Development of Criteria and Procedures for Appointment, Promotion, and Tenure of Library Faculty in an Academic Health Sciences Library BY JOAN CAMPBELL, Assistant Directorfor Technical Services and Professor JOHN N. THEALL, Assistant Director for Public Services and Associate Professor FRIEDA 0. WEISE, Government Documents Librarian and Assistant Professor DANA M. MCDONALD, Librarian, Woodruff L. Crawford Branch Library and Associate Professor

Library ofthe Health Sciences

University of Illinois at the Medical Center Chicago, Illinois ABSTRACT A subcommittee of the Appointment, Promotion and Tenure Committee was appointed to develop a document establishing procedures and criteria for the appointment, promotion, and tenure of library faculty at the Library of the Health Sciences, University of Illinois. The subcommittee analyzed the library's objectives within the academic setting and developed guidelines to enhance individual and organizational contributions. Early and regular evaluation of library faculty was emphasized. Skills required to implement library participation and support of education, research, and public service programs were categorized. A mechanism for review and amendment of the document has been established.

THE Library of the Health Sciences,

University of Illinois at the Medical Center, is a centralized library providing resources and services to support programs of education, research, and public service for the following units: College of Dentistry, College of Nursing, College of Medicine, School of Associated Medical Sciences, College of Pharmacy, Graduate College, and

School of Public Health. The library traces its origin to the Library of the College of Physicians and Surgeons, the predecessor of the College of Medicine, established in 1881. The College of Pharmacy, established in 1859, had a separate library that was destroyed in the Chicago fire of 1871. That library was reestablished in 1872 and was the recipient of a gift of books and journals from the pharmacists of Great Britain. The Library of the College of Pharmacy merged with the Library of Medical Sciences in 1940. Dental material was included in the library collection from 1901, when the College

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of Dentistry became part of the University of Illinois. In 1950, a College of Nursing offering a baccalaureate degree was the impetus for retrospective and current acquisition of nursing material. A master's degree in nursing was offered in 1960, and in 1975 a Ph.D. program in nursing was introduced. A School of Public Health offering a professional degree at the master's level was established in 1971. Academic degrees in public health at the master's and Ph.D. level are projected. A Graduate College has existed since 1922, and master's and Ph.D. degrees are offered in several disciplines in the basic sciences. In 1969 the College of Medicine reorganized in order to expand enrollment, and five semiautonomous schools were established: School of Basic Medical Sciences, Chicago; School of Basic Medical Sciences, Urbana; Abraham Lincoln School of Medical Sciences (clinical), Chicago; Peoria School of Medicine (clinical); and Rockford School of Medicine (clinical). Library technical services are centralized in Chicago for Chicago and the branches in Peoria, Rockford, and Urbana. Librarians at the Library of the Health Sciences have had faculty rank since 1944. The number of faculty was small at that time, and by 1966 there were only nine faculty positions in the library. The size of the staff increased when branch libraries were established in Peoria, Rockford, and Urbana in 1971, and more dramatically when a new library building opened at the Medical Center Campus in 1973. By 1975 there were thirty-two faculty positions, fifty-one nonacademic positions, and 19.72 FTE student assistants. The library is a voting unit in the University of Illinois Medical Center Senate, and Bull. Med. Libr. Assoc. 65(1)January 1977

APPOINTMENT, PROMOTION, AND TENURE

members of the library faculty serve on senate committees. In 1975, at the request of the chancellor, the library was asked to develop a document describing criteria and procedures for promotion and tenure of its faculty. It was recognized that the document should also describe criteria and procedures for appointment of library faculty. Irwin H. Pizer, University Librarian, appointed a subcommittee of the Promotion and Tenure Committee to prepare the document. The subcommittee adhered to the criteria for faculty described in the University of Illinois statutes insofar as possible, but emphasized the unique qualifications and contributions required of librarians as effective participants in campus programs of teaching, research, and public service. At the first meeting, subcommittee members listed ideas and concepts relative to criteria and procedures, and these were reviewed. Entry level positions and those requiring more experience

were provided for in the document. The library's goals and objectives and the unique skills demanded of professional librarians had to be defined and reflected in the criteria. Sections of the document were prepared separately. A number of drafts were reviewed and rewritten. A format and structure of the document were outlined and the various sections were reorganized, rewritten in narrative form, and integrated into the format. A draft was then submitted to the university librarian and presented to the full Promotion and Tenure Committee. Changes were suggested and a final revision was prepared. The document was reviewed by the entire library faculty. Certain changes and additions were recommended and the document (see Appendix 1-3) was adopted on April 30, 1976. It is anticipated that the present statement will be amended as changes occur in university statutes and as implementation reveals a need for alteration or clarification.

