The mission of the Library entails close cooperation between librarians and the faculty and staff of the University. The librarians constitute a distinctive group within the University and are allied with the faculty in the educational mission of the University: to provide an undergraduate education ranked among the best in the nation; to provide a nationally and internationally renowned program of graduate education and research, making significant contributions to the arts, humanities, the professions, and the sciences; and to provide public service to the state and the nation embodying the best tradition of outstanding land-grant universities. The criteria for appointment, permanent status, and promotion for librarians reflect these objectives of outstanding participation in and support for education, research, and service.

Professional librarians are employed at libraries within the University of Maryland System within the context of two systems: (a) a system of functional position categories and (b) a system of professional ranks. Each professional staff member holds a position based on job responsibilities. Initial assignment to a specific position and any subsequent reassignments are made by the Dean of Libraries or designee in accordance with applicable USM and UM policies and procedures governing Associate Staff/Exempt Staff employment.

In addition to a functional position title, each librarian holds a professional rank, which is independent of the position and which reflects the level of professional achievement of the individual. This ranking system affords all librarians holding permanent full-time or part-time positions an opportunity for advancement based on job performance, expertise, and professional contribution and development. This promotion-in-place schema acknowledges the professional character and demands of all librarian positions and the consequent need to recognize each librarian's performance and other relevant accomplishments. A committee of peers helps to keep the evaluation process consistent, systematic, and fair. An individual’s salary at any point in time is governed by three factors: (a) the character of the position held and responsibilities assumed, (b) the individual’s professional rank, and (c) the quality of the individual's professional performance.

Librarian I

This rank is normally assigned to librarians just entering librarianship with little or no professional library experience but who have been judged to have demonstrated an understanding of the basic tenets of librarianship and a potential for professional growth. Librarians in this rank independently perform some professional functions of limited scope. Most professional work is directed by a supervisor. The emphasis at this rank is on continuing acquisition of knowledge and skills, demonstration of increased competence, and professional development. No professional library experience is required. (A librarian is not eligible for permanent status in this rank.)

Librarian II

Appointment or promotion to this rank signifies that the librarian has demonstrated effective professional knowledge and skills significantly above those expected of a Librarian I. This rank is generally designed for persons whose duties require a degree of specialization in a subject, service, technical, administrative or other area of value to the libraries and requires independent professional judgement. Normally a minimum of three years of professional experience is required. Librarians in this rank are eligible for permanent status.

Librarian III

Appointment or promotion to this rank signifies that the librarian has mastered the skills, knowledge, and techniques of librarianship and has made meaningful contributions to the Library and the University as well as either the library profession or an academic discipline. Librarians at this rank independently performs complex professional duties requiring specialized knowledge or experience. Appointment to this rank is appropriate for individuals whose performance and service have been consistently meritorious and who have demonstrated excellence in continuing development and accomplishment. Normally a minimum of six years of professional experience is required, three of which must be at a level comparable to the rank of Librarian II at the appointing USM institution. Librarians in this rank are eligible for permanent status.

Librarian IV

Appointment or promotion to this rank is exceptional. It is awarded to those librarians who have made distinctive contributions to the library, the University, the library profession, and/or an academic discipline. This rank includes the highest levels of specialized work and professional responsibility. Library professionals in this rank are expected to contribute to the overall development of the UM Libraries by being actively involved in mentoring and providing developmental opportunities for their colleagues in lower ranks. They are to have consistently outstanding performance and service records as well as a prominence reflecting superior achievement in their field. This rank normally requires nine years of professional experience, three of which must be at a level comparable to the rank of Librarian III at the appointing USM institution. Librarians in this rank are eligible for permanent status.

Each permanent full-time or part-time librarian position within the UM Libraries' organizational structure is assigned a functional positional title and a minimum rank which accurately reflect the level of education, specialization, skills, abilities, and administrative responsibilities required of that position. Regardless of position, each librarian will hold a rank commensurate with his or her performance and level of professional development.

