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Committee on Promotion

The Libraries' Faculty Committee on Promotion will review the professional competence and contributions of librarians/archivists being considered for promotion. The Committee is responsible for recommending action regarding promotion to the University Librarian and Associate Provost based on the "Libraries' Faculty Guidelines for Librarian/Archivist Rank and Promotion" (outlined below). The Committee on Promotion is also responsible for recommending an appropriate rank for all candidates for librarian/archivist positions.

See Frequently Asked Questions for more information.

Refer to the Libraries Faculty Advisory Board & Standing Committee Membership List for a current list of members.

SOURCE: University of Georgia Libraries' Faculty Guidelines for Librarian/Archivist Rank and Promotion, p. 10, approved February 1989, amended June 1991, July 1991.



UNIVERSITY OF GEORGIA LIBRARIES FACULTY GUIDELINES FOR LIBRARIAN/ARCHIVIST RANK AND PROMOTION

Contents:

CRITERIA FOR LIBRARIAN/ARCHIVIST RANKS

The criteria listed under each rank indicate the level of achievement candidates are expected to meet or exceed in order to be promoted to that rank.  Prior service as a librarian/archivist or prior service in other professional activities qualifies for consideration in meeting the criteria for length of service, but is not automatically applicable.  The typical length of service is indicated for promotion to ranks II, III and IV.  These criteria exclude the year in which promotion would be considered.  Increasing levels of attainment for these criteria are expected as a librarian/archivist moves sequentially through the ranks.  The terminal degree appropriate for all librarian ranks is an ALA-accredited master's degree in librarianship/information science or foreign equivalent.  Equivalency will be determined by the Libraries' Human Resources Department in consultation with the University Librarian and Associate Provost.  The terminal degree appropriate for all archivist ranks is a master's degree in a subject area related to archival work.  Academy of Certified Archivists (ACA) certification is necessary for continuing employment beyond 5 years and for rank advancement beyond Archivist I for archivists.  For documentation concerning the named criteria and evidence of fulfillment see "Criteria for Appointment and Promotion."

Librarian I / Archivist I

Definition:  Entry-level rank; used for persons with limited or no professional experience.

Criteria:

  1. ALA-accredited master's degree in librarianship/information science or foreign equivalent for librarians; master's degree in a subject area related to archival work for archivists.
  2. Exhibit the potential for successful overall performance as a librarian/archivist; demonstrate the ability to meet the eligibility for ACA certification within 2 years of employment and to fulfill the requirements of ACA certification by 4 years of employment as an archivist.  Employment will not exceed 5 years unless ACA certification is met.

Librarian II / Archivist II

Definition:  Lower intermediate rank.

Criteria:

  1. ALA-accredited master's degree in librarianship/information science or foreign equivalent for librarians; master's degree and ACA certification for archivists.
  2. Successful job performance.
  3. Initial professional growth as evidenced by involvement in any of the following three areas:
    1. Service to the University/Libraries;
    2. Professional Activities; or,
    3. Research and other Creative Activities. Service to the community may be used as additional support.

Length of service:

Before meeting the criteria for promotion to Librarian II/Archivist II, an individual appointed as a Librarian I/Archivist I will typically have completed 2 years of professional experience by the promotion application deadline.  Candidates may be recommended for early promotion if they are especially meritorious.

Librarian III / Archivist III

Definition:  Upper intermediate rank.

Criteria:

  1. ALA-accredited master's degree in librarianship/information science or foreign equivalent for librarians; master's degree and ACA certification for archivists.
  2. Continued successful job performance. The candidate is expected to demonstrate the potential for:
    1. performing or administering complex or highly specialized duties; or,
    2. developing a high level of expertise in his/her specific area of librarianship/archival work.
  3. Continued professional growth since the candidate's last promotion as evidenced by significant contributions selected from the following three areas:
    1. Service to the University/Libraries;
    2. Professional Activities; or,
    3. Research and other Creative Activities. Service to the Community may be used as additional support.
  4. Demonstrated consistency and growth in the candidate's work and other contributions along with a likelihood of continuing excellence.

Length of Service:

Before meeting the criteria for promotion to Librarian III/Archivist III, an individual appointed or promoted to the rank of Librarian II/Archivist II will typically have completed 5 years of professional experience by the promotion application deadline.  Candidates may be recommended for early promotion if they are especially meritorious.

Librarian IV / Archivist IV

Definition:  Highest rank.

