Appendix 2

Procedures and Criteria for Librarian Evaluation, Promotion, and Permanent Status

1. Overview of Librarian Evaluation, Promotion, and Permanent Status

   1. General Principles

      1. Minimum requirements for appointment, promotion, and permanent status of librarians are established by the University System of Maryland (USM) Board of Regents and are stated in the “II-1.00 University System of Maryland Policy on Appointment, Rank and Tenure of Faculty” which may be amended from time to time. The provisions of the USM policy supersede any conflicting provisions in TU policies.

      2. Librarians will be evaluated on performance in the areas of librarianship; scholarship, research, publications, creative works and professional leadership; service; and progress toward meeting annual objectives as determined in collaboration with the immediate supervisor. A newly hired librarian will receive a written evaluation from his or her immediate supervisor, with a copy to the library director, six months after the initial appointment. Every librarian will receive an annual evaluation each spring from his or her department chair/supervisor that is also reviewed by the director of the library.

      3. The final decision to grant or deny permanent status shall be made by the President.

   2. Standards and Expectations

      The general criteria for initial appointment, any promotion in rank, and permanent status measure the librarian’s contributions to the University and librarianship. These criteria include quality of performance in the areas of the librarian’s responsibility, library instruction, research and academic achievement, professional activity outside the library, service on library committees and task forces, service to the University. The criteria are not all necessarily weighted equally; the degree of importance given to any one criterion may vary from one librarian to another, depending on the particular position.

   3. Definition of Evaluation Categories

      1. Librarianship

         The librarian is expected to demonstrate competence in his or her assigned areas of responsibility, such as library instruction, collection development, bibliographic organization, reference, research services, discipline specialty, management, or some combination thereof. Among the factors to be considered are: quality and consistency of performance; ability to innovate; initiative; leadership; ability to work effectively with others; amount of responsibility assigned to the librarian; ability to organize work and complete tasks promptly; ability to relate job functions to the more general goals of the library and University; dependability; accuracy; oral and written skills; judgment; professional attitude; adaptability; participating and providing input to library program designs and solutions; and demonstrated commitment to the mission of the library.

      2. Scholarship, Research, Publications, Creative Works, and Professional Leadership Scholarship may be in the form of books, articles, book reviews, editorships, bibliographies, handbooks, digital objects, creative works, teaching appointments, and lectures. The librarian is expected to demonstrate continued academic study related to the profession and/or the programs of the University. Continuing education includes formal courses, seminars and workshops, as well as advanced degrees obtained or in progress. Meaningful participation in professional activities on local, state, regional, and national levels includes offices held, committee assignments, papers presented, awards received, and leadership in the design and development of seminars and workshops.

      3. Service

         Service shall include substantive participation in the shared governance activities of the library and University. Service also includes special major projects with academic departments and participation in relevant work of the University System of Maryland, such as the University System of Maryland and Affiliated Institutions Library Consortium. Civic service, which may be considered in this category, includes participation in the larger community (local, regional, national or global) outside the University in ways that may or may not be directly related to the librarian’s academic expertise, but in ways which advance the University’s mission.

   4. Part-time Librarians

      1. Part-time librarians may be employed at the ranks of Librarian I, Librarian II, Librarian III, or Librarian IV.

      2. Appointment, reappointment, permanent status, promotion, and termination of part-time librarians shall be consistent with the policies and procedures established for permanent full-time librarians.

      3. In order to be considered eligible for permanent status, a part-time librarian’s commitment shall be at least fifty percent time for the fiscal year.

      4. The length of employment for permanent status consideration shall ordinarily be based upon the number of full-time equivalent years accrued by the librarian at the institution (e.g., if a full-time librarian is normally considered for permanent status after six years of consecutive employment, a librarian whose employment is at fifty percent (50%) will normally be considered after twelve (12) years of employment).

      5. Part-time individuals at the ranks of Librarian I, Librarian II, Librarian III, and Librarian IV are eligible for full-time positions consistent with institutional policies.

2. Evaluation Criteria

   1. Criteria for Annual Performance Evaluation and Guidelines for Merit for Librarians

      The annual performance evaluation serves as the basis for recommending annual merit salary increases. There are three categories of evaluation: librarianship; scholarship, research, publications, creative works, and professional leadership; and service. Librarianship will be the most heavily weighted of the three evaluation categories. Ratings will take into consideration the performance of librarians at different levels of experience and responsibility. Expectations for performance increase with years of experience and the addition of responsibilities.

      The statement of job responsibilities is the starting point for the evaluation process. It is the joint responsibility of the librarian and supervisor to set goals in the areas of librarianship, scholarship, and service for the coming year and to establish priorities. Annual goals should be challenging, realistic, and support the mission and goals of the library and University.

      There will be three levels of merit as follows:

      Excellent –Outstanding (Base Merit Plus): Librarians who are not only deemed satisfactory, but who also have a rating of “excellent – outstanding” in librarianship and in at least one additional category of evaluation.

