Frequently Asked Questions about the Librarian Review Process
Frequently Asked Questions about the Librarian Review Process
What is the Librarian Review Process?
The quality of the Librarian series at the University of California is maintained primarily through objective and thorough review by peers and administrators of each candidate for appointment, merit increase, promotion and career status action. The Librarian Review process is the means by which this quality is maintained. The process spans three quarters of a calendar year, beginning in September and is completed the following July, however, the period requiring intensive action by the Librarian under review is from October through January. See APM 360-80 for detailed information.
How often do reviews take place?
The performance of each appointee shall be reviewed periodically and the review shall include participation by an advisory review committee - see APM 360-6-b and c and APM 360-80 for further details. The normal reviews of incumbents in the librarian series is as follows:
every year in the Assistant Librarian rank
every two years beginning with Step III of the Associate Librarian rank through Step II of the Librarian rank (following the initial two year review at Associate Librarian Step VII, The Associate Librarian Step VII shall be subject to subsequent reviews every three years
every three years beginning with Step III of the Librarian rank through Step V of the Librarian rank
See APM 360-80 for further details
What documentation should I compile for the review process?
The Candidate should consult the Documentation and Signature Checklist for a complete listing of materials required for merit or promotion, however the following materials must be compiled for all review files:
I. Statement of Responsibilities.
This document is intended to describe the Candidate's general area of responsibility and reporting structure within the context of the unit and the Library. It is to be prepared jointly by each librarian and the Review initiator for inclusion in the librarian's review file.
II. Activities Summary
Each librarian must complete an Activities Summary to be used by the library administration, and by the review committees in the evaluation process. This document should list professional activities the librarian has been involved in during the review period for 1) professional competence and quality of service within the library, 2) professional activity outside the library 3) university and public service and 4) research and other creative activity.
This document shall be prepared by the Candidate, and shall serve to explicate upon the activities described in the Activities Summary as well as any other relevant activities. The intent of this document is to provide the Candidate with an opportunity to identify individual goals and assess his/her accomplishments, achievements and potential against these goals.
IV. Curriculum vitae (required for first review @ UCSF, promotions, accelerated merits and advancement to Librarian Step V)
V. Copies of Publications
What is CAPA and how does it work?
The Committee to Advise of Personal Actions (CAPA) affecting academic appointees to the librarian series advises the Vice-Chancellor/designee on appointment, merit increase, promotion, or career status for members in the librarian series. CAPA is the sole peer review body for persons holding appointments in the Librarian series. For purposes of appointments, it is the responsibility of CAPA to assess the qualifications of the reviewees and their potential as productive members of the library staff. For the purposes of merit increases, promotions and career status actions, it is the responsibility of CAPA to assess an individual's performance during a given review period to determine if a merit, promotion, or career status action should be recommended.
See UCSF Guide for Librarians' Peer Review Process Section C for further details.
What are the responsibilities of the Review Initiator?
The Review Initiator is the immediate supervisor who is responsible for writing the evaluation of the librarian under review.
What guidance and support will LAUC provide in the review process?
The review cycle begins in September of each year, when Human Resources Coordinator submits a list of all Librarians and their status to the Chair of CAPA. Within a few weeks, all members of the Librarian series are informed of their eligibility for review. In support of the review process, LAUC-SF officers will present a workshop for LAUC membership to orient librarians to the review process. In addition, members of the Librarians series are welcome to consult with their peers about the process.
What is the difference between Promotion and a Merit Increase?
A Merit Increase is an advancement in salary within rank in the Librarian series. For example, there are a series of merit increases within the rank of Assistant Librarian spanning Step I - VII. Criteria for judging the qualifications of candidates are listed and described in APM 360-8, 360-10-b and 210-4-e. These criteria must form the basis for determining and recommending actions.
A Promotion is an advancement to a higher rank within the Librarian series, usually the next higher rank. For example from Assistant Librarian to Associate Librarian. In addition to criteria listed and described in APM 360-10-b see 360-10-c for a statement on promotion criteria.
In addition, see LAUC Position Paper 1, Criteria for Appointment or Promotion to the Ranks of Associate Librarian and Librarian and Advancement to Librarian Step V, for further details.
What is the difference between Career and Potential Career Status?
