Guidelines for Appointment and Promotion of Librarians
||June 14, 1979; Revised June 20, 1991; Revised June 13, 2013 (eff. 7/1/13)|
- Appointment and Promotion in Rank
All appointments to and promotions in rank are based upon the evaluation
of the librarian's professional performance and the established requirements
for each rank. The library rank structure is equivalent to the teaching/research
faculty rank structure.
The following ranks are established for librarians at the Old Dominion University
- Librarian IV. Appointment or promotion to this rank is the highest
honor that the university can bestow upon academic librarians. These
are librarians who have made outstanding contributions to the university
and to their profession. They shall have demonstrated excellence in professional
performance, continued academic study, and additional professional service.
Although few will excel equally in all three areas, those appointed or
promoted to the rank of librarian IV shall have made demonstrable contributions
in each area. A candidate with a doctorate and a minimum of ten years
of professional library experience may be appointed or promoted to this
rank. In cases of unusual merit, a candidate with the master's
degree in librarianship, a second master's degree, and six years
as a librarian III or an equivalent rank may also be appointed or promoted
to librarian IV.
For initial appointment to the position of university librarian, the
candidate should meet the requirements for librarian IV. In the event
of an opening in that position, the librarians shall have input toward
the selection of the new university librarian and shall meet with all
Librarian III. Appointment or promotion to the rank of librarian III
is based upon established excellence of professional performance, continued
academic study, and professional service, with pre-eminence and/or high
quality contributions in one or more of these areas. Degree requirements
for this rank include the master's in librarianship and either
a second master's degree or thirty credit hours approved by the
university. The candidate is considered for promotion during the fifth
year in rank as a librarian II or may be appointed to this rank after
nine years of professional library experience. Exceptions should be made
only in cases of unusual merit.
Librarian II. Appointment or promotion to the rank of librarian II
requires a master's degree in librarianship, a minimum of fifteen
credit hours approved by the university, and three years of professional
library experience. A candidate with a master's degree in librarianship
and five years of professional library experience is also considered.
Evidence of promise in professional performance, continued academic study,
and additional professional service is also required.
Librarian I. Appointment to the rank of librarian I requires a master's
degree in librarianship from a library school accredited by the American
Library Association. Evidence of promise in professional performance
is also required.
To be considered for promotion in rank, the librarian must make written
application to the Library Promotion Committee. The librarian will follow
the calendar as given in the Schedule for Faculty Seeking Promotion in
Rank found in the Appendix. The Library Promotion Committee is responsible
for initial consideration of all applications for promotions in rank, appointments
to rank for newly hired librarians, and also requests for extended contracts.
The committee consists of five members elected by the Library faculty and
chosen from those librarians with rank of librarian II or above with one
or more years of experience in the library. The committee reviews the application
and documentation and forwards its recommendation to the university librarian.
The university librarian forwards his or her recommendation and that of
the Library Promotion Committee to the provost and vice president for academic
affairs. On the basis of all the evaluations and recommendations, the provost
and vice president for academic affairs makes a decision concerning promotion
for the coming year. If the provost and vice president for academic affairs
decides against promotion, the librarian may request a review by the president.
The decision of the president is final.
- Evaluative Criteria for Promotion
An annual review of the performance of each librarian of the Old Dominion
University Library staff will be conducted in order that he or she may
receive full credit and reward for his or her contribution to the library
and to the university. The criteria on which this evaluation will be based
are as follows:
- Professional Performance. The basic quality which must be evident for
promotion in academic rank is the ability to perform at a high professional
level in areas which contribute to the educational and research mission
of the university such as reference service, collection development,
management, bibliographic organization and control. Each librarian should
have the maximum possible latitude in fulfilling these responsibilities.
Demonstration of high standards of professionalism should include:
Demonstrated in-depth knowledge of job.
Effectiveness in providing information to the university community
and in the development and use of library resources.
Performance characteristics such as innovativeness and creativity,
adaptability and acceptance of responsibility.
Demonstrated ability as an administrator, if applicable to the
librarian's position description.
Additional evidence for promotion in rank may include:
Continued Academic Study. This category includes a formal, practical
effort to broaden one's academic base, to acquire an additional
graduate degree, or to pursue a course of study related to professional
- Additional Professional Service. This category includes activities,
beyond those of required professional performance and continued academic
study, in which the librarian exercises professional expertise in the
service of the library, the university, the profession, or the community.
The following activities will be among those considered in evaluation
of additional professional service:
Organization of workshops, institutes or similar meetings.
Public appearances, such as presenting book reviews or addresses.
Contributions to the advancement of the profession such as active
participation in professional and learned societies as a member,
as an officer, as a committee member, or as a committee chair.
Activities related to inquiry and research, such as writing, editing,
abstracting or reading for a professional journal, publishing in
scholarly journals, presenting papers, reviewing books and other
literature, developing grant proposals, serving as a member of a
team of experts, review committee or similar body, developing or
applying computer programs, etc.