      Satisfactory – Meets Expectations (Base Merit): Librarians whose work is deemed competent and thus contributes to fulfilling the mission of the library and University. To qualify for base merit, librarians shall demonstrate achievement in librarianship, scholarship, and service consistent with their job responsibilities and receive a rating of “satisfactory - meets expectations” or higher in librarianship and in at least one other category.

      Not Meritorious – Needs Improvement: Librarians whose performance fails to adequately meet explicit standards.

      1. Criteria for Evaluating Performance in Librarianship

         The following factors will be considered in evaluating performance in librarianship: quality and consistency of performance; ability to innovate; initiative; leadership; ability to work effectively with others; amount of responsibility assigned to the librarian; ability to organize work and complete tasks promptly; ability to relate job functions to the more general goals of the library and University; dependability; accuracy; oral and written skills; judgment; professional attitude; adaptability; fulfilling basic obligations of attendance; participating and providing input to library program designs and solutions; and demonstrated commitment to the mission of the library and University.

         1. Outstanding (3): The assignment of “Outstanding” is based on a consistently high level of performance and the superior nature of the contribution must be evident. The quality, innovation, sustained effort, reliability and initiative demonstrated by the librarian are considered when assigning a rating of outstanding. Characteristics of this rating may include but are not limited to the following:

            1. Demonstrates special efforts and/or exhibits unusual success in the area of job responsibility.

            2. Accomplishes annual goals in an exemplary manner with goals that advance the library and University missions and strategic plans.

            3. Assumes new responsibilities or assignments beyond current position that require a commitment of time, energy and other resources.

            4. Provides leadership or major contribution to activities which result in a significant impact and improvement of library services.

         2. Meets Expectations (2): The assignment of “Meets Expectations” indicates that the librarian consistently and adequately fulfills the responsibilities of the position. Characteristics of this rating may include but are not limited to the following:

            1. Understands and executes job responsibilities independently and thoroughly, and accomplishes a majority of his/her annual goals.

            2. Furthers the service unit's goals and objectives through active participation.

            3. Accepts and performs library assignments in addition to current job responsibilities.

            4. Demonstrates knowledge of library policies and procedures and the interrelationships of various service units.

         3. Needs Improvement (1): The assignment of “Needs Improvement” indicates that the librarian does not meet important responsibilities of the position. Characteristics of this rating may include but are not limited to the following:

            1. Does not accept or fulfill work assignments appropriate to statement of job responsibilities.

            2. Does not perform in accordance to library mission, policies or procedures.

            3. Is ineffective in carrying out primary duties.

            4. Demonstrates inappropriate professional behavior.

            5. Fails to work toward improving problematic performance.

      2. Criteria for Evaluating Performance in Scholarship, Research, Publications, Creative Works, and Professional Leadership

         While the quantity of work in a given year is considered, more important is the quality of work and its research or creative value as demonstrated by publication or presentation. Additional factors include originality, independence of contribution and reputation of the publication. Scholarship in library science or chosen subject specialties is to be considered. Research-in-progress may be considered if it leads to publication or presentation within a reasonable amount of time. Research-in-press may be considered but then not again for the following year. The impact of the librarian’s work will be evidenced by citation patterns, requests for presentations, and other means. Creative works must be relevant directly to the field of academic librarianship or area of library expertise.

         1. Outstanding (3): The assignment of “outstanding” includes a very active, productive research and leadership agenda. Characteristics of this rating may include but are not limited to the following:

            1. Has evidence of significant contributions to the profession through such efforts as having published an article, book, book chapter, presented a scholarly paper or workshop at a national or regional conference.

            2. Has receipt of an externally funded grant.

            3. Has held a leadership role and made a significant contribution in a national or regional professional organization.

            4. Has evidence of outstanding creative work that demonstrates originality and/or innovation and that makes a significant impact on library services or mission.

         2. Meets expectations (2): The assignment of “meets expectations” includes a productive research agenda. Characteristics of this rating may include but are not limited to the following:

            1. Has an active research agenda and is working on projects that contribute to the profession of academic librarianship.

            2. Has contributed works such as a book review, newsletter article, or in-house publications during the year.

            3. Has given presentations or workshops on topics related to academic libraries, higher education and/or topics relevant to areas of responsibility.

            4. Has evidence of creative work that promotes the library, University or profession.

            5. Participation in professional organizations, attendance at professional conferences, workshops and/or staff development activities.

         3. Needs Improvement (1): The assignment of “needs improvement” indicates no or minimal scholarship, research, creative work, or professional activity. Characteristics of this rating may include but are not limited to the following:

            1. Has no active scholarship, creative work, or research agenda.

            2. Has no evidence of professional activity.

      3. Criteria for Evaluating Performance in Service

         University service and civic service fall within the service category. The librarian has the responsibility to document the impact of participation in furthering the service and outreach mission of the library and University.

         1. Outstanding (3): The assignment of “outstanding” includes a high level of significant service activity. Characteristics of this rating may include but are not limited to the following:

            1. Significant University service or civic service within the University community or its constituencies.

            2. Successful service on two or more non-library Towson University, University System of Maryland, or regional committees, governing boards, task forces, or project teams.