Criteria:

  1. ALA-accredited master's degree in librarianship/information science or foreign equivalent for librarians; master's degree and ACA certification for archivists.
  2. Consistently successful job performance. The candidate is expected to:
    1. perform or administer complex or highly specialized duties; or,
    2. have developed and maintained a high level of expertise in his/her specific area of librarianship/archival work.
  3. Recognized by his/her colleagues as being outstanding in at least one of the specific areas of librarianship/archival work.
  4. A record of sustained professional growth since the candidate's last promotion as evidenced by extensive contributions selected from the following three areas:
    1. Service to the University/Libraries;
    2. Professional Activities; or,
    3. Research and other Creative Activities. Service to the Community may be used as additional support.

Length of Service:

Before meeting the criteria for promotion to Librarian IV/Archivist IV, an individual appointed or promoted to the rank of Librarian III/Archivist III will typically have completed 10 years of cumulative professional experience by the promotion application deadline.  Candidates may be recommended for early promotion if they are especially meritorious.

CRITERIA FOR APPOINTMENT AND PROMOTION

Job Performance

The librarian/archivist has a major role in the academic community.  He/she assumes primary responsibility for developing the library's/archive's collections, for extending bibliographic control over these collections, for aiding faculty and other scholars in the best means to utilize these collections, as well as instructing students and other library users on both a formal and an informal basis on the interpretation and use of them.  The librarian/archivist serves as a resource person for the academic community providing extensive services which range from answering specific questions to compiling extensive bibliographies. Without the skills of highly skilled librarians/archivists, research and the quality of teaching in the university would be seriously impaired.

Librarians/archivists assume professional tasks which require a special background and education in one of the technical, public, or administrative areas of the Libraries; make independent judgments; and plan, organize, communicate, and administer programs of service to users of the Libraries' materials and services.  Candidates must be judged on criteria appropriate to their assigned duties.  In any of the ranks, responsibilities may include supervision or management; however, administrative duties are not a prerequisite for any appointment or promotion.

The performance of the librarian/archivist in his/her assigned duties becomes a critical factor in the Libraries' continuing successful service to the university community.  Successful job performance, which is defined as performance evaluated at the "meets expectations" level or above on annual performance appraisals, is the single most important criterion for promotion in rank.  The librarian/archivist should have demonstrated the ability to carry out competently and independently the complete range of functions and duties relating to his/her rank and particular assignment.  It should be recognized that each position necessitates particular requirements and skills, and these must be carefully considered. Job related characteristics such as accuracy, judgment, ability to organize work, dependability, initiative, positive relationships with staff and/or patrons, written and oral skills, and understanding of the relationship of one's function to the more general goals of the Libraries and the University also have a bearing on one's job performance and should be considered in the overall performance.

Documentation

All candidates are required to submit their current performance evaluation; earlier evaluations may be submitted if desired. Other evidence of effective job performance may come from sources including, but not limited to the following:

  1. Letters or other documentation from colleagues, subordinates, or supervisors
  2. Letters or other documentation from students, faculty, or other library users
  3. Letters or other documentation from sources outside the university
Service to the University/Libraries

The quality and extent of contributions to the Libraries and University as a whole will merit consideration for appointment and promotion.  Contributions may include service on University-wide governing bodies and/or Libraries governing bodies; participation in University-wide or Libraries committees; work on university, faculty, or library projects; or involvement in any other way that would further the objectives of the University or the Libraries.  Examples of university, faculty, or library projects include preparation of exhibits, participation in the planning of staff development workshops or other education programs, editing in-house newsletters, reports, or other publications.

Documentation

Evidence of service to the University/Libraries may come from sources including, but not limited to those listed below:

  1. Brief descriptions of committees, governing bodies, projects, workshops, or programs with copies of any reports or results appended
  2. Letters or other documentation from faculty, students, or other library users
  3. Letters or other documentation from colleagues, subordinates, or supervisors
  4. Letters or other documentation from sources outside the university 
Professional Activities

Participation in professional activities on the local, state, regional, and national levels will be considered in determining appointment and promotion. Examples of such participation include active involvement in professional and learned societies as a member, committee member or officer, as well as attendance at professional, scholarly, or technical meetings, workshops, and conferences; consulting services to other libraries, archives, or academic institutions; service as a professional advisor to special programs or projects sponsored by scholarly organizations, consortia, or interdisciplinary academic groups; and outstanding achievements or promise as evidenced by awards, fellowships, grants, teaching and lecturing, and editorial activity.

Professional Activities also includes continuing education.  Examples are: obtaining an additional advanced degree; completion of advanced courses in librarianship, archival studies, one's academic specialization, or courses relevant to the candidate's position; participation in continuing education programs including professional short courses, seminars, workshops, lectures, or conferences; or acquisition of additional skills relevant to the candidate's position such as a foreign language, or computer programming; or participation in an internship program or other similar program outside the library that is relevant to the candidate's position.

