At the time of a vacancy, the job description is reviewed by the supervisor. New job descriptions may be brought to Library Advisory Council for discussion to insure that all areas of the library affected by the position are aware of the changes.
At the time an incumbent notifies the Dean of intent to vacate a position, or at the time a vacancy occurs due to a transfer, the Dean will determine how that vacancy is to be handled. Position advertisements are developed in the Dean's Office and are based upon the job description. The advertisement is reviewed by the department head before it is submitted for publication.
Administrative transfers may be made at the discretion of the Dean with the department head serving in an advisory capacity.
All permanent positions will be advertised nationally and filled according to the Faculty Procedures Handbook prepared by the EO/AA Office and the University Libraries Faculty Appointment Guidelines.
Temporary positions occur under various circumstances, such as:
(1) the incumbent takes a leave of absence; or (2) the library
administration decides a vacated permanent position needs to be
filled immediately; or (3) a position is created to fill a temporary
need.
Temporary positions need not be nationally advertised. The selection
of temporary appointments will be made by the Dean and the appropriate
department head after the candidates have met with the staff in
the department.
Individuals in temporary appointments will be informed in writing
at the time of the appointment when the appointment will end.
At the end of the term of appointment they will be informed about
what will become of the position; for example, the position may
be advertised and competitive at the end of the specified time
period, or the job may end when the incumbent returns from a leave
of absence. An extension of a temporary position beyond the initially
stated time period must be approved by the EO/AA office.
Temporary positions at the level of department head or above may
be filled through internal transfer and designated, for example,
interim department head.
A new search committee will be formed for each advertised faculty
position. When a search committee is to be formed, the
Dean notifies the LFA and LSA presidents. The executive board
of the Library Faculty Association will submit names to the Dean
who will appoint members to the search committee. The Library
Staff Association President will also submit names and the Dean
will select one person from the classified staff to serve on the
search committee. The chair of the committee will normally be
the head of the department in which the vacancy exists. The Dean
does not serve on search committees.
Each search committee for positions below the level of department
head will normally consist of one or more librarians from the
department in which the vacancy exists, one classified staff from
the department in which the vacancy exists, and one or more librarians
from a department other than the one in which the vacancy exists.
Members selected to serve on search committees should have professional
experience or job responsibilities that are relevant to the vacant
position. In cases where the department head and the Dean determine
it is appropriate, a faculty member from the university community
may be asked to serve on the search committee. The Dean will
consult with the search committee chair regarding appropriate
committee members from the university community.
Search committees for positions at or above the department head
level will consist of at least one department head; the remaining
membership will be similar to that for positions below the department
head level.
Department heads and immediate supervisors should be consulted before classified staff are appointed to search committees. The number of members and makeup of members on search committees may vary.
The department head in whose department the vacancy exists will submit job descriptions to the Dean's Office. The job description will form the basis for developing the position advertisement. The department head will normally chair the search committee.
The responsibilities of the Personnel Office include: placing job advertisements; making job applications available to committee members; maintaining search files; assisting with arrangements for interviews; insuring that EO/AA guidelines and the Library Faculty Appointment Guidelines are followed; and making copies of the vitae of finalists available to library faculty and staff before interviews.
At the request of the Dean, the LFA president will convene the LFA Executive Board to select names to submit to the Dean for appointment to the search committee. Names will be selected to fulfill the criteria outlined in the "Composition" section of this document. In considering the membership of search committees, the board will rotate committee service among all librarians and at the same time, select those librarians with experience or knowledge in the area of the vacancy.
The Chair schedules meetings of the search committee and leads the committee in their responsibilities, which include: reviewing candidate files according to a timely schedule; contacting references; soliciting input about the candidates from library faculty and staff and forwarding committee recommendations to the Dean. The Chair works with Library Personnel to make arrangements for interviews, and keeps a record of the committee proceedings to be turned over to the Personnel Office when the search is concluded.
The responsibilities of the search committee members include: actively participating in committee meetings; reviewing the applications; recommending candidates to be interviewed; participating in the interviews of the candidates; and recommending qualified candidates for the position advertised. All deliberations of the search committee are confidential. The search committee is advisory to the Dean.
The P&CA Committee serves in an advisory capacity on matters
of faculty appointment. As stated in the University Libraries'
Procedures on Promotion and Continued Appointment: "The
P & CA Committee remains in office for an entire year, and
is convened whenever a new faculty appointment is to be made.
The committee recommends a suitable rank for new appointees based
on the criteria for promotion and continued appointment."
The Dean makes the final decisions about designating the level
of the position (e.g., entry level or advanced); whether positions
are permanent, temporary, transfers, or administrative transfers;
appoints members of the search committee from among the recommendations
of the LFA and LSA Executive Boards; approves the candidates to
be interviewed; interviews the candidates; and, with advice from
the committee, selects the successful candidate. The Dean decides
when a position needs to be readvertised.
APPENDIX A
Each search for a library faculty position conducted
for the University Libraries should be documented. The archival
file should contain the following items:
Personnel Services Responsibilities:
Personnel Services will be responsible for maintaining
the following documentation:
Search Committee Chair:
The Search Committee Chair will be responsible for
maintaining and completing the following documentation once a
search has been completed. This documentation should be turned
over to Personnel Service within two weeks after the search is
concluded.
Summary of what takes place at each meeting answering the four basic
"W" questions: (Who, What, When, Where)