            3. Leadership role in at least one committee or organization.

         2. Meets expectations (2): The assignment of “meets expectations” includes productive service activities. Characteristics of this rating may include but are not limited to the following:

            1. Participation in library or University committees.

            2. Civic service through outreach activities.

         3. Needs Improvement (1): (Minimal service activities)

            1. Failure to participate in library or University service.

            2. No active service record at any level (library, University, civic, state, regional or national).

   2. Criteria for Promotion of Librarians

      1. Librarian II requirements: Normally a minimum of three years of professional experience is required. Candidates must meet all requirements listed below.

         1. Librarianship:

            1. Meet or exceed standards in all categories in the two most recent annual reviews, unless documentation is provided to indicate that any "below standards" ratings in the two most recent annual reviews were fully addressed and corrected prior to the submission of the candidate's dossier.

            2. Substantive contribution to the maintenance or improvement of quality in library services and resources, with documentation of specific contributions.

            3. Successful completion of one or more significant and relevant projects for the library, or completion of one or more regional or national library projects that were pre-approved by the appropriate department chair/supervisor and library director.

            4. Application of broad knowledge of librarianship and in-depth knowledge of specialties within areas of responsibility to serve the Cook Library and Towson University missions.

         2. Scholarship, Research, Publications, Creative Works, and Professional Leadership:

            1. Continuing study and ongoing enhancement of knowledge level in areas of responsibility

               OR

               Publications, creative works, or significant reports in which the candidate served as lead.

            2. Active membership in at least one relevant professional organization.

            3. Attendance at professional meetings.

         3. Service:

            1. Participation in Cook Library committees.

            2. Participation in shared governance activities and other committees or projects of the University beyond those of the library. This may include participation in and contribution to special major projects with academic departments, or with the University System of Maryland and Affiliated Institutions (USMAI) Library Consortium. Participation in civic service may be included in this category.

      2. Librarian III Requirements: Normally a minimum of six years of professional experience is required, three of which must be at a level comparable to the rank of Librarian II at Towson University. In addition to the requirements for Librarian II, candidates must meet all of the following requirements except as noted.

         1. Librarianship:

            1. Performance, leadership, and initiative beyond the level required of Librarian II for areas of direct responsibility

            2. Performance, leadership, and initiative in projects and assignments which extend beyond areas of direct responsibility.

         2. Scholarship, Research, Publications, Creative Works, and Professional Leadership:

            1. Performance, leadership, and initiative in this category beyond that required for Librarian II.

            2. At least three works from any of the following categories: publications in peer-reviewed journals (or works accepted for publication in such journals); presentations at state, regional or national meetings in areas of library expertise; or creative works directly relevant to the field of academic librarianship or the librarian’s area of specialization. A significant grant for which the candidate took primary responsibility may be substituted for a peer-reviewed publication.

         3. Service:

            1. Performance, leadership, and initiative in this category beyond that required for Librarian II.

            2. Successful service of at least two years on two or more shared governance activities and other committees or projects of the University beyond those of the library. This may include participation in and contribution to special major projects with academic departments, or with the University System of Maryland and Affiliated Institutions (USMAI) Library Consortium. Participation in civic service may be included in this category.

      3. Librarian IV requirements: Appointment or promotion to this rank is exceptional. Normally a minimum of nine years of professional experience is required, at least three of which must be at a level comparable to Librarian III at Towson University. In addition to meeting the criteria for Librarian II and Librarian III noted above, the candidate must have made distinctive contributions to the library, Towson University, the library profession, and/or an academic discipline that clearly set the candidate among the top professionals in academic librarianship. These contributions will include three or more of the following:

         1. Leadership and completion of major projects that benefit Cook Library, Towson University, the University System of Maryland, or libraries region-wide.

         2. Proposal, receipt and successful completion of a major grant.

         3. Consistent leadership or excellence in librarianship over an extended period of time that has benefited other librarians and library staff.

         4. Regional or national leadership demonstrated either by holding high office in professional associations or otherwise making significant contributions to the field.

         5. An outstanding publication record.

         6. Achieving exceptional formal recognition, honors or awards for outstanding service, teaching or leadership in the field.

   3. Criteria for Permanent Status of Librarians

      1. Permanent status may be granted only to those holding the rank of Librarian II, Librarian III, or Librarian IV and such other ranks and the University may adopt and the Board of Regents may approve; permanent status may not be granted to an individual holding the rank of Librarian I. Permanent status is continued employment by the University such that a decision to remove a librarian must be made by the President and must be justified by cause as defined in Towson University Policy on Appointment, Rank, and Tenure of Faculty, and applicable Board of Regents policies. This employment may be terminated only in accordance with the University's and Board of Regents' policies. Continued employment need not be in the same capacity. Permanent status can be awarded only by an affirmative decision based upon a formal review as described in this policy.