Documentation

Evidence of participation in professional activities may come from sources including, but not limited to those listed below:

  1. Reports or other documentation generated from the activity
  2. Candidate's statement of membership in organizations or continuing education activity
  3. Evidence of courses or degrees completed
  4. Letters or other documentation from faculty, students, or other library users
  5. Letters or other documentation from colleagues, subordinates, or supervisors
  6. Letters or other documentation from sources outside the university
Contributions to Research and other Creative Activities

Contributions include research, publications, or teaching in librarianship, archival studies, one's academic specialty, or a related field. A list of specific endeavors which may fulfill the requirements in this area includes, but is not limited to:

  • Author of publications (e.g., articles, chapters, reports, books, media productions, annotated bibliographies, or critical reviews appearing in professional books or journals)
  • Citations to the candidate's research
  • Presenter of papers, lectures, demonstrations, or poster sessions given at professional meetings
  • Participation in other creative activities related to the librarian/archivist's specialization
  • Creator of substantial processes, computer programs, software, or apparatus useful in library or archival operations
  • Member or intern on an editorial board reviewing publications for a professional journal, panels judging grant/contract proposals, or juries judging art work or performing artists (i.e., consultant or judge in area of professional expertise)
  • Author of substantial in-house print or electronic publications, such as annotated bibliographies, indexes, finding aids, databases, retention schedules or catalogs for public distribution
  • Recipient of fellowships, grants, awards or other special honors for research or instruction
  • Author of grant proposals for a project related to profession
  • Instructor for a course in one's area of specialization

Noteworthy contributions should be highlighted and elaborated on for the consideration of the Committee. The candidate should explain the nature and significance of each emphasized contribution.

Documentation

Evidence of contributions to research and other creative activities may come from sources including, but not limited to those listed below:

  1. Copies of publications or citations to publications
  2. Candidate's statement of participation in such activities
  3. Letters or other documentation from faculty, students, or other library users
  4. Letters or other documentation from colleagues, subordinates, or supervisors
  5. Letters or other documentation from sources outside the university
Service to the Community

Service to the community may be used as additional support. Service to the community involves participation in activities outside the University that help to carry forth the University's service to the community, or that in any way enhance the image of the University to the community at large.  Specific activities include: serving as a consultant, teaching, or otherwise extending one's knowledge to the public; participation in civic or community activities, such as committee work, holding an office, or volunteer work.

Documentation

Evidence of service to the community may come from sources including, but not limited to those listed below:

  1. Reports or other documentation generated from the activity
  2. Candidate's statement of participation
  3. Letters or other documentation from sources outside the university

PROMOTION PROCESS

Because promotion plays an important role in the career of the librarian/archivist, the Libraries' Human Resources Department will present these guidelines to each new Libraries Faculty member soon after employment begins and discuss them in an orientation session.  The librarian/archivist's supervisor and/or department head will also be responsible for reviewing the promotion process with the librarian/archivist and discussing opportunities and means to progress toward fulfilling the requirements.

Nomination

Each spring the Committee on Promotion will distribute the promotion process timetable to the Libraries Faculty and initiate the promotion process by soliciting nominations for promotion.  Nominations may be made by the University Librarian and Associate Provost, the librarian's/archivist's department head or supervisor, a peer, or the individual acting in his or her own behalf.  The nomination will be sent to the chair of the Committee on Promotion.  Before consideration is begun, each nominee will be notified and may request in writing not to be considered. 

Letters of Reference

Upon receiving acceptance of nominations, the Committee will ask each candidate to supply a list of three to five references. References should be able to address evidence of professional growth in any of the following four areas: a) Job Performance; b) Service to the University/Libraries; c) Professional Activities; or d) Research and Other Creative Activities. Service to the Community may be addressed for additional support.

References from outside the UGA Libraries are encouraged for promotion to Librarian/Archivist III and strongly encouraged for promotion to Librarian/Archivist IV.

Dossier

Upon receiving acceptance of nominations, the Committee will ask each candidate to supply a dossier. Documentation of a candidate's readiness for promotion should be organized into either an electronic (preferred) or print dossier. Candidates may wish to consult with their supervisor and colleagues on the preparation of their dossier.

