You Want Us To Do WHAT ?! Hiring, Evaluating & Replacing Library Directors A guide for Library Boards

1. You Want Us To Do WHAT?!Hiring, Evaluating & Replacing Library DirectorsA guide for Library Boards Janis Stubbs

2. Board basics • Board members have one employee: the director. • Most important job the board has is to hire a great director. • Successful boards let the director run the library and supervise staff.

3. Hiring the Director – 5 DON’T’s • Don’t rush the process • Don’t assume internal candidate is superior • Don’t hire a new director based on what the old director was like • Don’t be cheap! • Don’t delay

4. The Process • Your budget • Bump in salary for acting director? • Travel expenses, meals • Library needs • Board brainstorming session • Issues facing new director • Who is your ideal candidate? • Staff input • Who will sit on the search committee?

5. Soliciting Applicants • A current, formal job description for the position • Creating an ad that will attract attention from good candidates • Budget, community, salary range • Ad placement • Apply electronically or snail mail? • Who receives applications?

6. Where to advertise • New Jersey Library Association (www.njla.org) • Pennsylvania Library (www.palibraries.org) • New York Library Association (www.nyla.org) • Drexel University (www.cis.drexel.edu/jobs/) • Rutgers University (www.scils.rutgers.edu/placement/) Possibly Clarion University and University of Pittsburgh Newspapers Professional journals (e.g. jobs.libraryjournal.com)

7. More recruiting sources • Headhunters • Current staff • Staff from neighboring libraries • Ask around!

8. Once You Have Applicants • Create a packet of information for applicants • Determine how to screen applicants • Checklist for the basics • Compile list of interview questions • Decide how the interviews will proceed

9. Interviewing • Make sure interviewers stick to the script—same questions for every candidate • No illegal questions • Same ratings system for every candidate • Don’t make the interview too long • Leave time for questions • Allow for some spontaneity but keep it moving

10. After first round • Narrow to one or two choices • Second interviews if needed • More specific questions • Discussion of salary and benefits • Meet with staff/board/municipal officials?

11. The Outcome • Search committee makes its choice • Decision goes to full board • Board president makes formal offer • Candidate formally accepts • Other candidates notified • Establish probationary period and process to monitor • Clearly communicate expectations

12. When all is said and done… • Thank staff for hard work during search • Celebrate! Have a reception at the library • Invite staff, Friends, municipal officials and community • Make new director feel welcome • Make yourselves available for questions or concerns • Congratulate yourselves for a successful outcome

13. Evaluating the Library Director • Purpose: • Understanding board expectations • Provides motivation and feedback • Helps the board understand library operations • Keeps job description current • Who does it? • Standing personnel committee or committee appointed for this purpose • Tell director who is participating • Full board should see the results and sign off on final evaluation

14. Basis for the review • For new directors, evaluation should come at the end of established probation period • For continuing directors, annual evaluation • Should be based on previously established goals and objectives • Evaluation should be unofficially year-round; no surprises

15. How to conduct the review • Start with the director’s self-evaluation • Use director’s job description • Have a set of criteria to use for assessment • Evaluation should be both written and verbal

16. Points to consider • Does the director’s performance match the goals set the previous year? • How are relationships with staff, elected officials, the community? • Is the director a good financial steward? • Is there a strategic plan for the library? If not, is it being discussed and worked on? • How about supervisory skills? Good delegator? Ready to try new things? • Does the director keep up with current trends? Memberships in professional organizations like ALA, NJLA?

17. If the evaluation isn’t wonderful… • Establish improvement plan • Adhere to library policy • Do not let personality conflicts influence the evaluation • Keep everything confidential

18. Resources • http://ldb.njstatelib.org/ldb_files/imported/Trustees/Library%20Director%20Performance%20Appraisal.pdf • http://www.baycountylibrary.org/wp-content/uploads/LibraryDirectorEvaluationPolicy-3-11.pdf • http://www.lrs.org/documents/field_stats/Employee_Evaluations.pdf • http://midhudson.org/trustee/dir_eval.htm

19. Replacing the library director

20. Replacing a library director • Document, document, document! • Determine whether director is causing problems or has problems • Start with performance evaluation • Difficult to gauge daily performance since board members aren’t at the library every day • Do you involve staff? Do you listen to staff if they come to you?

21. Where to begin • Do SOMETHING! Do not let problems worsen • Adhere to library personnel policy • Follow union/civil service contract or regulations • Disciplinary action • Formulate written plan of corrective action • Verbal and/or written warning, suspension

22. Reasons for termination • Insubordination • Ignoring board policies or doing the opposite of them • Excessive tardiness, absenteeism • Drugs or alcohol on the job • Harassment • Theft • Sleeping on the job • Verbal or physical abuse

23. How to proceed • Inform municipal officials/ask for help • Make sure everything is legal • Consult library attorney • Check New Jersey employment law • Allow director to resign? • Keep a tight lid on everything Employee deserves respect throughout process Avoid the potential for lawsuits

24. The actual event • Be prepared • Be sensitive to timing • Choose neutral site • Be honest; stick to facts • Keep it short • Don’t argue • Final paycheck? Benefits issues? • Leave immediately? • If possible, end on positive note

25. Afterwards • Do other employees know? How will you tell them? • Say nothing publicly • Plan who will serve in the interim • Salary adjustments? • Don’t delay starting search for new director • Think about how to answer candidates who ask why there is a vacancy • Look to the future; stay positive!

26. Conclusion • Today you’ve learned… • Good strategies for hiring a new director • Effective ways to evaluate a director • Why and how to terminate an unsuccessful director Now celebrate what good board members you are!

27. Questions • ???? Janis Stubbs Assistant Director/District Consultant Delaware County Library System 340 N. Middletown Rd. Fair Acres Building 19 Media, PA 19063 (610) 891-8622 jstubbs@delcolibraries.org