Timetable for Promotion and Career Status Reviews

Review initiators (RIs) will confer with librarians. Any recommendations for an off-cycle review for a librarian who is not eligible for a regularly scheduled review during this review period should be brought to the Library Human Resources Department's attention by November 15, 2024. RIs and librarians begin the gathering of relevant documentation for promotion and career status review in those cases where (1) the librarian is scheduled for a review, or (2) the RI intends to initiate an off-cycle review, or (3) the librarian intends to request an off-cycle review. Candidates should begin to assemble their dossiers.  

As soon after November 1 as possible, but by November 15 at the latest, the candidate under review may provide the names of 3-5 persons to the RI from whom letters of evaluation may be solicited. The RI shall solicit letters evaluating the candidate from qualified persons, including a reasonable number of persons whose names have been provided by the candidate. 

Any request for deferral of a scheduled promotion or career status review must be made known to the Library Human Resources Department (LHRD) and CAPA by November 15, 2024 at the latest. RIs should be prepared to present information concerning the available evidence, which will form the justification for their recommendations. 

Concerns should be discussed with the candidate by the RI, and consideration should be given to the content of documentation that addresses such concerns.

RIs and librarians put together the formal documentation which will be used in the review. This should include:

1. RI's recommendation (Comments prepared by persons at higher levels of supervision (e.g. division heads, department heads, Assistant/Associate University Librarians (AULs)) may be included in the academic review file.)
2. Librarian's signed self-evaluation
3. Carefully chosen copies of reports, articles and books which the candidate has authored or edited and other documentation which the candidate believes may be of assistance in the evaluation
4. A current CV
5. Confidential letters solicited by the RI

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 May 1. 

March 1: Final date for submission of a complete promotion or career status review dossier that has received an authorized 30-day extension.