Each rank requires a master's degree from an accredited American Library Association program (or equivalent professional credentials) and the professional experience established for that rank. In exceptional cases, appointment to a rank in the Libraries may be granted for clearly distinguished achievement to one who has not met the prescribed degree requirements, and has other appropriate credentials for the position to which the appointment is being made. If alternative credentials for the M.L.S. are to be considered for a position, it must be stated in the advertisement for that position.

Promotion and the granting of permanent status are separate decisions based upon evidence presented in the candidate's dossier. The promotion decision is based on the achievements of the candidate. Promotion evaluations are intended to assess whether the librarian meets the criteria for the next higher rank. They are not automatic upon cumulation of years of experience. Failure to achieve a promotion does not necessarily mean that a librarian is performing inadequately in the rank held or is undeserving of merit increments. Once an individual is promoted in rank, their performance and continued professional growth are expected to continue to improve. Permanent status decisions focus on the professional expectations at the current rank and are made based upon an assessment of the library professional's past performance and his or her future promise of continued professional growth. The same criteria are applied for all candidates for promotion or permanent status decisions. They are applied in progressively more exacting degrees depending on the rank for which one is being considered for promotion or the rank which one holds at the time of a permanent status review.

The general criteria for initial assignment, permanent status and any subsequent promotion in rank measure the librarian's contributions to the University and librarianship. These include: quality of performance in the area of the candidate's responsibility, as well as the quality of service on library committees, teams and task forces, and professional activity outside the library (e.g. research, academic achievement, or participation in University affairs).

Regardless of rank, the greatest emphasis will be on performance criteria based on the requirements of the position. Consistently high quality job performance must be demonstrated for any promotion. However annual performance evaluations, though they may be favorable, cannot be considered a binding prediction that the candidate will be recommended for promotion and permanent status. Favorable job performance is a prerequisite for consideration for promotion and permanent status. Service to the Library, University, and to the profession, and the librarian’s professional development will also be considered and will correspondingly increase in emphasis with advancement in rank. Appointments and promotions to the higher ranks reflect levels of job performance or responsibilities which may include, but are not limited to, greater administrative responsibilities, or continual and progressive increase in knowledge of some aspects of librarianship or of other subject fields of value to the library. Part-time librarians are expected to meet, on an FTE proportional basis, the same criteria for promotion as full-time librarians.

The criteria listed below indicate the basic factors considered in making recommendations for permanent status and promotions in rank. They apply to all levels of ranks. They are not of equal significance and the degree of importance given to any one of them may vary from one candidate to another and the FTE (full time equivalent) status of the employee. The criteria set forth are intended to serve as guidelines rather than to set limitations on the areas of performance that may be considered. It should be emphasized that meeting these criteria in a quantitative way does not necessarily guarantee promotion or permanent status. The quality of contribution is considered more important than mere quantity. The quality of a candidate's performance and contributions will be subject to the judgement of the Appointments/ Promotions/Permanent Status Committee and the Dean of Libraries.

a. Job Performance

b. Library Service

c. Professional Development and Contribution

d. University Service

The Appointments/Promotions/Permanent Status Committee (APPSC) assesses the accomplishments of each candidate within the criteria defined in this policy and provides, to the Dean of Libraries, a concise, objective and thorough evaluation of the candidate's qualifications for permanent status or promotion. As part of its responsibilities, the APPSC will work with the Head of Library Personnel to provide appropriate training opportunities and materials to assist librarians in the preparation of dossiers.

Prior to an initial appointment, the Appointments/Promotion/Permanent Status Committee will review the credentials of the selected candidate and provide, within three business days, a written recommendation of an appropriate rank to the Dean of Libraries. In addition to considering the librarian's accomplishments in light of criteria outlined above in section 2, "Criteria," the Committee will also take into consideration any professional rank attained by the librarian in previous employment at other institutions. The Dean of Libraries will assign a salary to that individual which is, in his or her judgement, commensurate with the tasks, responsibilities, and qualification requirements of the position and with the individual librarian's prior professional accomplishments and attainments.

When formally offering appointment, the Dean or designee will communicate the assigned professional rank to the librarian, and will provide the librarian with a copy of this document.

