<%BANNER%>
UFIR
STANDARD VIEW MARC VIEW
Permanent Link: http://ufdc.ufl.edu/IR00002514/00001
 Material Information
Title: Career Development Handbook 5-2-2013
Series Title: N/A
Physical Description: N/A
Creator: Piazza, Joseph
Publisher: Career Development Handbook Committee
Place of Publication: Gainesville, Fla.
Publication Date: 12-6-2010
 Notes
Abstract: Career Development Handbook for Library Faculty
Acquisition: Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Joseph Piazza.
Publication Status: Published
General Note: This is a copy as of 5-2-2013, because the committee is making significant edits to content.
 Record Information
Source Institution: University of Florida Institutional Repository
Holding Location: University of Florida
Rights Management: Applicable rights reserved.
System ID: IR00002514:00001


This item is only available as the following downloads:

Career Development Handbook 5-2-2013 ( PDF )


Full Text

PAGE 1

Smathers Libraries Career Development Handbook http://www.uflib.ufl.edu/Pers/cdh/ [5/2/2013 11:35:25 AM] Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development Handbook Table of ContentsI Academic Ranks and Appointments for Library Faculty A Academic Ranks 1 Library Faculty Ranks 2 Non-Tenure Accruing Professional Ranks B Appointments 1 Tenure Track Appointments 2 Time-Limited Appointments C Recruitment II Tenure and/or Promotion A Tenure Definition and Description B Tenure and Promotion Timelines C Criteria for Tenure and/or Promotion 1 First Criterion 2 Second Criterion 3 Third Criterion D Tenure/Promotion Guidelines 1 For Library Faculty and Supervisors 2 For the Tenure and Promotion Committee i Criterion Worksheets: One | Two | Three ii Comparison of Librarian Rank Descriptions E Promotion for Non-Tenure Track Faculty F Sample Letter for Tenure and/or Promotion III Evaluation and Career Review A Evaluation 1 Evaluation Timeline 2 Annual Performance Evaluations 3 Sample Annual Performance Evaluation Letter 4 Annual Assignments with Goals i Annual Assignment Outline ii Annual Assignment Example a Option One b Option Two 5 Annual Activity Reports B Midterm Review for Tenure-Accruing Faculty C Post-Tenure Reviews 1 Sustained Performance Evaluation for University and Associate University Library Faculty 2 Salary Pay Plan for University Librarians | 2010-2011 Plan (On Academic Affairs Site) D Librarian Emeritus Status Guidelines E Distribution of Salaries F Market Equity Review IV Professional Development Program A Research and Creative Works 1 Policy and Procedures B Development Leave/Sabbatical Programs 1 Application Information 2 Professional Development/Sabbatical Leave Application Form (On Academic Affairs Site) 3 Application Evaluation Form (For Committee Members)

PAGE 2

Smathers Libraries Career Development Handbook http://www.uflib.ufl.edu/Pers/cdh/ [5/2/2013 11:35:25 AM] C Mentoring Program V Forms A Semester Faculty Assignment Report Form AA-001 and Instructions (On Academic Affairs Site) 1 Library Instructions B Librarian Annual Evaluation Cover Sheet C Annual Activity Report Form D Vita Format E Research Proposal Form F Professional Development/Sabbatical Leave Application Form (On Academic Affairs Site) G Professional Development/Sabbatical Leave Application Evaluation Form H 2011-2012 Tenure & Promotion Application Template (MS Word) Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2007 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated December 6, 2010 rb

PAGE 3

Academic Ranks and Appointments for Library Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_ranks_apponts.html [5/2/2013 11:35:28 AM] << Table of Contents Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. Academic Ranks and Appointments for Library FacultyThe University of Florida Library faculty includes librarians holding positions that require the application of bibliographic theory, information technology, and/or librarianship principles to programs in collection management, bibliographic control, public service and access to information, and departmental management. Such positions may be found in the George A. Smathers Libraries, the Florida Center for Library Automation (FCLA), the Health Sciences Center Library, and the UF Legal Information Center. Initial assignment is based on an analysis of the requirements of the position as described by the supervisor and reviewed by the appropriate director. In addition to the tenure accruing ranks (Assistant Librarian, Associate Librarian and University Librarian) there are non-tenure accruing ranks: Assistant-In Libraries and Associate-In Libraries that may require the terminal degree in library and information science or other appropriate degrees. Although directors typically meet the requirements for library faculty appointments, their positions are primarily administrative and are non-tenure earning. Individuals in these positions have assignments and responsibilities for library wide programs that support Public Services, Technical Services, Collection Management, Support Services, Human Resources, Budget, etc. However, individuals holding these administrative assignments may also have librarian responsibilities that should normally not exceed 0.25 FTE. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 10, 2006 tlm

PAGE 4

Academic Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_ranks.html [5/2/2013 11:35:28 AM] << Previous Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. A. Tenured RanksPurpose of the Ranks Librarians holding salaried appointments in the Libraries or the Florida Center for Library Automation are assigned to a faculty rank; however, not all are appointed to the tenure track. The letter of appointment clearly designates whether the appointment is to the tenure track, non-tenure track or is a "time-limited time" appointment. The academic ranks provide a fair and objective structure for recognizing levels of professional responsibilities, complexity of assignments and implemented library programs, and quality service, scholarship, and professional accomplishments. The minimum years of experience required for appointment at each rank indicate that research librarians are not generally able to reach the degree of knowledge and development expected of members of the rank in fewer than the years outlined. In a requirement that parallels the academic faculty, promotion to the Associate University Librarian or University Librarian ranks is dependent upon national recognition that the candidate demonstrates professional expertise equivalent to librarians of like rank at other universities similar to the University of Florida. Description of Ranks Most library faculty members hold an academic rank and are assigned to a position. Rank exists outside the consideration of position and measures individual achievement within the entire group of faculty. Position is the work assignment within the library organization. Examples of positions include titles such as Slavic Cataloger or Humanities Bibliographer. Theoretically, a librarian of any rank can occupy these positions. Graduate or professional degrees may be required for positions within a particular area of librarianship such as law, classics, etc. In any tenure decision, it is important to remember the distinction between rank and position. Individuals are not tenured within a position, but are tenured within a department. Within the Libraries, it is not uncommon for tenured or tenure earning librarians to be assigned administrative duties. This type of assignment does not affect the persons rank. If a tenured faculty member is appointed to an administrative assignment, he/she retains tenure and rank in the original department. Department chairs are an example. The difference between faculty and administration at the director or deans level is clear, however, department chairs are hired or appointed from the faculty, they vote on tenure and promotion issues and participate in faculty benefits (e.g. professional development leaves). Each case for appointment or promotion is assessed individually and is based on the criteria established for that rank. Library faculty, department chairs, search and screen committee members, and Tenure and Promotion Committee members are expected to have a shared understanding of these standards. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved.

PAGE 5

Academic Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_ranks.html [5/2/2013 11:35:28 AM] Terms of Use for Electronic Resources and Copyright Information Last updated March 10, 2006 tlm

PAGE 6

Library Faculty Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_tenured_ranks.html [5/2/2013 11:35:29 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. A. 1. Library Faculty RanksAssistant University Librarian Assistant University Librarian is the beginning tenure track rank. Librarians assigned to this rank are responsible for technical, bibliographic, public service or other functions relating to library operations. Librarians at this level have demonstrated their ability to perform professional work effectively with only general direction. Incumbents contribute to the development of new policies and procedures when needed and actively participate in formulating and implementing programs for the delivery of library services. Assignments : Assignments may involve complex problem solving skills requiring extensive consultation and interdepartmental communication, analytical ability, and organizational and technological creativity. Tasks may require some specialized subject or bibliographic competence or experience beyond that gained by achievement of the MLS. Participation in planning, development, and implementation of policies, programs, and services is expected. There should be evidence of active participation in relevant local, state, regional, or national organizations and the potential for making scholarly contributions to the field of librarianship. Minimum Qualifications: A masters degree in Library Science from an American Library Association accredited institution. Positions sometime require linguistic skills and subject and technical competencies. Demonstrated equivalent training and experience in the area of bibliographic theory and practice as applied to highly specialized areas, e.g. archives, rare and special collections, etc. may be acceptable in some cases. Associate University Librarian Associate University Librarian is the second highest rank for library faculty. Individuals assigned to this rank demonstrate the ability to perform complex bibliographic, public service and instructional, subject/collection oriented, or managerial responsibilities. This is the rank most frequently awarded when tenure is granted. Individuals within this rank often have assignments that have substantial implications for library-wide operations, programs, and services. Independent judgment as well as a knowledge and understanding of library policies are required. Decisions made by the incumbent should reflect significant professional experience and an understanding of the interactions of the research library organization. Assignments: The scope of assignments regularly encompasses work of above average difficulty. Work at this level requires specialized subject, bibliographic, technical or administrative experience and considerable resourcefulness in applying bibliographic theory or analytic skills and experience in the solution of technical or operational problems. Effective contributions to planning, developing and implementing policies, programs and services are expected. Associate University Librarians perform technical, bibliographic, public service or administrative tasks requiring significant education and experience for their satisfactory completion.

PAGE 7

Library Faculty Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_tenured_ranks.html [5/2/2013 11:35:29 AM] Minimum Qualifications: A masters degree in Library Science from an American Library Association accredited institution is required. Demonstrated equivalent training and experience in the area of bibliographic theory and practice as applied to highly specialized areas, e.g. archives, rare and special collections, etc. may be acceptable in some cases. Positions sometimes require linguistic skills and subject competence. Appointment to this rank is based on demonstrated commitment to the support of scholarship and research, demonstrated interest in broad professional issues as shown by scholarly or professional activities outside the scope of previous jobs, and a high commitment to the university. A minimum of five years as a librarian after receiving the masters degree in Library Science or equivalent preparation in some combination of advanced subject degrees, scholarly work, and library experience are required. University Librarian University Librarian is the highest tenured rank. University Librarians are responsible for highly complex technical, bibliographical, and public service or other functions having a significant impact on successful library operations. Mature professional judgment, a broad perspective of the library and the university, and excellent analytic skills are required to work at this level. Decisions made frequently have wide ranging implications and generally require skill in planning and organizing, imagination and resourcefulness in problem solving, and initiative in dealing with complex managerial and service issues. Work is performed with great independence for the incumbent to set goals, identify the needed resources, and choose and evaluate methods of implementation. Assignments: The scope of assignment at this level is broad; the incumbent often serves as the final authority for the technical or bibliographical responsibility assigned. Incumbents must demonstrate recognized mastery of a complex technical or bibliographic field or a major area of scholarship. Responsibility for planning, developing and implementing policies, programs and services of major library units is frequently assigned at this level; outstanding contributions to planning and development are expected. With excellence, they perform technical, bibliographical, public service or administrative tasks requiring maturity in terms of both knowledge and experience. Minimum Qualifications: A masters degree in Library Science from an American Library Association accredited institution. Graduate or professional degrees may be required in an area of librarianship such as law, classics, etc. Positions sometime require superior linguistic skills and subject competencies or technical expertise. Demonstrated equivalent training and experience in the area on librarianship may be substituted in some cases. High professional achievement and distinguished service are expected at this level. A minimum of eight years experience as a librarian after receiving the masters degree in Library Science or equivalent preparation in some combination of advanced subject degrees, scholarly work and library experience is required. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved.

PAGE 8

Library Faculty Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_tenured_ranks.html [5/2/2013 11:35:29 AM] Terms of Use for Electronic Resources and Copyright Information Last updated march 10, 2006 tlm

PAGE 9

Non-Tenure Accruing Professional Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_nontrank.html [5/2/2013 11:35:30 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. A. 2. Non-Tenure Accruing Professional RanksLibrary faculty with the rank of Assistant-In, Associate-In or Senior Associate-In Libraries are so named at the time of appointment. In order to receive the higher ranking, there must be a documented record of distinction in performance including demonstration of professional expertise, innovation, mature judgment, and creativity in a particular area of expertise. Appointment to these ranks are non-time limited and non-tenure accruing. Assistant-In Libraries is the beginning rank for persons whose duties require basic professional skills and techniques in a specialized area. Faculty in this rank are responsible for technical, service or other functions relating to library wide operations and performance. Faculty at this level carry out responsibility within defined areas and under the guidance of a more senior faculty. Professional judgment is used in interpreting Library and University policies in planning and developing assigned tasks. Three years of employment as Assistant-In Libraries are required prior to promotion to the Associate-In Libraries rank. Assignments may include solving library problems requiring knowledge of human resources, staff development, budget, systems programming and/or networking, media, etc. The principles of information science, analytical and interpretive skills, and specialization are required. The incumbent participates in and contributes to departmental planning and departmental implementation of policies, programs and services. Minimum Qualifications: The incumbent shall have a master's degree in Library Science and/or a master's degree in an appropriate area of specialization. In some cases a bachelor's degree in an appropriate area of specialization and three years related professional experience may be substituted. The equivalent training, experience and/or education in the area of bibliographic theory and practice as applied to highly specialized areas; e.g., archives, rare materials, and special collections may be acceptable. Associate-In Libraries is the second highest rank for persons whose duties require substantial knowledge of professional skills and techniques in a specialized area. Faculty in this rank are responsible for highly complex technical, service or other functions relating to library-wide operations and performance. Mature professional judgment, a broad perspective of the library and the university, and excellent analytic skills are required to work at this level. Decisions made at this rank frequently have wide ranging implications and generally require skill in planning and organizing, imagination and resourcefulness in problem solving and initiative in dealing with long-range issues. Work is performed with great independence for the incumbent to set goals and choose methods of accomplishments. The scope of assignment at this level is broad; the incumbent often serves as the final authority for responsibility assigned. Incumbents must demonstrate recognized mastery of a complex field or a major area of service expertise. Responsibility for planning, developing and implementing policies, programs and services of major library units is frequently assigned at this level; outstanding contributions to planning and development beyond

PAGE 10

Non-Tenure Accruing Professional Ranks http://www.uflib.ufl.edu/Pers/cdh/cdh_nontrank.html [5/2/2013 11:35:30 AM] the functional unit are expected. With excellence, they perform technical, bibliographic, public service or administrative tasks requiring maturity in terms of both knowledge and experience. Minimum Qualifications: The incumbent shall have a master's degree in Library Science and/or a master's degree in an appropriate area of specialization and three years of experience. In some cases a bachelor's degree in an appropriate area of specialization and five years related professional experience may be substituted. The equivalent training, experience and/or education in the area of bibliographic theory and practice as applied to highly specialized areas, e.g. archives, rare and special collections, etc. may be acceptable. Ordinarily, an appointment at the Associate-In level shall constitute promotion from the Assistant-In level. Senior Associate-In is the highest rank for persons whose duties require substantial knowledge of professional skills and techniques in a specialized area. Faculty in this rank are responsible for increasingly complex technical, service or other functions relating to library-wide operations and performance. Mature professional judgment, a broad perspective of the library and the university, and excellent analytic skills are required to work at this level. Decisions made at this rank frequently have wide ranging implications and generally require skill in planning and organizing, imagination and resourcefulness in problem solving and initiative in dealing with long-range issues. Work is performed with great independence for the incumbent to set goals and choose methods of accomplishments. The scope of assignment at this level is broad; the incumbent often serves as the final authority for responsibility assigned. Incumbents must demonstrate recognized mastery of a complex field or a major area of service expertise. Responsibility for planning, developing and implementing policies, programs and services of major library units is frequently assigned at this level; outstanding contributions to planning and development beyond the functional unit are expected. With excellence, they perform technical, bibliographic, public service or administrative tasks requiring maturity in terms of both knowledge and experience. Minimum Qualifications: The incumbent shall have a master's degree in Library Science and/or a master's degree in an appropriate area of specialization and five years of experience. In some cases a bachelor's degree in an appropriate area of specialization and seven years related professional experience may be substituted. The equivalent training, experience and/or education in the area of bibliographic theory and practice as applied to highly specialized areas; e.g., archives, rare materials, and special collections may be acceptable. Ordinarily, an appointment at the Senior Associate-In level shall constitute promotion from the Associate-In level. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 10, 2006 tlm

PAGE 11

Tenure Track Appointments http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureappoint.html [5/2/2013 11:35:30 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. B. 1. Tenure Track AppointmentsThe rank to which a librarian is initially appointed is dependent upon qualifications and work experience. As a general rule, Appointment to the Assistant University Librarian rank is based on the librarian's potential for achieving tenure Appointment to the Associate University Librarian rank is based on solid achievement Appointment to the University Librarian rank is based on national recognition Although librarians are not normally hired with tenure, appointments at the University Librarian rank may be tenure granted at the initial appointment. Faculty members at the University of Florida may be considered for tenure "when ready." This gives the faculty member the option of applying for tenure when they have developed the skills and achievement required for conferral of tenure. Search committees and supervisors apply the tenure and promotion criteria to the qualifications of candidates for library positions to ensure that appointments are made at appropriate ranks. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated February 3, 2006 tlm

