(A) When there is a vacancy to fill in a
librarian position it is the responsibility of the director of the university
library and the librarians to work together to consider how the vacancy might
best be used to advance the mission of the Library. They shall also examine the
qualifications appropriate for the position, the type of search (local,
regional, national) required, and the appropriate salary range for the
position. After these discussions, the director is responsible for creating a
job description and receiving authorization from the university to begin the
search. The personnel action committee for searches (PAC-S) shall then be
elected. At the first meeting, the director and the PAC-S shall review
strategies for a successful search. If during the process of the search, the
director or the PAC-S has major concerns over the progress of the search, the
pool of candidates, or the qualifications of the candidates, there may be
additional meetings of the director and the PAC-S before the committee begins
to deliberate on its recommendation.
(B) Recommendations for appointments and
promotions shall be made to the president and then to the board of trustees,
and shall be accompanied by the academic and personal qualifications of
nominees, including relevant biographical data, evidence of professional
degrees and honors, a statement of professional achievements, and
recommendations from at least three responsible academic or professional
(C) Procedures for appointment to all
These procedures shall be followed for
appointment to librarian ranks:
(1) The personnel action
committee for searches (PAC-S) serves as the personnel action committee in all
matters pertaining to the selection and appointment of personnel to all
permanent librarian positions except for the directorship.
(1) The PAC-S shall
consist of four librarians.
(2) At least one
librarian shall be from the highest two librarian ranks.
(3) There shall be at
least one bargaining unit and one administrative librarian on each
(4) The administrator of
the unit in which the vacancy occurs shall be a member of the committee, unless
this person is the director of the university library.
(5) One person, not a
librarian, from the university library or university faculty or staff shall be
elected as a voting member.
(6) The director of the
university library is ineligible to serve.
(1) The PAC-S shall be
elected by the librarians at the time a vacancy is to be filled.
(2) There will be a
separate PAC-S for each search.
(3) The members of the
PAC-S shall elect their chair.
(F) Functions and
(1) The PAC-S shall base
searches on the position description for the vacancy as written by the library
administration. The director of the university library shall consult the
viewpoints of the librarians at a meeting on the appropriateness of the
(2) The PAC-S shall
conduct searches in accordance with the applicable librarian personnel
policies, university policies, the SEIU district 1199 contract, and affirmative
(3) The PAC-S shall
invite comments and evaluations of the candidates from all interested parties
before determining its recommendation.
(4) The librarian members
of PAC-S shall constitute a personnel action committee for the purpose of
recommending a librarian rank and salary for each candidate that the PAC-S
recommends to fill the vacant position.
(5) The PAC-S shall
present its recommendations for the vacancy, including rank and salary, to the
librarians for approval. A special meeting may be scheduled for this purpose.
This meeting is an occasion for the librarians and the director of the
university library to discuss the recommendation. Possible actions by the
librarians might include stating reservations or objections, offering
amendments, accepting, rejecting or returning the recommendation to the
(6) The recommendation(s)
as approved by the librarians shall be submitted to the director of the
(7) Searches for
temporary librarians do not require a PAC-S. The director of the university
library appoints search committees for such positions.
(8) If the director of
the university library and the PAC-S are in agreement concerning the search,
the director shall forward the name of the recommended candidate, including a
recommended salary and rank, to the provost. If there is a disagreement over
salary or rank, both recommendations shall be submitted to the provost for the
provost's determination. If the director of the university library and the
PAC-S are unable to agree on an appointment recommendation, both
recommendations shall be submitted to the provost. In such case, the provost or
representative shall meet with the director of the university library and the
PACS to pursue a mutually agreed solution. If the provost decides to recommend
the appointment of a candidate that the PAC-S does not support, the provost
shall state the reasons to the PAC-S. Before a disagreement is forwarded to the
provost, an additional meeting shall be called by the director of the
university library to seek agreement with the librarians.
(9) The director of the
university library may make reasonable adjustments to the recommended salary in
negotiating with candidates. The final salary shall be reported to the
(10) The name of each
candidate proposed by the provost shall be forwarded to the president,
accompanied by statements from the appropriate PAC-S, the director of the
university library, and the provost.
(11) From such
candidates, the president shall recommend to the board of trustees those
acceptable for appointment.
(G) Procedures for promotion in
These policies provide ranks for librarians
appropriate to their education, skill, performance, and level of
responsibility. The purpose of ranks is to ensure recognition of merit and to
provide advancement when warranted. The personnel action committee for
promotion (PAC-P) shall be responsible for making recommendations on candidates
applying for promotion.
(1) There shall be a
separate PAC-P for each candidate applying for promotion.
(2) Each PAC-P shall
consist of three librarians.
(3) Only librarians shall
serve on a PAC-P.
(4) A majority of members
of each PAC-P shall be of the same or higher rank as the rank requested by the
(5) Each PAC-P shall
include both administrative and bargaining unit librarians.
