PROCEDURES AND CRITERIA FOR

PERFORMANCE REVIEW AND PERIODIC EVALUATION

 

VOLUME II: LIBRARIAN FACULTY

CHAPTER 1

PROCEDURES FOR PERFORMANCE REVIEW AND PERIOD EVALUATION

 

FAM 301

 

 

I.    PREAMBLE

The purpose of evaluation is to develop and maintain high quality librarians who are intellectually and professionally active and who communicate effectively with students.

The following sources of information are used in the process of evaluation:

A.  Librarian Activities Report (appropriately documented);

B.  Library Evaluator's report

In addition, evaluation includes administrative review.

The evaluation process is designed to provide constructive guidance to the librarian in achieving intellectual growth and professional development to ensure the protection of librarian, student, and institutional interests.

Procedures contained in this document are in accordance with the 1995-97 Memorandum of Understanding. This Memorandum of Understanding uses the term "Faculty Unit Employees" to refer to all persons in Bargaining Unit 3. In this document the term "librarians" shall refer to faculty unit employees in the library. In any case where disagreement occurs between this document and the MOU, the MOU shall prevail.

II.   EVALUATION

A.  TYPES OF EVALUATION

There are two types of evaluation. First is performance review, which is applicable to all probationary librarians for purposes of determining retention, tenure, and/or promotion. Performance review is also applicable to assistant and associate librarians requesting consideration for promotion.

B.  GENERAL PROVISIONS OF EVALUATION

Several general provisions apply to both periodic evaluation and performance review.

C.  EVALUATION COMMITTEES: Composition and Functions

D.  INSTRUMENTS OF EVALUATION

1.  Librarian Activities Report (LAR)

To be completed by all librarians subject to performance review, and by probationary and full-time temporary librarians subject to periodic evaluation. These shall cover all three areas of evaluation: professional assignment, professional growth and University and/or community service and shall reflect the cumulative record since appointment. Supporting documentation since the last LAR must be attached (for example, reprints of publications, appropriate evidence regarding speeches, consultations, performances, exhibitions, work in progress, etc.)

--	For probationary librarians being considered for retention and tenured librarians applying for           promotion, all supporting documentation since the last performance review.
--	For probationary librarians applying for early tenure and/or early promotion, all supporting           documentation since appointment.
--	For all others, all supporting documentation since the last performance review.

Librarians may include professional growth activities carried out prior to appointment. Pre-employment dates of such activities should be noted. The entire professional experience of the librarian should be examined and considered, but primary consideration shall be given to the professional accomplishments since appointment.

2.  Library Evaluator's Report

A Library Evaluator's Report shall be completed for each librarian subject to performance review or periodic evaluation. This report shall be completed after the appropriate librarian activities report is submitted to the Library Evaluator. The report makes no recommendation regarding performance review or periodic evaluation retention, promotion or tenure decisions. This signed report shall be submitted to the librarian for his/her ion File. The librarian shall receive a copy of the report and the librarian may submit a written response or rebuttal within seven day following its receipt for consideration in the current evaluation cycle. This statement shall be included in the Personnel Action File.

The Supervising Library Administrator shall prepare a report on the appropriate librarian when one is necessary for either performance review or periodic evaluation.

3.  Student Consultation

a.	Once each quarter, the University Librarian shall announce office hours in the class schedule and on the Library Bulletin Board for the purpose of meeting with students who wish to comment on the performance of librarians. There must be at least twelve such hours chosen so that nearly all students have the opportunity to meet.
b.	The University Librarian must have at least one member of the Library Evaluation Committee present during these meetings. In those instances where the University Librarian and the committee member(s) judge that students' comments may have a bearing on either performance review or period evaluation, the University Librarian shall ask that the comment be submitted in writing and signed. Before a student elects to submit written comments, the student must be advised of the disposition of the comments and the current understanding of the meaning of "open files."
c.	The University Librarian shall submit all written comments to the University Librarian's Office for inclusion in the Personnel Action File of the affected librarian. The librarian shall be informed of such written comments and shall have the right to submit a written response to be included in the Personnel Action File.

b.

Materials submitted to the WPAF by a librarian for evaluation purposes shall be deemed incorporated by reference in the PAF, but need not be physically placed in the file. An index of such materials shall be prepared by the librarian and submitted with the materials. Such an index shall be permanently placed in the PAF.

F.  RECOMMENDATIONS

G. DECISION

III.    PERFORMANCE REVIEW

A.  DEFINITIONS

1.  Performance Review

Performance review is the process whereby decisions concerning retention, promotion, and tenure are made. Performance reviews are based upon information obtained from students, peers, and administrators in the manner described below. Upon completion of deliberations at each level of performance review, a copy of the recommendation shall be forwarded to the librarian, who may respond in writing within seven days after receipt of the recommendation and/or request a meeting with the recommending party.

2.  Probation

The normal period of probation shall be six years of credited service or full-time probationary service. A year of service for a librarian in an academic year position is three consecutive quarters of employment within an academic year. Any deviation from the normal six year probationary period shall be the decision of the President or designee, following consideration of recommendations from the Library Evaluation Committee, University Librarian, and the University Evaluation Committee.