PAGE 12

Time-Limited Appointments http://www.uflib.ufl.edu/Pers/cdh/cdh_timeappoint.html [5/2/2013 11:35:31 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookI. B. 2. Time-Limited AppointmentsFaculty are designated as provisional when they do not have the qualifications for an academic position but are expected to acquire the qualifications in a short period of time. The appointment is generally no longer than a year, does not carry eligibility for tenure/permanents status during the duration of the appointment and implies no continuing contractual relationship with the University. Time accrued in a provisional position may count toward tenure/permanent status if the faculty member moves to a tenure accruing position. Visiting Library Faculty Faculty are designated as visiting when there is a need for a qualified person for a limited period of time. It is a non-tenure accruing title. Time accrued in a visiting position may count toward tenure eligibility if the faculty member moves to a tenure accruing position. Faculty may remain in a visiting position for a maximum of four years. Special Project Appointments The Library often receives funding from grants and other external sources to perform a specific project. When that is the case, librarians may be employed for varying lengths of time with visiting status until the project is completed or funding is withdrawn. "Acting" Appointments Librarians may be asked to take an acting appointment. These appointments typically involve a temporary assignment to an administrative role as the result of a vacancy or leave of absence. Acting appointments are for a limited time period agreed upon by the Dean and the librarian. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 10, 2006 tlm

PAGE 13

Tenure and/or Promotion http://www.uflib.ufl.edu/Pers/cdh/cdh_chaptertwo.html [5/2/2013 11:35:32 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. Tenure and/or PromotionThe Libraries use the following criteria as outlined in Chapter Two, Section C for the conferral of tenure and promotion to higher ranks. 1 Professional Responsibility and Working Relationships 2 Professional Development and Scholarship 3 Service to the Libraries, the University, the State and the Profession The criteria for tenure and promotion are modeled upon those used by the University of Florida for academic faculty. Librarians coming up for tenure and/or promotion to the ranks of Associate University Librarian or University Librarian are expected to demonstrate a level of professional mastery, development, and achievement commensurate with the level of their counterparts in the academic colleges of the University of Florida. These criteria have been revised to relate to the annual assignments made to librarians. The annual evaluation process, which builds on the annual assignment and goals, provides guidance regarding the level of job performance and kinds of professional and scholarly activity that demonstrate professional maturation as an academic librarian. Thus, the tenure and promotion process can be seen as a natural extension of the annual assignment and evaluation process. In order to gain tenure or promotion, librarians must achieve recognized distinction in the first criterion, Professional Responsibility and Working Relationships, and then in one of the other two criteria, Professional Development and Scholarship or Professional Service Activities. Distinction is recognized when the evidence demonstrates sustained, high-quality contributions to librarianship (or the candidate's area of responsibility) that enhance library services, foster new knowledge, support the Universitys mission, and provide leadership to the profession. Supervisors will detail the librarians level of achievement and progress toward tenure and/or promotion in annual letters of evaluation. The foundation of any judgment regarding a librarians qualifications for tenure or promotion is his/her performance of professional responsibility and maintenance of flexible and effective working relationships with library staff, academic faculty, and library users, along with professional development and scholarship and professional service activities. It is expected that both supervisors and members of the Tenure and Promotion Committee will look for evidence of the quality and quantity of work performed by the librarian and measure this against their experience with others at a similar rank at UF or other major research institutions. Librarians are expected, when moving from a lower rank to a higher one, to demonstrate accomplishments and expertise commensurate with the higher rank. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated September 21, 2009 rb

PAGE 14

Tenure http://www.uflib.ufl.edu/Pers/cdh/cdh_tenure.html [5/2/2013 11:35:33 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Faculty HandbookII. A. TenureTenure is a status granted by the Board of Trustees after nomination by the President of the University of Florida which is attained by the faculty member through distinction in teaching, research, extension, or other scholarly or creative activities, and service and contributions to the University and to the profession. It assures the faculty member immunity from reprisals or threats due to an intellectual position or belief which may be unpopular. (See UF Rule 6C1-7.019 ) A Characteristics of the tenure decision. Tenure is a "more critical action" than promotion because it is evidence of a firm and enduring commitment by the university to the individual. The distinctive characteristic of tenure is permanent employment status. The permanent nature of the employment is conditional, however, not absolute. The guarantee of annual contact renewal depends on the availability of funds to honor the commitment. A librarian who is granted tenure has the status of a "permanent member of the faculty," and may remain in the employ of the university until he/she voluntarily resigns retires is removed for just cause is subject to a layoff The characteristics of the tenure decision are similar to those of the promotion decision. The same criteria is used to evaluate a candidates qualification. Both the tenure decision and the promotion decision represent an evaluation on the part of the university of the librarians value to the university and of the potential for future contribution based on past performance. Both decisions require that in addition to performing assigned responsibilities, candidates effectively fulfill all responsibilities attendant to membership in the university community and that candidates understand the concepts of academic freedom and academic responsibility. B Tenure as an element in the career path. Normally a librarian should not be granted tenure without promotion to the rank of Associate Librarian or higher. Only rarely and in the case of special circumstances should tenure be granted without this concurrent promotion. As a corollary, the award of promotion without concurrent or prior award of tenure should occur rarely. While the grant of tenure is coupled with promotion from Assistant University Librarian to Associate University Librarian, a candidate may apply for tenure independent of an application for promotion from Assistant University Librarian to Associate University Librarian. The departmental vote for tenure is always separate and distinct from a departmental vote for promotion. In most cases, the tenure application is coupled with application for promotion to Associate Librarian. Although it is not standard practice, tenure may be granted at the initial appointment, if the librarian is being appointed at the rank of University Librarian. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager.

PAGE 15

Tenure http://www.uflib.ufl.edu/Pers/cdh/cdh_tenure.html [5/2/2013 11:35:33 AM] 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated September 21, 2009 rb

PAGE 16

Tenure Timelines http://www.uflib.ufl.edu/Pers/cdh/cdh_tenuretimelines.html [5/2/2013 11:35:33 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Faculty HandbookII. B. Tenure and Promotion Timelines Determination of Tenure YearTenure earning faculty members shall either be recommended for tenure or given notice of non-renewal from the tenure earning position by the end of the seventh year of continuous full-time or equivalent part-time academic service. A faculty member may request earlier consideration with the concurrence of the appropriate administrator. Some circumstances (e.g. childbirth) allow for the possibility of an extension; see UFF Collective Bargaining Agreement Article 19 for details. (19.4 -Extension of the Probationary Period for Tenure). A 12-month faculty member should have been employed by November 7 for the first academic year of employment or transfer to a tenure earning position to count as one year of eligibility. To determine the mandatory review year and packet submission year, see the table below. Start Date Between Mandatory Review Year Packet Submission Year Nov 8th 2003 Nov 7th 2004 2011 Fall 2010 Nov 8th 2004 Nov 7th 2005 2012 Fall 2011 Nov 8th 2005 Nov 7th 2006 2013 Fall 2012 Nov 8th 2006 Nov 7th 2007 2014 Fall 2013 Nov 8th 2007 Nov 7th 2008 2015 Fall 2014 Nov 8th 2008 Nov 7th 2009 2016 Fall 2015 Nov 8th 2009 Nov 7th 20102017 Fall 2016Nov 8th 2010 Nov 7th 20112018 Fall 2017 Tenure and Promotion CalendarApril Pre-planning, including setting internal deadlines and discussing referees, begins for librarians anticipating going up for tenure and/or promotion. Dean of University Libraries and Library Faculty Assembly establish the membership of the Tenure and Promotion Committee (terms begin October 1). May/June/July Human Resources Office sends the Deans and Chairs a list of tenure-accruing librarians with their tenure eligibility dates. Human Resources Office sends all librarians a link to the current version of the University Guidelines on the Tenure and Promotion Process. August/September

PAGE 17

Tenure Timelines http://www.uflib.ufl.edu/Pers/cdh/cdh_tenuretimelines.html [5/2/2013 11:35:33 AM] Department Chair solicits letters of recommendation for nominee. Nominees and Chairs attend workshop by Academic Affairs on how to prepare packet. September Nominees finalize packets for review by Department Chair/Supervisor for completeness and accuracy. Department Chair confirms with the Human Resources Office the voting eligibility of all departmental members who may vote for tenure and/or promotion. October Department Chair conducts departmental vote and records result. Department Chair produces a transmittal letter and provides a copy for the nominees review. The nominee may prepare a response to the transmittal letter for inclusion in the packet. By October 15 Department Chair submits original of all tenure and /or promotion packets to Human Resources Office. Dean of University Libraries meets with the Tenure and Promotion Committee to give guidance and answer questions. Tenure and Promotion Committee Chair notifies Human Resources Office of the meeting schedule and the plan for review. November Tenure and Promotion Committee meets to review the nominations and summarize nominees' strengths and weaknesses for the Dean of University Libraries. December By December 1 Tenure and Promotion Committee Chair submits the committees assessments to the Dean of University Libraries. The Deans meet to review the nominations. Early January Tenure and/or promotion packets are due in the Office of Academic Affairs Dean of University Libraries notifies the nominees of recommendation or nonrecommendation. May/June Promotion nominees receive notification regarding the final decision on promotions by the President of the University. Tenure nominees receive notification regarding the final decisions on tenure by the Board of Trustees. July 1 or later

PAGE 18

Tenure Timelines http://www.uflib.ufl.edu/Pers/cdh/cdh_tenuretimelines.html [5/2/2013 11:35:33 AM] Tenure is effective. Promotion is effective. Associated pay increases go into effect after this date, as determined by the University. Previous Version Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated August 23, 2011 rb

PAGE 19

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criterionone.html [5/2/2013 11:35:34 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. C. 1 First Criterion: Professional Responsibility and Working RelationshipsStandard: Nominees must achieve distinction in this criterion. Distinction is recognized when the evidence demonstrates sustained, high-quality contributions to librarianship (or the candidate's area of responsibility) that enhance library services, foster new knowledge, support the University's mission, and provide leadership to the profession. The Tenure and Promotion Committee will look for evidence that the nominee has mastered his or her job, performs it effectively, and is committed to the Universitys mission. The Libraries of the University of Florida subscribe to the philosophy that sound working relationships are integral to effective job performance. The highly interactive nature of research libraries and research institutions require that library faculty be able to work effectively with a wide variety of staff in all areas of the Library and the University, colleagues within the State, as well as with faculty and students. Among the considerations are the following: 1 Mastery of job responsibilities. specific examples that the nominee understands how his/her work contributes to the goals of the University specific examples that the nominee understands what is expected of him/her and whether he/she is meeting those expectations specific examples that the nominee understands the systems, programs, policies, and constituencies with which he/she has to deal in order to complete assignments and that the work is performed with skill and dedication specific examples that the nominee exercises independent judgment effective to the degree commensurate with the positions responsibilities and the nominees rank. specific examples that the nominee has successfully completed continuing education or equivalent course work in a subject field appropriate to his/her assignments. Successful completion of academic credit programs, and on-line training courses from academic institutions, libraries, professional organizations and/or information companies that improved the quality of his /her work are also acceptable. 2 Effectiveness at fulfilling responsibilities. specific examples of increasing effectiveness and a high level of performance over a period of several years specific examples of high quality projects, publications, reports, grant proposals, response to service requests, instruction or teaching sessions, cataloging and websites specific examples of ability to prioritize and to make effective use of time (including other peoples time) specific examples of success at interdepartmental, interdivisional, institutional, and interagency collaboration (this is also a working relationship) specific examples of initiative and creativity in improving service to users and/or in developing programs

PAGE 20

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criterionone.html [5/2/2013 11:35:34 AM] 3 Commitment of University, Libraries, research librarianship. specific examples of constructive approach to planning and problem solving specific examples of efforts to further the performance and successfully support the mission of the unit, department, the Library and the University (this is also a working relationship) specific examples that the nominee has developed and/or taught relevant sessions in academic courses or credit courses or components of such a course specific examples of integrity in dealing with the organization and with colleagues 4 Development of good working relationships. specific examples that the nominee treats others with understanding, dignity and respect. specific examples that the nominee strives for understanding of performance expectations and both encourages and considers staff participation in decisions that affect the workplace. specific examples that the nominee communicates effectively and works well with individuals, in teams and on committees Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated August 4, 2006 tlm

PAGE 21

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criteriontwo.html [5/2/2013 11:35:35 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. C. 2. Second Criterion: Professional Development and Scholarship.Standard: Distinction must be attained in either the second or the third criterion. If distinction is attained in the second and not the third criterion, performance in the third criterion must be strong, but not necessarily distinguished The Tenure and Promotion Committee will look for evidence of commitment to and accomplishment in research librarianship. Documented activities demonstrating that the nominees experience has led to a broad understanding of the field, that he/she has mastered a part of it, and that there has been intellectual development and contributions beyond those called forth by routine daily assignments are important considerations. Professional development and scholarship in a subject area will be considered if relevant to the librarians assignment. The Tenure and Promotion Committee will use the documentation to evaluate the nominees potential to continue to be a creative and contributing member of the University community. Among the considerations are the following: 1 Scholarly Achievement specific examples that the nominee has made scholarly contributions to the field, with special consideration given to scholarly monographs or substantive refereed journal articles or articles in respected nonrefereed journals specific examples that the nominees expertise has been recognized through invitations to present papers, demonstrations, poster sessions and exhibits at professional meetings, symposia, workshops, and conferences specific examples that the nominee has participated at the state, regional, or national level as session moderators, panelists and conference organizers/program planners specific examples that the nominee has developed library documents, printed, audiovisual instructional aids, or electronic media and/or other works of exceptional quality or creativity specific examples that the nominees scholarly achievement has been recognized with the completion of a university accredited degree program in a subject field appropriate to his /her assignments specific examples that the nominee has developed original uses of other technologies to solve library problems 2 Grants and Other Funding. specific examples that the nominee has identified areas where the Library might qualify for outside funding from either public or private sector sources and developed successful proposals specific examples that the nominee has helped a professional organization develop a grant for funding bibliographical projects to benefit all research libraries or staff of research institutions specific examples that the nominee has contributed to the field of librarianship through a professional development leave awarded by UF or through fellowships, internships, or study leaves granted by national or professional associations. Next>>

PAGE 22

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criteriontwo.html [5/2/2013 11:35:35 AM] Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated August 4, 2006 tlm

PAGE 23

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criterionthree.html [5/2/2013 11:35:36 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. C. 3. Third Criterion: Service to the Library, the University, the State, and the Profession.Standard: Distinction must be attained in either the second criterion or the third criterion. If distinction is attained in the third criterion and not the second criterion, performance in the second criterion must be strong, but not necessarily distinguished. The Tenure and Promotion Committee will look for evidence of a nominees strong service orientation to the Library, the University and the profession. Among the considerations are the following: 1 Service to the Library. specific examples that the nominee has provided leadership and significant service to the Library through participation and contributions to committees or task forces, with particular emphasis being given to major library-wide committees and service in a leadership capacity. specific examples that the nominee has contributed to the achievement of the Librarys mission by providing major constructive suggestions and criticisms of a library-wide nature that have resulted in improvements in library operations Service to the University. specific examples that the nominee has provided substantive service to the University through participation on university-wide committees, college or academic departmental programs and endeavors, task forces, senates, or research teams, or through the planning of university programs and initiatives. specific examples that the nominee has developed and/or taught a relevant credit course or components of such a course 3 Service to the State University Libraries. specific examples that the nominee has provided substantive service to the State University Libraries through participation on SUL-wide committees and task forces, or research teams, or through planning SUL-wide university programs 4 Service to the Profession. specific examples that the nominee has made a substantial contribution to the work of a relevant professional organization (e.g. holding major elected or appointed office, planning programs, serving on committees, task forces, or panels). specific examples that the nominee has provided successful formal consultations, workshops, or presentations outside the university appropriate to his/her assignments Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement

PAGE 24

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_criterionthree.html [5/2/2013 11:35:36 AM] Last updated August 4, 2006 tlm