      2. Permanent status review shall occur no later than the librarian’s sixth year of continuous, full-time service as a librarian at Towson University.

      3. The categories for evaluating librarians are (1) librarianship; (2) scholarship, research, publications, creative works, and professional leadership; and (3) service, all as defined in Section I. C of this document “Definition of Evaluation Categories.” The expected contributions in each of these areas will vary considerably among librarians depending on their primary function within the library.

      4. Permanent status requires superior professional and intellectual attainment and potential. The quality of a librarian’s performance and potential for professional growth and achievement will be judged in the evaluation categories listed in paragraph 3 above and described in Section I.C of this document, “Definition of Evaluation Categories.” To achieve permanent status a librarian will hold, at a minimum, a Master’s degree in librarianship from an ALA accredited library school.

      5. Librarianship will be judged with respect to:

         1. consistency of performance;

         2. grasp of library methods and trends;

         3. command of librarian’s subject(s);

         4. continued growth in librarian’s field(s);

         5. ability to innovate and take initiative;

         6. ability to work effectively with others and;

         7. ability to relate librarian’s functions to the more general goals of the library and the University.

      6. Scholarship, Research, Publications, Creative Works, and Professional Leadership will be evaluated with regard to activities such as the following:

         1. research or recognized contributions in fields relevant to the profession;

         2. documented research in progress;

         3. books, articles, book reviews, bibliographies, indexes, codifications, professional practices, presentations, and preparation of exhibits in professional or scholarly fields;

         4. progress toward the completion of an advanced degree relevant to the profession and/or programs of the University;

         5. courses taken toward improvement of subject knowledge;

         6. membership and activity in professional and scholarly organizations, committees, and meetings;

         7. related consulting or similar service;

         8. recognition of outstanding achievement or promise as evidenced by awards, fellowships, grants; and

         9. college teaching.

      7. Service will be evaluated with regard to participating in activities such as the following:

         1. library and University committees;

         2. relevant work of the University System of Maryland; and

         3. civic service to the larger community.

3. Process and Procedures for Evaluation, Promotion, and Permanent Status

   1. Principles

      1. The following procedures and sequence of operations are to be followed by all candidates and by all reviewers. The procedures have been established to promote consistency of application from one year to the next and to provide full and fair hearings for all candidates. All parties are responsible for maintaining appropriate security and confidentiality of all materials and deliberations regarding evaluation, promotion and permanent status. Each application for promotion or permanent status is to be considered solely on its own merits at the time it is submitted.

   2. Document Development

      • The responsibility for presenting a portfolio of material for the annual review, promotion, or permanent status rests with the librarian.

      • Guided by the department chair/supervisor and library criteria, the librarian shall include in his/her portfolio sections that address the three categories of librarianship, scholarship, and service and shall address such categories as s/he deems appropriate in his/her narrative statements.

      • All documentation presented by the librarian for evaluation, promotion, and permanent status shall be submitted in the form of an evaluation portfolio. Evaluation portfolios shall be organized, indexed, and placed in a three-ring binder. Portfolios may be submitted in electronic format designated by the library director. Contents of the evaluation portfolio are determined by type of review and minimally shall include the materials outlined below.

      • Evaluation portfolio materials for annual evaluation of all librarians must include the following documents:

        1. Librarian Annual Performance Evaluation (See Section VI). This form may be amended from time to time.

        2. Current curriculum vitae.

      • Evaluation portfolio materials for full review of librarians for promotion and/or for permanent status must include the following documents:

        1. Items to be supplied by the candidate:

           1. Letter of request to be considered for promotion or permanent status, including a narrative justifying the request.

           2. Current curriculum vitae.

           3. Summary of professional activities during the review period, signed by the department chair/supervisor.

           4. Transcript(s) – original transcript(s) documenting any formal continuing studies during the review period.

           5. Publication(s) – copies of up to five (5) professionally relevant publications or documentation of creative works or presentations in area of library expertise. 

           6. List of References – Candidates seeking promotion in rank or permanent status will provide the names of at least three individuals from inside or outside the Library who will be asked for additional information concerning the candidate’s professional capabilities and accomplishments. The references may include librarians, faculty members, or other colleagues who have had sufficient contact with the candidate during the review period to be able to evaluate his/her professional skills and performance.

           7. Other references – Up to five (5) unsolicited commendations and acknowledgements may be included in portfolio.

        2. Items to be supplied by others:

           1. Current position description – This document will be added to the portfolio by the library director.

           2. Performance appraisals – The two most recent Librarian Annual Performance Evaluations completed by the librarian’s department chair/supervisor. These documents will be added to the portfolio by the library director.

           3. References - Letters from Committee chair soliciting references that assess the candidate’s accomplishments and letters of reference in response to above will be added to the portfolio by the chair of the Committee. Solicited external reviews will not be included in the evaluation portfolio but will be forwarded under separate cover to each level of review. They will be maintained separately and will remain confidential.

