the approval of the Director of Libraries. Ads which appear in weekly and/or bi-weekly journals should be run in several issues when feasible. The ads should indicate the faculty nature of the position, the likely use of phone contacts, the intention that the search will be continued until filled with a deadline for assured consideration and a strong statement on an Affirmative Action/EEO commitment. The HRRUL will handle the placement of all ads. When workable, arrangements should be made for preliminary interviews with applicants at professional meetings and conferences.
Applications and Forms - As soon as vitae, letters of interest and nominations from Library Faculty and staff are received, they will be reviewed by the RO who will send all documentation and copies of the standard forms indicating the action to be taken to the HRRUL for placement in the candidates' files. The HRRUL will send appropriate acknowledgments within one week to all persons who had sent letters of interest or had been nominated. In addition, the RO will begin a log listing individuals in the following three categories:
Internal Applicants - They will be considered with the same criteria as external applicants. Those who are deemed to be candidates will receive interviews before external candidates. Internal candidates will not participate in the interviews of other internal candidates nor will they serve on committees that are directly involved in the interviews.
Communication with Candidates - Communication with candidates will be monitored by the RO and recorded on the log sheet. Phone interviews will be conducted with strong candidates as soon as they are identified. The RO will normally conduct such interviews, completing a report on each interview on the forms provided. Such reports will be sent to the HRRUL for placement in the candidate's file. The RO will inform the strong candidates of the likely timing of further contacts. The HRRUL will contact all candidates if there is a delay in the search.
References - Each Candidate must submit the names of a minimum of three references.
The HRRUL will request letters of reference as soon as the applicants are identified as candidates. Phone interviews with the references of strong candidates will begin as soon as these candidates are identified. The RO will normally conduct these interviews, and will submit reports on the standard form to the HRRUL for placement in the candidate's file.
Classification of Candidates - If a search committee is appointed, it will receive materials on all qualified applicants for review for strength of candidacy for each. Those who look especially promising will be pursued at once. No later than two weeks after the cutoff date, candidates for on site interviews will be recommended to the Director of Libraries. Under special circumstances, on site interviews may be conducted prior to the cutoff date. If no really strong candidates have surfaced, this information will be reported to the Director of Libraries.
Interview Agenda and Schedule - The RO will advise the HRRUL of the proposed interview agenda which includes the names of the hosts and the meal representatives and time for an unscheduled half hour for the candidate. The RO will provide the HRRUL with a brief resume of the candidate for distribution to all Library faculty and department heads and any special materials and information which should be sent to the candidate before the interview. The HRRUL will make the arrangements for on campus interviews. This will include consulting with appropriate individuals and departments about times and dates, preparing and distributing the agenda, distributing the brief resume to all department heads and faculty, and making available in Room 221 copies of the full vitae and applicant letter for consultation by Library faculty and staff, as well as in the unit(s) directly involved. The HRRUL will contact the candidates invited for on campus interviews, will send them a copy of the University's Form Q, the full job description, the procedures for appointments and promotions, and other material recommended by the RO. One week before the interview, all participants must have a copy of the agenda. During the campus interview, if a search committee has been appointed, it will meet separately with the Committee on Appointments and Promotions and the candidate, using a previously agreed upon interview guide. Normally, the AAO will meet with the candidate towards the end of the interview.
Recommendations - Within three days of the completion of campus interviews by a search committee, the committee will forward in writing to the Director a recommendation indicating which if any candidate should receive an offer. Accompanying this should be its own collective comments and those of the individual members and others it received on the individual candidates. For interviews which were conducted without a search committee, the RO will follow reporting procedures similar to those described above for a search committee. The Committee on Appointments and Promotions will also forward to the Director within three days its recommendations on appropriateness of appointment and rank for each candidate interviewed.
Offers - The Director of Libraries, after receipt of the various recommendations and consultation with the Assistant Director and others as appropriate, will make the final selection and the job offer via phone, subject to confirmation in writing from the Office of the Provost.
Roles and Responsibilities
The Director of Libraries will approve all job descriptions, advertisements, the interview pool and salary; will appoint the RO and search committee; and will make the final offer, based on recommendations from the Search Committee and the RO.
The Recruiting Officer (RO) will write/approve the job description; will draft any required ads; will recommend a salary; will screen initial applications, conduct phone inquiries, select a pool of candidates for interview when no search committee has been appointed; and participate in campus interviews; will draw up agendas for on campus interview and brief resumes of the candidates; will serve as the chair of the search committee when one is appointed; and will recommend a finalist.