PAGE 25

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. D. 1. Tenure and Promotion Guidelines for Library Faculty and SupervisorsA. IntroductionThe tenure and promotion processes are governed by procedures which are derived from rules and regulations promulgated by the State of Florida, the University of Florida, and the United Faculty of Florida Union. These rules mandate the manner in which the tenure/promotion process is handled by the librarians department; the Libraries Tenure and Promotion Committee, the Dean of University Libraries, and higher administrative officials. Tenured library faculty should evaluate carefully the material submitted for each nominee, clarify matters that are not clear in the documentation, and determine whether the nominee meets the standard that the University has set for tenure and/or promotion to the applicable rank. Confidentiality with respect to information regarding each candidate is expected. The following documents are pertinent to the tenure and promotion process: 1 Florida Administrative Code (FAC) 6C1-7.003 7.010 7.013 and 7.019 2 Constitution of the University of Florida Article V., Section 5. 3 GUIDELINES AND INFORMATION REGARDING THE TENURE, PERMANENT STATUS AND PROMOTION PROCESS FOR (year). This is updated annually and posted on the Office of the Provost Tenure Information Page at http://www.aa.ufl.edu/tenure/. In instances where the Career Development Handbook and the above documents are not in agreement regarding the specifics of the packet the candidate and chair should rely on the university documents as authoritative. In instances where the Career Development Handbook and the above documents are not in agreement regarding the departmental or Library processes for reviewing the tenure and promotion application the candidate and chair should rely on the Career Development Handbook. Any questions or concerns should be directed to Library Human Resources Office. For those faculty in the bargaining unit the same promotion procedures are used for faculty holding tenure and non-tenure accruing titles. For those faculty not in the bargaining unit, the same promotion procedures are used for faculty holding tenure and non-tenure accruing titles, with the exception of promotions from Assistant In to Associate In or from Associate In to Senior Associate In. These promotions can be decided by the college dean and do not need to be forwarded to the President. Evaluations of those faculty members will be based on assigned duties and responsibilities with the understanding that some assignments may be all or mostly devoted to one activity. B. Overview of the ProcessThe process has a number of checks and balances to protect both the individual and the University.1 Academic Affairs advises Library Human Resources as to which librarians are subject to mandatory tenure review the following year. 2 A faculty member in an eligible position must request to be nominated for tenure by the beginning of the last year of the tenure probationary period. The Department Chair or the individual librarian may initiate the promotion process. 3 Names of evaluators are generated by the candidate and his/her mentor, and the department chair. Letters of evaluation are solicited. Biosketches of evaluators are included in packet. Other required data are gathered into the nomination packet. 4 Eligible faculty members of the nominees tenure home department read the packet

PAGE 26

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] and discuss the nomination. No sooner than 24 hours after this departmental discussion, the eligible faculty members vote by secret ballot on the basis of their experience with the nominee and the evidence presented in the packet. 5 After the departmental vote, the Department Chair adds his or her recommendation to the packet. A copy of the Chairs letter is provided to the candidate, and the candidate has 10 days thereafter to request a meeting and/or to submit a written response to be included in the packet. 6 The packet, along with the Department Chairs recommendation and the departmental vote, is forwarded to the Tenure and Promotion Committee. 7 The Tenure and Promotion Committee reviews the packet and provides a written factfinding report to the Dean of University Libraries. 8 The Dean of University Libraries may request that the library directors from Smathers Libraries, the Health Science Center Libraries, the Legal Information Center, and FCLA provide advice regarding their nominations. 9 The Dean of University Libraries writes a letter of review and recommendation and sends it to the Academic Personnel Board. A copy of the Deans letter is provided to the candidate, and the candidate has 10 days thereafter to request a meeting and/or to submit a written response to be included in the packet. 10 The Academic Personnel Board will review the packet and report to the president on the strengths and weaknesses of the records. If there are questions about a nomination packet, the Academic Personnel Board will notify the dean who in turn will notify the appropriate chair or director and the faculty member so they may respond. 11 The nomination is forwarded to the President of the University who makes final promotion decisions and recommends tenure. 12 Positive tenure recommendations are forwarded to the Board of Trustees for final action. 13 Although the President makes final tenure recommendations, the Dean of University Libraries is given an opportunity to discuss negative tenure decisions with the President. 14 Negative tenure decisions may result in a notice of non-renewal.C. Detailed Procedures -Initial StepsThe Guidelines and Information Regarding the Tenure, Permanent Status and Promotion Process document is updated annually and posted on the Office of the Provost Tenure Information Page Shown below are highlights of the procedures that must be followed. 1 Determination of Eligibility for Tenure Nomination a Librarians who are classified as full-time or part-time with the rank of Assistant University Librarian and above who are employed in a tenure earning position are eligible for nomination for tenure. b The tenure probationary period for the University Libraries is 7 years, including any time approved for tenure credit when initially employed by the University in a tenure accruing position. A faculty member must request to be nominated for tenure by the beginning of the last year of the tenure probationary period (July 1st), although consideration is normally given when the candidates record is ready (a determination made by the faculty member in consultation with the chair). A faculty member may apply for tenure at any time prior to the beginning of the last year of the tenure probationary period, and the department chair or equivalent administrator shall initiate the tenure nomination process upon that request, regardless of the time the faculty member has spent in rank. Faculty members considering applying for tenure prior to the beginning of the last year of their probationary period are advised to consult with senior faculty and the chair, director, or dean before making this request. A faculty member who is considered for tenure but not supported by the president must be given a letter of non-renewal. Faculty members being considered for tenure prior to the

PAGE 27

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] beginning of the last year of the probationary period may withdraw from consideration without prejudice. The withdrawal from consideration for tenure must be made prior to the Presidents official notification. c Tenure service is counted prior to, during, and after an approved leave of absence or reduction of FTE. No service credit is accrued during the leave of absence without pay, except as agreed to in writing by the Office of Academic Affairs and the faculty member at the time of approval of leave. 2 Nomination In July the Library Human Resources Officer will notify eligible librarians, directors/deans, and department chairs that it is time to initiate the tenure and/or promotion process. Any librarian desiring to submit a nomination for promotion must be considered. 3 Tenure and Promotion Information Meeting for LibrariansNominees and their department chairs will be invited, along with any other interested librarians; to attend tenure and promotion workshops provided by the Human Resources Office and the Office of Academic Affairs. a. The meetings provide information on all aspects of the Libraries and Universitys tenure and promotion process: filling out the tenure and promotion forms, selecting referees, requesting letters of evaluation, the role of the Tenure and promotion committee, criteria for tenure and promotion, and timelines for the tenure and promotion process. b. The Department Chair or equivalent administrator and the nominee should review the appropriate sections of the Florida Administrative Code, University Constitution, Bargaining Agreement, Career Development Handbook and the Office of Academic Affairs Memorandum for compliance with the rules and procedures. 4. Letters of Evaluation Letters of evaluation from colleagues outside and inside UF are extremely important in presenting a credible picture of a candidate and should therefore be written by a knowledgeable, competent, reputable, and diverse group of persons. Referees should be selected carefully. a. Number of Outside Letters For faculty in the bargaining unit no fewer than five and no more than six letters must be from qualified scholars in pertinent disciplines outside* the university. For faculty not in the bargaining unit at least five letters must be from outside* the university. *Outside means individuals not employed either currently or in the past ten years by the University of Florida. These outside letters are placed in the LETTERS OF EVALUATION section of the packet. b. Number of Letters from Inside UF For all library faculty, there will also be letters from 3-5 UF evaluators (normally UF librarians or other UF faculty). These will be included in the FURTHER INFORMATION section of the packet. Inside evaluators selected may include faculty (either librarians or other faculty) that have left UF in recent years (normally 1-3) who can still provide important and useful evaluation of the candidate's recent performance in Criterion One

PAGE 28

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] (Professional Responsibility and Working Relationships). c. Other Guidelines1 For promotion to Associate University Librarian and for tenure : Eight letters of evaluation (5 from outside and 3 from inside) are required. 1-2 additional inside letters (total of 5 inside) may be needed to adequately reflect achievements in some cases. The same requirements exist for non-tenure track faculty seeking promotion from Assistant In to Associate In. 2 For promotion to University Librarian : Ten letters (5 outside and 5 inside) are required. The same requirements exist for non-tenure track faculty seeking promotion from Associate In to Senior Associate In. 3 Letters should normally be written by faculty of higher rank than the nominee. Exceptions may be colleagues with whom the candidate has worked closely in their service to professional organizations. 4 More important than quantity of letters is their quality, ensuring that a knowledgeable, rounded and balanced view of the performance and potential of the nominee is provided. 5 Please note that these are to be letters of evaluation offering evidence of recognized contributions and not simply letters of support. 6 You are encouraged to solicit outside letters from those who do not have a personal relationship with the candidate. 7 Outside letters from faculty who are at the top of the candidates field and at the very best institutions are particularly valued 8 Other considerations for selection of evaluators are included in the annual Guidelines and Information Regarding the Tenure, Permanent Status, and Promotion Process linked at http://www.aa.ufl.edu/tenure/ d. Process for Identifying Evaluators1 No later than mid-July, seven names of potential outside evaluators and five names of potential UF evaluators (UF librarians and other faculty) are generated by the candidate and his/her mentor and submitted to the chair. 2 The chair also generates a list of potential evaluators. 3 The chair and the candidate discuss their lists of potential evaluators and decide who should be contacted to ask if they are willing to write an evaluation. 4 The chair contacts the potential evaluators to determine if they are willing/able to write a letter by late September if requested. 5 For outside reviewers at least five individuals and not more than six, at least half of whom come from the candidates list, must agree to serve as reviewers. If an insufficient number of individuals agree to serve, the candidate should submit additional names until at least five individuals agree to serve. 6 For inside reviewers 3-5 letters will be included in the packet. These letters should be written by individuals that can especially offer substantive comments regarding the candidates performance in Criterion One (Professional Responsibility and Working Relationships). 7 Biosketches of evaluators will be included in the packet and should be gathered at this time. 8 The Department Chair reviews the final list with the candidate. 9 The Chair sends the list of selected evaluators and biosketches to the next level supervisor (either the Associate Dean, Senior Associate Dean, or Dean) for review. Reasons for choosing evaluators are included: credentials/qualifications and his/her relation to the candidate (specifically the extent of contact, knowledge of candidates performance, etc.) 10 The Associate Dean, Senior Associate Dean or Dean approves the list. e. Soliciting Letters of Evaluation1 Letters of evaluation must be available to the candidate for review unless s/he executes a written waiver of her/his right to review the solicited letters of evaluation. Candidates must execute or decline the waiver before letters of evaluation are solicited. Evaluators must be notified in the solicitation letter how the candidate chose to execute or decline the waiver. The signed statement is sent to the Library Human Relations Officer.

PAGE 29

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] 2 The Department Chair will use the Libraries form letter to solicit letters of evaluation. Copies of the solicitation letters are to be sent to the Human Resources Officer. 3 The letter shall append the candidates vita and the Libraries written disciplinespecific clarifications of the University criteria and shall ask the evaluator to assess the candidates performance in order to determine whether it satisfies the University criteria for tenure as clarified in writing by the Libraries. candidates department. 4 All solicited evaluations that are received must be included in the packet. f. Letters Included in the Packet Letters of evaluation should be arranged and identified: Those from colleagues outside of UF are placed in the Letters of Evaluation Section. Those from University of Florida Librarians and University of Florida Faculty are placed in the Further Information Section, along with the biosketches of those evaluators.D. Preparation and Contents of the Tenure and/or Promotion Packet 1. Preparation Nominees for tenure and/or promotion need to review the Libraries' Career Development Handbook and The Guidelines and Information Regarding the Tenure, Permanent Status and Promotion Process document that is updated annually and posted on the Office of the Provost Tenure Information Page which includes the Universitys tenure and/or promotion forms and the applicable sections of the Florida Administrative Code, the Bargaining Agreement, and the Constitution of the University of Florida. The nominee is responsible for working with his/her supervisor to prepare the tenure and promotion packet. The supervisor is responsible for providing guidance to the nominee. Prior to consideration of the librarians nomination by the department, the nominee will review the materials in the packet to ensure that all information the librarian believes to be pertinent to the nominations is present. It is the responsibility of the nominee to see that the tenure and/or promotion materials are complete. If the librarian has waived his/ her right to review the letters of recommendation, these may not be seen by the nominee. It is the responsibility of the nominee's supervisor to incorporate the letters of recommendation into the packet in accordance with relevant University Tenure and Promotion Guidelines. The nominee must be notified in writing of any additions, deletions or changes to the supporting materials in the packet. The nominee then has five days within which to attach a brief and concise response if desired.2. Contents of the Tenure and/or Promotion Packet University of Florida Recommendation for Tenure, Permanent Status, and/or Promotion forms are provided by the Office of Academic Affairs. Instructions for completing the Tenure and Promotion packet can be found in the annual Guidelines and Information Regarding the Tenure, Permanent Status and Promotion Process document. It is important to follow these instructions. OTHER SPECIFIC GUIDANCE FOR LIBRARY FACULTY -Consult Library HR with any questions. GENERAL: Each page of the packet should be numbered, including the letters of evaluation; do not number page X of Y. Put the nominees name in the upper right-hand corner of each page.The T&P Cover Sheet is the first page of the packet and is assigned number "1".

PAGE 30

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] #4 -ASSIGNED ACTIVITY Use the Teaching, Research, and Service categories shown in the UF instructions. Most library faculty will show 0% Teaching, 10% Research, and 90% Service. #9 -Teaching, Advising and/or Instructional Accomplishments The 2009-2010 UF Guidelines specifically included the following language encouraging library faculty to describe accomplishments in their primary assignment (i.e. criterion one "Professional Responsibilities"). In no more than 750 words, describe your teaching, advising, professional responsibilities (Librarians) and/or instructional accomplishments, including, as appropriate, curriculum and course development, service as a graduate or undergraduate coordinator, supervised research through credit courses, and the development of new courses, CD ROMs, educational software and multimedia materials. Library faculty should include the following statement initially in this section. This does not count as part of the 750 words. NOTE: To support the teaching and research missions of the University, Library faculty are assigned in varying degrees to perform public, technical, archival, and administrative functions. These primary activities are referred to in the Libraries T&P Criteria as Professional Responsibilities rather than Teaching to better reflect the unique and specialized activities in which Library faculty engage. SUMMARY OF ALL LETTERS INCLUDED IN THE PACKET Letters of evaluation solicited from outside and insde UF Those from colleagues outside UF are placed in the Letters of Evaluation Section, while those from University of Florida Librarians and University of Florida Faculty are placed in the Further Information Section. Include copies of the last five annual letters of evaluation (including any responses) (or as many as have been written if the nominee has not been at the University long enough to have been evaluated five times). If tenure credit was granted upon appointment, include a copy of the letter approving such previous tenure service. The letter from the Department Chair or equivalent administrator is to be added to the packet after the departmental vote has been taken. See below section F. Department Chairs Addition of Information to the Packet for more information about this letter. The packet cannot be forwarded to the next step until the candidate either submits a response to the Chairs letter, indicates in writing that s/he will not respond, or 10 days have passed since their receipt of the Chairs letter, whichever is first. Such response shall be placed in the packet. An evaluative statement from the Dean of University Libraries is required. The statement is added to the packet after the Dean of University Libraries has reviewed the fact-finding information with the Tenure and Promotion Committee. This statement, a copy of which is sent to the nominee, may be used to explain/clarify such issues as unusual votes, exceptional assignments, or early promotions as well as serving as an evaluation of the nomination. The packet cannot be forwarded to the next step until the candidate either submits a response to the Deans letter, indicates in writing that s/he will not respond, or 10 days have passed since their receipt of the Dean'sletter, whichever is first. Such response shall be placed in the packet. ADDITIONAL CONTENTSAt the end of the packet include a current vita which serves as an extension of