           4. Letter of recommendation from department chair/supervisor – The chair of the Committee will forward a copy of the updated curriculum vitae from the portfolio to the candidate’s current department chair/supervisor and request a full evaluation of the candidate's eligibility for advancement in rank or for permanent status. The department chair/supervisor’s detailed report with recommendation shall be included in the portfolio as it proceeds through the process.

           5. Other – The Committee may request additional information from inside and outside the library to complete documentation needed to make a recommendation. If this should occur, the candidate will be notified in writing about the additional information needed and from whom it is requested. This notification and the candidate’s response will be added to the portfolio by the Committee chair. If at any level confidential external reviews are solicited pursuant to promotion and permanent status policies, they will remain confidential and will not be made available to the librarian. These reviews will not be included in the librarian evaluation portfolio but will be forwarded under separate cover to each subsequent level of review.

           6. Recommendations and actions

              1. Letter conveying results of the Committee vote, supplied by Committee chair.

              2. Decision of library director, supplied by library director. 

              3. Decision of Provost or designee, supplied by Provost’s office.

              4. Response of candidate, if written, supplied by candidate.

      • Summative Portfolio to be submitted to Provost

        In addition to the evaluation portfolio, librarians being reviewed for promotion or permanent status shall also prepare a summative portfolio for the Provost. It shall be clearly labeled with the librarian’s name, department, and type of review. In each section of the binder, documents shall be presented from the most recent year evaluated to the time of last promotion or year of hire. The summative portfolio shall be compiled in a one-inch binder, labeled, indexed, and in the order listed as follows:

        Section I: Current curriculum vitae. A copy of one recent professionally relevant publication or documentation of creative work or presentation in area of library expertise.

        Section II: Librarian Annual Performance Evaluation (Parts I – IV), arranged from most recent to the time of last promotion or year of hire.

        Section III: Supporting Statement

      • Summary statement describing correlation between expectations and accomplishments and integrating accomplishments in the areas of librarianship, scholarship, and service.

        Section IV: Recommendations 

      • Written recommendation of the Librarian Promotion and Permanent Status Committee.

      • Written recommendation of the department chair/supervisor.

      • Written recommendation of the library director.

   3. Document Storage

      1. The library director shall maintain a copy of all official documents concerning annual evaluation, promotion, and permanent status. Copies of all recommendations shall also be sent to the librarian.

      2. The official letters concerning recommendations for promotion and permanent status shall be maintained by the Provost, as chief academic officer of the University.

   4. Evaluation Procedures, Calendar and Timetable

      Years in rank are counted beginning with an individual's anniversary date at the Albert S. Cook Library. An initial partial year of 6 months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service. Increase in pay due to promotion in rank will be awarded July 1 following the date the candidate has been notified that promotion has been granted. 

      1. Annual Evaluation

         1. The department chair/supervisor shall annually review librarians for reappointment and merit. 

         2. To qualify for merit, librarians shall demonstrate achievement in librarianship, scholarship and service consistent with “Criteria for Annual Performance Evaluation and Guidelines for Merit for Librarians” (Section II.A).

         3. Each librarian shall prepare an evaluation portfolio describing activities and accomplishments during the review year to which the evaluation applies, as outlined in “Document Development” (Section III.B). The librarian shall submit the evaluation portfolio to the department chair no later than February 10.

         4. The annual review for reappointment and merit shall be conducted and completed during the spring semester of the Academic Year under review. 

         5. March 1 – The department chair/supervisor shall be responsible for presenting to the library director the evaluation portfolios for annual review of all librarians in the department, with the department chair/supervisor’s recommendations, by March 1.

         6. March 15 – The library director shall review the department chair/supervisor recommendations, add comments, and forward the documents to the Provost by March 15.

         7. April 1 - If the library director disagrees with the department chair/supervisor recommendation, the library director shall notify the department chair/supervisor and the librarian of the recommendation in writing. The recommendation shall contain reference to each category evaluated including librarianship, scholarship, and service. The library director shall be responsible for adding this recommendation to the librarian’s evaluation portfolio. Negative recommendations shall be delivered in person by the library director or sent by certified mail to the librarian’s last known address by April 1.

         8. A librarian may appeal a non-reappointment recommendation at any point in the process, following procedures outlined in the Appeals section (Section V); however, an appeal shall not stay the reappointment evaluation process.

         9. April 15 - If the Provost accepts a non-reappointment recommendation made during the librarian’s first or second year of employment at the University, written notice shall be delivered to the librarian or mailed to the librarian’s last known address by April 15; otherwise, the appointment is renewed automatically for one (1) additional year.

         10. Librarians entering the third through fifth years of service at the University must receive one full year’s notice of non-reappointment.

      2. Promotion and Permanent Status Review Process and Calendar 

         1. July 15 - Candidates begin process for promotion and/or permanent status.

            1. No later than July 15, the library director shall notify all Librarian I's who are beginning their sixth year of service that they must apply for promotion. An initial partial year of six(6) months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.