The following procedures and sequence of operations are to be followed by all candidates and by all committees. The procedures have been established to promote consistency of application from one year to the next and to guarantee full and fair hearings for all candidates. The Head of Library Personnel is available as a resource to librarians with questions regarding promotion and permanent status.

Regardless of rank, all librarians will be subject to an annual performance review which will reflect the individual’s accomplishments in job performance, Library service, professional development and contribution, and University service. Performance evaluation will be based upon negotiated goals and objectives.

Promotional review is mandatory for librarians at this rank and is based on the actual anniversary date of appointment. One who has completed his or her fifth consecutive year of employment as a Librarian I must undergo mandatory promotional review in the next available review cycle. Promotion to Librarian II, if granted, is announced immediately and becomes effective on or before July 1. If promotion from Librarian I to Librarian II is denied during the employee's sixth consecutive year of employment as a Librarian I, the individual's appointment will be terminated with six months notice.

Promotional review is neither mandatory nor automatic for librarians at these ranks. To be considered for promotion the library professional must have the required minimum years of professional experience and initiate the process described above through submission of a dossier to the Head of Library Personnel by July 1st of the appropriate year. Promotions, if granted, are announced immediately and become effective on or before July 1 of the fiscal year. If a staff member is denied a promotion, he or she will not be eligible for review in the next review cycle.

Early promotional reviews will be considered only in extraordinary situations where the applicant has shown superior performance and extraordinarily rapid professional development. The APPSC, in consultation with the Dean of Libraries, will make a joint decision regarding the validity of early promotional requests.

WITHDRAWAL

Candidates may withdraw their applications at any point in the process. At whatever point the promotion process is terminated, the dossier will be returned to the candidate. All related correspondence and notes will be retained by the Head of Library Personnel. Appropriate record retention procedures and schedules will be followed.

Promotional salary adjustments are determined by the Dean of Libraries. Salary increases must be within the limits set by the University and are subject to the approval of the Vice President of Academic Affairs and Provost.

Permanent Status is defined as continuing employment such that a decision to remove an employee must be made by action for just cause and made in accordance with relevant USM and campus policies.

Permanent Status is not granted automatically upon completion of six years of service. While evaluation of candidates is based primarily upon his or her job performance, it is also important to demonstrate qualities which extend beyond the requirements of the position. The PPSRC will base its decision for permanent status on the candidate's entire period of USM employment by assessing the candidate's record to determine consistency of job performance, continuing development, significance of contributions, and by assessing the candidate's potential for continued excellence and professional growth.

Decisions regarding permanent status should be a natural and orderly outgrowth of the successive annual performance appraisal process. These appraisals must be properly conducted by the supervisor. The two most recent performance appraisals should show ratings which meet expectations in all areas of responsibility. Records should indicate that the candidate was advised of any shortcomings in performance, and counseled as to suitable remedies during the review period.

Normally, librarians appointed to permanent full-time and part-time positions of 50% FTE or more will be reviewed for permanent status in their sixth year of creditable service (i.e. paid employment) as librarians with the University of Maryland. Request to delay the permanent status decisions must be submitted in writing to the Dean of Libraries before the formal process for permanent status is initialized. Decisions to extend the review period are subject to the approval of the Dean of Libraries and the Provost.

Librarians are ultimately responsible for tracking their eligibility for permanent status review and for initiating the review process at the appropriate time, if they so elect. The Libraries will treat failure to apply for permanent status during the employee’s six consecutive year of service as a voluntary resignation and will terminate the employee with six months notice. Librarians who are denied permanent status via the review process during their sixth year of service will be terminated with six months notice. Librarian I's are not eligible to obtain permanent status.

Librarians preparing for an upcoming review for permanent status may submit a preliminary dossier to the Head of Library Personnel. The Head of Library Personnel will provide an informal evaluation of the dossier. Librarians should submit a preliminary dossier at least two years prior to the permanent status review. Interim review is purely voluntary, thus it is the responsibility of librarians to initiate the process at the appropriate time. Librarians are encouraged to discuss their professional development with their supervisor on a regular basis.