PAGE 31

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] information not required by the forms gives a broader description of the nominees accomplishments. Also include Annual assignments and goals/objectives. These are not forwarded to the Academic Personnel Board.E. Departmental Vote1 All tenured librarians in the nominees department are eligible to vote on a tenure nomination. See exceptions in #6 below. 2 Those librarians in the nominees department in ranks higher than the nominees current rank are eligible to vote on a promotion nomination. See exceptions in #6 below. Clarification for non-tenure track faculty: For faculty applying for promotion to Associate In, the dossier will be reviewed and voted upon by departmental faculty at the rank of Associate In or higher and/or Associate University Librarian or higher. For faculty applying for promotion to Senior Associate In, the dossier will be reviewed and voted upon only by departmental faculty at the rank of Senior Associate In and/or University Librarian. 3 Faculty in the department eligible to vote will independently review all material in the packet, including letters of evaluation. (They do not view the chairs letter of transmittal, or the chairs endorsement, or lack thereofthese are added after the vote.) 4 The Chair will hold a meeting of eligible voting faculty to discuss the nominations. 5 The vote, by secret ballot, may not be taken sooner than 24 hours after this meeting. Department members are expected to vote on their experience working with the candidate as well as the contents of the packet. It is recommended that candidates be discussed alphabetically (first all candidates for tenure at that rank, then the candidates for promotion to University Librarian). All discussions and material reviewed must be held confidential by all involved. 6 NOTE: Though eligible to participate in the discussions of the departmental faculty, a chairperson, dean, or equivalent administrator who provides a written evaluation of the candidate as part of the tenure or promotion process shall not participate in the secret ballot of the department or unit. F. Department Chairs Addition of Information to the Packet1 After the department vote is taken, but before the packet is forwarded to the Library Human Resources Office, the Chair adds to the packet a letter of transmittal (addressed to the Dean of Libraries), indicates whether the nominee is endorsed or not, and writes in the results of the departmental vote. 2 The chairs letter must explain the vote whenever 20% or more of the votes are recorded as negative, abstaining or absent. 3 This letter should give an overall assessment (as measured against the criteria described in Chapter Two, Section A) of the nominees qualifications for the action sought, provide information, where appropriate, about the professional status of those writing letters of evaluation, comment on the quality of the nominees publications and other achievements under the criteria, and provide any other clarifications which will assist the reviewers in evaluating the materials in the packet. Of special importance is highlighting the significance of the UF evaluation letters contained in the Further Information section since they address 80-90% of a UF librarians assignment. The chair should append to the letter the list of referees with a brief narrative description of the reasons why these individuals were selected, including the referees credentials/qualifications and his/her relation to the candidate (specifically the extent of contact, knowledge of the candidates performance, etc.). 4 Once this information has been added to the packet, the nominee must receive a copy of the letter, evaluation, and results of the departmental vote. 5 If the nominees immediate supervisor reports to a Department Chair, the supervisor may write the chairs letter of transmittal. In this case, the chair indicates in writing on the letter concurrence with the lower level supervisor. 6 At any point in the process if information is added to, deleted from, or changed in the packet, the nominee must be notified in writing and has five days to respond. A copy of the notification is sent to the department chair. 7 The original packet and two photocopies are to be submitted to the Human Resources

PAGE 32

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] Office for review for omissions or errors. After the packet has been reviewed and corrected, if needed, the packet is forwarded to the Tenure and Promotion Committee.G. Review by the Tenure and Promotion Committee1 Composition and Formation of the Committee a The Tenure and Promotion Committee is composed of nine members: four elected by the Library Faculty Assembly and four appointed by the Dean of Libraries with the fifth alternating yearly. All must be tenured faculty members, with the majority University Librarians. The committee will include one member each from Health Science Center Libraries and Legal Information Center with equitable representation of all units of Smathers Libraries. b Each librarian appointed or elected to the committee will serve a three-year term, unless the librarian is appointed/elected to fill in for a committee member who has left the Libraries or is otherwise unable to serve. New members are elected/appointed in April/May, take office October 1st, and complete their service three years later on September 30th. Appointments will be staggered in such a way that the terms of three librarians will end each year thus necessitating the election or appointment of three new committee members. c By August of each year one University Librarian on the committee will be appointed chair of the committee by the Dean of University Libraries. 2. Responsibilities of the Committee1 The members of the Tenure and Promotion Committee will review and discuss appropriate tenure and promotion regulations for the Libraries and the University in order to develop a common understanding of the requirements, procedures and their responsibilities prior to consideration of the tenure/promotion nominations. 2 They will then review the files of candidates. 3 All members are eligible to review and assess tenure nominations. 4 Those faculty in ranks higher than the nominees current rank are eligible to review and assess promotion nominations. Clarification for non-tenure track faculty: For faculty applying for promotion to Associate In, the dossier will be reviewed and assessed by members at the rank of Associate University Librarian or higher. For faculty applying for promotion to Senior Associate In, the dossier will be reviewed and assessed only by members at the rank of University Librarian. 5 The evaluation information used in the tenure and/or promotion process as well as the Committees discussion of said information are confidential and open only to those individuals involved in the recommendation and/or decision making process, unless otherwise required by law. 6 Members of the committee may request at any stage in the fact-finding process additional information. 7 After review and discussion of the nomination, the chair of the Committee informs the Dean of University Libraries and the Human Resources Officer that their review has been completed. 8 A fact-finding report, identifying the strengths and weakness of each candidate, is prepared for the Dean of University Libraries. The Dean may discuss the findings with members of the committee.H. Review by the Library Dean, Associate Deans and Directors1 The Dean of University Libraries may request that the Associate Dean and Director of the Health Science Center Libraries', the Legal Information Center Director, the FCLA Director and the Smathers Libraries Associate Deans provide information on the nominations. 2 After consideration of the materials in the packets, and after consultation with the above mentioned groups and/or individuals, the Dean of University Libraries decides whether or not to endorse the nominations. This decision is noted on the tenure and promotion forms. 3 The Dean of University Libraries may choose among the following. In either instance, the

PAGE 33

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] packet is forwarded to the Academic Personnel Board. Copies of the material added to the packet are sent to the nominee. a. Tenure 1 recommend the nomination. An evaluative statement is written by the Dean of University Libraries and inserted into the packet. 2 recommend against tenure. If the nomination is not recommended the Dean of University Libraries must notify the candidate within five (5) days. The Candidate may ask for a meeting with the Dean within 10 days of notification. b. Promotion 1 recommend the nomination An evaluative statement is written by the Dean of University Libraries and inserted into the packet. 2 recommend against promotion. If the nomination is not recommended the Dean of University Libraries must notify the candidate within 5 days. The Candidate may ask for a meeting with the Dean within 10 days of notification. 3 NOTE: For faculty members not in the bargaining unit seeking promotion from Assistant In to Associate In or from Associate In to Senior Associate In, the promotion decision can be decided by the college dean and does not need to be forwarded to the President. All other faculty promotion decisions are made by the President.I. Review by the Universitys Academic Personnel Board or Designee 1 The Universitys Academic Personnel Board or designee shall review nominations received in order to advise the President. 2 The Dean of University Libraries shall have the opportunity to meet with the president to review negative recommendations for tenure before the president makes a decision.J. Review by the University President1 In tenure decisions, the President will submit a recommendation to the Board of Trustees for approval. The Dean of University Libraries will be notified of that recommendation and will keep the librarian informed. 2 The President has the authority to make the final decision with respect to promotion nominations to the Associate University Librarian and University Librarian ranks, and, for in-unit, non-tenure accruing faculty, to Associate In and Senior Associate In. The Dean of University Libraries will be notified of such action.K. Review of Tenure Nominations by the Board of TrusteesThe library faculty member shall be notified in writing by the appropriate administrative official immediately, or as soon thereafter as possible, of the final action taken on the nomination for tenure.L. Tenure and Promotion FileCopies of tenure and promotion packets will be filed in the Human Resources Office in a separate tenure and promotion file. This material may be viewed only by those required to participate in making recommendations and decisions regarding tenure and/or promotion as needed. Previous Version of this Page Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2010 University of Florida George A. Smathers Libraries. All rights reserved.

PAGE 34

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureprocess.html[5/2/2013 11:35:37 AM] Acceptable Use, Copyright, and Disclaimer Statement Last updated August 27, 2010 rb

PAGE 35

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureguidlines.html [5/2/2013 11:35:38 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. D. 2. Tenure and Promotion Committee GuidelinesI Policy The Tenure and Promotion Committee serves as a fact-finding body to review applications for tenure and/or promotion based on the criteria outlined in the Career Development Handbook. The committee is advisory to the Dean of University Libraries who appoints library faculty for a threeyear term. Each year three members rotate off of the committee and three new members join it. The Dean annually sends a letter to the Committee outlining their responsibilities and timeline. II Referenced Documents A Florida Administrative Code (on tenure and promotion) B Comparison of Librarians Ranks (chart) C Standards for Promotion to Associate or University Librarian (Career Development Handbook) III Monitoring Development of each Candidates Packet The chair should initiate contact with the Human Resources Officer and communicate regularly concerning the names of individuals planning to be considered for tenure and promotion and the status of packets (progress toward receipt of all letters, etc.) IV Setting Up T&P Committee Meetings A Begin planning meeting times as soon as possible; scheduling nine people for committee meetings can be a complicated task. B In advance of the first meeting with the committee, gather as much schedule information from members as possible so that potential meeting times can be proposed. Consider the following: Regular meetings (weekly, bi-weekly, monthly) Other known meetings already scheduled Anticipated days out of the office C Using the information supplied, create a master schedule for the committee, identifying potential meeting times. D Anticipate how many meetings will be needed for discussion. Estimate one hour per candidate. Set up one or more additional sessions in case extra time is needed. It is recommended that no meeting last more than three hours, and two hours is preferred. V Organizational Meeting The chair arranges an organizational meeting before the packets are ready to be discussed. Committee members should review the appropriate sections on tenure and promotion from the Career Development Handbook

PAGE 36

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureguidlines.html [5/2/2013 11:35:38 AM] and the Florida Administrative Code. A The purpose of the meeting: Review the Deans letter to the committee. Review the T&P criteria by which candidates are to be judged. Review and clarify the criteria and other questions about the T&P process and the T&P Committees role. Agree on the process to be followed in committee preparation and deliberations. Establish the communications mechanism for the committee. Agree on a plan for the easiest possible access to candidate packets and publications by Committee members in advance of meetings to discuss and vote. Insure that packets are not checked out and unavailable to others for significant periods. Determine a schedule for completion of the process no later than the deadline established by the Dean. B Points to Emphasize Confidentiality of all deliberations. The committee serves a unique and valuable role in providing the perspective of accomplished and objective colleagues. Individuals are not tenured as administrators (department chairs, etc.), but as "librarians". Note: Although a candidate may have the primary assignment of manager/supervisor, he/she is to be evaluated within the guidelines of the Career Development Program for Librarians and within the context of his/her work as a librarian. Plan to reserve enough time to study thoroughly each packet. Before beginning to read packets, have a clear picture of which activities are to be included in each of the three criteria. Committee members should look for sustained achievements in the three criteria: Professional Responsibility, Professional Development and Scholarship, Service to the Library, the University, the State, and the Profession. Distinction in Professional Responsibility and in one of the other two criteria, with excellence in the third, are required. In the interest of fairness,do not compare the merits of any application for tenure and/or promotion with that of other librarians going through the process in the same year. Each application stands on its own and is measured against shared standards of excellence that the organization constantly strives for in each criterion. Each committee member is selected because s/he is believed to have the breadth of experience within the organization and a sufficient understanding of professional activities characteristic of each rank to make an informed assessment concerning a candidate. Packets are to be read with objectivity and within the context of the guidelines in the Career Development Program for Librarians. First-hand information from committee members which provides useful insight into a candidates work but may not be reflected in the packet is encouraged so that there is as balanced a picture as possible of the candidate. The Committee may request additional information from a candidate's supervisor, if necessary. The T&P Committee Chair should contact the Human Resources Officer before pursuing other sources.

PAGE 37

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureguidlines.html [5/2/2013 11:35:38 AM] VI Reading Packets in Preparation for Discussion A Vitas for those librarians recently tenured and/or promoted are maintained in the Human Resources Office and are available for committee review. B Review the candidate's packet and identify particular areas of distinction and areas of concern. For example: In the area of publications, think in terms of sub-categories for books, refereed journal articles, etc. In the areas of service, think in terms of significance/relevance of the group, the individuals specific role in it and contributions to its work, etc. C A referee's letter should be evaluated critically for an understanding of research librarianship, the level of performance generally considered routine at University of Florida and other academic research libraries, the UF tenure and promotion criteria, and the specific performance of the nominee. The referee's knowledge and length of involvement with the candidate should also be noted. VII Fact-Finding and Assessment Meetings to Discuss Candidates A The chair should arrange to have packets and publications of candidates for review at the meeting. B Before beginning discussion of individual candidates, the chair should ask if any additional general discussion on the process or criteria needs to occur. C Before beginning the discussion of candidates for the rank of University Librarian,the University Librarians on the T&P Committee should discuss the standards and expectations for attainment of that rank. D Discuss the candidates alphabetically (first all candidates for tenure at that rank, then the candidates for promotion to University Librarian). E Plan on approximately one hour for discussion on each candidate. Allow for as much time as is needed however, to thoroughly discuss all aspects of a candidates performance. F Discuss each candidate systematically using Criterion I, Criterion II, and Criterion III. Both strengths and weaknesses of the candidates record shall be reviewed. G The Tenure and Promotion Committee members provide individual assessments for each nominee and the assessments are tallied by the Chair of the T&P Committee VIII Reporting to the Dean When all candidates have been reviewed and an assessment taken, the chair presents the Committee's assessment and fact-finding report to the Dean of University Libraries.

PAGE 38

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_tenureguidlines.html [5/2/2013 11:35:38 AM] IX Final Steps The Dean may wish to consult with the Committee as a group or individually. X Responsibility It is the responsibility of the Human Resources Officer to update and to maintain this process consistent with current practices of the Library Tenure and Promotion Committee, the University of Florida Office of Academic Affairs, and the Dean of University Libraries. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated August 4, 2006 tlm

PAGE 39

Promotion for Non-Tenure Track Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_nontenurepromotion.html [5/2/2013 11:35:39 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development Handbook II. E. Promotion for Non-Tenure Track FacultyDetermination of Eligibility for Promotion Some library faculty are appointed to ranks that are non-tenure accruing (e.g. AssistantIn, Associate-In, or Senior Associate-In Libraries). In order to receive a higher rank, there must be a documented record of distinction in performance of the faculty members primary responsibility including demonstration of professional expertise, innovation, mature judgment, and creativity. An eligible faculty member may initiate the application for promotion whenever the faculty member believes he/she has met the criteria for promotion by notifying the department chair or equivalent (hereafter, "chair") before the normal tenure and promotion review cycle begins, and the chair shall initiate the promotion nomination process upon that request. Faculty members being considered for promotion may withdraw from consideration without prejudice. For those faculty members in the bargaining unit the same promotion procedures are used for faculty holding tenure and non-tenure accruing titles; the President shall make the final decisions on promotion. For those faculty members not in the bargaining unit, the same promotion procedures (including final decisions on promotion by the President) are used for faculty holding tenure and non-tenure accruing titles, with the exception of promotions from Assistant In to Associate In or from Associate In to Senior Associate In. These promotions can be decided by the college dean and do not need to be forwarded to the President. Evaluations of non-tenure accruing members will be based on assigned duties and responsibilities with the understanding that some assignments may be all or mostly devoted to one activity. Promotion Criteria Movement from Assistant-In to Associate-In or from Associate-In to Senior Associate-In shall be a result of a faculty members meritorious performance since the last promotion or since the faculty members appointment (if there is no previous promotion) and shall be based upon established written promotion criteria for the rank in question specified by the University and by the College of Libraries. Promotion within a rank series for faculty members who are not eligible for tenure, where the faculty members assignment is normally devoted to one or two assignment categories requires distinction in Criterion 1 the faculty members primary responsibility and strong achievement in one of the other two criteria: 2) professional development and scholarship, or 3) service to the Library, the University, the State, and the Profession. Distinction is recognized when the evidence demonstrates sustained, high-quality contributions to the candidate's area of primary responsibility that enhance library services and functions, foster new knowledge, support the Universitys mission, and provide leadership. Distinction is performance that would be judged by informed experts as outstanding in comparison to other professionals in the same field.