The Human Resources Representative, University Libraries (HRRUL) will serve as ex-officio non-voting secretary of search committees, and will provide procedural advice to the Director of Libraries, the RO and the search committee to insure adherence to University and other regulations; will verify, as requested, the academic credentials of candidates; will arrange for the placement of all ads and for any campus interviews; will notify applicants not chosen as candidates; will make all arrangements for on campus interviews; will notify all remaining candidates of completion of the search within one week of notification by the RO, and will maintain all files.
The Search Committee will consist of representative members appointed by the Director of Libraries for each search, the HRRUL as ex-officio non-voting secretary and the RO who will serve as the chair. It is always responsible for setting detailed criteria for screening, developing outlines for interviews, reviewing applications, selecting a pool for interview, setting the agenda and providing general oversight for campus interviews and recommending a finalist. Because of the sensitive nature of their considerations, the members will observe the strictest confidentiality in all Committee proceedings. Violation of the confidentiality is a serious breach of trust by the member.
The Committee on Appointments and Promotions will interview all candidates, and will do so jointly with a search committee when one has been appointed. It will forward to the Director of Libraries its recommendations on the appropriateness of appointment and rank for each candidate interviewed.
Library Faculty and staff will be encouraged to recommend candidates for vacant positions, to participate actively in campus interviews and to forward comments on candidates to the RO.
| (LPP 81:21, revised February 15, 1990) |
Whenever the ultimate decision concerning reappointment or promotion is negative, the Director of Libraries, upon request of the faculty member concerned, conveys the reasons for this negative decision to the faculty member.
In each case where a recommendation made by the Library Committee on Appointments and Promotions is not accepted by the Provost or the President, the reasons for such non acceptance are conveyed to the Committee through the Provost.
| (Academic Articles III, Section 4, Subsection (c), of the Faculty Handbook, 1995) |
Within the framework of the Academic Articles of the University, the appointments and promotions policies of the University Libraries are designed to contribute to the academic and scholarly excellence of the University by maintaining high standards of librarianship. The Committee on Appointments and Promotions must be concerned with assuring due process and procedural fairness for all Library Faculty. Reappointments and promotions are based on outstanding achievement, significant achievement, achievement and demonstrated potential in the stated criteria and cannot be fixed or absolute. It is the responsibility of the Committee on Appointments and Promotions to develop, maintain, update and communicate guidelines that provide concrete examples of minimum expectations for each rank. All criteria are to be applied to all faculty for reappointment and promotion, and will be applied in progressively more exacting degrees depending on the rank for which the candidate is being considered.
The Committee on Appointments and Promotions will interview selected external candidates for an open position for suitability for appointment to the faculty and will recommend faculty rank for which the persons are qualified.
If a member of the Library Faculty is selected for an administrative transfer and the senior administrator or Search Committee recommends an accompanying change in rank with the position, the Committee on Appointments and Promotions will review the proposal and accept or reject the proposed change in rank. An administrative transfer that does not involve a change in rank will not be reviewed by the Committee.
If a member of the Library Faculty is selected for an administrative transfer at the same faculty rank and later feels his/her rank should be changed, the Committee on Appointments and Promotions will upon petition consider the change at the person's next annual review.
Professional service is the basis for all reappointment and promotion, with the primary job assignment as its foundation. The primary job assignment is one which is directly measurable and is assessed and evaluated by the supervising librarian.
All other elements of direct and indirect service activity within the Library including special staff and line job assignments and Library committee work are considered part of professional service. Within whatever areas of Library service an individual faculty member performs, he or she is expected to demonstrate the required level of competence in the full range of appropriate skills.
Insufficient evidence of the required level of performance in the area of professional service leads to the non-reappointment or non-promotion regardless of overwhelming evidence in the other criteria (contribution to the profession or University and community service).
Contribution to the Profession
There are several ways to contribute to the profession. The two primary means are A) professional leadership and B) scholarship.
A) Professional leadership is an important component of a commitment to librarianship. Evidence of an active professional life is seen in but not limited to the following: membership in professional and appropriate scholarly organizations, committee appointments and election or appointment to office in those organizations, and attendance at and active participation in programs and meetings (e.g., speeches, panel participation, workshop or poster session presentations, and moderating or chairing public meetings), consulting, and professional publications. Such participation may be at any level: local, state, regional, national or international.