Career status is achieved upon successful completion of a suitable trial period in potential career status - see APM 360-17. Possession of career status guarantees that a review will be conducted before a librarian is terminated for unsatisfactory performance. Since the Academic Personnel Manual does not specify any criteria for awarding career status, it is assumed that both the criteria and procedures for a separate career status review are identical to those of a normal merit review.
Associate Librarians and Librarians may technically achieve career status at the earliest at their two year work anniversary. For practical purposes this is done during the peer review cycle so the career status date may be as early as the July 1 following their second anniversary.
Career status is awarded under the following procedures:
1. Career status is automatically granted in cases where an Assistant Librarian is promoted to the rank of Associate Librarian.
2. A librarian appointed at the Associate level must be considered for recommendation for career status during his/her trial period of not more than four years and not less than two, unless promoted sooner to the rank of Librarian. Failure to attain career status during this period will result in termination.
3. A librarian appointed at the full Librarian rank must be considered for recommendation for career status during his/her trial period of not more than three years and not less than two. Failure to attain career status during this period will result in termination.
What is acceleration and Deceleration?
Acceleration is an advancement in step or rank, or both, beyond that indicated in the review schedule. While the salary scales are specific with regard to normal merit increments and promotion schedules, acceleration should be considered if warranted by unusual achievement and exceptional promise of continued growth.
Deceleration is the withholding of a merit increase after the librarian has served the normal period at a given step. In some instances, a librarian may not meet the challenges of his/her primary responsibilities in a productive or creative manner. A librarian may also fail to contribute in even a modest way to the library or to improve his/her own professional or academic skills. If a librarian fails to meet minimum expectations in his/her job assignment or if he/she fails to meet minimal expectations for librarians in other areas of professional, intellectual or creative endeavors, then that librarian should be considered for evaluation.
Can I defer my review?
A member of the Librarian series can request a deferred review only when there is insufficient evidence to evaluate performance due to prolonged absence since the last personnel review or other unusual circumstances. A request for deferral should be prepared for transmission to Peer Review Committee and will be reviewed by the Committee and the Administration in the same way that other actions are reviewed. If a request for deferral is denied, the documentation for the appropriate action must then be prepared and submitted.
A deferral is a neutral action, which can only be initiated with the written agreement of the reviewee. Deferral of review should be permitted for all appointees with career status in the Librarian series of the University of California. Reviews, if deferred, are deferred for a period of one year. A deferral for an additional, consecutive year should be regarded as a mew request and thus subject to the same procedure.
It is important to note that a deferred review is not the same as an extension which may be granted by the University Librarian in cases where documentation is not submitted by the required deadline.
What strategies should I employ to successfully meet the four criteria?
Discuss this topic with your Review Initiator soon after your appointment to the Librarian series to discuss the criteria. Also contact other LAUC members to discuss their career and elevation within the steps and ranks of the series. See APM 360-10 and APM 210-4 for information about the criteria.
If I disagree with my review what course of action can I take?
The Candidate can submit a rejoinder - a statement prepared and submitted to the review initiator by a candidate who wishes to comment on his/her evaluation and/or recommendation. For example, a rejoinder may correct documents deemed to be unwarranted or incorrect, amplify statements deemed inadequate, or add significant achievements to the record, or the Candidate may wish to present a different perspective on his/her performance.
A rejoinder may take the form of a self-initiated recommendation for merit increase or promotion in cases where the Review Initiator and the Candidate do not agree on the proposed action. In preparing rejoinders, a candidate may request that the University Librarian, Personnel and Administrative Services solicit supporting letters on his/her behalf, prepare a written summary of these letters, and provide counseling if necessary.
How do I get access to my review file?
A member of the librarian series shall have access to his or her academic personnel records in accordance with policies found in APM 160 - 20. The confidential academic review record is that portion of the academic personnel records pertaining to an individual maintained by the University for the purpose of consideration for personnel actions. The Librarian has the right to receive a redaction of the confidential documents contained in his/her personnel file. APM 160-20-c states "upon request to the Vice-Chancellor, a comprehensive oral summary of the substance of all "confidential" documents about himself or herself .....upon written request, the Vice-Chancellor shall provide the individual with this summary in writing. Under normal circumstances, within ten working days of a written request a member of the librarian series shall be given one complete copy of requested "personnel information" and a list of the types of confidential academic review material in the record. See APM 360-35 for additional information.