PAGE 40

Promotion for Non-Tenure Track Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_nontenurepromotion.html [5/2/2013 11:35:39 AM] Criteria for promotion shall be relevant to the performance of the work that the faculty member has been assigned to do and to the faculty members duties and responsibilities as a member of the University community. Criteria within the College of Libraries recognize three broad categories of academic service: 1) Professional responsibility, 2) Professional development and scholarship, and 3) Service to the Library, the University, the State, and the Profession. Criterion One: Professional responsibility: Evidence of distinction may include contributions in functions such as: Providing reference and research services to discipline based users, to the University community, and/or to the global research community. Identifying, selecting, evaluating, acquiring, and preserving paper-based and/or digital resources in support of the Universitys research and education endeavors which result in collection excellence. Instructing students in for-credit courses offered through teaching departments in the candidate's subject specialty. Providing bibliographic instruction offered as a component of for-credit courses; Developing instructional materials for in-class or online use that enhance the information skill sets of students and faculty. Supervising and managing units and/or projects within the Libraries which provide services and functions. Performing administrative functions including training, budgeting, planning, goalsetting, and analysis. Creating and supporting metadata systems which permit discovery and access to library resources. Organizing, retrieving, and manipulating data in print, nonprint, and electronic forms to assist library users. Designing and implementing computer functionality based on user needs. Developing and/or managing computer-based systems including hardware and/or software that enhance the libraries ability to support the librarys and Universitys missions. Creating digital collections that support the educational and research efforts of the University community and/or that document the intellectual contributions of the academic community. Criterion Two: Professional development and scholarship -Examples of strong achievement are demonstrated when the nominee: Has made contributions to the field by writing articles, chapters, papers, etc.; Has been recognized as an expert based on invitations to present papers, demonstrations, poster sessions and exhibits at professional meetings, symposia, workshops, and conferences; Has participated at the state, regional, or national level as session moderators, panelists and conference organizers/program planners; Has developed documents, printed, audiovisual instructional aids, or electronic media and/or other works of exceptional quality or creativity that are relevant to his/her professional responsibilities; Has completed a university accredited degree program in a subject field appropriate to his /her assignments; Has developed original uses of technologies to solve library problems; Has identified funding and developed successful proposals that have created and/or provide access to information resources; Has helped a professional organization develop a grant for funding bibliographical projects to benefit all research libraries or staff of research institutions; or Has other comparable achievements. Criterion Three. Service to the Library, the University, the State, and the Profession: Examples of strong achievement are demonstrated when the nominee:

PAGE 41

Promotion for Non-Tenure Track Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_nontenurepromotion.html [5/2/2013 11:35:39 AM] Has provided leadership and significant service to the Library and/or University through participation and contributions to committees, college or academic departmental programs and endeavors, task forces, senates, or research teams, or through the planning of university programs and initiatives; Has contributed to the achievement of the Librarys mission by providing major constructive suggestions and criticisms of a library-wide nature that have resulted in improvements in library operations; Has provided substantive service to the State University Libraries through participation on SUL-wide committees and task forces, or research teams, or through planning SUL-wide university programs; Has made a substantial contribution to the work of a relevant professional organization (e.g. holding major elected or appointed office, planning programs, serving on committees, task forces, or panels); or Has other comparable achievements Previous Version Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated May 18, 2012 rb

PAGE 42

Sample Letter for Tenure and/or Promotion http://www.uflib.ufl.edu/Pers/cdh/cdh_tpletter.html [5/2/2013 11:35:40 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookII. F. Sample Letter for Tenure and/or Promotion[todays date] [inside address] Dear Referee : [Candidate's name] is being considered for [tenure and/or promotion] to the rank of [associate university librarian/university librarian] in the University of Florida Libraries. It would be very helpful to receive your evaluation of [his/her] contributions to the University of Florida and/or the library profession. We would appreciate your response by [DATE]. A self-addressed envelope is enclosed for your convenience. TO BE INCLUDED IF CANDIDATE HAS NOT WAIVED [Candidate's name] knows that I am contacting you and that the [tenure and/or promotion] process has begun. [She/He] has not waived the right to see letters of evaluation. If you have any questions or concerns regarding this, please contact me. TO BE INCLUDED IF CANDIDATE HAS WAIVED [Candidate's name] knows that I am contacting you and that the [tenure and/or promotion] process has begun. [She/He] has waived the right to see letters of evaluation. However, even when a candidate waives [his/her] right to see letters, in a case involving a grievance or litigation, the University may not be able to adhere to the confidentiality of the letters of recommendation. Also, because your assessment will offer a unique perspective that is critical to our review, your comments may be referenced or quoted in letters written by me or the Dean of Libraries, both of which will be made available to the candidate. If you have any questions or concerns regarding this, please contact me. The purpose of the [tenure and/or promotion] decision is to acknowledge and support individuals whose record shows that they have accomplished significant library work and show potential for continued growth and contributions to the library, the university, and the profession. [Candidate's name] will be evaluated according to the Libraries Tenure and Promotion criteria (1. Professional Responsibilities and Working Relationships; 2. Professional Development and Scholarship; and 3. Service to the Library, the University and the Profession). You will find these detailed criteria attached along with a general description of the [associate university librarian / university librarian] rank, and [Candidate's name] current vita. When reviewing the record, please consider that librarians normally devote 85-90% of their effort to Criterion One activities. Candidates must achieve distinction in this criterion as well as in either Criterion Two or Criterion Three. Distinction is recognized when the evidence demonstrates sustained, high-quality contributions to librarianship (or the candidate's area of responsibility) that enhance library services, foster new knowledge, support the Universitys mission, and provide leadership to the profession. We would appreciate your candid and evaluative assessment of [Candidate's name] performance in those areas where you have worked with [him/her] or can offer useful comments based on your familiarity with the records of other librarians at or outside the

PAGE 43

Sample Letter for Tenure and/or Promotion http://www.uflib.ufl.edu/Pers/cdh/cdh_tpletter.html [5/2/2013 11:35:40 AM] University of Florida. In your response, it would be helpful if you could comment on the following:1 The extent and nature of your professional relationship to the candidate (amount of time spent, projects worked on together, etc.)2 The candidates distinctive contributions and achievements with which you are most familiar.3 An assessment of [his/her] scholarship and/or professional service and the degree of recognition achieved in the librarianship at this stage of [his/her] career.4 Comparisons with other librarians of similar responsibility at other research libraries or with other University of Florida librarians of similar responsibility would be particularly valuable.5 Any additional insight that may helpful to us in determining whether or not to recommend that [tenure and/or promotion] be awarded. Thank you in advance for your willingness to provide an evaluation for [Candidate's name] packet. Receiving feedback from a number of individuals that have worked with [him/her] or can objectively assess his contributions will be enormously helpful as we attempt to develop a balanced view of his accomplishments for our review process. Sincerely, cc: Library Human Resources Office Attachments: Tenure/Promotion Criteria and Description of Rank; Vita Previous Version Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated January 9, 2012 rb

PAGE 44

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_evaluation.html [5/2/2013 11:35:40 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. Evaluation & Career ReviewIntroduction -The Library Faculty personnel evaluation processes described in this section serve as a documentation guide to both Library and University policies and procedures concerning annual evaluations, three-year tenure review, and sustained performance evaluation. Members of the Library faculty are advised to review this Chapter upon appointment and when compiling evaluation materials. Questions regarding evaluation processes may be referred to the supervisor, the Human Resources Officer, or the Dean of University Libraries. For additional information, please consult the Faculty Handbook University Rule 6C1-7.010 and the 2001-2003 BOR/UFF Collective Bargaining Agreement (and the 2008 Memorandum of Agreement) Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated February 16, 2009 rb

PAGE 45

Evaluation & Career Review http://www.uflib.ufl.edu/Pers/cdh/cdh_FacEvalTimeline.htm [5/2/2013 11:35:41 AM] Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 1. Evaluation TimelineTable of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Faculty member submits evaluation materials to supervisor Other evaluative reviews (if any) obtained Supervisor submits draft letter of evaluation for review by 2ndlevel supervisor Supervisor provides faculty member with proposed written Evaluation Supervisor and faculty member meet to discuss the evaluation Faculty member may submit response to evaluation Complete evaluation packet due to HR Packet includes: -Annual Evaluation coversheet -Annual Activity Report -Progress on Goals -Draft Goals for coming year -Draft Annual Assignment -Vita Any other written reviews, such as from peers, students or other university officials who have responsibility for supervision of the faculty members work, must be submitted to the immediate supervisor for inclusion in the evaluation letter Supervisors draft evaluation letter sent to 2nd level supervisor for review and approval before being provided to the employee Supervisor provides employee with: -proposed written evaluation -copy of annual report and annual assignment for year being evaluated. -copy of all other written reviews (if any) Supervisor and employee meet to discuss evaluation for previous year, as well as goals and assignments for coming year If desired, employee submits response to supervisors evaluation and any other reviews submitted Complete and final evaluation packet submitted to HR including 2ndlevel supervisor signature on cover sheet Faculty member provided with copy by supervisor By 3/15* By 4/15* By 4/15 By 5/1* By 5/31 Within 10 business days of meeting with supervisor* By 6/30 Required by Collective Bargaining Agreement.Next>> Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated March 12, 2009 rb

PAGE 46

Annual Performance Evaluations http://www.uflib.ufl.edu/Pers/cdh/cdh_annualeval.html [5/2/2013 11:35:42 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 2. Annual Performance EvaluationsNote: Merit, discretionary, and bonus awards are based on accomplishments as documented in the faculty member's performance evaluation for the current year. In order for all faculty to be considered equitably and competitively for these awards, it is critical that all evaluations be completed and submitted on or before the deadlines. A faculty member's failure to submit complete annual performance documentation (see D below) by the established deadline will result in a negative evaluation letter and denial of merit, discretionary or bonus awards. A supervisor's failure to complete his or her staff evaluation letters by the established deadline will also result in a negative evaluation letter and denial of merit, discretionary or bonus awards. A Purpose 1 to document contributions to the programs of the libraries 2 to contribute to planning of the libraries 3 to assess the nature and extent of performance of assigned duties as outlined below B Time 1 At least once annually 2 Supervisor or department chair should submit completed evaluations to the appropriate 2nd level supervisor no later than April 15. C Criteria (see Chapter Two, Section C for details) 1 performance of professional responsibilities 2 professional development and scholarship 3 service to the library, the university, the State, the community and the profession D Documentation NOTE: Library personnel files, including annual performance evaluations are retained in the Library HR Office and are available to library faculty during normal business hours. The annual evaluation will include the following documents: 1 annual evaluation cover sheet 2 annual assignment with goals 3 annual activity report 4 current vita 5 annual performance evaluation letter by the supervisor or department chair 6 if there are performance deficiencies the supervisor shall provide written constructive feedback designed to assist the faculty member in improving his/her performance 7 response by librarian, where applicable E Evaluative Performance Statements Library faculty should be evaluated on the three criteria used for tenure and promotion: professional responsibility and working relationships; professional development and scholarship; service to the Libraries, the University, the State, and the profession. Every annual evaluation must include a statement at the end of each "criterion entry" that describes the overall performance of that criterion. A summary statement of the overall

PAGE 47

Annual Performance Evaluations http://www.uflib.ufl.edu/Pers/cdh/cdh_annualeval.html [5/2/2013 11:35:42 AM] performance must conclude the evaluation. Faculty who meet the criteria for the appropriate rank as outlined in the Career Development Handbook are working at a high level and their letter of evaluation will contain the statement, achieves the criteria ." It is expected that most faculty will fall into this category. Faculty, who consistently work above their rank as outlined in the Career Development Handbook, will receive a letter of evaluation which contains the statement, exceeds the criteria ." Faculty, who do not meet the criteria for the appropriate rank as outlined in the Career Development Handbook, will receive a letter of evaluation which contains the statement, needs improvement in (one or more areas) ". In addition, progress toward tenure and/or promotion should be addressed, as appropriate. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated February 26, 2009 rb

PAGE 48

Sample Annual Performance Evaluation Letter http://www.uflib.ufl.edu/Pers/cdh/cdh_sampleevalletter.html [5/2/2013 11:35:43 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 3. Sample Annual Performance Evaluation LetterTo: From: Re: Annual Evaluation -2009-2010 Academic Year This letter will serve as an evaluation of your performance from March 16, 2009 through March 15, 2010. It reviews your contributions to the Library services and contains comments from your secondary supervisor on your progress in the collection management program. I will direct my remarks to the following areas: Professional Responsibility, Professional Development and Scholarship, Professional Service Activities. The comparison of your Annual Assignment and Annual Activity Report demonstrates that you have been active in all three areas. Your accomplishments detailed in the attached Annual Activity Report clearly stand on their own merit. Your dedication and personal commitment to excellence is evident in everything you produce and in how you go about it. You are always a credit to yourself, the libraries, the university, and the profession. I am delighted to say that your performance consistently exceeds expectations. Judging by your achievements, I think you are making excellent progress toward tenure and promotion to Associate University Librarian. 1. Professional Responsibility [paragraph or two describing accomplishments] In the first criterion for tenure, I rate your performance as exceeds the criteria. 2. Professional Development and Scholarship [paragraph or two describing accomplishments] In the second criterion for tenure, I rate your performance as achieves the criteria. 3. Professional Service Activities [paragraph or two describing these] In the third criterion for tenure, I rate your performance as needing improvement. You have made outstanding contributions to the library and I look forward to continuing to work with you. Recommendations for 2010-2011: Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2009 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated April 21, 2010 rb

PAGE 49

Annual Assignments With Goals http://www.uflib.ufl.edu/Pers/cdh/cdh_annualassignment.html [5/2/2013 11:35:43 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 4. Annual Assignments With GoalsThe annual assignment and goals provide a basis for planning and projecting activities for the year. At the beginning of employment, the library faculty member, along with the immediate supervisor and/or department chair, develops a written assignment detailing duties and responsibilities in the three core areas of professional responsibility, professional development and scholarship, and professional service activities. The related Goals statement necessary to implement the assignment is prepared at this time. Assignments, with appropriate released time and travel funding for research and other creative activity, must provide equitable opportunities to meet the Librarywide performance criteria for tenure and promotion as documented in Chapter Two of the Career Development Handbook for Librarians The revised assignment with goals is prepared annually in conjunction with the Annual Evaluation process. The assignment may be completed on a semester or annual basis in accordance with departmental practice. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated August 8, 2006 tlm

PAGE 50

Annual Assignment Outline http://www.uflib.ufl.edu/Pers/cdh/cdh_option1outline.html [5/2/2013 11:35:44 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 4. i. Annual Assignment OutlinePosition Title: Rank: (University Librarian, Associate Librarian, Assistant Librarian, Lecturer) Department: Job Summary: (Brief description of job duties) Areas of Specialization: Assigned Activities: (Administrative duties are listed under Service) Summer Fall Spring Librarianship Research Service ________ ________ ________ Total 100% 100% 100% Duties and Responsibilities I Professional Responsibilities II Professional Development and Scholarship III Professional Service Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated August 8, 2006 tlm

PAGE 51

Annual Assignment Example -Option One http://www.uflib.ufl.edu/Pers/cdh/cdh_option1assignment.html [5/2/2013 11:35:45 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 4. ii. a. Annual Assignment Example -Option OneAnnual Assignment 2009-10 Position Title: Head of Serials Acquisitions Unit Rank: Assistant Librarian Department: Resource Services Brief Summary of Job Description: The Head of the Serials Acquisitions Unit will be responsible for the management of all serials acquisitions functions and the acquisition of library electronic resources. As such, the individual supervises and evaluates the activities of the Serials Acquisitions unit. The unit includes 7.5 support staff that acquire, claim, check-in, binding, and fiscally manage serials in all formats. Serves as the electronic acquisitions expert for licensing, ordering, receiving, housing, and coordinating access that further integrates electronic serials into the collections. Also monitors and analyzes vendor performance, prepares budget reports. Coordinates and implements projects associated with the Humanities and Social Sciences Periodicals Room. Areas of Specialization: a Management of serials acquisitions functions and workloads. b Management of orders and license agreements for electronic resources. c. Monitor serials vendor relationships and perform service analysis. I. Performance of professional responsibilities 1 Responsible for supervision and operation of the Serials Acquisitions Unit. Plan and set goals; monitor and evaluate workflow for quality and quantity of production. Goal 2009-10: Analyze check-in workflow and implement refined procedures by [date] 2 Responsible for management of electronic resources acquisitions, licenses, coordinating access to electronic resources once acquired with Electronic Access Services Coordinator and staff in Serials Cataloging, Preservation, Collection Management, Administration, and Public Services. Provide support for management of established licenses and contracts, license compliance, and record keeping for digital information. Goal 2009-10: Assess current communication process for establishing electronic resource access and develop plan for improving the access implementation by [date] 3 Responsible for ensuring quality control in acquisitions by monitoring serial vendor services. Perform vendor evaluations and facilitate negotiations of vendor services.

