Dossier workshop

1. Dossier workshop Vince Graziano April 19, 2013

2. Outline • Introduction • Procedures for reappointment and tenure • Structure of the dossier • Content of the dossier

3. Introduction • Article 15 applies to reappointment & promotion • Article 19 applies to tenure • Important elements: • The evaluation of librarians shall be based upon consideration of professional competence and potential for fulfilling the duties and responsibilities as defined in Article 17. • The evaluation shall pay particular attention to the quality of the candidateʹs performance • The evaluation shall be done by the librarian memberʹscolleagues; the evaluation shall depend primarily on the judgment of the librarian memberʹscolleagues • Responsibility of the candidate to bring forth evidence

4. Procedure • Reappointment dossiers are due by October 15 and are sent to the Chair of the Library Personnel Committee (LPC), which consists solely of tenured CUFA librarians, representing both divisions of the Library. • Tenure dossiers are due January 5 and are sent to the Chair of the Library Tenure Committee (LTC), which consists solely of tenured CUFA librarians (except the 4 members of the LPRC). • Dossiers then go to the Library Personnel Review Committee (LPRC), which is chaired by the University Librarian. Both divisions are represented on the LPRC.

5. Procedure for Reappointment • The LPC reviews the dossier and the assessment of the member’s contribution to professional librarian activities prepared by the immediate supervisor. This assessment is mandatory for reappointment. • The LPC shall solicit and consider written submissions from other Library and University units with which the candidate is associated e.g. the AUL Collections for a selector. • The LPC forwards a reasoned report to the Dean with a copy to the candidate.

6. Procedure for Reappointment • The Dean shall review the LPC’s reasoned report with the LPRC. • The LPRC votes by secret ballot. • The Dean is a non-voting Chair. • The Dean forwards the LPRC and LPC reasoned reports, together with his or her reasoned recommendation to the Provost and the candidate.

7. Procedure for Tenure • The burden of establishing and documenting the case for tenure rests with the candidate. • By June 15, the Dean shall advise members of their mandatory consideration for tenure and to prepare a complete dossier. • The LTC reviews the dossier and all supporting documentation. • The candidate shall appear in person before the LTC and may be accompanied by a full-time librarian colleague acting as advisor. • The LTC votes by secret ballot to “grant” or “deny” tenure • The LTC’s reasoned report is sent to the Dean as Chair of the LPRC.

8. Procedure for Tenure • The Dean is a voting member of the LPRC. • The LPRC votes by secret ballot to “grant” or “deny” tenure. • The LPRC shall prepare a reasoned report and forward it to the Provost by April 15, with a copy to the candidate. • The Provost shall receive the reasoned reports of the LPRC and of the LTC and shall notify the candidate of the recommendation for tenure or its refusal by May 7.

9. Structure of the Dossier • The dossier consists of 3 component parts: • the professional librarian activities dossier • the research and scholarship dossier • the service to the University and the community dossier • The complete dossier includes a current curriculum vitae • Preparation of a digital version of the dossier is the responsibility of the Employer, unless the member chooses to prepare it. • Recommendation: go digital

10. Professional librarian activities • List of all activities • As per Article 15.01c) the dossier may include: • a list of professional librarian activities undertaken or completed by the librarian member, participation in or attendance at Library presentations and workshops, and other such evidence as the member deems appropriate; √ • examplesreflective of the librarian member’s role in the Library as described in the job description, which may include participation in the preparation of policies, writing of procedures, and reports, assessments of instructional activities, statistics, outlines relating to library instruction and other documentation and material attesting to the member’s contribution to the operation and development of the Library that the member deems appropriate; √

11. Professional librarian activities • As per Article 15.01c) the dossier may include: • a record of the librarian member’s role in the development of the operation and services offered by the Library through participation in library committees and working groups; √ • statement of the librarian member’s principles, objectives and methods of providing library services in light of the Library’s vision and mission; √ • signed testimonials from faculty and students; X • Unsolicited letters of thanks should be included • No need to solicit testimonials • A librarian member shall also include in the dossier a letter of recommendation concerning her or his professional librarian activities written by the immediate supervisor (Article 19.09 a)

12. CUFA Recommendations for Reappointment and Tenure • Cover letter requesting Reappointment or Tenure. • Include date of hire and date of reappointment • Table of contents to the dossier with pagination in one sequence: • Provides overview of the dossier for the reader. • Relevant job description(s) for corresponding time periods. • Appointment letter & Contract renewal letter (salary blacked out). • Achievement/Evaluation letter from your supervising librarian. • Performance evaluation reasoned report from LPC, LPRC for corresponding time periods, if applicable. • Approved Workload documents for corresponding time periods. • Statement of the librarian member’s principles.

13. Research and scholarship • List of all activities • Copies of articles, conference programs, invitations, etc • Article 17.01 b): • Research and Scholarship, which in general includes: development of professional knowledge through research, scholarly and critical or creative work within the field of librarianship, the dissemination of such work through professional and peer‐reviewed publications, presentation of scholarly papers, and other respected means. The primary objectives of such activity shall be to increase knowledge and understanding and to further the librarian member’s professional and scholarly competence • Article 15.01 d): • In this evaluation, more weight shall be given to peer‐reviewed than to non‐peer‐reviewed work to the extent appropriate to the field.

14. Service to the University and community • Internal • Includes service to the Association, such as the Library Elections Committee & Library Advisory Search Committee. • University-wide committees. • Administrative work not included under Article 17.01 a). • External • Active role in scientific, cultural, educational, professional, governmental and social bodies that are relevant to and compatible with the librarian member’s professional role. • Outside professional activities • Includes teaching at McGill LIS or Université de Montréal’s EBSI

15. Early Consideration for Tenure • One year prior to the date of normal mandatory consideration (which is stated on your contract) • Two criteria: • two (2) or more years of service in a probationary or tenured position at another university before the date of their probationary appointment at Concordia University; • a record of superior performance during their probationary appointment sufficient to justify application by the member. • the member must notify the LPC, in writing, by October 15 of this intention, with copies to the Dean, the Provost and the Association.

16. Final words … • Borrow a dossier from someone who has recently gone through the process of reappointment or tenure. • Use your job description or annual assignments to create subheadings for your professional librarian activities dossier.

17. QUESTIONS?