            2. No later than July 15, the library director shall notify all librarians who are beginning their sixth year of continuous full-time service, and their department chairs, that they must apply for permanent status. A librarian must hold the rank of Librarian II or higher in order to be granted permanent status (See “Criteria for Permanent Status of Librarians” (Section II.C.)).

            3. Except as provided in items “i” and “ii” above, librarians are responsible for tracking their own eligibility for promotional review and for initiating the review process at the appropriate time, if they so elect. A letter of intent to seek promotion or permanent status must be sent to the library director by July 15.

         2. August 15 – September 15 - Candidate's portfolio is completed

            1. The candidate for promotion or permanent status must submit a portfolio to the library director by August 15. (See Section III, B. “Document Development”.) The library director shall confirm receipt of the portfolio in writing to the candidate.

            2. The library director shall add to the portfolio a current position description and copies of the two most recent Librarian Annual Performance Evaluations. The library director shall make the candidate's portfolio available for use by the Librarian Promotion and Permanent Status Review Committee (“Committee”).

            3. The Committee shall meet to review the portfolio for completeness and to begin the process of contacting references. The chair of the Committee will contact the references and assure them that all letters of reference will be kept in confidence, to the extent permitted by law, so as to protect the privacy of the candidate and to encourage references to be frank and accurate in their descriptions of the candidate's strengths and weaknesses. All letters of reference shall be submitted to the chair of the Committee by September 15.

            4. The chair of the Committee will forward a copy of the updated vitae from the portfolio to the candidate's current department chair/supervisor and request a detailed report and recommendation on promotion or permanent status to be submitted to the Committee chair by September 15. In those cases in which the current department chair/supervisor has been in position for less than one (1) year, the past department chair/supervisor will be contacted as well.

         3. September 15 - Committee begins review of the portfolio for promotion or permanent status

            1. The chair will review the candidate's portfolio for completeness and will set a meeting for the Committee's deliberations. In the event letters of reference or the department chair/supervisor's evaluation are not received by September 15, the library director will be advised of the situation and will take appropriate action.

            2. The Committee's secretary will take sufficient notes during all Committee deliberations so that reasons for a recommendation can be accurately expressed in writing.

         4. October 15 - The Committee shall complete its deliberations and reach a decision by secret ballot, signed with the Towson University ID number and dated by each committee member, including the chair, and tallied by the committee chair and committee secretary. The committee chair shall send signed, dated written notification of its vote results and recommendation to both the candidate and the library director by October 15. The letter shall contain a statement of reasons for the recommendation and will become part of the portfolio. The secret ballots shall not be included in the portfolio, but shall be forwarded under separate cover to the library director, to be preserved with the promotion and permanent status file until three years following the librarian’s termination or resignation from the University. No committee member shall abstain from a vote for promotion or permanent status unless the library director authorizes such abstention based for good cause, including an impermissible conflict of interest.

         5. October 15 - Library director begins review of the portfolio for promotion or permanent status.

            1. The library director receives all portfolio materials and the formal notes of the Committee. The library director shall recommend granting or denying the request for promotion or permanent status, give the reasons for that recommendation in writing, and provide copies of that document to the candidate and the Committee by December 1.

         6. December 1 – Library director provides copy of written recommendation to candidate and Committee by December 1.

         7. December 15 – The library director forwards his/her written recommendation and the recommendation of the Committee along with the candidate’s summative portfolio to the Provost by December 15.

         8. January 30 - The Provost or designee receives the promotion or permanent status documentation from the library director and will make his/her recommendation in writing to the President by January 30.

         9. March 1 –The President will notify the candidate and library director in writing, with a copy to the chair of the Committee, of his/her final decision to grant or deny promotion or permanent status by March 1.

            1. If promotion is approved or permanent status is granted, a letter will be sent from the President to the candidate, with a copy to the library director, indicating that promotion or permanent status will occur July 1 of that calendar year.

         10. March 1 - Process for promotion or permanent status is completed.

             1. At whatever point the promotion or permanent status process is terminated, the portfolio shall be retained in its entirety in the library director's office for three full years, or for three years following the termination of the candidate from employment at Towson University, whichever is later. This file shall be sealed and kept in a separate secure promotion/permanent status file apart from the candidate's personnel file.
             2. If permanent status is not granted, the candidate shall be granted an additional and terminal one year appointment and, barring exceptional circumstances, shall receive no further consideration for permanent status.

         11. If a librarian wishes to appeal a decision regarding promotion in rank or permanent status, the appeal should be submitted in accordance with the appeals procedures in Section V.

      3. Promotional Review Timetable

         1. Promotion from Librarian I to Librarian II

            1. Promotion review is mandatory for librarians at this rank. Years in rank are based on the anniversary date of appointment. An initial partial year of 6 months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.
               

            2. Review for promotion to Librarian II normally begins after three years of full-time professional experience, or full-time equivalent based on percentage of part-time employment. At least one Academic Year must be at Towson University.

            3. A librarian who has completed his/her fifth consecutive year of full-time employment, or full-time equivalent employment based on percentage of part-time employment, as a Librarian I must initiate a mandatory promotional review.

