Five Year Library Manager/Team Leader Review
Frequently Asked Questions
Q1: Who is covered by Administrative Review?
The Policy on the Five-Year Review of Library Managers and Team Leaders applies only to library faculty in managerial or leadership positions who have permanent status plus two years experience who report directly to the dean or a director and who meet one or more of the following criteria:
- Supervise at least one faculty librarian and/or exempt and non-exempt staff
- Have responsibility for signing timesheets
- Perform evaluations of other library staff
- Have significant fiscal responsibilities
For a complete list of who is covered by the policy, refer to Appendix A of the Policy.
Q2: I am covered by the Policy on the Five-Year Review of Library Managers and Team Leaders. How do I know what year I should expect to undergo Administrative Review?
- An online Calendar for Administrative Review is available.
- Candidates for review will be notified by FAROC in December, prior to the year of review.
Q3: Are the dean and division directors covered by the Policy on the Five-Year Review of Library Managers and Team Leaders?
No.
- Periodic review of division directors is a separate process and is outlined in the Administrative Review of Library Division Directors.
- The review process for the Library dean is prescribed by campus policy and takes place through the Office of the Provost.
Q4: What are the key dates for Administrative Review?
- An online Calendar for Administrative Review is available.
- Candidates for review will be notified by FAROC in December, prior to the year of review.
- PRC Administrative Review reports are due June 30th to the dean, department head, or director, depending upon to whom the manager or team leader directly reports.
- A separate midyear review is optional and up to the individual.
Q5: What areas are evaluated in the Administrative Review Process?
As outlined in section V of the Policy, the following areas are suggested as a useful guide to considering the administrative and managerial effectiveness of a manager or team leader:
- Leadership
- Campus Citizenship
- Human Resource Management
- Communications
- Responding to Work Demands
- Budgeting and Use of Resources
In addition, the PRC may establish specific evaluative criteria in light of the nature of the unit.
Q6: What is the role of the manager or team leader under review in the Administrative Review process?
- During the year in which the five-year review takes place, the individual's PRC will be responsible for conducting the review and submitting the report. As such, the PRC should be expanded as necessary to include other individuals who can appropriately assess his/her performance.
- Changes in the membership of the PRC are subject to the approval of the division director or dean
- The manager or team leader submits a summary of his or her accomplishments during the period under review, vision for the unit, and plans for its future development.
- The manager or team leader meets with and is interviewed by their PRC.
- The manager or team leader under review shall receive a copy of the report prepared by their PRC, and will receive an opportunity to respond to the report in writing.
- Should the manager or team leader choose to respond, that response will be attached to the PRC 's report as a permanent appendix.
Q7: What is the role of the PRC in the Administrative Review?
- During the year in which the five-year review takes place, the individual's PRC will be responsible for conducting the review and submitting the report to the dean(as prescribed in section VI of the Policy.
- Membership of the PRC should be expanded as necessary to include other individuals who can appropriately assess his/her performance.
- Changes in the membership of the PRC are subject to the approval of the division director or dean.
- The PRC is charged with reviewing the administrative performance of the manager or team leader. Guidelines for the review are detailed in section V of the Policy.
- The PRC may establish specific evaluative criteria in light of the nature of the unit.
- The PRC should identify the relevant problems at the administrative level under review; should evaluate the particular situation that faced the manager or team leader at the beginning of his or her appointment, the current situation, and the future prospects of the unit; and should consider the administrative style of the manager or team leader under review.
- The PRC will gather information through interviews and/or in writing from the dean or director to whom the individual reports.
- The PRC will solicit information about performance from the library faculty and staff, including direct reports, and representatives from other teams in the Libraries as well as other units and offices on campus, with which the manager or team leader has a significant liaison.
- The PRC may choose to send a print or online survey to solicit information. A sample print survey which may be adapted is available online.
- In lieu of a written assessment or in addition to it, the dean, director, faculty, and staff may request an interview with the PRC.
- The PRC should have access to all relevant documents (e.g., the unit's Work Plan, strategic plan of the unit, record of any grievances filed with the Senate against the manager or team leader).
- The PRC should receive from the manager or team leader a summary of his or her accomplishments during the period under review, vision for the unit, and plans for its future development.
- The PRC should meet with and interview the manager or team leader.
- The PRC should only deal with first-hand experiences of those they interview, not hearsay.
- All data collected in surveys and interviews conducted are to be kept in strict confidentiality.
- All documents related to the administrative review shall be filed in the Libraries Human Resources Office.
- The PRC will prepare a report based upon data gathered, and is expected to complete the process after the annual goal setting meeting during the time when many faculty do their midyear review, due on June 30.
- Along with the report, the PRC will include a signed signature form, which will be forwarded by the dean to FAROC upon completion of the administrative review process.
- The PRC will receive feedback from the dean or director at the conclusion of the process.
- NOTE: A checklist of duties for the PRC is also available.
Q8: What is the role of the division director/dean in this process?
- The dean or director shall approve all changes in the membership of the PRC for the year an individual undergoes Administrative Review.
- The dean, department head or director (depending on to whom the manager or team leader directly reports) receives the written report from the PRC.
- The dean or director shall provide a copy of the report to the manager or team leader under review, and shall give the individual an opportunity to respond to the report in writing.
- The dean and director shall then convene a meeting with the manager or team leader under review to discuss the report and the appropriateness of continuing the manager�s or team leader�s appointment for another term.
- The dean shall notify the manager or team leader in writing of the decision whether to continue the individual�s appointment.
- The dean or director shall publicly announce the outcome of each administrative review. They shall also provide a summary to staff.
- The dean or director will submit a five-year review signature form to FAROC to let them know the process has been completed.
- At the conclusion of the review, the dean or director will provide feedback to the PRC concerning the review process.
Q9: If I am asked to comment on a survey, or are asked to be interviewed for someone undergoing Administrative Review, will my comments be held confidential?
Yes. The PRC is to keep data collected in all surveys and interviews conducted in strict confidentiality.
Q10: I still have questions regarding Administrative Review. Who do I contact?
If you have any additional questions regarding Administrative Review, please contact FAROC (faroc@umd.edu).