(6) Each university
library PAC-P shall be composed of two members from the university library and
one from the Cleveland-marshall college of law library.
(7) The direct
supervisors of the candidate for promotion shall not be eligible to serve on
the PAC-P considering that candidate.
(8) The director of the
university library is not eligible to serve on a PAC-P.
(1) A PAC-P shall be
established only when there are candidates seeking promotion.
(2) The university
library shall elect its two members first.
(3) After the university
library elects two PAC-P members, the director of the university library shall
request from the law library director that the third member of the PAC-P be
elected from among the law librarians. The director of the university library
shall specify to the law library director the rank and bargaining unit status
of the PAC-P member to be elected by the law library so that the membership of
the entire PAC-P shall meet the criteria specified in paragraph (H) of this
(4) The PAC-P members
shall be elected from the eligible librarians.
(5) In the event of
conflict of interest or schedule conflicts due to vacation or sick leave, an
alternate shall be elected.
(6) Upon election, the
members of the PAC-P shall elect a chair and receive the promotion dossier with
supporting materials from the director of the university library.
(7) In the event that
there are no eligible candidates from the law library who are able to serve,
the balance of the PAC-P members shall be elected from the university
(1) The PAC-P shall
receive the candidate's promotion dossier with supporting material from
the director of the university library after the election of the PAC-P. Each
candidate's dossier shall include a resume, self-evaluation, and
administrative evaluations. Letters of reference are optional. Other supporting
documentation may be included.
(2) The PAC-P shall
review the candidate's promotion dossier and supporting material and make
a decision by majority vote to recommend promotion or not. The PAC-P may
request additional letters of reference or supporting documentation. The
PAC-P's recommendation with rationale shall be forwarded to the director
of the university library for evaluation. A minority opinion with rationale may
also be provided.
(3) The director of the
university library shall forward the promotion dossier with supporting
materials, the PAC-P's recommendation and rationale, and recommendation
and rationale to the provost.
(4) If the director of
the university library and the PAC-P are not in agreement, the recommendations
are submitted to the provost for the provost's determination. In such
case, the provost or representative shall meet with the director of the
university library and PAC-P to pursue a mutually agreed solution. If the
provost decides the promotion request in a manner not supported by the PAC-P,
the provost shall state the reasons to the committee. In the case of a decision
by the provost resulting in no promotion, the provost shall provide in writing,
a rational for this denial to the director of the university
(5) Copies of the
recommendations with rationales shall be supplied to the candidate at every
step of the procedure.
(6) Candidates for
promotion may withdraw their application at any step in the
(1) By October first:
Notification by candidates of their application for promotion to the director
of the university library. A promotion dossier with supporting materials shall
(2) By October eighth:
Election of PAC-Ps.
(3) By October fifteenth:
Election of PAC-P chairs by PAC-P members.
(4) By October sixteenth:
The director of the university library shall submit promotion dossiers with
supporting material to PAC-P chairs.
(5) By October twentieth:
Each PAC-P will begin review of candidates' applications for
(6) By December first:
Each PAC-P will forward recommendations with rationales to the director of the
(7) By January
twenty-fifth: The director of the university library shall forward
recommendations with rationales and dossiers to the provost.
(8) By February
fifteenth: Provost shall forward recommendations to university president. From
candidates who have been reviewed in accordance with the procedures outlined
above, the president shall subsequently recommend to the board of trustees
acceptable candidates for promotion.
(9) By April fifteenth:
Appropriate administrative officials shall notify the candidates of the final
decision with respect to promotion.
(10) Should any of the
above dates in a given year fall on a university holiday, emergency closure, or
a weekend, the due date shall be the next immediate business day.
(L) Grievance and
(1) For bargaining unit
(a) Within ten working days of receipt of the final
decision, the candidate for promotion may initiate at Step three the CSU/SEIU
district 1199 grievance procedure (article eight) on the basis that the denial
of promotion was demonstrably arbitrary, discriminatory, and capricious or in
violation of procedures established in the CSU/SEIU district 1199
(2) For administrative
(a) Within ten working days of receipt of the final
decision, the candidate for promotion may request a hearing from the librarians
review committee on the basis that the denial of promotion was demonstrably
arbitrary, discriminatory, capricious, or in violation of established standards
for promotion, or in violation of academic freedom.
(M) Qualifications for librarian
(1) Appointment to or
promotion within librarian ranks shall be on the basis of merit and without
regard to race, color, religion, national origin, sex, age, sexual orientation,
handicap or disability, employee organization, veteran status or political
organization. Librarians are expected to perform according to the highest
standards of ethics and responsibility. The primary mission of librarians
includes the selection, organization, management, and provision of information
resources and services, as well as performing research and providing
instruction on the use of these resources. Assignments also include the
management of human, fiscal, and technological resources. Duties assigned to
each librarian are found in individual position descriptions. Good performance
of these assigned duties is the threshold for promotion. In addition, each
librarian is expected to participate in a combination of scholarly,
professional, and service activities of the librarian's choice. The
cumulative effect of the performance of assigned duties and of scholarly,
professional and service activities shall be used to develop the recommendation
of the PAC-P.