B) Scholarship is an important element in academic librarianship. This involvement in research will be reflected in one's own scholarship, as in publications, presentations at professional or scholarly meetings, various types of teaching (e.g., formal courses or informal workshops), or specialized products of activity (e.g., grant preparation or the mounting of exhibits) and in the application of existing scholarly findings to one's professional service. Additional advanced study beyond the first professional degree, including a second master's degree, is also evidence of participation in scholarship, but in itself may not be sufficient evidence of achievement for a specific rank.
The foregoing examples are illustrative and should in no way be interpreted as limitations or requirements. Appropriate ways of contributing to the profession will and should vary widely among the Library Faculty according to each person's interests, skills, experience and academic discipline. In all cases quality is more important than quantity. A major consideration in crediting various contributions to the profession will be the impact or influence of that activity upon the profession. For instance, in some cases a higher impact on a smaller group of colleagues may be as significant as a lower impact on a larger number of colleagues. Practical examples will be included in CAP guidelines. It is the responsibility of the candidate in his or her letter stating the case for promotion to speak to the quality and impact of his or her contribution to the profession.
University and Community Service
This criterion is primarily concerned with those areas of professional and faculty life which fall outside of the Library but are pursuant to the principles and values of the University. University-wide committee work is appropriate to this criterion (Faculty Senate, Academic Council, and other University committees). Community service that makes use of one's professional knowledge, skills, or experience or those of one's academic discipline is also appropriate. While participation is important, evidence of a willingness to serve the University and community must also be given due consideration.
The individual faculty members have the responsibility of providing to the supervising librarian(s) a complete and adequate record of all their activities under the various established criteria. Full and complete information concerning the primary job assignment must be available for the appropriate supervising librarian's evaluation.
The supervising librarian schedules a review meeting with the faculty member, preceded by an exchange of informal notes on what each would like to see covered/ highlighted in the meeting. Following the meeting the supervisor prepares a written summary of the meeting, covering the main points discussed. This should be signed, forwarded to the faculty member for review and signing, and sent, along with any agreed upon supplementary material, to the Senior Administrator. For those faculty members up for reappointment, the supervisor must make a specific recommendation on this action. In the case of dual assignment, an evaluation process will be conducted by each supervising librarian.
In the evaluation interview, the supervising librarian is encouraged to discuss with the faculty member all of the criteria for reappointment and promotion. Informed comments on the faculty member's achievement in other than job performance may be included in the final evaluation. These comments provide the Committee with important information concerning the candidate's efforts to meet the requirements of specific criteria in order to achieve promotion or reappointment at a given rank. It is on the supervising librarian's evaluation of the job performance, however, that the Committee on Appointments and Promotions will formulate its recommendation. The supervising librarian will make explicit the degree to which the faculty member's job performance contributes to or militates against a recommendation to reappoint or promote.
Senior Administrator's Role
The senior administrator has the final review of the faculty members' annual evaluations before submission to the Committee on Appointments and Promotions, nd as such has the responsibility to make sure the supervising librarians' evaluation is complete, adequate and addresses the criteria. Any gaps should be noted by the senior administrator and referred to the supervising librarian. Additional comments by the senior administrator regarding any criteria may be added.In the above procedure, when the position of senior administrator and supervising librarian are one and the same, those roles inherent to those positions are combined.
Committee on Appointments and Promotions' Role
The Committee on Appointments and Promotions' role is to review and evaluate all faculty members for reappointment and/or promotion, ensuring equal and just treatment for each and to recommend on appointments and promotions to the Director of Libraries. In most cases, the Committee will accept the supervising librarian's judgment on the performance of the primary job. In the case of multiple assignments, the Committee will weigh each evaluation in the light of the proportion of the faculty member's responsibility to each assignment as stated in the position description. If the evidence of professional service supports promotion or reappointment, the Committee will examine the candidate's fulfillment of the other three criteria. It is the Committee on Appointments and Promotions that determines "outstanding achievement," "significant achievement," "achievement" and "demonstrated potential" for those areas outside the primary job assignment.
It is the responsibility of the Committee on Appointments and Promotions to fulfill its role of maintaining and improving the quality of the Library Faculty, while recognizing their non-tenured status. Further, the Committee on Appointments and Promotions maintains those standards that are appropriate to the Library Faculty at Notre Dame.
In its deliberations concerning a candidate, the Committee on Appointments and Promotions will review the personnel file of each candidate. This personnel file will exclude confidential recruitment information and any documents prepared routinely as part of the primary job assignment. The file will contain: the form P and a full vita; annual evaluation documentation; letters which may be solicited, unsolicited, negative or positive; and any additional documents to support the other criteria. This file is available for review by: the faculty member, supervising librarian(s), senior administrator, and the Director of Libraries.