PAGE 52

Annual Assignment Example -Option One http://www.uflib.ufl.edu/Pers/cdh/cdh_option1assignment.html [5/2/2013 11:35:45 AM] Goal 2009-10: Evaluate serials vendor services for SwetsBlackwell and EBSCO and make recommendations by [date] for possible consolidation. 4 Contributes to the development of departmental and library goals, policies, procedures, and priorities. Work with a variety of groups and various assignments, and draft suggestions or responses to improve access to materials. Goals 2009-10: a Develop workflow plan for establishing publication patterns in Aleph system for predictive check-in by [date] b Work with Access Services and Humanities and Social Science staff to develop a plan that will expand the hours of staff coverage on the HSS Periodicals Room information desk. II. Professional Development and Scholarship 1 Seminars, workshops, conferences attended. Participate in and contribute to acquisitions programs and standards on national level. Goals 2009-10: a. Attend Midwinter and Annual ALA Conferences to fulfill responsibilities on AS committees. b. Attend Charleston Conference and lead discussion at Lively Lunch. 2 Publications and other creative efforts. Participate in and contribute to acquisitions standards on national level through research. Goals 2009-10: Publish Serials Check-in Refined in v.8, 2009 of Advances in Serials Management III. Professional Service Activities 1 Library and University Committees. Contribute to University Libraries and the University through active participation on library, university and consultative groups as appropriate. Goals 2009-10: a. Chair the Serials Operational Committee to standardize serials management throughout the system. b. Serve as Senator on the Faculty Senate representing the Library; within one week of the sessions, communicate Senate actions to Library staff. 2 Involvement with professional organs (offices held, programs planned). Contribute to the University Libraries, the University and the profession through active participation in activities such as committee work and service in professional organizations. Goals 2009-10: a. Fulfill responsibilities as member on the ALCTS Acquisitions Section Publication Committee.

PAGE 53

Annual Assignment Example -Option One http://www.uflib.ufl.edu/Pers/cdh/cdh_option1assignment.html [5/2/2013 11:35:45 AM] << Previous b. Serve on the ALCTS Business of Acquisitions Committee to plan and participate in the Business of Acquisitions Institute in Toronto, June 2009. 3 Instruction, presentations, demonstrations, speeches. Contribute to the University Libraries, the University and the profession through designing, planning, and producing results of research project findings. Goals 2009-10: a. Present paper on vendor evaluation process at ALA Annual Conference 2009. b. Lead discussion on electronic journal pricing at Charleston Conference Lively Lunch, 2009. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated August 8, 2006 tlm

PAGE 54

Annual Assignment Example -Option Two http://www.uflib.ufl.edu/Pers/cdh/cdh_option2assignment.html [5/2/2013 11:35:46 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. A. 4. ii. b. Annual Assignment Example -Option TwoAnnual Assignment 2009-10 Position Title: History Selector Rank: Associate Librarian Department: Collection Management Brief Summary of Job Description: Responsible for developing and managing, in collaboration with the faculty, the library collection in support of the academic programs organized in the Department of History. Chairs and coordinates the History Group Planning Committee. Provides specialized reference services including bibliographic instruction and automated database services, in conjunction with the on-line coordinator, for faculty, students, and scholars researching topics involving fields of history. Participates in general reference services through specific assignments made by the Chair of the Humanities and Social Science General Reference. Areas of Specialization: Specialized reference service and bibliographic instruction in the field of American History. Development and management of the libraries collections in American History. Assigned Activities: (Administrative duties are listed under Service.) Summer Fall Spring Librarianship 85% 85% 85% Research 10% 10% 10% Service 05% 05% 05% ________ ________ ________ TOTAL 100% 100% 100% A Performance of professional responsibilities 1 As the selector/liaison for academic programs originating in the Department of History.

PAGE 55

Annual Assignment Example -Option Two http://www.uflib.ufl.edu/Pers/cdh/cdh_option2assignment.html [5/2/2013 11:35:46 AM] a Maintains contact with the Department of History faculty. Keeps informed on the development of academic programs to ensure that Library collections and services support curriculum and research needs. Informs clientele about relevant library issues. b Reviews notification slips, trade and national bibliographies, advertisements, dealers catalogs and similar media for the purpose of initiating current and retrospective orders within boundaries of collection development policy and fund allocations. c. Selects from materials received by gift; reviews approval plans and exchange agreements; advises Acquisitions Department on sources of supply required to obtain materials unavailable through regular book trade channels. d Sets catalog and preservation priorities for materials managed in support of Department of History academic programs. e Assesses quality and condition of collections, determining the replacement, transfer, and withdrawal of individual titles. f Assigns location of materials in the history collection based upon faculty, student, and library needs. 2 Responsible for advanced reference services in support of the history program, including bibliographic instruction, end user/database services, usually by referral from general reference or by specific appointment with faculty and students. 3 Participates in general reference services. B Professional Development and Scholarship 1 Prepares bibliographic guides and other publications in support of the Librarys publication program. 2 Participates in appropriate professional development and continuing education endeavors. C Professional Service Activities 1 Coordinates and Chairs the History Group Planning Committee investigating a planned approach to History Collection Management. 2 Serves on the Social Science Collection Management Circle, and other university and library organizations on the state, regional, and national levels. 3 Participates in appropriate professional and/or library organizations on state, regional or national levels. Goals and Objectives Summer [year] Professional Development and Scholarship Develop a bibliographic guide/webpage on "Women in the Civil War" for a new course offered this fall. Completed [date] Not Completed (Include Explanation)

PAGE 56

Annual Assignment Example -Option Two http://www.uflib.ufl.edu/Pers/cdh/cdh_option2assignment.html [5/2/2013 11:35:46 AM] Professional Responsibility Select and order books and materials for course on "Women in the Civil War" offered this fall. Completed [date] Not Completed (Include Explanation) Fall [year] Professional Responsibility Provide specialized reference service and bibliographic instruction for "Women in the Civil War" course. Completed [date] Not Completed (Include Explanation) Spring [year] Professional Service Activities Serve as new chair of the SUL Electronic Resources Committee, History Subsection during Spring Semester. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 13, 2006 tlm

PAGE 57

Annual Activity Reports http://www.uflib.ufl.edu/Pers/cdh/cdh_annualactivity.html [5/2/2013 11:35:46 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII.A.5. Annual Activity ReportsThe Annual Activity Report enables the library faculty member to document accomplishments, professional development achievements, and service activities during the past year, also noting problems encountered in meeting assigned goals. The Report is due with the evaluation packet no later than March 15th and should project activities through March 15th. The submission of the Annual Activity Report to the supervisor or department chair initiates the formal library performance evaluation process which should be concluded by May 31st.Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated February 12, 2009 rb

PAGE 58

Midterm Review for Tenure-Accruing Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_threeyearreview.html [5/2/2013 11:35:47 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. B. Midterm Review for Tenure-Accruing FacultyPolicy The midterm review for tenure-accruing faculty examines the progress toward tenure, as outlined in the criteria of Chapter II, Section C, for library faculty who have completed three years of service. In addition, progress toward promotion to the next rank will be reviewed. The review should provide guidance to nontenured librarians, recommending activities and assignments to strengthen their record and identifying specific areas for improvement. Timeline The midterm review takes place prior to the end of the third year of academic service. To determine the year in which the midterm packet must be completed, add a "3" to the year appointed to the tenure track. See the table below for examples. Year Hired Packet Submission Date 2006 December 15, 2009 2007 December 15, 2010 2008 December 15, 2011 2009 December 15, 2012 2010 December 15, 2013 Procedure 1 The packet for each library faculty member should contain the following documentation for the three years under review: Chair/Associate Chair letter of transmittal Tenure/promotion form. The form can be found on the Office of the Provost Tenure and Promotion Information Web page Annual assignments, including goals Annual activity reports Annual evaluations Current vita 2 The tenured faculty in the tenure home will review all documentation and discuss the candidate's progress toward tenure. The results of the discussion will be reflected in the chair or associate chair's letter of transmittal and a copy of this letter is sent to the candidate. 3 By December 15th, the packets must be submitted to the Human Resources Office. 4 By February 15th, the Tenure and Promotion Committee will submit to the candidate, the candidate's chair/supervisor and the appropriate associate dean a fact-finding report on his/her progress toward tenure. The report should highlight areas of strength and discuss any areas that need improvement. Prior to delivery, the Dean of Libraries will review the report and offer any additional comments.

PAGE 59

Midterm Review for Tenure-Accruing Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_threeyearreview.html [5/2/2013 11:35:47 AM] 5 By March 15th, the candidate will meet with the Tenure and Promotion Committee to review their findings and discuss ways to strengthen his/her packet for the tenure review. The department chair and supervisor will be invited to this meeting, and the candidate may also invite his/her mentor. NOTE: Since identification of persons to be asked to contribute letters to the T&P packet at the time of T&P consideration will be critical, it is recommended that candidates begin considering potential referees during the Midterm Review process and come to the meeting with the T&P Committee with several names of potential referees to discuss. 6 A copy of the midterm review packet will be retained in the Libraries Human Resources Office. Previous Version of this Page Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated July 16, 2010 rb

PAGE 60

Sustained Performance Evaluations for University and Associate University Library Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_sustained.html [5/2/2013 11:35:48 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. C. 1. Sustained Performance Evaluations for University and Associate University Library FacultyI Policy Tenured faculty will receive a sustained performance evaluation once every seven (7) years following the award of tenure, their most recent promotion, or the last decanal recommendation that they receive a Salary Performance Plan award; and are evaluated for sustained performance for the previous six (6) years. Purpose -to document sustained performance as a tenured faculty member during the previous six years of assigned duties -to encourage continued professional growth and development. -to determine if a tenured faculty members performance is satisfactory or unsatisfactory. Documentation -Annual evaluations -last six years -Annual Assignments -last six years -Activity Reports -last six years Note: The Sustained Performance Evaluation letter does not replace the Annual Evaluation letter. II Evaluation Guidelines The employee annual evaluations, including the documents used to develop the annual evaluations, will be the sole basis for sustained performance evaluation. An employee who received satisfactory annual evaluations during 4 or more of the previous six years, including one or more of the previous two (2) years shall be rated satisfactory or above in the sustained performance evaluation and cannot be subject to a performance improvement plan. The employee may attach a concise response to the evaluation For either Departmental Chair/Supervisor or the individual members of the SPEPC to make a finding that sustained performance is unsatisfactory there must be a clearly documented pattern of unsatisfactory performance of one or more assigned duties explicitly stated in two or more of the annual letters of evaluation over the six-year period of review. III Employee Improvement Plan A performance improvement plan will be developed only for those employees whose performance is identified through the sustained performance evaluation as being consistently below satisfactory in one or more areas of assigned duties. The employee is responsible for attaining the performance targets specified in the performance improvement plan. If the targets are not met, the unit has the responsibility to take appropriate actions under the provisions of University Rule 6C1-7.048, F.A.C.

PAGE 61

Sustained Performance Evaluations for University and Associate University Library Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_sustained.html [5/2/2013 11:35:48 AM] The performance improvement plan will be developed by the employee in concert with his/her supervisor, and include specific performance targets and a time period for achieving the targets. The performance improvement plan will be approved by the President or representative [Dean of University Libraries]. Specific resources in an approved performance improvement plan will be provided by the university. The supervisor will meet periodically with the employee to review progress toward meeting the performance targets. It is the responsibility of the employee to attain the performance targets specified in the performance improvement plan. Appeal Process. In instances where the library faculty member and the Chair/Supervisor cannot agree upon the elements to be included in the performance improvement plan, the library faculty member may use the University's appeal process. This includes a review by the Dean of University Libraries, whose decision is final. IV Procedures The Sustained Performance Evaluation Program Committee (SPEPC) is comprised of six tenured librarians. Representatives serve for two years with the terms being staggered. The individual members of the SPEPC will review the documentation of tenured faculty members up for review in the respective academic year. The Human Resources Officer notifies individuals, Department Chairs and Deans of faculty subject to that years SPE. A The Library Human Resources Office will assemble the evaluation packet, consisting of annual letters of evaluation, annual assignments, and activity reports from the previous six years and submit them to the Sustained Performance Evaluation Program Committee, with a copy to the faculty member and the chair/supervisor. B The individual members of the SPEPC will review the materials in accordance with the guidelines and will provide a written assessment to the Chairs/Supervisors. C The Department Chair/Supervisor will prepare the library faculty member's Sustained Performance Evaluation letter in accordance with the guidelines, incorporating the written assessment provided by the committee. The evaluation will summarize the library faculty member's overall performance during the six-year period being reviewed and the performance will be rated as: 1 Sustained performance is satisfactory. 2 Sustained performance is below satisfactory in one or more areas of assigned duties. D The library faculty member may prepare a response to the evaluation that will be attached to the evaluation and become part of the personnel record. E The Chair/Supervisor will meet with the faculty member to review the evaluation letter. Previous Version

PAGE 62

Sustained Performance Evaluations for University and Associate University Library Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_sustained.html [5/2/2013 11:35:48 AM] Next>> Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated May 16, 2011 rb (for Brian Keith)

PAGE 63

Salary Pay Plan for University Librarians http://www.uflib.ufl.edu/Pers/cdh/cdh_salarypayplan.html [5/2/2013 11:35:49 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. C. 2. Salary Pay Plan for University Librarians2006-2007 Design. The Salary Pay Plan for Professors is designed to recognize highly productive performance in the areas of teaching, scholarship, and service. This award is meant for those who have contributed to the full life of the university, consistent with the faculty member's assignment. Under this program, Professors are eligible for a nine percent pay increase based on the performance standards for promotion to Professor. The pay increase is for the state portion of the contract. Eligibility for consideration in 2006-2007 Professors, including Eminent Scholars, Graduate Research Professors, Distinguished Service Professors, Curators, Librarians, and Extension Agents IV, are eligible to submit a packet for this award in AY 2006-2007 if they first held the current academic rank in 19992000. To qualify, a Senior Facultys record should provide clear evidence that s/he has been highly productive in the areas of teaching, scholarship, and service during the previous seven years. Distinguished Professors are eligible for consideration for this salary increase after having held this title for three years. Those who held the title of Distinguished Professor prior to 2003/2004 and who have not received an award are eligible for consideration this year. General eligibility considerations. This program is designed to evaluate senior faculty based on performance. Faculty who apply for this award but do not receive it may apply for consideration again after three years have elapsed. Faculty who receive this award will not be eligible for consideration until after seven years have elapsed. Process for Evaluating Senior Faculty: The Provosts Office will send a list of eligible Faculty to the colleges. The process for selecting faculty for this pay adjustment will parallel the Universitys tenure and promotion process. Packet Guidelines: Candidates must submit a tenure and promotion packet prepared according to the 2006-2007 Tenure and Promotion Guidelines and these supplemental guidelines: (1) no internal or external letters of evaluation should be included in the packet, (2) information should be included in the packet for the preceding seven years, except in the case of teaching evaluations, which should be included for the preceding five years, and (3) a prescribed cover memo should be attached to the front of the packet with the faculty member's name, UF ID, Department/School, campus address and phone number, academic rank, date of most recent promotion, and the candidate's signature. Candidates should highlight their activities since the date of their promotion to full Professor or the date of their most recent promotion (e.g. to Distinguished Professor). Process in Departments: All eligible candidates will be evaluated initially in their departments and programs by chairs and program/center directors, with the assistance of the tenure and promotion committee(s) where possible (and using departmental promotion criteria, where available). If all full professors are eligible for this award in a department or program, then only the chair or program/center director will review the eligible candidates. Chairs, program/center directors, and

PAGE 64

Salary Pay Plan for University Librarians http://www.uflib.ufl.edu/Pers/cdh/cdh_salarypayplan.html [5/2/2013 11:35:49 AM] committees should review a faculty members packet, focusing especially on the faculty members activities during the preceding seven years. The chair and/or program/center director should also submit a letter ranking all the candidates submitting packets and a statement explaining the ranking of each candidate. Each statement should be no longer than one-half page, single-spaced. If the chair or program/center director is eligible for the salary increase, the dean will rank that person separately. Assistant and associate deans who are eligible will be evaluated within their departments. Chairs and assistant/associate deans will be evaluated on the basis of their teaching, research, and administrative service. Process in Colleges: The recommendations of the departments and programs/centers will be reviewed by the Deans of the Colleges, with the assistance of their College Tenure and Promotion committees. If all full professors or a significant majority of full professors on the College Tenure and Promotion Committee are eligible for the salary adjustment, the Dean may appoint other full professors to advise him/her. The Deans must submit a ranked list of all candidates, indicating which candidates are most qualified, with a brief statement explaining why. The names of all eligible professors submitting packets, whether recommended or not by the Deans, shall be sent forward to the Provost on or before February 06, 2007. Only those packets recommended by the Dean for the special pay increase will be reviewed by the Academic Personnel Board. Packets will be due in the Academic Personnel Office, Room 29 Tigert Hall on February 09, 2007. The final decision on these pay raises shall be made by the President and the Provost. The salary increases will take effect in the 2007-2008 fiscal year when normal faculty pay raises take effect. Next>> Staff Web | Staff Directory | Library Hours | Privacy PolicySend suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated December 12, 2006 tlm