(a) Assigned duties may include:
development and management
(ii) Reference &
information service and research support
database management, and organization of information resources
(iv) Instruction on
library use, resources, and research
(v) Management of library
units/activities and supervision of personnel
(vi) Contributions to
library planning and decision-making
(vii) Application of
current advances in librarianship and information technology
(viii) Library systems,
hardware, software and information technology
(ix) Liaison activities
with individual faculty or assigned departments
professional, and service activities may include:
(a) Academic coursework and degrees
(c) Attendance at conferences and workshops
(d) Participation in professional
(f) University service
(h) Community service
(j) Mentoring of colleagues
(N) Librarian ranks
Assistant librarian is an entry-level rank. An
assistant librarian is appointed to this rank upon evidence that they holds a
master's degree in library science from a school accredited by the
American library association or its equivalent, exhibits good promise as a
librarian, and potential for achievement in scholarly, professional, or service
(2) Senior assistant
Appointment or promotion to the rank of senior
assistant librarian shall be based on evidence of full competence in performing
assigned duties. The librarian shall have demonstrated an exploration of
scholarly, professional, or service activities and the ability to incorporate
these activities into the work experience to enrich performance. Librarians
shall normally have at least two years of professional experience before being
appointed or promoted to this rank.
Appointment or promotion to the rank of
associate librarian shall be based on superior performance of assigned duties.
The librarian shall have a record of significant participation in scholarly,
professional or service activities and shall have demonstrated the ability to
incorporate these activities into the work experience. Librarians shall
normally have at least five years of professional experience before being
appointed or promoted to this rank.
Appointment or promotion to the rank of
librarian shall be based on evidence of sustained excellence in the performance
of assigned duties. The librarian shall have a record of significant
contribution in scholarly, professional or service activities such that the
cumulative effect of these contributions shall reflect a leadership role at the
regional or national level. Librarians shall normally have at least eight years
of professional experience before being appointed or promoted to this
(5) Director of the
(i) The director of the
(ii) Shall have general
administrative responsibility for the program and budget of the university
library, subject to approval by the provost;
(iii) Shall recommend
through the provost to the president all appointments, promotions, salary
adjustments, dismissals, and other personnel actions with regard to
(iv) Shall encourage and
promote morale, the highest standards of professionalism, scholarship, and
professional achievement within the university library;
(v) Shall annually
discuss with each librarian the objectives and achievements of that librarian
with respect to the standards stated in paragraph (M) of this
(vi) Shall cultivate
democratic management by sharing information on all matters of library interest
with all librarians at regularly scheduled librarians' meetings, and by
consulting their viewpoints on all significant actions; and
(vii) Shall be assisted
in the performance of the director's responsibilities by an advisory
(O) Method of selection
(1) The search committee
shall consist of four librarians at the highest two ranks (to the extent
possible) elected by the librarians, and three members of the university
faculty appointed by the provost. A non-voting student member should then be
added. The search committee may request the services of one or more
consultants. The committee shall solicit recommendations and interview
candidates. The committee shall recommend to the provost and the president the
names of individuals considered acceptable for appointment.
(2) Librarian rank for
the director of the university library
On appointment, the director of the university
library shall receive the rank of librarian or associate librarian. Only
candidates that meet the qualifications of these ranks shall be appointed. The
librarian members of the search committee for director shall form an ad hoc PAC
to recommend a rank to the provost. The PAC will base its recommendation on the
qualifications for librarian ranks outlined paragraph (M) of this rule.
(P) Appointment of acting director of the
The appointment of an acting director shall be
made by the Provost after consultation with the academic steering committee of
the faculty senate and an ad hoc personnel action committee (PAC-A) elected by
the librarians. The PAC-A shall have three members with at least one bargaining
unit librarian and one administrative librarian.
(Q) Review and continuance of the
director of the university library
Evaluation of the director of the university
library is the responsibility of the provost. Objectives against which the
director shall be evaluated shall be developed by an ad hoc personnel action
committee (PAC-E) elected by the librarians. It shall have three members with
at least one bargaining unit librarian and one administrative librarian. The
objectives shall have the approval of the provost and the library committee of
the faculty senate.
(R) Forms for the evaluation shall be
developed by the PAC-E with the approval of the provost. Formal evaluation
shall be conducted every three years.
(S) Forms shall be distributed to the
librarians. All evaluations shall be received by the provost. The provost shall
consult with the library committee of the faculty senate and other faculty
members as the provost considers appropriate. The director of the university
library may be removed from office at the end of a contract year by the
president of the university. If after three successive negative evaluations the
president chooses not to remove the director from office, the president shall
discuss this decision with the PAC-E.
(T) For the purposes of this section, a
negative evaluation requires an absolute majority of the librarians voting