A typical dossier includes the following components:

  1. An index file (electronic dossier only). It should be labeled candidate's last name_index.html (e.g. Smith_index.html). The recommended template is available at G:\UGALibs\EDossier\.
  2. A letter of application which explains why the candidate believes that s/he is qualified for promotion. In the letter of application, candidates may include a statement granting the Committee on Promotion permission to see previous evaluations from the candidate's personnel file.
  3. A concise resume listing all of the candidate's significant accomplishments during their career(s).
  4. The candidate's current job description and last evaluation.
  5. Highlights of the candidate's professional experience.
  6. A chronological description of the candidate's service to the University/Libraries including committee activities, workshops presented, publications, etc.
  7. A chronological description of the candidate's professional activities including continuing education courses and professional organization affiliations.
  8. A chronological description of the candidate's contributions to research and other creative activities.
  9. A listing of documentation provided for sections 5-7 above. Supplementary materials may be included in the electronic dossier (preferred) or may be submitted in a single binder.

If the candidate desires, the following may be included:

  1. A chronological description of the candidate's service to the community. (Service to the Community may be used as additional support.)
  2. Letters of appreciation.

A sample electronic dossier is available at G:\UGALibs\EDossier\Example dossier - html.

Electronic dossiers are preferred and should be submitted on portable media (e.g. CD, DVD, flash drive). Print dossiers should be submitted in a binder. Supplementary materials may be included in the electronic dossier or may be submitted in a single binder. Please note that dossiers will not be returned until after the Board of Regents approves the promotion decision.

Decision

The Committee on Promotion, in strict confidence, will review all documentation and vote on all candidates.  A Committee member who feels that he or she cannot vote in an individual case because of a conflict of interest will abstain.  Voting will be by written ballot, and decisions will be determined by majority vote.  For each candidate the Committee will forward its recommendation, the vote tally, and a narrative supporting the recommendation to the University Librarian and Associate Provost by the first Friday in November. After formal approval of the promotions by the Board of Regents (traditionally after the Board's April meeting), the chair will request authorization from the Libraries Faculty Advisory Board to destroy all ballots, delete e-Dossiers from the server, and return electronic (e.g., CDs) and print dossiers to the candidates. Original letters of reference will be retained according to the University of Georgia Retention Standards.

The University Librarian and Associate Provost will review the documentation and, within fifteen working days, notify the candidates by letter of his/her decision, that of the Committee, and provide the narrative report of the Committee. The University Librarian and Associate Provost will also inform the Committee on Promotion of his/her recommendation regarding each candidate. In the case of denials, the University Librarian and Associate Provost will confer with the candidate to specify clearly the reasons for the denial and to share with the candidate the narrative report of the Committee on Promotion.

In mid-January, the University Librarian and Associate Provost will transmit all recommendations with supporting evidence to the Senior Vice President for Academic Affairs and Provost, except when both the University Librarian and Associate Provost and the Committee on Promotion have advised that promotion be denied.

Appeals

A candidate may file a written appeal with the University Librarian and Associate Provost if the individual believes there are substantial grounds for disagreement with a decision in which both the Committee on Promotion and the University Librarian and Associate Provost have advised that promotion be denied.  This appeal must be filed within five working days of the candidate's notification of the decision.  The individual may consult the Libraries' Human Resources Department if further clarification of the appeal process is desired.

Within ten working days of the appeal the University Librarian and Associate Provost will establish an Appeal Committee to review the promotion decision. This Committee will consist of five members who will be selected as follows:

  1. One member designated by the University Librarian and Associate Provost
  2. One member of the Committee on Promotion to present the position of the Committee
  3. One member designated by the appellant
  4. Two members selected by the first three members
The Appeal Committee will select a chair from among its members.  The chair will arrange for the appellant to have a hearing before the Committee within ten working days of the Committee's establishment. At this hearing the appellant may:
  • Explain omissions or inaccuracies in the evidence presented to the Committee on Promotion, or;
  • Present documentation of a failure to apply correctly the guidelines on the part of the Committee on Promotion, or;
  • Outline procedural irregularities which may have affected the dossier's review.
The Appeal Committee will have access to relevant records and can call any witnesses that it deems necessary to complete its deliberations.

Committee proceedings will be conducted in strict confidence.  Voting will be by written ballot, and decisions will be determined by majority vote.

Within ten working days of the hearing, the Appeal Committee will inform the University Librarian and Associate Provost in writing of its vote and the reasons for the decision.  At this time, the Appeal Committee will also inform the appellant and the Committee on Promotion of the decision. The University Librarian and Associate Provost will contact the appellant within ten working days of the date of the notification letter to arrange for a meeting to discuss the decision.