Preparation of library in-house publications such as manuals,
guides, bibliographies, newsletters, etc.
Active and effective service to the library, to the university,
to university-related agencies or other community agencies.
The application and interpretation of all guidelines used in the evaluation
of the librarians should be consistent with the principles of academic
freedom as stated in the 1940 "Statement of Principles of Academic
Freedom and Tenure." The basic responsibility for the evaluation
of the librarian's performance rests on the university librarian,
assistant university librarian, and/or the department head.
Evaluation will be based on the aforementioned criteria with evidence
supplied by each librarian. Additional evidence may be supplied by
request of the Library Promotion Committee. The evaluation process
will conform with the Faculty Administrator Performance Appraisal Program
as stated in this Handbook.
- Salary Increments
Annual salary increments for librarians are based on the "Board of
Visitors Policies and Procedures on the Compensation and Personnel Administration
Plan for Administrative and Professional Faculty" in this Handbook.
Initial recommendations for salary increments are made by the university
librarian, who determines the salary increments from information supplied
by the librarian's supervisor. The salary increments for librarians
are within the total salary budget assigned to the library by the provost.
After being notified by the university librarian of the salary increment,
any librarian may request that the salary decision be reviewed by the provost
and vice president for academic affairs. The decision of the provost and
vice president for academic affairs is final.
- Grievance Policy
Grievance policy and procedures for librarians follow the "Faculty Grievance Policy" as found in this Handbook.
- Renewal and Non-Renewal of Appointments
Two types of appointments are normally awarded to librarians: (1) annual
appointment, and (2) extended appointment.
Annual Appointment. The university librarian recommends to the president
or his or her designee all librarian appointments, either initial appointment
or renewal. For renewal, the university librarian writes each individual
a letter in early spring indicating intent to recommend same. Prior to
the beginning date of employment or normally during the month of June
for renewal appointment, each individual is sent a "Notice of Appointment."
- Extended Appointment. The main purpose of the extended appointment
is to provide and protect academic freedom and job security for librarians.
The extended appointment is a pledge by the university of continuing
employment to a librarian for a period of three years. The extended appointment
is not a pledge of a specific administrative position or job assignment.
Annual salary for each year of the extended appointment shall be in accordance
with section III, Salary Increments. Changes in rank or position shall
not affect the extended appointment.
The terms of the extended appointment are as follows:
Librarians at the librarian I rank are not eligible for extended
Librarians at the librarian II or III ranks are eligible for extended
appointment after five full years of service in the library.
Librarians at the librarian IV rank are eligible for extended
appointment after two full years of service to the library.
The Library Promotion Committee considers the applications for extended
appointments using the same criteria as stated in section II, Evaluative
Criteria for Promotion. The committee will recommend to the university
librarian that the librarian be considered for an extended appointment
or that the librarian remain on an annual appointment basis.
- Resignation and Release from Appointment. The obligation to give due
notice of termination of employment is reciprocal. A librarian, as part
of his or her responsibility to the university and the profession, should
make every effort to give the library administration adequate time to
find a replacement if he or she desires to leave Old Dominion University.
Release from a notice of appointment will be granted by the university
only in exceptional cases, normally involving circumstances beyond the
individual's control. In the case of a librarian who has signed
a reappointment notice, release from appointment to take another position
will be considered if (1) the offer of or the invitation to apply for
another position did not come as a result of any solicitation or encouragement
by the librarian, or (2) the position in question represents an opportunity
for significant professional advancement.
When a librarian is unable to complete the term of service specified
in the "Notice of Appointment," he or she must request
release from the terms of that appointment. To request a release from
appointment, the librarian should submit a letter to the university
librarian for his or her review and approval. The letter should state
the reason for the release, the release date and the last actual working
day, if remaining annual leave must be utilized. A minimum of 30 days' notice,
in addition to accrued leave, is expected.
Release from appointment is recommended by the university librarian
and is subject to the approval of the provost and vice president for
academic affairs or his or her designee.
A librarian may voluntarily resign from his or her appointment, by
June 30. A minimum of 30 days' notice, in addition to any accrued
leave days, is expected. The letter of resignation, including the reason
for and the effective date of resignation, should be sent to the university
- Non-Renewal of Appointment. The university librarian may recommend
the non-renewal of appointment for the librarian whose evaluated performance
is below acceptable professional standards. Said recommendation is made
by the university librarian to the provost and vice president for academic
affairs or his or her designee in accordance with the following timetable
established by the university and published in this Handbook:
At least ninety (90) days for librarians in their first twenty-four
months of service.
At least one hundred and eighty (180) days for librarians with
more than twenty-four months of service.
Termination with Cause. The procedures for termination with cause
for librarians follow the procedures for "Notice of Termination
of Administrative Faculty Members" holding rank without departmental
designation as found in this Handbook.