APPENDIX I LIBRARY OF THE HEALTH SCIENCES UNIVERSITY OF ILLINOIS AT THE MEDICAL CENTER PROCEDURES FOR APPOINTMENT, PROMOTION AND TENURE OF FACULTY

(Adopted by the Faculty of the Library of the Health Sciences, April 30, 1976) I. INTRODUCTION The library faculty at the Medical Center is committed to the development of an environment and resource which is a unique component of the teaching, research, and extramural commitments of the university. A library must be able to anticipate and respond creatively to student and faculty needs by developing and organizing resources, initiating services, and interpreting complex bibliographical mechanisms. An understanding of educational and research objectives is fundamental to the library's mission. Productive and ongoing collaboration with the Faculty of Colleges and Schools must be fostered, and participation with other faculty in the discussion of educational and research programs is essential. Because of the library's commitment to all programs of education, research, and public service at the Medical Center campus, library faculty must be appointed carefully and thereafter, granted promotion and tenure on the basis of significant performance. Library promotion and tenure criteria will be consistent with university Bull. Med. Libr. Assoc. 65(1)January 1977

policy described in the statutes, articles IX and X. Because librarians have responsibilities beyond classroom teaching, the recommendations made by the Committee on Academic Status of the Association of College and Research Libraries appearing in the American Library Association publication, Faculty Status for Academic Librarians: A History and Policy Statements will be reflected in the criteria. At least every two years the university librarian will call a meeting of the library faculty to review this document and consider amendments or revisions.

II. STRUCTURE OF THE APPOINTMENT, PROMOTION AND TENURE COMMITTEE The Appointment, Promotion and Tenure (APT) Committee of the Library of the Health Sciences, University of Illinois at the Medical Center, will consist of three appointed and five elected members. The three appointed members will be the university librarian (nonvoting), the assistant di47

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rector for public services (voting), and the assistant director for technical services (voting). Elections will be held annually in October. All library faculty with at least one year of service in this library are eligible to serve on the committee. All library faculty are eligible to vote for members to the committee. The term of office will be for two calendar years. No elected member can serve on the committee for two consecutive terms. After an absence of one year from the committee, a library faculty member is eligible to stand for reelection. An election will be held to fill a vacancy when a committee member leaves the university or resigns from the committee. The individual elected will complete the remainder of the term. The committee will elect its own chairperson. The term of office for the chairperson will be one calendar year. The chairperson will be a voting member of the committee. The university librarian is not eligible to serve as chairperson. There will be an election for committee members each year--two members are to be elected in odd years and three members elected in even years. (To implement this document, the first election in October, 1976, will serve to elect five committee members. Two members will serve for one-year terms and three members for two-year terms, to be determined by drawing lots. Thereafter, each elected member will serve a two-year term.) The committee's function will be advisory to the university librarian.

scholarly materials appear in more languages, bibliographical systems become more complicated, and library technology grows increasingly sophisticated. The librarian who provides such guidance plays a major role in the learning process [1].

In accordance with this statement, the objectives of the faculty of the Library of Health Sciences, University of Illinois at the Medical Center are as follows: 1. To create an intellectual and physical environment conducive to learning, research, and the exploration of new patterns of problem solving; 2. To develop resources in various media to support all programs of teaching, research, continuing education, and public service for the Medical Center campus; 3. To organize these resources and provide access to them so that they can be used efficiently and productively by students, faculty, and staff; 4. To provide professional assistance to students and faculty in the interpretation and use of materials and in the solution of complex problems using bibliographical means; 5. To inform the Medical Center community of new resources, services, and extramural op-

portunities; 6. To explore new technological advances and evaluate their effectiveness or possible adaptation towards the solution of organizational, bibliographical, or public service pro-

blems; III. CRITERIA FOR APPOINTMENT, PROMOTION,

AND/OR TENURE A. Objectives That the library and the library faculty play a major role in the educational process is stated below by the Committee on Academic Status of the Association of College and Research Libraries. As the primary means through which students and

faculty gain access to the storehouse of organized knowledge, the college and university library performs a unique and indispensable function in the educational process. This function will grow in importance as students assume greater responsibility for their own intellectual and social development. Indeed all members of the academic community are likely to become increasingly dependent on skilled professional guidance in the acquisition and use of library resources as the forms and numbers of these resources multiply,