When the Appeal Committee has recommended that the candidate be promoted, the University Librarian and Associate Provost will transmit to the Senior Vice President for Academic Affairs and Provost the Appeal Committee's decision, his or her earlier decision, the Committee on Promotion's decision, and all supporting evidence.  When the Appeal Committee has upheld the decision of the University Librarian and Associate Provost and the Committee on Promotion, the matter of the candidate's promotion at this time will be closed.

PROMOTION PROCESS TIMETABLE


Committee on Promotion Solicits Nominations First Monday in May
Nomination Letters Due from Nominators First Monday in June
List of References Due from Candidate First Monday in July
Dossier Due from Candidate

Candidates should submit the following to the Assistant to the University Librarian:

  1. One electronic (preferred) or print dossier including supporting materials as described in the Promotion Process section. Supporting materials may be included in electronic format with the electronic dossier, or in print format organized and submitted in a binder. Please note that dossiers will not be returned until after the Board of Regents approves the promotion decision.
  2. A paper copy of the documents described in the current Office of Faculty Affairs document requirements (see the Provost's faculty promotion letter for further details).

First Tuesday after Labor Day
Letters Due from References First Tuesday after Labor Day
Recommendations to University Librarian and Associate Provost

First Friday in November

University Librarian Informs Candidates of Promotions Decision 15 Working Days After Receipt of Recommendations
Appeal of Denial of Promotion Within 5 Working Days After Receipt of Denial from University Librarian
Appeal Committee Formed Within 10 Working Days of Notice of Appeal
Appeal Hearing Held Within 10 Working Days of Appeal Committee Formation
Committee Decision to University Librarian, Committee on Promotion, and Appellant Within 10 Working Days of Hearing
University Librarian Arranges Meeting with Appellant to Discuss Decision Within 10 Working Days of Notification of the Appeals Committee's Decision
University Librarian Forwards Recommendations to Provost Second Friday in January

COMMITTEE ON PROMOTION

Function

The Committee on Promotion is responsible for reviewing the professional competence and contributions of librarians/archivists being considered for promotion and recommending action regarding promotion to the University Librarian.  The Committee on Promotion is also responsible for recommending an appropriate rank for all candidates for librarian/archivist positions.

Composition, Eligibility, and Election

List of Current Members

The Committee is composed of seven members: two from the rank of Librarian/Archivist II, two from the rank of Librarian/Archivist III, two from the rank of Librarian/Archivist IV, and one at-large member from any Librarian/Archivist II-IV rank.

Only persons who have been on the University of Georgia Libraries Faculty at least two years as of July 1 following the election are eligible to serve on the Committee.  Since promotions are effective July 1, individuals newly promoted to the ranks of Librarian/Archivist II-IV are eligible to serve on the Committee in their new ranks.  Persons serving on the Committee may not be considered for promotion during their tenure on the Committee.

The Committee on Nominations and Elections will conduct the election of Committee on Promotion members according to the guidelines and procedures developed for this purpose.  Members serve a two-year term, with one of the two committee members designated for each rank being elected each year, and an at-large member elected in alternate years. All members begin their terms July 1 following the election.  The chair of the Committee on Promotion is selected by the members of the committee.

If a Committee member resigns or becomes unable to serve for an extended period of time, a vacancy election will be conducted by the Committee on Nominations and Elections.  If the resignation occurs in the midst of the review of dossiers, and time does not allow for an election, the Advisory Board may appoint a replacement.

Transition between Committees

Since a new promotion cycle begins before the election of a new Committee on Promotion can be completed, the chair of the outgoing Committee on Promotion is responsible for handling the items on the Promotion Timetable that are scheduled prior to July 1.  This includes distributing memos soliciting nominations of candidates for promotion and sending letters explaining promotion procedures to the nominees.  The chair of the outgoing Committee on Promotion will call a meeting of the incoming Committee on Promotion by the first week in July, at which time the new Committee on Promotion will select a chair from its members.  The rest of the promotion cycle will be handled by the new Committee on Promotion.

Appointment of New Faculty

The Committee on Promotion will participate in the interview process for all candidates for Libraries Faculty positions in order to solicit information necessary to make an initial rank appointment recommendation for all candidates, to inform candidates about the promotion process, and to discuss their research interests. Committee members will forward their rank recommendations for all candidates for a Libraries Faculty position to the Committee Chair. The Committee Chair will compile the recommendations of initial rank appointment for all candidates and forward to the University Librarian and Associate Provost within one business day after the final candidate for a position has completed their interview.

Approved by:  Libraries Faculty, February 1989.

Amended: June 1991, July 1991, Oct. 1991, Mar. 1998, Feb. 1999, Oct. 2001, Jan. 2002, April 2005.

Updated October 1997; April 2009, July 2014.