72 · SPEC Kit 293
http://www.library.pitt.edu:8000/manuals/prc.html#review17
University of Pittsburgh
08/16/2006 04:06 PM ULS Guidelines for Faculty Librarians (revision, 2003)
Page 5 of 15 http://www.library.pitt.edu:8000/manuals/prc.html#review17
upon the Director to determine that the candidate meets the 'Specific Qualifications' for Librarian III (see Section V.C.,
'Librarian III' below) before referring the matter to the PRC. If the position for which the candidate has applied is substantially
different from his or her previous experience (e.g., having a much heavier emphasis on supervisory or management
responsibilities), he or she may wish to wait and apply for accelerated consideration once he or she can document success in
carrying out all the responsibilities of the position.
If the candidate is to be reviewed for expectation of continuing employment, the full PRC will follow the standard procedures as
much as possible for the two-level expectation of continuing employment reviews (described above in Section III.A. above),
using the Search Committee's report in place of the Level I Review committee report (the references in the candidate's
application shall serve as candidate-supplied names for outside reviewers). The PRC will be required to act quickly and to
observe extraordinary confidentiality, as this review process may occur during the employment negotiation process. If necessary,
the faculty librarian candidate may be interviewed by the PRC, e.g, to clarify evidence in the candidate's dossier.
The candidate must supply a dossier and names of references to the PRC (and the subcommittee) via the Director's office. The
dossier must include information on the candidate's tenure status at his or her current institution (as applicable) and
documentation describing the process for granting of tenure at that institution if it has been achieved.
B. Review Materials. The materials used for the faculty librarian's review will consist of the faculty librarian's dossier, the
administrative personnel file, and outside review letters.
1. Faculty Librarian's Dossier. The faculty librarian will compile and maintain his or her own personal faculty library dossier
to provide documentation in support of his or her reviews. The dossier should contain a current curriculum vitae, a narrative
written by the librarian, copies of publications, drafts of works in progress, formal evaluations from students and patrons (as
available and appropriate), unsolicited letters, and any other documentation deemed appropriate in supporting his or her review.
The narrative must contain a statement of the librarian's outstanding contributions in the areas of job performance, professional
development and contributions, and service since appointment to the faculty librarian position within the expectation stream it
should contain sufficient information about the candidate's working philosophy and specific measures of the quality of his or
her achievements to assist the review committees in their evaluation of his or her potential as a growing, productive
professional. The dossier will be used in both the Level I and Level II reviews, and will be retained in the Director's office until
the review is completed, at which time it will be returned to the faculty librarian.
2. Administrative Personnel File. This file is maintained in the Director's office as the administrative permanent employment
file. The documentation from this file used for the faculty librarian's review consists of all material related to annual reviews,
supervisory letters, and review committee reports as well as any letters or documentation solicited by a review committee.
Annual reviews, in addition to evaluating the faculty librarian's performance for the purpose of salary recommendations, should
assess the candidate's progress toward meeting the qualifications and criteria for reappointment, promotion, and expectation of
continuing employment, as appropriate for the faculty librarian's current rank. For purposes of the review, the candidate's
supervisor will write a letter assessing the candidate's record of job performance, professional development and contributions,
and service since entering the expectation stream, as well as a summary of mentoring or advice given the candidate about
meeting the criteria for promotion or expectation of continuing employment and the candidate's resulting actions. For
promotional or reappointment reviews when appropriate, and for all reviews for expectation of continuing employment, the
chairperson of the PRC in consultation with the ULS Director will solicit letters from appropriate faculty and librarians, etc.,
internal or external. Such letters may be solicited by the PRC from relevant non-ULS department chairpersons or school deans
regarding the faculty librarian's qualifications for review.
3. Personal Interviews. If necessary, the faculty librarian may be interviewed by either or both of the above committees, e.g., to
clarify documentation in the faculty librarian's dossier and/or administrative personnel file. As a general rule, this interview
should not be necessary since the faculty librarian dossier and administrative personnel file should provide all the information
necessary for committee evaluation.
4. Outside Review Letters. Review letters from outside the university shall be solicited for candidates undergoing review for
expectation of continuing employment for ULS Librarian 3 and Librarian 4. In general, letters should be solicited only from
faculty librarians at ARL libraries. If circumstances dictate, letters may be solicited from faculty librarians at non-ARL libraries
if both the PRC chair and the candidate agree (the candidate would agree in principle, but would not be advised of the names of
such individuals except for those reviewers he or she selected). Letters must be solicited from at least six individuals the
candidate, although he or she is not required to submit any names, may submit no more than three of the six names. The
reviewer shall be sent the following items: a customized copy of the outside review form letter (Appendix A) a copy of the
candidate's Curriculum Vitae examples of creative activity, i.e., research publications and scholarship a copy of the ULS
Guidelines... with instructions as to which portions therein apply to the current review. The customized outside-review form
letter will ask reviewers to provide an assessment of the candidate's professional accomplishments, such as publications,
committee memberships, and professional offices held. Reviewers will be asked to evaluate whether the candidate's record of
accomplishment is appropriate for the level to which the candidate seeks promotion, as indicated in the ULS Guidelines'.
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