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7. To participate in cooperative programs with other institutions through networks and systems which share resources and services to the benefit of the health science community locally, regionally, and nationally; 8. To develop and strengthen channels of communication which will expedite the library's response to student and faculty need; and 9. To develop and monitor systems which will insure optimal access to library resources. B. Criteriafor Appointment In order to meet the stated objectives, the library faculty must be carefully selected. A master's degree in library science from an accredited school is required for appointment. In unusual circumstances an alternate graduate degree may be accepted. Certification by the Medical Library Association is desirable.

Bull. Med. Libr. Assoc. 65(1)January 1977

APPOINTMENT, PROMOTION, AND TENURE

Except in unusual circumstances, an individual will not be offered an initial appointment with tenure. University statutes regarding appointment are general in nature, as seen in article IX, section 3E: In determining appointments to and salaries and promotion of the academic staff, special consideration shall be given to those of the following factors which are applicable: (1) teaching ability and performance, (2) research ability and achievement, and (3) general usefulness or promise thereof in the University.

Appointment at the Rank of Instructor. Candidates must have a master's degree in library science from an accredited library school. References will be requested. These should include the candidate's academic qualifications and other characteristics which would seem to indicate potential for success in librarianship. Library experience need not be required. Appointment at the Rank of Assistant Professor. The candidate must have a master's degree in library science from an accredited library school and at least three years of appropriate library experience. Individuals with more than three years of professional experience can be offered credit towards tenure. A maximum of three years may be offered consistent with university statutes, article X, section 1, sub-paragraph b(l). Appointment at the Rank of Associate Professor. The candidate must have a master's degree in library science from an accredited library school and at least ten years of library experience in positions of increasing responsibility. Appointment at this rank will only be made in unusual circumstances when the position to be filled requires an individual to assume major responsibility. Outstanding achievements in previous positions, professional leadership, and scholarly contributions will also be required. An appointment at this rank is automatically a tenured appointment.

C. Criteria for Promotion and/or Tenure In order to maintain the stated objectives of the library, promotion and/or tenure must be granted on the basis of significant contributions to the library. University statutes regarding promotion and tenure are general in nature as stated in article IX, section 3E, quoted earlier under Criteria for Appointment. Bull. Med. Libr. Assoc. 65(1)January 1977

Criteria for promotion and tenure established by the Library of the Health Sciences are relative to: (1) achievement in librarianship, (2) research and/or scholarly activity, (3) professional and public service consistent with university objectives and (4) active participation in professional organizations. These criteria are based on guidelines provided by the Committee on Academic Status of the Association of College and Research Libraries [2]. There must be an annual review (Appendix 3) by the department head which should indicate the candidate's knowledge of library principles and skill in applying these principles. Evaluations of library faculty at each rank must include an assessment of performance of assigned responsibilities. It should assess the individual's progress in increasing his ability in one or more specific aspects of librarianship. It should also indicate the individual's ability to organize assignments and to interact productively within the total organization. For purposes of tenure, the department or division head must conduct a detailed evaluation of any employee in the sixth year of employment. A positive evaluation will result in a recommendation for tenure. If the evaluation indicates a substandard performance, a terminal contract will be recommended. Promotion from Instructor to Assistant Professor. Promotion from instructor to assistant professor should be based primarily on successful performance of library assignments and one of the criteria mentioned above. A detailed evaluation of an instructor's performance will be made by the department head during the second year of that rank. If the evaluation indicates a substandard performance, a terminal contract may be recommended for the third year. A positive evaluation may result in a recommendation for promotion. However, all evaluations must be presented to the APT Committee for review. Promotion from Assistant Professor to Associate Professor. Promotion from assistant professor to associate professor will be based on superior performance in at least one of the aspects of librarianship. Demonstrated ability to work independently and creatively will be required. Participation in campus governance and in professional library activities and organizations at the local, regional, or national level will also be required. The department head must conduct a detailed evaluation of an assistant professor during the third year in that rank. If the evaluation in49