Information presented in this file is the basis for all Committee deliberations. At the discretion of the Committee, the chairperson may request amplification of any information presented in the file from the candidate, the supervising librarian or anyone who is familiar with the work of the candidate. Further information and documentation known to members of the Committee but not present may be requested for inclusion in the file. This is particularly appropriate in the case of those candidates whose professional service has included membership on Library committees. In all such cases the information must be relevant to the criteria for appointment and promotion. Any additional information will be requested in writing and will be available for review and comment by the candidate.
This completed file and the first-hand knowledge of the Committee members will be the sole representation of the individual in all Committee deliberation. The Committee in its discussions will weigh all information in the light of the stated criteria.
During the process of recruitment the Committee will interview each of the candidates considered for appointment to the Library Faculty to evaluate each in light of the established criteria for appointment and promotion and the qualifications stated in the Academic Articles. On the basis of this interview, each member shall prepare an independent evaluation of the candidate, and after full discussion, the Committee will summarize the evaluations and indicate the appropriateness of each candidate's appointment at a given rank to the Library Faculty. The Committee shall then vote upon a motion to recommend appointment at a given rank. Subsequent to Committee action, the Director of Libraries shall review all pertinent documents and initiate discussions by making a choice. Upon informal agreements with the candidate, the Director will draft a letter to the Provost making his personal recommendations and attaching the following: the recommendation form; the summary recommendation of the Committee; the faculty application form; the curriculum vita; and letters of recommendations from the candidate's references. Copies of all these documents will be made and retained in the Committee's file. Initial appointment to the Library Faculty will always be between one or two years, so that the contract will end on June 30th.
Reappointment contracts for Assistant Librarian and above vary according to individual situations, but are normally for a three-year period. Staff Librarians are considered for reappointment annually.
In evaluating an individual's qualifications for reappointment and promotion to the Library Faculty as outlined in the Academic Articles, the following more specific criteria have been identified: professional service, contribution to the profession and University and community service.
For reappointment, the main criterion is professional service.
Procedures for reappointment to the Library Faculty are initiated by the Director of Libraries.
He/She will advise all individuals slated for reappointment and their supervisors of this fact. In the absence of any request for referral to CAP by either party, an expedited reappointment process involving positive recommendations for reappointment by the appropriate department head and the Director of Libraries is initiated. Any cases referred to CAP will be reviewed in a timely fashion, with completion of the process before Christmas.
For promotion to Assistant Librarian, the faculty member must demonstrate significant achievement in professional service and potential in contribution to the profession or University and community service. For promotion to Associate Librarian the faculty member must demonstrate significant achievement in professional service and significant achievement in contribution to the profession and achievement in University and community service. For promotion to Librarian, the faculty member must demonstrate outstanding achievement in professional service and contribution to the profession and achievement in University and community service.
A Guideline for Self-Allocation of Time and Effort
Procedures for Nomination for Promotion, Review and Submission of Recommendations
The Director will issue an annual reminder soliciting nominations for promotion. Recommendations for promotion may be initiated by the faculty member's department head or senior administrator. Nominations for promotion may also be made by the candidate, or by any five members of the Library Faculty who have the rank of Assistant Librarian or above. The recommendation must be submitted in writing to the chairperson of the Committee on Appointments and Promotions and must contain specific reasons that are based on the established criteria.
The chairperson makes arrangements by November 1st for the necessary documents and information to be gathered for the files on the prospective candidates including an up-to-date "Form D, Annual Activities Report," an evaluation by the candidate's supervisor and senior administrator, and any other materials the candidate wishes to add to support his/her candidacy.
Individuals who have been recommended for promotion should be informed of their nomination by the chairperson so that they may add material to their file in support of their candidacy, and accept or decline the nomination. A faculty member declining a nomination for promotion should do so in writing.
The Committee reviews the file and discusses the merits of the candidate's case within the framework of the criteria expressed in the appointments and promotions document. The Committee, after full discussion, votes upon a motion either to recommend to reappoint or to promote. The motion is recorded and the resulting document is signed by each member of the Committee who took part in the discussions.
The secretary of the Committee on Appointments and Promotions submits along with a written report of the deliberations, the recommendation of the Committee, approved by the Committee, to the Director of Libraries who then submits this recommendation, along with his own, to the Provost for submission to the President for final action.
In cases with a final negative decision concerning reappointment or promotion, the Director of Libraries shall, upon request of the faculty member, convey orally the reasons for the negative decision.