            4. Promotion to Librarian II, if granted, is announced immediately and becomes effective July 1 of that calendar year.

            5. If promotion from Librarian I to Librarian II is denied during employee's completion of his/her sixth consecutive year of full-time employment, or full-time equivalent employment based on percentage of part-time employment, as a Librarian I, the individual's appointment will be terminated in accordance with applicable policies.

         2. Promotion from Librarian II to Librarian III

            1. Promotional review is neither mandatory nor automatic for librarians at this rank. To be considered for promotion, the individual librarian must initiate the process described above through submission of a portfolio to the library director by the required date.

            2. Review for promotion to Librarian III normally begins after at least six years of professional experience, three of which must be at a level comparable to the rank of Librarian II at Towson University.

            3. Promotion to Librarian III, if granted, is announced immediately and becomes effective July 1 of that calendar year. iv. If a librarian is denied promotion to Librarian III, he/she shall not be reviewed for promotion in the next review cycle.

         3. Promotion from Librarian III to Librarian IV

            1. Promotional review is neither mandatory nor automatic for librarians at this rank. To be considered for promotion, the individual librarian must initiate the process described above through submission of a portfolio to the library director by the required date.

            2. Review for promotion to Librarian IV normally begins after at least nine years of professional experience, three of which must be at a level comparable to the rank of Librarian III at Towson University.

            3. Promotion to Librarian IV, if granted, is announced immediately and becomes effective July 1 of that calendar year.

            4. If a librarian is denied promotion to Librarian IV, he or she shall not be reviewed for promotion in the next review cycle.

         4. Early promotion

            Consideration for early promotion may be initiated, normally by a department chair/supervisor, in recognition of superior performance and extraordinarily rapid professional development. The librarian may accept or decline opportunity for early promotional review without prejudice to any future review eligibility.

      4. Permanent Status Review Timetable

         1. The total number of annual appointments for a full-time librarian, including the initial appointment (even if less than one year) shall not exceed six. An initial partial year of six (6) months or more, i.e., appointment beginning January 1 or earlier in the fiscal year, will be considered a full initial year of service.

         2. If request for permanent status is denied, the candidate shall be granted an additional and terminal one year appointment and shall receive no further consideration for permanent status.

4. Promotion and Permanent Status Review Committee Structure, Policies, and Procedures

   1. The Librarian Promotion and Permanent Status Review Committee (hereafter referred to as “Committee”) assesses and reports on the accomplishments of each candidate within the criteria defined in this policy and provides to the library director an objective and thorough evaluation of the candidate’s qualifications for promotion or permanent status.

      1. The Librarian Promotion and Permanent Status Review Committee is a standing committee, which consists of four librarians above the rank of Librarian I who hold permanent status positions. The library director is ineligible for service on the Committee. If the number of eligible librarians is insufficient, an exception to Committee membership may be made by the Library Director.

      2. The librarians who hold permanent status positions in Cook Library will elect four regular members and one alternate member for staggered terms to the Committee. This election is held in May with the new committee convening July 1. The election will be conducted by the chair of the Committee. The library director will be notified immediately of the election results.

      3. The term of service for Committee members is three years. Members serve staggered terms to preserve continuity from one year to the next. The alternate serves a one-year term. Following the completion of a full term on the Committee, an individual is ineligible for election for a period of one year.

      4. A chair and a secretary are elected for a one-year term by the Committee from its members. The chair will have at least one year’s experience on the Committee and will hold permanent status. The library director will be immediately notified of the election results.

      5. Since the alternate member may be required to take the place of an indisposed or ineligible member at any time, the alternate will attend all Committee meetings. A quorum shall consist of four Committee members, either the four regular members, or, when necessary, three regular members and the alternate.

      6. No Committee member may be present at or participate in discussion or vote on: 1) the application of a candidate under his or her direct supervision; 2) his or her own application; 3) the application of his or her present direct supervisor; 4) the application of his or her spouse or any other individual with whom the member may have a clearly defined conflict of interest, e.g. an applicant who shares the same household or has common financial interests with the member, as identified by the chair of the Committee. Should the Committee have questions concerning the exclusion or participation of a member regarding any applicant, the library director will be responsible for deciding whether a member of the Committee should be excluded from participating in discussion or voting on a candidate’s application for promotion or permanent status. The library director has the discretion to appoint a non-elected member to the Committee should the number of members fall below the mandated quorum.

      7. Members of the Committee must regard their work to be of the utmost confidentiality. Any discussion of matters that come before the Committee with anyone not on the Committee, or discussions of these matters in public areas or in unofficial meetings, is inappropriate, except to the extent such disclosure is required by law or applicable policy. Any and all such behavior shall be regarded as a serious breach of confidentiality and shall be subject to disciplinary action.

   2. The Chair and Secretary of the Librarian Promotion and Permanent Status Review Committee

      1. The chair is elected from the members of the Committee at the Committee’s July meeting after its annual general election in May.