A probationary librarian in the second year of service shall be notified by the President or designee of a final decision on retention no later than February 15. A probationary librarian who has served more than two years of probation shall be notified by the President or designee of a final decision on retention or a terminal year appointment no later than June 1.

3.  Tenure

Tenure is the right of a librarian to continue permanent employment at the campus except when such employment is voluntarily terminated, or terminated by the employer pursuant to the provisions of a collective bargaining agreement or law.

The President or designee may award tenure to a librarian after a six-year probationary period. Upon application by a candidate and consideration of positive recommendations from evaluation committees and the University Librarian, the President or designee may award tenure before the end of the six-year probationary period. Tenure shall be effective at the beginning of the academic year succeeding the year in which tenure is awarded.

4.  Promotion

Promotion is the advancement to a higher rank of a probationary or tenured librarian. A probationary librarian shall not normally be promoted during probation. A probationary librarian shall normally be considered for promotion at the same time he/she is considered for tenure. Probationary librarians shall not be promoted beyond the rank of Associated Librarian. Upon application by the candidate and following consideration of positive recommendations from evaluation committees and the University Librarian, probationary librarians may be promoted to the rank of Associate Librarian. A tenured librarian shall normally request consideration for promotion after he/she has (a) been granted four (4) MSAs under the salary schedule in effect prior to the effective date of this Agreement, eight (8) Service Salary Step Increases (SSSI) under the revised salary schedule, or a combination of both which does not exceed the total of eight (8) Service Salary Step Increases on the revised salary schedule, (b) has served four (4) years in the same rank/classification, or (c) has reached the maximum salary for a given rank. Upon application, and following consideration of positive recommendations from evaluation committees and the University Librarian, a tenured librarian may be promoted to the rank of librarian prior to have been granted the MSA/SSSI maximum.

The President or designee shall notify the librarian in writing of the final decision on promotion no later than June 15. Such notification shall include the reasons for approval or denial and shall indicate the effective date of the promotion.

5.  Ranking

All librarians recommended for promotion shall be ranked in order of preference. The same criteria will be utilized in ranking that were used in recommendations for promotion. Associate librarians on Library Evaluation Committees shall only be involved in the ranking of those recommended for promotion to Associate Librarian.

In all instances, ranking for promotion provides a recommendation to the President or designee for action to be taken in the event of inadequate funds. Where librarians are not promoted due to lack of funds, they shall be automatically considered recommended for promotion and shall be given first priority when funds for promotion next become available.

C.  PROCEDURES FOR PERFORMANCE REVIEW

The performance review process is composed of a number of steps involving the accumulation of materials to be evaluated and the determination of recommendations at various levels of peer and administrative review.

Procedures governing performance review for librarians:

1.	Librarians complete LAR forms and submit these to the ULO. Prior to the beginning of the review process, the faculty unit employee subject to review shall be responsible for the identification of materials he/she wishes to be considered and for the submission of such materials as may be accessible to him/her. Evaluating committees and administrators shall be responsible for identifying and providing materials relating to evaluation not provided by the employee. A specific deadline before the recommendation is made at the first level of evaluation shall be established by campus policy at which time the Working Personnel Action File is declared complete with respect to documentation of performance for the purpose of evaluation. Insertion of material after the date of this declaration must have the approval of the Library Evaluation Committee and shall be limited to items that became accessible after this declaration. Material inserted in this fashion shall be returned to the initial evaluation committee for review, evaluation and comment before consideration at subsequent levels of review. If, during the review process, the absence of required evaluation documents is discovered, the Working Personnel Action File shall be returned to the level at which the requisite documentation shall have been provided. Such materials shall be provided in a timely manner.
2.	Library Evaluators (or the Supervising Library Administrator when necessary) shall complete Evaluator's Reports. Evaluator's Reports, based on LARs, shall be submitted to the ULO.
3.	The ULO assembles the WPAF and submits these to the Library Evaluation Committee and University Librarian for concurrent review and recommendations.
4.	The ULO submits the WPAFs to the University Evaluation Committee for review, recommendations, and rankings in promotion cases.
5.	The ULO submits the WPAFs to the President or designee for decision. In addition to decisions regarding retention, promotion or tenure, the President or designee may notify probationary librarians that performance review is required in the third or fifth probationary year.

IV.     PERIOD EVALUATION

A.  DEFINITIONS

1.	Periodic Evaluation Periodic evaluation is the process whereby librarians who are not subject to performance review are evaluated. Those subject to periodic evaluation include temporary part-time and temporary full-time librarians, and first, third and fifth year probationary librarians. Third and fifth year librarians applying for early tenure and/or early promotion will be subject to performance review and therefore periodic evaluation will not be necessary. Periodic evaluation will also not be necessary for third and fifth year librarians subject to performance review as a result of notification by the President or designee.
2.	Purpose of Periodic Evaluation The purpose of periodic evaluation for librarians is to evaluate professional assignments and where applicable, professional growth and University and/or community service. Where necessary, steps may be recommended to improve performance.
3.	Result of Periodic Evaluation The result of periodic evaluation is to be a summary statement on the strengths and weaknesses of the librarian in the areas of professional assignments, professional growth/activities and University and/or community service. This statement may include recommendations for improvement. Upon completion, each summary statement is placed in the PAF and a copy is provided to the librarian.