Emeriti Status
A faculty member choosing to retire should notify the Director of Libraries of that intention at least six months prior to the date or retirement. Upon retirement, the faculty member receives emeritus status from the University. Under exceptional circumstances, the Director of Libraries, in consultation with the appropriate senior administrator, may ask the retiring faculty member to remain with the University Libraries in some capacity after retirement. Neither the University nor the Director of Libraries is obligated to offer any type of employment to retired faculty.
Amendments
Amendments to this Procedure for Appointments and Promotions in the Library Faculty document may be proposed at any time by a motion presented before the Library Faculty. Amendments become effective when approved by a simple majority of the Library Faculty, voting by a secret ballot, after receipt of written notification of the proposed change(s), and approved by the Director of Libraries.
| (LPP:81:15, rev. August 11, 1982) |
While all of the above are intended as guidelines only, adherence to them should simplify matters and expedite the work of CAP. Any variations from them must be approved by the appropriate administrator.
Appeals on allegations involving academic freedom, personal bias or procedural error are to be made in accord with the provisions of Article III, Section 4, Subsection (e), of the Academic Articles.
Statement of Commitment to Affirmative Action and Diversity in Conducting Library Faculty Searches
The University Libraries views affirmative action as a search for promise of future performance and excellence, and, therefore, reaffirms its commitments to the requirements of the law and the University's Equal Opportunity /Affirmative Action Policies, as well as to the subsidiary principles and hiring practices that follow from these. In implementing its equal opportunity/affirmative action obligations the Libraries is specifically committed to identifying qualified and high quality candidates for library faculty positions among traditionally underrepresented groups of every professional rank in order to insure that persons within these categories are given every opportunity for employment and, once employed, equal and fair consideration for promotion. Inspired by both the letter and spirit of the law and the University's AA/EO guidelines, the Libraries will seek candidates who might otherwise be overlooked or underestimated. Two of our explicit goals in hiring new faculty regardless of rank is to maintain a library faculty that is gender-balanced in the context of the profession and to create a department that is diverse by way of ethnicity in the context of the University community, the profession, and the general population. From these goals and the afore cited commitments flow several imperatives:
1) In the process of advertising vacant library faculty positions and making new hires we will avoid the application of overly restrictive or narrow definitions of competence and quality, thus seeking out persons of demonstrated ability and promise founded upon the broadest possible analysis;
2) We will energetically seek to identify and hire persons who will best assist us in achieving and maintaining a significant level of diversity of background within our faculty. Thus, we will explicitly consider the degree to which a candidate can potentially contribute to the diversity of our department;
3) In addition to evaluating faculty candidates in light of above cited principles, we will make substantial and sustained efforts to attract candidates who might not otherwise come to our attention through traditional methods of recruitment;
4) Because retaining faculty who enhance the diversity of the Libraries is as important as recruiting them, any behaviors or practices within the Libraries that are explicitly or implicitly exclusionary and/or undermine our commitments to affirmative action and library faculty diversity should, upon discovery, be discontinued.
5) Drawing upon its expertise and practical assistance, we will work cooperatively and in a concerted fashion with the Office of Institutional Equity.
Implementing Affirmative Action and Diversity Principles in Library Faculty Searches
Effectively implementing the above guidelines requires purposeful and conscientious action at both the advertisement/solicitation and evaluation stages of the hiring process.
Such purposeful and conscientious action necessarily begins with crafting the job advertisement. In order to attract a diverse applicant pool, the language and criteria for selection specified in the job advertisement should be as broad and inclusive as possible.
Methods of publicizing jobs and identifying candidates that overly rely upon friendship networks or personal contacts tend to exclude some categories of candidates and often reproduce the backgrounds of the current faculty. Advertising the vacant position in a journal, such as the American Libraries or the Library Job Postings on the Internet at http://www.libraryjobpostings.org/ satisfies only the minimum requirement of making the vacant position known to the profession as a whole. Acting affirmatively also requires that positive and aggressive steps be taken to reach out to ethnic minority candidates. While every search committee will implement the steps somewhat differently, they should routinely include seeking venues that are likely to be accessible to traditionally underrepresented groups:
* Advertising the vacant library faculty position in targeted or section newsletters and journals, such as The Hispanic Outlook in Higher Education;
* Advertising the position in targeted or special section electronic communication lists, such as diversity-l@ala.org (ALA’s list for diversity issues), Reformanet, Reforma’s official list at http://lmri.ucsb.edu/mailman/listinfo/reformanet, the Black Caucus at: http://www.bcala.org/advertise.htm , or, ALA division lists that would attract women applicants to library administrative positions, such as the lama-womad (the women administrators discussion group list);
* Advertising the position in targeted or special section employment web sites,
such as, the ARL’s Career Resources Online Service at: http://www.clarke.public.lib.ga.us/internetresources/employment.html Dominican University’s eRecruiting service at http://domin.dom.edu/depts/careers/employers.html, or, the University of Illinois’s GSLIS eBoard at http://www.lis.uiuc.edu/gslis/resources/jobs.html.