If a staff member wishes to appeal the decision regarding promotion in rank, or a decision regarding permanent status, they may utilize the UM associate staff grievance policies and procedures. Appeals must be made within 20 work days of receipt of the decision or of the employee having reasonable knowledge of the decision. (Copies of the University’s grievance policy and procedures are available upon request from the Library’s Personnel office.)

Librarians may be granted professional leave for the purposes of conducting scholarly work or doing applied research which will increase the librarian’s value to the University or enhance the reputation of the University. To be eligible for professional leave, the librarian must hold permanent status and must have been in active service with the institution as a librarian for a period of at least six years prior to an initial leave being granted. The librarian must remain on active service with the institution for an additional period of at least six years to become eligible for a subsequent professional leave. The same time periods for eligibility shall apply to part-time librarians whose appointments are at least fifty percent time.

The granting of professional leave requires the approval of both the Dean of Libraries and the Vice President and Provost of Academic Affairs. The criteria for deciding the granting of leave will be the estimated scholarly or practical value of the project, and the qualifications of the applicant for completing the project.

Ordinarily, professional leave may be granted for up to six months at full compensation or up to one year at one half the recipient’s normal compensation for the period of the leave. As a condition for receiving professional leave, the recipient must complete a University obligated service agreement which states that the employee agrees to return promptly to the institution at the termination of the leave and to return to his or her previous position for at least one year. During the period of the professional leave, the recipient will be permitted, with the approval of the President or designee, to accept, in addition to the compensation he or she receives from the institution, such grants, awards, contracts, fellowships, or other compensation or stipends as may be related to the approved professional leave project. All benefits and privileges of a librarian on professional leave shall continue in the same manner as if he or she were not on such leave, i.e., leave accrual, opportunity for promotion, merit raises and other benefits.

A review of these procedures will be conducted at the end of the first year of its implementation and biennially thereafter. The Dean of Libraries will appoint a committee composed of library professionals who hold ranks within the terms of this document to seek staff input and make recommendations for needed revisions which will be submitted to the Dean and the University Administration.

The cover letter also provides structure to the candidate’s presentation and serves as a vehicle to guide the reader thought the applicant’s documentation. It provides the applicant with an opportunity to explain the relevance of their inclusions (as they relate to the major criteria; Job Performance, Library Service, Professional Development and Contribution, and University Service), emphasize the importance of their accomplishments, and minimize areas of potential weakness.

A concise cover letter should expedite the committee’s review and encourage support of the applicant’s petition. It is the first document in the dossier to be evaluated by the Committee and the Dean of Libraries.

Job performance and the candidate’s contributions to the effectiveness of his or her unit are by far the most important criteria for promotion and permanent status decisions. The candidate is expected to document a high level of competence in his or her areas of assigned responsibilities, as described in the job description.

The quality and extent of contributions made to the solution of library problems and improvement of library services and systems are important considerations in promotion and permanent status decisions. Such service should be beyond the individual’s primary areas of responsibility as defined by their job description. List the qualifying event under each category checked. Use the bottom of the next page if additional space is needed. Provide a concise summary statement which includes dates served and role played. If available, attach documents produced.

Consideration will be given to relevent University service which is beyond the individuals’s primary areas of responsibilities. Provide a brief summary statement for each example. If available, attach support documentation or publications.

Examples of university service may include:

• university committees, task forces, councils, etc.
• university organizations or programs
• campus advising activities
• University governance (e.g. College Park Senate)

 Library professionals are expected to be involved in activities which enhance their professional development and contribute to the growth of the library profession or their area of specialization. Provide a brief summary statement including dates of activity, role played and accomplishments. If available, attach support documentation or publications.

Examples of service may include:

• continuing education (transcripts, degree certificates, letters of completion, degrees in progress, seminars, workshops etc.)
• fellowships, prizes, scholarships
• relevant (job related) publications (books, articles, editorships, exhibits, bibliographies, conference papers, etc.)
• research in progress
• grant proposals; professional consulting projects
• work as editor, abstractor, indexer, etc.
• instructional/teaching appointments, seminars, workshops outside of UM Libraries
• advising activities performed for agencies, other libraries, etc.
• participation in local, state, regional or national professional organizations (i.e., offices held, committee assignments, papers presented, awards, etc.)
• positions in community organizations