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dicates a substandard performance, a terminal contract may be recommended for the third year. A positive evaluation may result in a recommendation for promotion. However, all evaluations must be presented to the APT Committee for review. Promotion from Associate Professor to Professor. Promotion from associate professor to professor will require superior performance in at least two aspects of librarianship. The individual must have demonstrated academic and professional leadership, and must have functioned in responsible positions in academic and professional affairs. A detailed evaluation of an associate professor's performance will be made by the department head during the third year of that rank. All evaluations must be presented to the APT Committee for review. At all ranks, exceptional achievement could warrant earlier promotion. IV. PROCEDURES A. Procedures for Appointment A position description of the new or vacant position(s) will be made available. New or vacant faculty positions will be publicized to all library faculty in this library. New or vacant faculty positions will be: (1) advertised; (2) listed with professional placement agencies, e.g. MLA, SLA; (3) listed with placement officers in schools of library science; and (4) listed at national meetings when

practical. Salaries will be commensurate with university schedules, with the individual's qualifications and experience, and with salaries currently received by library faculty with comparable qualifications and professional responsibility. An ad hoc Search Committee will be appointed by the university librarian to perform the initial screening of applications. The department or division head concerned will chair the committee. If possible, at least three applicants should be interviewed for a position. The department head will have. the major responsibility for the final selection. The department head must submit to the chairperson of the APT Committee all necessary documents for the candidate recommended for appointment. The chairperson will then call for a committee meeting and make all documents available for review by committee members prior to the meeting. The department head recommending appointment must attend the meeting to speak on

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behalf of the candidate. Free and open discussion will take place, after which the department head may be excused. A vote by secret ballot will be taken by the committee on the candidate being considered. The committee chairperson will report the result of the vote to the university librarian. The university librarian will consider the recommendation of the committee and inform the committee of the action decided upon. If this differs from the recommendation of the committee, there should be an opportunity for further discussion. The chairperson of the committee can request a meeting for further discussion before the recommendation of the university librarian is transmitted to the vice-chancellor for academic affairs and the department head of the candidate. All deliberations made by the committee will be confidential. B. Procedures for Promotion and/or Tenure The university librarian will notify the chairperson of the APT Committee two months in advance of the library's deadline for receipt of recommendations for promotion and/or tenure. The library timetable will be consistent with that issued by the vice-chancellor for academic affairs. The university librarian will provide each department head with a departmental roster of faculty members, including information about years of service, years in rank, and years toward tenure. The department head must then prepare a written evaluation for each departmental faculty member who is eligible for promotion and/or tenure. This evaluation must be discussed with the individual being evaluated. The department head must submit to the chairperson of the APT Committee a written evaluation, an updated curriculum vitae, and all other documents required by the university for each eligible candidate. The chairperson will then call for a committee meeting and make all documents available for review by committee members prior to the meeting. The department head must attend the meeting to discuss the evaluations. Free and open discussion will take place, after which the department head may be excused. A vote by secret ballot will be taken by the committee on the candidate being considered. The committee chairperson will report the result of the vote to the university librarian. The university librarian will consider the recommendation of the committee and inform the comBull. Med. Libr. Assoc. 65(1)January 1977

APPOINTMENT, PROMOTION, AND TENURE

mittee of the action decided upon. If this differs All deliberations made by the committee will be from the recommendation of the committee, there confidential. should be an opportunity for further discussion. REFERENCES The chairperson of the committee can request a meeting for further discussion before the recom- 1. ASSOCIATION OF COLLEGE AND RESEARCH LIBRARIES. CoMMrrTEE ON ACADEMIC STATUS. Faculty Status mendation of the university librarian is transmitfor Academic Librarians. Chicago, American Lited to the vice-chancellor for academic affairs and brary Association, 1975. 2. Ibid. the department head of the candidate.

APPENDIX 2 ASPECTS OF LIBRARIANSHIP 1. COLLECTION DEVELOPMENT Resources in various media must be developed to enhance the programs of all colleges and schools, and to maintain the effectiveness of the library as a resource within the Midwest Health Sciences Library Network. Library faculty in this area must take the initiative for exploring and identifying scholarly publications in a wide range of disciplines related to the content and objectives of programs on the Medical Center campus. Knowledge of other informational resources at the local, regional, and national levels will influence acquisition decisions. Responsibility for collecting materials of an archival nature which interpret and are fundamental to educational and research programs must be pursued. Fund management to insure support of programs at all levels is an ongoing task. Knowledge of the world of publishing and complex nature of distribution policies must be maintained. Awareness and knowledge of programs in off-campus branches including programs of extension and continuing education must be developed. Faculty in collection development must establish productive relationships with other faculty, publishers, distributors, and other librarians, and utilize these relationships in resource development. Departmental organization and management must be well defined and efficient, and fiscal responsibility maintained. New technology which will improve bibliographical searching and the acquisition of new materials will be explored and adopted where feasible.