* Contacting known racial and ethnic minority candidates and inviting them to apply for the vacant position and/or soliciting their recommendations for potential applicants;
* Systematically combing external library and library school web sites in order to identify and invite applications from excellent graduate students and potentially recruitable library faculty at the appropriate rank;
* Systematically reviewing national programs to identify potential applicants, such as ALA’s Spectrum Initiative and the ARL Diversity Office’s M.L.S. Graduate Student Resume Database at: http://db.arl.org/careers/res/submit.html
* Systematically reviewing ALA’s site on recruiting for diversity at
http://www.ala.org/ala/diversity/divrecruitment/recruitmentdiversity.htm for periodically updated recruitment tips and resources.
Once the process of vetting candidates begins, purposeful steps also should be taken to ensure that unconscious stereotypes or assumptions regarding work quality, research topics, and professional presentation do not influence the members of the search committee. In this vein, each search committee must explicitly discuss the merits of the women and racial or ethnic minority candidates who do not advance at each stage of the evaluation process (such
as any long short list, short list, interview list).
Finally, all actions taken in accordance with the above guidelines and procedures should be reported in writing to the Library Faculty Affirmative Action Officer/ Chair of the Diversity Committee one to two weeks in advance of the search committee's request to interview candidates and, again, explicitly cited in the search committee's final memorandum to the Officer. The review process is to insure that appropriate Affirmative Action steps were taken
and purposeful consideration of applicants was given by the committee. With the AAO’s approval of the process, the search committee can proceed to the interview stage.
Campus Reporting
The University form, “Applicant and Appointment Review” will be completed for each position by the AAO and returned by the Director of Libraries’ office to the Vice President and Associate Provost’s office designated to gather this statistical data. When the annual summary report is returned to the Director of Libraries, it will be shared with the AAO and the Library Faculty.
(Revised by Library faculty: Library Faculty meeting, April 8, 2004)
| (Academic Articles III, section (11), of the Faculty Handbook, 1995) |
If a member of the Library Faculty claims to have suffered substantially unfair or unprofessional treatment in matters unrelated to compensation, dismissal, reappointment, or promotion, that faculty member should pursue that grievance through successive administrative levels until the matter is satisfactorily resolved or until the grievance is denied by the Director of Libraries. After a denial, the aggrieved may seek redress through a written petition to the Chairperson of the Faculty Grievance Committee. The petition, accompanied by any supporting documentation in the petitioner's possession, should set forth in detail the nature of the grievance and against whom the grievance is directed. The Chairperson appoints from the Committee a panel of three members; this panel either rejects or, following any appropriate investigation, gives detailed consideration to the petition. In any investigation, the panel has confidential access to all necessary information. The Provost resolves any dispute concerning such access. Further elaboration of the Committee's procedures may be found in Academic Article III, Section 9, of the Faculty Handbook.
The Byrne Fund has been established to encourage research by the University Libraries of Notre Dame Faculty. Funds are awarded by the Director of Libraries upon recommendation of the Professional Development Committee.
Use of the fund is limited to the costs associated with academic research. These costs could include expenses such as photocopying, mailing, computer analysis, etc. Travel funds necessary to do research at another location may also be included. Final decision regarding which costs are covered in a specific project will be made by the Director of Libraries upon recommendation of the Professional Development Committee.
While original academic research includes research in any field, priority will be given to research related to librarianship or the subject specialty of the librarian requesting the funding. Definition of subject specialty will be based on the librarian's job assignment and/or academic background.
Application for Funds
First consideration will be given to applications made by Feb 15th. The recommendation of the Professional Development Committee will be given to the Director of Libraries by April 1. Announcement of the award of funds will be made by the chair of the Professional Development Committee at the May Library Faculty meeting and funds will be made available on July 1. Applications should be submitted to the chairperson of the Professional Development Committee.