PAGE 65

Librarian Emeritus Status Guidelines http://www.uflib.ufl.edu/Pers/cdh/cdh_emeritus.html [5/2/2013 11:35:50 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. D. Librarian Emeritus Status GuidelinesLibrary faculty members are eligible for the title Emeritus in their faculty rank when they retire and leave pay status. Therefore, faculty in DROP and Phased Retirement are eligible for Emeritus status only after completion of these programs. The title is awarded for distinguished, meritorious service and includes campus courtesies such as parking decals (at no cost) use of the library and recreation facilities receipt of such publications as are sent to regular faculty members and members of the Alumni Association participation in contract and grant endeavors participation in academic convocations Gatorlink accounts An individual who retires becomes eligible for the title, and the chair should submit the individuals name to the library faculty for a departmental vote. A favorable nomination is submitted through the appropriate administrative channels to the Office of Academic Affairs for final action. Emeritus status is granted by the President of the University upon the recommendation of the Dean of University Libraries. (Adapted from the Faculty Handbook University of Florida, Fall 1993, p. 4-12) Upon written notification of a faculty members retirement, the Department Chair may initiate procedures for awarding emeritus status Thirty days prior to the retirement date, the Department Chair convenes a meeting of the library faculty and calls for a vote by secret ballot A favorable vote along with a letter of support for librarian emeritus status should be submitted to the appropriate division director Sample Letter Dear [Division Director ], It is my pleasure to write a letter of support for [name] to be granted Librarian Emeritus. [Name] will retire from the Libraries on [date ]. At a recent [library name] Department meeting, Librarian Emeritus status for [name] was discussed and a vote by secret ballot was taken by the library faculty. I am pleased to report that she/he received unanimous support for this conferment to Librarian Emeritus. [Name] began her/his appointment as a librarian at the University of Florida in 19? ?. She/He worked at the Library over a period of nearly [x] years. During that time she/he was primarily responsible for: [Name]s professional development activities lead to the publication of: [Name]s last project and her/his legacy to the Libraries, was: It seems especially fitting to honor [name]'s lifetime achievements with this new title which would, as you know, allow her/him to receive continued campus courtesies including campus parking, use of the library and recreation facilities, receipt of university publications and participation in grant and contract endeavors and academic convocations.

PAGE 66

Librarian Emeritus Status Guidelines http://www.uflib.ufl.edu/Pers/cdh/cdh_emeritus.html [5/2/2013 11:35:50 AM] Sincerely, Next>> Staff Web | Staff Directory | Library Hours | Privacy PolicySend suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 13, 2006 tlm

PAGE 67

Criteria and Evaluative Procedures for the Distribution of Salaries http://www.uflib.ufl.edu/Pers/cdh/cdh_merit.html [5/2/2013 11:35:50 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII. E. Criteria and Evaluative Procedures for the Distribution of SalariesDepartment/Unit Name Salary increases are funded from a variety of sources and with a variety of requirements. For example, funds for annual increments can come from the Legislature labeled ATB (across the board), discretionary, merit, market adjustment, or compression adjustment. ATB, market adjustment, and compression adjustment funding is allocated as dictated by the Legislature. Merit funding is allocated according to the following criteria which was developed by library faculty in the mid-1980's. Wishing to recognize merit, the libraries use the merit criteria for all performance evaluations. Salary increases in recognition of merit represent a significant tangible way in which distinguished service to the University Libraries and to the University of Florida may be acknowledged. Library faculty shall be considered for merit awards based upon excellence above the normal requirements in the performance of assigned duties. Particular consideration shall be given to the value of the employees contributions to the Libraries, effectiveness of working relationships with staff members and library users, and adherence to accepted standards of professional behavior. Meritorious achievement shall be determined by the supervisors evaluation of performance including the areas listed on the following pages. Prior to the annual evaluation a report of accomplishments shall be prepared by that employee and presented to the supervisor for the purpose of merit determination in accordance with University procedures. I PROFESSIONAL RESPONSIBILITY A Performance of Assigned Duties. 1 Evidence that there exists an understanding and support of department, library and University goals and objectives. 2 The enthusiasm with which assignments and tasks are accepted and performed as evidenced by a willingness to eagerly carry out whatever the job requires. 3 The ease with which the library faculty member effectively carries out the job responsibilities without close supervision. 4 Evidence of effectiveness as a supervisor or administrator of assigned units within the department. 5 Demonstrated creativity and resourcefulness in executing responsibilities and solving problems. 6 Personal initiative exercised by the employee to identify opportunities for the department and library advancement and improvement, followed by action to bring about positive results. 7 Quantity of work. 8 Quality of work. 9 Particular consideration will be given for performance of temporary assignments at the request of the library administration which would not normally be assigned to the position (and for which time off from other assigned duties may not have been arranged).

PAGE 68

Criteria and Evaluative Procedures for the Distribution of Salaries http://www.uflib.ufl.edu/Pers/cdh/cdh_merit.html [5/2/2013 11:35:50 AM] B Working Relations. 1 Ability to communicate effectively. 2 Effectiveness in dealing with faculty, staff, students, and other library patrons. 3 Receptiveness to constructive criticism and suggestions. 4 Effectiveness in promoting harmony and cooperation between library system employees, departmental units, etc. II PROFESSIONAL SERVICE A Service at the library and university levels. Evaluation shall include consideration of any noteworthy service on committees, tasks forces, study groups; recognized contributions to the research of others; significant contributions to administrative or professional studies or as a member of research teams; effective promotion and marketing of library services; substantive liaison work with student groups; achievement in applying and interpreting computer applications in information services. B Participation in Professional Organizations. Evaluation shall include consideration of the extent and quality of involvement in professional associations with attentions to exceptional activity in those associations, such as offices held, programs planned, papers delivered, committee assignments and attendance at meetings. C Other External Activities (on a local, state, and regional level) These are based on professional expertise in accord with the mission of the University. Evaluation shall include consideration of efforts to inform others outside of the university community of information services and resources through effective demonstrations, instructional activities, or other presentations; consultative work; productive networking efforts; significant reference and research assistance. III PROFESSIONAL DEVELOPMENT AND SCHOLARSHIP A Continuing Education Activities. A A Evaluation shall include consideration of classes attended and grades received, as appropriate; success with degree-related coursework and the obtainment of another degree; attendance at work-enhancing seminars, workshops and conferences, and the quality of participation at those events. B Publications and Other Creative Efforts in Ones Field of Expertise. Evaluation shall include consideration of publications, with attention to their substance and quality as evidenced in reviews; noteworthy creative endeavors, such as performances and exhibits, of professional relevance; original computer software or successful adaptation of software for professional uses; creative use of other technologies for professional aims; in-house library documents,

PAGE 69

Criteria and Evaluative Procedures for the Distribution of Salaries http://www.uflib.ufl.edu/Pers/cdh/cdh_merit.html [5/2/2013 11:35:50 AM] printed or audiovisual instructional aids and other works of exceptional quality. C Grants and Other Funding. Evaluation shall include consideration of awards or exemplary attempts to obtain the awarding of grants or other funding for professional development and service activities. D Sabbaticals and Internships. Evaluation shall include consideration of the immediate activities and potential rewards of the sabbatical, internship or other leave in terms of contributions to professional development and service. Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 13, 2006 tlm

PAGE 70

Academic Ranks and Appointments for Library Faculty http://www.uflib.ufl.edu/Pers/cdh/cdh_market_equity.html [5/2/2013 11:35:51 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIII.F. Market Equity Review ProcessMarket Equity Review documents are posted and maintained on the Library Faculty Assembly Documents page rather than in the Career Development Handbook. See the following documents in the Other Documents section. Market Equity Adjustment Guidelines Faculty Salary Equity Data Form Market Equity Design for Smathers Libraries (Final Report) <== Back to Career Development HandbookStaff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2009 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated September 29, 2009 rb

PAGE 71

Professional Development Program http://www.uflib.ufl.edu/Pers/cdh/cdh_development.html [5/2/2013 11:35:52 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookIV. Professional Development ProgramUniversity of Florida Libraries provide staff with a diverse development program that includes a range of formal and informal activities designed to encourage communication, expand skills, address professional issues and generally heighten the work experience. Participation in any growth opportunity requires the approval of the appropriate supervisor and/or department chair. 1. Growth Opportunities. Librarians are responsible for their professional development and must demonstrate professional achievement through scholarly or professional accomplishments to attain tenure and promotion. The Libraries will play a collaborative role in helping untenured Librarians reach their goals. Early in their career, librarians should shape a professional plan that focuses on their areas of specialization and that will help them achieve the three criteria requirements for accomplishing tenure and promotion: 1) Professional responsibility and working relationships; 2) Professional development and scholarship; 3) Service to the Library, the University, and the Profession. Department chairs and Library Human Resources can offer sound guidance concerning career direction and help untenured librarians find a mentor or mentor program. Experienced library faculty can help untenured librarians refine ideas for publication or for grant proposals and provide advice and guidance about how to become involved in professional activities. Librarians are encouraged to participate actively through membership and committee appointments in state and national professional organizations. University of Floridas Division of Sponsored Research can assist library faculty in identifying sources of grant funding and in developing research proposals to funding agencies. 1.1 Research Assignments ( Agreement : Article 9). To support progress toward tenure and promotion, librarians may engage in research assignments that demonstrate evidence of outstanding achievement in the area of professional development and scholarship. For example, librarians might identify a research topic or problem, perform research, and publish or present the results in a peer-reviewed publication or at a state or national conference. Librarians may negotiate research time with their chair or supervisor and could be granted up to 10% release time per month during a semester. The research project will be included in the librarians annual assignment. When the librarian wishes to take more than 10% research time, they must negotiate the release time with their director and fill out the Research Proposal Form. In the Research Proposal Form and in their Annual Assignment, the librarian will formalize the agreement and outline their research intentions and product. 1.2 University Coursework ( Agreement : Article 22.2). Library faculty may take up to six semester hours tuition-free per term.

PAGE 72

Professional Development Program http://www.uflib.ufl.edu/Pers/cdh/cdh_development.html [5/2/2013 11:35:52 AM] Flex time can be arranged for most positions with approval of the appropriate supervisor and/or department chair. Fee waver applications 1.3 Skills Courses. Librarians are encouraged to attend courses, workshops or institutes aimed at increasing various types of skills; e.g. computer or information technology skills. The Libraries, the Universitys Division of Human Resources, and the Faculty Support Center offer courses that are well publicized throughout the year. Local, regional and national organizations also offer relevant courses. 1.4 Committee Assignments. Librarians are expected to participate actively on planning, advisory, decisionmaking and other types of Library and University committees. Librarians are eligible, as faculty, to serve in the University Senate and on most University committees. Each year librarians are given an opportunity to serve voluntarily on University committees or to nominate other faculty members. Numerous library-wide or departmental committees (e.g. search and screen committees, policy committees, coordinating committees, or ad hoc problem solving committees) and administrative groups at various levels offer librarians opportunities to become more involved in and provide service to the Libraries. Librarians interested in serving on committees to which librarians are nominated (versus being elected) are advised to pursue nomination by discussing their interest with department chairs or other appropriate persons. 1.5 Professional Travel ( Agreement : Article 21.1). Librarians are encouraged to broaden their knowledge of issues and expand their educational horizons, and to contribute to librarianship through professional organizations by: Presenting papers, serving as organizational officers, working on committees, serving as panel moderators or members, and by attending workshops and meetings related to librarianship or an appropriate subject discipline. Limited travel funds are available through the Libraries to help support these staff development purposes. (See Appendix 16 for further information on the staff development travel program.) 1.6 Professional Development/Sabbatical Leave ( F.A.C. 6C1-7.029(7), Agreement : Article 22.1/22.3). Non-tenure accruing staff may be eligible for professional development leave for the purpose of occupational renewal, planned travel, study, formal education, research, intellectual enrichment, writing or other experience of career value. Some library personnel use this opportunity to complete major research projects that have resulted in well-regarded publications. 1.6.1 Leave Program for Tenured Faculty.

PAGE 73

Professional Development Program http://www.uflib.ufl.edu/Pers/cdh/cdh_development.html [5/2/2013 11:35:52 AM] Tenured librarians may apply for professional development leave, as determined by the University, for one semester at full pay or one or two semesters at one-half pay. Leaves may be for two semesters at half pay or for one semester at full pay or equivalent for six or twelve months for twelve-month faculty. Full time tenured faculty members with at least six years of full-time service at the University are eligible for these leaves. The Sabbatical Committee, representatives from the Libraries, determines approval for one semester at full pay. The Director of the University Libraries approves request for two semesters at one half pay. (See Appendix 17 for details on Leave Procedures.) 1.6.2 Leave Program for Assistant-In, Associate-In, and Lecturer. This category of non-tenure earning faculty may apply for professional development leaves for two-semesters at one half pay or for one semester at full pay or its equivalent for six months, or twelve months for twelve month faculty. Full time non-tenure eligible faculty members with at least three years of full-time service to the University are eligible for these leaves, except for the two-thirds pay leave for two semesters. Eligibility for the two-thirds pay leaves requires twelve or more years of continuous University service without compensated leave. The Director of University Libraries determines approval for these leave Next>>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 15, 2006 tlm

PAGE 74

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_research.html [5/2/2013 11:35:53 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development Handbook IV. A. 1. Research and Creative WorksThe University of Florida Administration requires that faculty have a research component as part of their assignment. Therefore, supporting staff research and publication is a high priority for the Libraries as a corollary to University rules and as a part of staff development. The Dean of University Libraries and the Provost must approve any assignment for which there is no research component. It is expected that staff will assume primary responsibility for their professional growth and that the Libraries will make a joint contribution to assist them. Although the employee's primary responsibility is to fulfill assigned work responsibilities in the department, library faculty are expected to demonstrate evidence of professional growth by identifying and researching problems relating to bibliographic control, user services, management of complex operations or emerging technologies. The fruit of this research should be published, read to professional societies, or otherwise promulgated to the profession. When the librarian wishes to take more than 10% FTE professional development/research time, release time must be negotiated with the department chair or division director and a Professional Development/Research Proposal Form should be completed. In the Professional Development/Research Proposal Form and the Annual Assignment, the librarian will formalize the agreement and outline the intended research product and its dissemination to the profession. If the research project requires more than 10% FTE, librarians should submit a completed Professional Development /Research Proposal Form to their department chair or division director. A After approval from the department chair, the form will be forwarded to the division director who will make the final decision on the request. B Upon approval of the proposal, the librarian's annual assignment will be changed, if necessary, to reflect the amount of time spent conducting research. C If such a request is approved for a TEAMS or USPS employee, the employee's position description will be changed to reflect the change in activities. D Criteria for approval of professional development/research proposals include: degree to which results will benefit the Library, the University, the employee, and scholarship in general need of the profession for breakthrough in this area expertise of the applicant that would permit him or her to carry out the project successfully outside funding ( e.g., grant or joint project with an academic faculty member) well thought-out publication prospects (in scope for proposed journal, etc.) current work load of the employee and the department in general. election or appointment to an administrative position in an appropriate association or scholarly society. Next>> Staff Web | Staff Directory | Library Hours | Privacy Policy

PAGE 75

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_research.html [5/2/2013 11:35:53 AM] Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated March 13, 2006 tlm

PAGE 76

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_sabbatical.html [5/2/2013 11:35:53 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development Handbook IV. B. 1. Professional Development Leave and Sabbatical ProgramsUnder the provisions of the Collective Bargaining Agreement, sabbatical leave is available for tenured faculty. The decision regarding who is to be awarded the two-semester half pay leave or one-semester full pay leave for non-tenured faculty rests with the academic unit, however, the provisions of Article 22 of the Collective Bargaining Agreement must be considered. One-semester half-pay leave is also available upon approval of the administration of the academic unit and authorization from the Office of Academic Affairs. This is an on-going program and is not part of this annual review and selection process. A Types of Leave One Semester or Two Semester Full Pay (or its equivalent)Sabbatical Leave awarded by the University for tenured faculty. One Semester Full Pay (or its equivalent) Professional Development Leave awarded by college or unit for non-tenure track faculty. Two Semester One-Half Pay Sabbatical Leave/Professional Development Leave The contract language states that the twosemester one-half pay leave will be granted unless the University determines that the conditions set forth in sections 22.1 (a) and 22.3 (a) have not been met or that departmental/unit staffing considerations preclude such leave from being granted. (In case of the latter, the employee will be provided leave the following year, or at a later time as agreed by the employee and the University.) One Semester One-Half Pay Leave requests are also granted upon approval of library administration and the Office of Academic Affairs. This is an on-going program and is not part of this annual review and selection process. Please contact your deans office for information. B Purpose of the Leave Programs A professional development leave or a sabbatical is granted to increase a faculty members value to the University through enhanced opportunities for professional renewal, planned travel, study, formal education, research, writing, or other experience of professional value, not as a reward for service. No more than one faculty member in each department need be granted leave at one time. Faculty applying or serving on the Selection Committee for these leave programs should familiarize themselves with Article 22 of the Collective Bargaining Agreement as it applies to the professional development leave programs. Please refer to the information and terms on the application form.