Skills Required 1. Knowledge of the goals and objectives of education, research, and public service programs on this campus; Bull. Med. Libr. Assoc. 65(1)January 1977

2. Knowledge of the literature and media of the health and behavioral sciences; 3. Knowledge of sources of information; 4. Knowledge of bibliographical tools; 5. Knowledge of publishing and distribution channels; 6. Ability to plan, organize, and manage departmental tasks; 7. Ability to incorporate new automated techniques into departmental procedures. 2. BIBLIOGRAPHICAL CONTROL All library resources must be analyzed and organized in such a way that they can be effectively used by present and future scholars. The library catalog provides access to a wide range of material in various formats and its design and maintenance must be creative and imaginative. Scholarly publishing is complex and diverse and the catalog must provide multiple access points and reduce the frustration of students and faculty seeking information at various levels. Interpretation of the catalog in the form of guides and verbal instruction will be offered. New terminology must be integrated into the subject analysis of material and mechanisms developed for updating and controlling the analysis and classification of material. New bibliographic networks will be explored and evaluated and the decision to participate will be based on the benefits to the scholarly community.

Skills Required 1. Knowledge of the disciplines included in programs on this campus; 2. Knowledge of bibliographical services; 3. Knowledge of and ability to use major classification schemes;

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CAMPBELL AND OTHERS 4. Knowledge of and ability to relate subjects and concepts; 5. Ability to organize material logically.

5. Ability to design search strategy in manual and automated systems; 6. Ability to interpret questions and locate relevant publications; 7. Ability to communicate effectively; 8. Ability to organize and monitor systems assuring optimal access to resources.

3. PUBLIC SERVICES Information services and circulation policies must insure the effective sharing of library resources in all media. An understanding of and 4. ADMINISTRATION AND MANAGEMENT commitment to the educational and research proThe effective organization of activities within all grams on this campus will influence the scope and is essential to the operation of the lidepartments variety of services offered. Knowledge of the with management assignments Individuals brary. scope and content of bibliographical services and must plan budgets and staffing and create an opreference materials and an ability to interpret timum situation for carrying out departmental these effectively implies continuing investigation activities. This implies a willingness to introduce and study. Library faculty in this area must take new methods and systems and techniques for the initiative for developing guides to resources, monitoring their effectiveness. exploring new automated reference services, and assisting students and faculty with bibliographical Skills Required problems. Reference material must be selected 1. Ability to plan and organize work and to and organized to assure ease of access to informarelate departmental activities to library tion. Library faculty in circulation services must goals; develop systems that insure equal access to 2. Ability to foster and maintain productive and resources for the library's users. harmonious working conditions; 3. Ability to set priorities and to carry out proSkills Required grams essential to academic needs; 4. Ability to stimulate and provide incentives 1. Knowledge of and commitment to educatoward task accomplishment; tional and research programs; 5. Ability to identify and resolve problems; 2. Knowledge of bibliographical services; 6. Ability to relate library functions to 3. Knowledge of the scope of the collection; university management; 4. Knowledge of the scope of other regional 7. Skills in fiscal management. resources;

APPENDIX 3 ANNUAL REVIEW OF FACULTY c. Senate Each library faculty member should keep a curd. Other rent curriculum vitae, including the following: 1. Participation in programs: 3. Publications a. Library 4. Other, such as: b. Professional associations a. Continuing education b. Research c. Campus d. Extramural c. Teaching d. Other scholarly activity 2. Committees a. Library This record should be submitted to the departb. Professional associations ment head at the end of the fiscal year, on June 30.

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Bull. Med. Libr. Assoc. 65(J)January 1977

Development of criteria and procedures for appointment, promotion, and tenure of library faculty in an academic health sciences library.

Development of Criteria and Procedures for Appointment, Promotion, and Tenure of Library Faculty in an Academic Health Sciences Library BY JOAN CAMPBE...
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