Each application should include a detailed written description of the research project. This description must include the purpose of the project and the value of conducting research on the topic. the value of the project and a bibliography of related literature on the topic. The value of the research in relation to the existing literature should be explained. The researcher must include plans for how the research will be communicated and disseminated, and a list of professional journals where results of the research will may be submitted for publication or a the conference where the research will may be presented. Expected date of conclusion of the project must be stated.
In addition, a budget must be included detailing all of the expected costs of the project. A statement regarding implications of not receiving funding is also required (e.g. abandoning the project, extending completion date, reconfiguring the work).
Accounting for Fund Use
Librarians awarded funds must make a full accounting of the use of the fund to the Professional Development Committee by June 30 of the year following award of funds. This report will be given to the Library Faculty in the July faculty meeting as either a written report or as an oral presentation.
(Revised February 12, 2004, Library Faculty Meeting)
The Academic Council: The principal functions of the Council are to determine general academic policies and regulations of the University; to consider the recommendations of the Graduate Council; to approve major changes in the requirements for admission to and graduation from the Colleges and Schools and in the program of study offered by Colleges, Schools, and Departments; to authorize the establishment, modification, or discontinuance of any academic organization of the University; and to provide for review, amendment, and final interpretation of the Academic Articles, without prejudice to Article V. The decisions of the Council are by majority vote and are subject to the approval of the President.
The Council meets at least once each semester. Meetings are called by the President. The President may call a meeting upon request of a member of the Council, and does call a meeting at the earliest possible time upon petition of six members of the Council. Any member of the Council may propose an item to the President for the agenda, and any six members may place an item on the agenda.
The Faculty Senate: The range of concern of the Faculty Senate extends to matters affecting the faculty as a whole. The Senate seeks to formulate faculty opinion and for this purpose may, at its discretion, conduct faculty meetings and referenda. The Senate also receives from other groups in the University items requiring consideration by the faculty. With respect to matters of academic concern, the recommendations of the Senate are referred to the Executive Committee of the Academic Council, which shall place the recommendations on the agenda of the Council.
The University Committee on Libraries: This committee formulates policies and makes decisions on matters concerning the University Library system as a resource for learning. It is responsive to the educational and research needs of the academic community, and to the counsel of the Director of University Libraries as the chief executive officer of the administration of the Library.
The University Committee on Computing and Information Services: The committee considers policies, practices, and procedures relating to the University computing and information services and advises the Assistant/Associate Provost concerning the user's needs for, and the direction of, academic and administrative computing.
University Committee on Elections: The University Committee on Elections, consisting of one member elected by the appropriate Council or representative body from each of the Elections Committees and one member of the special Professional Faculty selected by the Provost's office, conducts elections for University at-large positions.
VII.A. Faculty and Administrators Absence Report
VII.B. Request for Tuition Grant
VII.C. Memorandum on Proposed Travel
VII.D. Expense Report
VII.E. Library Faculty CV Outline
VII.F. Library Faculty CV Examples
VII.G. University Form P
VII.H Letter to Reference for Promotion to Assistant Librarian
VII.I Letter to Reference for Promotion to Associate Librarian
VII.J Letter to Reference for Promotion to Full Librarian
VII.K LEC Notes on Interview Guide for Annual Reviews (Section III.E.2)
VII.L LEC Faculty Annual Review Evaluation Factors
VII.M Calendar for Annual Reviews, Reappointments and Promotions, Fall 2008
VII.N Library Faculty Criteria and Procedures presented to the Library Faculty, October 2002, revised, September 2004
The Elections Committee is charged with organizing and carrying out elections of Library Faculty members to all University and Library committees requiring such elected representation. Furthermore, it is charged with organizing and carrying out all processes internal to the Library Faculty requiring a vote, as delegated by the Director of Libraries, or by the Library Faculty. Finally, the Committee is charged with annually surveying the Library Faculty for interest in serving on the various Library and University committees, and with using this information to create the initial election ballots.
Composition
The Elections Committee is composed of three Library Faculty members elected for two-year terms, with two new members one year and one new member the next. The new member(s) begin their term of office with the new Academic Year. All Library Faculty members are eligible for election to the Committee.
Internal Procedures
The Elections Committee will meet whenever necessary in order to accomplish its charges. In case of the absence of a Committee member, the remaining two members will constitute a quorum.
The Committee chair ensures that the following tasks are performed:
A. Hold elections as needed.
Election ProceduresB. Submit an annual report in July to the Director of Libraries.
C. Maintain an up-to-date roster of the current members (appointed and elected) of all committees for which this committee holds elections, as well as their periods of service.
D. Distribute and tabulate the Library Faculty Annual Survey of Interests during the fall of each year. The survey results should be shared with the Director of Libraries for assistance with committee appointments.