PAGE 77

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_sabbatical.html [5/2/2013 11:35:53 AM] C Eligibility All tenured faculty in the bargaining unit who will have completed six years of full-time service (two-semesters of full-time service count as one year) at the University of Florida prior to the Fall term of the applicable annual Sabbatical Leave Program are eligible for the leave programs. Non-tenure track faculty, who have three or more years of full-time service at the University of Florida, will be eligible for the Professional Development Leave Program. A faculty member employed on a contract or grant is eligible for the leave only if the terms of a contract and grant through which an employee may be compensated do not allow for such a leave. A faculty member who has received a professional development leave is not normally eligible for another leave until he/she has completed at least six years of full-time continuous service since returning from the previous leave. D Application Procedures By October 15th each applicant must submit a completed application for each specific leave she or he is applying for with the evaluation form to the department chair. If applying for more than one leave, i.e., a one and a two-semester leave, applications must be completed for each leave requested. A brief one page description of the activities with a statement indicating the benefits of the proposed leave to the individual, the University, and the profession must be attached to the application form. The application must indicate the type of leave applied for and the date of the last professional development leave awarded. The application should indicate the applicants preference for the length of time of the leave, i.e. twosemesters at half-pay, two-semesters or one-semester (at full pay) and the semester(s) the leave will be taken. A summer session may be requested as one of the terms by 12-month faculty only The application must be accompanied by an endorsement from the department chair (or equivalent) who evaluates the benefits of the proposed leave to the individual, the University, and the profession. If the chair has comments about the proposal being submitted from a department, the comments should be made directly on the application form, not by means of a separate letter, and the faculty member informed of the comments. The application evaluation process at the departmental/college level will use the following formula: (a) the number of years of full-time faculty service at the University of Florida since the faculty members last full-pay professional development leave/sabbatical at the University of Florida, multiplied by 1.75. If no previous full-pay leave, use total number of years of full-time faculty service at the University of Florida. In either case, count years of service prior to the Fall of application year. Summers are not considered; (b) chairs ranking (1 to 10 points) of proposals; (c) committee evaluation should provide a maximum of 30 points with each member making a separate rating from 1 to 10 points with 10 being the highest. (The same ranking may be used twice if more than ten proposals are submitted.)

PAGE 78

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_sabbatical.html [5/2/2013 11:35:53 AM] E Sabbatical Selection Committee: Members of the Sabbatical Committee must be tenured, full-time faculty. They are nominated by the Library Faculty Assembly (LFA) Nominating Committee and elected in the Spring Semester at the same time as other LFA elections occur. The committee members select the chairperson.The charge of the Sabbatical Selection Committee is to evaluate all the leave applications and to select those recipients for consideration for the award of a professional development leave or sabbatical. No more than one faculty member in each department need be granted leave at one time. The report of this committee will be sent to the Dean. F Selection Procedure The Sabbatical Selection Committee will meet once all applications have been submitted by Department Chairs to evaluate the applications and submit a report addressed to the Dean via the Human Resources Officer, of the results of the evaluation, including a listing of the names and rankings of all applicants for each of the leave programs. If there is more than one applicant for the professional development leave for non tenured faculty then the committee will rank them as well. There should be a separate report of the results for each of the sabbatical and professional development leave programs (one for tenured and non-tenure earning faculty) and a separate listing for the one-semester applicants and the two-semester applicants The Committee, in ranking the applicants, will consider the benefits of the proposed program to the employee, the university and the profession; an equitable distribution of sabbaticals among departments or units; the length of time since the employee was relieved of duties for the purpose of research and other scholarly activities; and length of service since previous sabbatical or initial appointment. The listings of those recommended for each of the programs should include the applicants name, academic unit and department, the points awarded to each faculty member in descending order (from highest to lowest), the ranking by the Committee members, if different from the points listed, and relevant comments, if any. If an applicant is not recommended for a leave the reason should be explained in the report, e.g. the chair indicates that only one faculty member from the department or unit be awarded a leave or the proposal does not merit the award of a leave. The faculty member will be advised of the status of the leave recommendation by the Dean The reports of the Selection Committees review of the two-semester leave applications and the one or two semester full-pay leave for non-tenure earning or tenured faculty should be submitted to the Dean for approval. G Notification Of Award The Dean will announce the sabbatical decisions as soon as possible in the Spring Semester. The leave applications must be retained for one year after the report of the leave activities is filed for those awarded a leave and one year from the date of denial for those not awarded a leave. Then the files may be requested to be disposed of

PAGE 79

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_sabbatical.html [5/2/2013 11:35:53 AM] in accordance with the University policy regarding records. H Confirmation Of Leave Faculty who are awarded leave must notify the department chair and dean or division director in writing if they are able to accept the leave. If for any reason a faculty member finds that he or she is unable to accept the leave or must make changes to the leave proposal, he/she should meet with his/her department chair to discuss what arrangements can or need to be made regarding the faculty members assignment or the leave. Once a decision is made regarding the leave the faculty member should confirm, in writing, the decision with a copy to the Dean. I Terms Of The Program While on this leave program, the employee's salary will be one-half pay for the academic year for two semesters, depending on program awarded, or full-pay for one-semester. A summer session may be requested as one of the terms by 12-month faculty only. The leave may not extend beyond the academic year awarded. Please note, any administrative stipends will be suspended while the employee is on sabbatical leave. The employee must return to the University for at least one academic year following participation in the program. Agreements to the contrary must be produced in writing prior to participation. Return to the University of salary received during the program may be required in those instances where neither of the above is satisfied. An employee on a leave program assignment will be evaluated on the leave activities in accordance with the provisions of the Collective Bargaining Agreement. It is incumbent on the employee to provide a copy of the written report in a timely manner to make such an evaluation possible. Contributions normally made by the Board to State Group Life and Accidental Death and Dismemberment insurance, retirement and Social Security programs will be continued on a basis proportional to the salary received. Board contributions normally made to other employee insurance programs and any other employee benefit programs will be continued on a regular basis during the leave program. (It is suggested that employees check with the Fringe Benefits Office to make sure benefits are continued.) Eligible employees will continue to accrue annual and sick leave on a full-time basis during the sabbatical. While on leave, an employee will be permitted to receive funds for travel and living expenses, and other leave-related expenses, from sources other than the university, such as fellowships, grants-in-aid, and contracts and grants, to assist in accomplishing the purposes of the leave. Receipt of funds for such purposes will not result in reduction of the employees university salary. If financial assistance is received in the form of salary, the University salary will normally be reduced by the amount necessary to bring the total income of the leave period to a level comparable to the employees current year

PAGE 80

Professional Development Leave and Sabbatical Programs http://www.uflib.ufl.edu/Pers/cdh/cdh_sabbatical.html [5/2/2013 11:35:53 AM] << Previous salary rate. Employment unrelated to the purpose of the professional development leave is governed by the provisions of Article 19, Conflict of Interest and Outside Activity. Employment while on leave which is unrelated to the purpose of the leave is governed by applicable outside employment/conflict of interest provisions. J. Report Of Leave Activities Within 30 days of the leave being completed, the employee must provide to the department chair a concise written report of the employee's accomplishments during the sabbatical. This report must include information regarding the activities undertaken during the sabbatical, the results accomplished during the sabbatical as they affect the employee and the university, and research or other scholarly work produced or expected to be produced as a result of the sabbatical. The report becomes part of the annual evaluation process. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated September 17, 2010 rb

PAGE 81

Mentoring Program http://www.uflib.ufl.edu/Pers/cdh/cdh_mentoring.html [5/2/2013 11:35:54 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development Handbook IV. C. Mentoring ProgramPurpose/Goals of program: Assist new faculty in understanding and navigating the T&P process; assist new faculty in understanding the culture of the libraries; provide staff members pursuing or holding a degree in librarianship with adequate support in understanding the requirements necessary to secure a librarian position; provide a venue for seasoned faculty to share their knowledge and expertise with newer staff. Eligibility to become a mentor: Any tenured faculty is eligible to be a mentor for tenure-track faculty. Any faculty is eligible to be a mentor for non-tenure track faculty and staff members pursuing or holding a degree in librarianship. Eligibility to become a mentee: All tenure track faculty are required to participate in the Mentoring Program. All non-tenure track faculty and staff pursuing or holding a degree in librarianship may elect to participate in the mentoring program by completing a Mentor Request form. Mentor selection process: The selection of a mentor will be made jointly with input from the appropriate dean, department chair, supervisor, employee and HR representative. Duration of mentoring relationship: For tenure-track faculty the mentoring relationship will last until the mentee has submitted the T&P packet. For non-tenure track faculty and staff pursuing or holding a degree in librarianship the mentoring relationship will last 1 year with the option of renewal if requested. Level of interaction: The level of interaction between a mentor and mentee is flexible and is mutually agreed upon by each pair. It is however recommended that the participants meet at least once a month and participate in training opportunities provided through the Libraries Training program. Feedback mechanism: During the annual faculty evaluation the supervisor or department chair will solicit feedback on how well the mentor/mentee assignment is working out. If it is determined that a new mentor/mentee pairing is desired, the supervisor or department chair should contact the HR Office to coordinate a change. Formalizing the program: For mentors the mentoring relationship will be considered Service to the Libraries and the Mentoring Agreement will become part of their annual activity report.

PAGE 82

Mentoring Program http://www.uflib.ufl.edu/Pers/cdh/cdh_mentoring.html [5/2/2013 11:35:54 AM] << Previous Forms used: Mentoring agreement signed by both mentor and mentee including an option to request a reassignment. Mentor Request for non-tenure faculty and staff pursuing or holding a degree in librarianship. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to krimill@uflib.ufl.edu 2004 2009 University of Florida George A. Smathers Libraries. All rights reserved. Acceptable Use, Copyright, and Disclaimer Statement Last updated February 9, 2010rb

PAGE 83

Semester Faculty Assignment Report: Instructions http://www.uflib.ufl.edu/Pers/cdh/cdh_semesterinstructions.html [5/2/2013 11:35:55 AM] Table of Contents Ranks & Appointments Evaluation & Review Professional Development Forms Library Catalog | Databases | Site Map | SearchSmathers Libraries Career Development HandbookSemester Faculty Assignment Report: InstructionsI Policy A Semester Faculty Assignment Report form is completed and submitted to respective department chairs no later than ten days prior to the first day of class each semester (fall, spring and summer). Five days prior to the close of each semester, department chairs submit the Semester Faculty Assignment Report forms to the Human Resources Office. The Human Resources Office staff enters the information provided into the Faculty Activity Reporting System and the Semester Faculty Assignment Report is filed in the librarian's personnel file. II Procedures Library faculty are to complete a Semester Faculty Assignment Report each semester (Fall, Spring, Summer). A For full time library faculty, 1 FTE (40 hours per week) equals a 100% appointment. One hour per week equals 2.5%; a 10% assignment represents 4 hours per week. Assign percentages to categories 5A, 5B, 6, 8, 9, 10, and 11 only if significant time will be devoted to these activities. Significant time is interpreted as 5% or more, equal to 2 hrs per week. For the purpose of calculating percentages on a semester basis, Fall and Spring semesters each equal 19.5 weeks; summer semester equals 13 weeks. If the assignment changes during the semester, another form indicating revisions must be completed. B Categories 1, 2, 5A, 5B, 6, 8, 9, 10 and 11 on the Semester Faculty Assignment Report form may be used to report librarian assignments. Note: All library faculty must be assigned a departmental (Category 5A) or organized (Category 5B) research component as required by University Administration. Instructional Assignment (Category 1) This category is used only if the librarian is teaching a credit course (i.e., the librarian is fully responsible for the course and assignment of grades). This must be reported as a "loan/borrow" with an academic department. The account number for the academic department to which the faculty member is "loaning" time must be indicated. This category corresponds to the area encompassed by "Performance of Professional Responsibility and Working Relationships" in the Career Development Hanbook. Instructional Activities (Category 2) This category is only used if the librarian is teaching a credit

PAGE 84

Semester Faculty Assignment Report: Instructions http://www.uflib.ufl.edu/Pers/cdh/cdh_semesterinstructions.html [5/2/2013 11:35:55 AM] course, completing Category 1. Department Research (Category 5A) This category corresponds to the section "Professional Development and Scholarship" in the Career Development Handbook. The appropriate percentage should be determined by the librarian and his/her supervisor. The scope and complexity of the project(s), the needs of the department, and other professional service commitments will determine the appropriate allocation of time for department research. A research assignment greater than 10% must be approved at the director level. A research assignment should result in a product (publication, presentation, etc.). A brief description of project(s) is to be included under "Description of Duties". Department chairs are authorized to assign and approve up to 10% (4 hours per week) of departmental research to department librarians. Research assignments greater than 10% fall under the procedures outlines in the Career Development Handbook. Librarians should use this category as assigned time while on sabbatical. Organized Research (Category 5B) This category only applies to separately budgeted research. Activity in this category may correspond to both "Performance of Professional Responsibility and Working Relationships" and "Professional Development and Scholarship" in the Career Development Handbook. Administrative grant activity, or activity required to accomplish grant-funded projects, is recorded in this category. This must be reflected as a loan/borrow on the semester activity report. The account number to which the librarian is "loaning" time must be included. Public/Clinical or State Mandated Service (Category 6) This category includes most of the scheduled activities assigned in the department required to accomplish library operations and corresponds to the area encompassed by "Performance of Professional Responsibilities and Working Relationships" in the Career Development Handbook. A librarian without an administrative assignment would normally have 85% to 90% of their assignment in this category. In addition to librarian activities, it could also include sevice to students unrelated to credit instruction, service as a member of the editorial board of a scholarly journal; service to the community, state or nation, e.g., participation as a member of an advisory board. This category does not include outside employment or consulting services. Departmental Administration (Category 8) Effort for administrative and support services benefiting common or joint departmental activities. Governance (Category 9) This category includes time assigned to departmental, college, and university-wide committees.

PAGE 85

Semester Faculty Assignment Report: Instructions http://www.uflib.ufl.edu/Pers/cdh/cdh_semesterinstructions.html [5/2/2013 11:35:55 AM] << Previous Other (Category 10) List any of the categories shown below when appropriate. Duties to be included for Sponsored Research Administration only. No other categories may be listed unless directed to do so by the Office of Academic Affairs. Auxiliary Effort -Effort expended selling services/products. Effort to be shown on auxiliary accounts. UFF Activities -Assigned release time for union activities. Professional Development Leave/Sabbaticals--Effort should be reported when the chair assigns the leave/sabbatical. Annual/Sick Leave -To be used when the leave taken exceeds 20 workdays. To determine the percentage, multiply the FTE appointed by the number of days on leave and divide this amount by the total number of workdays in the semester. Total Percentage Employed (Category 11) This is the total of the percentages assigned in items 1-10 and represents the total FTE employment of the faculty member for each semester. C Semester assignments are retained in the department until the end of the semester. On the last week of the semester the Department Chair reviews each assignment, indicating "complete" or "continuing" on the form. If "complete" a brief statement (i.e. "article accepted for publication," "conference attended." "committee report submitted," etc.) is needed. The chair should initial and date the form indicating the review, and submit it to the Human Resources office. If a librarian has been absent for 20 consecutive work days or more in the semester, the Human Resources office recalculates percentages to reflect the change in assignment as directed by the Office of Academic Affairs. Next >>Staff Web | Staff Directory | Library Hours | Privacy Policy Send suggestions and comments to the library web manager. 2004 2006 University of Florida George A. Smathers Libraries. All rights reserved. Terms of Use for Electronic Resources and Copyright Information Last updated February 3, 2006 tlm