         1. Qualifications: permanent status, and one year of experience on the Committee.

         2. Term of office: one year. The chair may be re-elected for a second consecutive term.

         3. Duties:

            1. Convene and conduct meetings as necessary.

            2. Initiate Committee elections, including distributing, and with the secretary, counting ballots and announcing election results. Initiate special elections to replace members whose seats were vacated prior to the end of their terms.

            3. Keep a calendar which records the initial appointment and permanent status of each librarian.

            4. Maintain the records of the business of the Committee.

            5. Forward in writing any recommendations of the Committee to the library director.

            6. Act as contact for the library director and the librarians for any issues about promotion or permanent status.

            7. Perform the tasks specified in the promotion and permanent status review sequence.

            8. Vote on candidate’s promotion or permanent status

            9. With the secretary, count ballots of any Committee vote taken.

      2. The Secretary of the Committee is elected from the members of the committee at the Committee’s July meeting after its annual general election in May.

         1. Qualifications: election to Committee

         2. Term of office: one year. The secretary may be re-elected for a second consecutive term.

         3. Duties:

            1. i. Record the minutes of the Committee’s meetings and distribute them to all its members.

            2. Record Committee review deliberations in sufficient detail that reasons for recommendations may be clearly understood.

            3. Vote on candidate’s promotion or permanent status.

            4. With the chair, count ballots of any Committee vote taken.

5. Appeals and Negative Recommendations

   1. Negative Recommendations

      Negative recommendations at any level regarding annual review, merit, promotion or permanent status shall be delivered in writing in person or sent by certified mail to the librarian’s/candidate’s last known address, return receipt requested, and postmarked no later than the date on which reports are to be distributed to the librarians according to the University librarian promotion and permanent status calendar. The department chair/supervisor has responsibility for conveyance of any recommendation made at the department level. The library director has responsibility for conveyance of any recommendation made at the library level. The Provost has responsibility for conveyance of any decision rendered by the Provost.

   2. Appeals

      1. All appeals shall be made in writing and delivered to the designated person/committee within twenty-one (21) calendar days from the date the negative judgment is delivered in writing in person or the date of the postmark of the certified letter that conveys the negative recommendation.

      2. Procedural appeals relate to alleged errors in the procedures followed in the review, recommendation and notification process, and shall follow the procedures below.

         1. Procedural appeals shall be made to the Librarian Promotion and Permanent Status Committee (the “Committee”).

         2. The appeal must clearly state the alleged procedural error(s) and shall be accompanied by supporting documents. It must be delivered by certified mail or in person to the chair of the Committee, library director, or Provost. 

         3. Appeals of department or library director recommendations shall be copied to the department chair/supervisor, the library director and the chair of the Committee. Appeals of Provost recommendations shall be copied to the library director and the department chair/supervisor.

         4. Within fifteen (15) business days of receipt of a formal appeal with attached materials, the Committee shall review the case and provide a written response. Copies of this letter will be provided to all parties who were copied on the original appeal letter.

         5. Recommendations of the Committee may be appealed to the President, whose decision shall be final. The chair of the Committee will monitor the appeal process.

      3. Substantive appeals refer to perceived errors in judgment made by the department chairperson/supervisor, the Committee, the library director, or the Provost with regard to the evaluation of the librarian’s performance.

         1. The next higher level shall serve as the appeals body. Appeals must be delivered in writing by certified mail or in person to the library director or Provost, within twenty-one (21) calendar days of notification of the negative recommendation.

         2. The appeal must clearly state the grounds for appeal and must be accompanied by supporting documents. The librarian may supplement the portfolio under review with any statement, evidence, or other documentation s/he believes would present a more valid perspective on his/her performance.

         3. Appeals of department chair/supervisor recommendations shall be copied to the department chair/supervisor. Appeals of Committee recommendations shall be copied to the chair of the Committee. Appeals of the recommendation of the library director will be copied to the library director. Appeals of the recommendation of the Provost will be copied to the Provost.

         4. All challenge material shall be placed in the portfolio under review no later than five (5) business days before the portfolio is due to the next level. All material placed in the file, including challenge material, shall become a part of the cumulative expansion of the portfolio and shall not be removed by subsequent levels of evaluators. The portfolio under review, with additions, will be forwarded to the next level by the appropriate reviewing entity.

         5. Within fifteen (15) business days of receipt of a formal appeal with attached materials, the recipient of the appeal (i.e., the chair of the Committee; library director; or the Provost) shall review the case and provide a written response to the substantive appeal. Copies of this letter will be provided to all parties who were copied on the original appeal letter.

         6. Recommendations made by the Provost may be appealed to the President, whose decision is final.

      4. Appeals alleging unlawful discrimination in race, color, religion, age, national origin, gender, sexual orientation and disability should follow the specific procedures described in “Towson University policy 06-01.00 “Prohibiting Discrimination on the basis of Race, Color, Religion, Age, National Origin, Sex and Disability.”

      5. The President’s decision on permanent status or shall be final. The Provost’s decision on merit shall be final.