E. Maintain the Committee files for future use and reference for five years.
The Elections Committee will be governed by the following rules and procedures in conducting elections:
A. Eligibility of candidates:
I. Library Committees:
B. Timing of Elections:
1. Committee on Appointment and Promotions (CAP) Three members of the Committee on Appointments and Promotions are elected and two members are appointed, all for two-year terms which begin in June. Of the elected members, one member will retire one year and two the following year. Members of the current Library Faculty who hold the rank of Librarian, Associate Librarian, or Assistant Librarian, and who have been members of the Library Faculty for at least one year, will be eligible. Only one Assistant Librarian can serve on the Committee. No Faculty member may serve two consecutive terms. A partial term does not count as a term if its duration is equal to or less than one year. 2. All other Library standing committees The elected members are elected for staggered two-year terms. All members of the Library Faculty are eligible. No elected or appointed members may serve more than two consecutive terms. A partial term does not count as a term if its duration is equal to or less than one year. Procedures and eligibility requirements for each committee are stated in the Library Faculty Manual.
II. University Committees: Procedures and eligibility requirements for each committee are stated in the University Faculty Manual. Elections are for three-year terms, to begin with the academic year following the election. The Library Faculty elects one representative to the Academic Council, the Academic and Faculty Affairs Committee to the University's Board of Trustees, the Faculty Grievance Committee, the University Committee on Computing and Information Service, the University Committee on Libraries and the University Committee on Women Faculty and Students. It elects two representatives to the Faculty Senate, one representative to be elected in two of every three years.Each summer, the Elections Committee will select its representative for the following year (starting with the new academic year) to the University Elections Committee.
The election of a new committee member should be completed before the retiring member's term expires. If necessary, a retiring committee member will remain in office until the election of the successor is completed. The Elections Committee may run two elections simultaneously, one for a Library Committee, the other for a University Committee.
C. Preparation of Ballots:The Elections Committee will send a ballot at least ten days before the election deadline to each member of the Library Faculty, listing all the eligible candidates among those who expressed interest in membership on that committee in the Annual Survey of Interests, as well as others nominated by the Committee and willing to serve. The person whose term is about to expire will be named on the ballot, as well as those members continuing on the Committee, and the relevant term(s) of office will be stated. Each Library Faculty member will be asked to vote for one person for each vacancy being filled by election. The voting deadline will be stated on the ballot.
D. Counting the ballots:
The ballots will be deposited in a locked box in the Administration Office, 221 Hesburgh Library. Each person submitting a ballot will be asked to check his/her name on a list provided. Mail-in votes are acceptable. No votes will be accepted after the deadline. The Committee will meet and count the ballots as soon as possible after the voting deadline.
E. Requirements for Election:
I. Library Committees
F. Notification:
1. Committee on Appointments and Promotions (CAP) Selection by a majority of those voting is required for election. In the event that no candidate receives a majority, a run-off election between the two candidates with the highest number of votes will be held for each vacancy to be filled.
II. University Committees In accord with the University Faculty Manual, the person with the highest number of votes and at least one third of the votes cast is elected. The manual should be checked each year and in the absence of explicit University guidelines, the procedure for run-off elections will be the same as for Library Committees.2. All other Library standing committees The person with the highest number of votes and at least one third of the votes cast will be elected. In the event that no candidate receives one third of the votes on the first ballot, a run-off election between the two candidates with the highest number of votes will be held for each vacancy to be filled.
The Elections Committee will notify the Library Faculty and the Director of Libraries of the result of each election in a timely manner. In addition, the Chair of the University Elections Committee will be notified of the results of elections to University committees when all such elections are completed for the following Academic Year.
G. Staggered terms:
When Library Faculty members are being elected simultaneously for terms of differing length, the person receiving the most votes will serve the longer term.
H. Other Elections:
The Elections Committee will conduct elections according to the guidelines for elections of Library standing committees when requested to do so by the Library Faculty or the Director of Libraries.
I. Special elections:
In the case of resignations, the Elections Committee will conduct a special election as soon as possible. The term of the newly elected member will end when the original term would have ended. Procedure for Amendment Amendments to the above document may be proposed at any time by a motion presented before the Library Faculty. Amendments become effective when approved by a simple majority of the voting members.
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Page last modified on June 30, 2008
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University Libraries of Notre Dame
University of Notre Dame
Notre Dame, Indiana 46556
Telephone: 574-631-7780
Email: eiteljorge.1@nd.edu
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