The
Ohio State University
Libraries
Committee
on Appointment, Promotion and Tenure
STANDING
RULES
History: 9/84 (Superseded “Evaluation Procedures for Faculty Appointments, Promotions and Tenure” 1/77); rev.6/78, rev.4/81); rev.3/87; rev.7/90; rev.3/93; rev.10/94; rev 2/01; rev 2/02
I. ELECTIONS (see Section VI B 1 of Section VI B 1 of Appointments, Promotion, and Tenure Criteria and Procedures for the University Libraries document.)
A. The
twelve members of the Committee are elected at‑large by the regular faculty of
the University Libraries.
One‑fourth of the members are elected each year. 4. Elections are held in
the Spring of each year
B. Members
are elected by written ballotfor four‑year
terms and shall be eligible for re‑election. Elections are held in the spring of each
year. Terms shall begin July 1.
C. Should a
vacancy occur, an election will be held to fill the unexpired term.
D. The
current Chair of the Committee (or designee) and the Faculty Secretary shall
supervise all elections to the Committee and count the votes. In the event of a
tie a new vote shall be taken. The Personnel
LibrarianFaculty Secretary shall transmit full election
results to the faculty as soon as practicable after the election.
E.
The Personnel
LibrarianFaculty Secretary shall maintain a current list of faculty
eligible for nomination to this Committee. (For eligibility criteria see Section
VI B 1 of Appointments, Promotion, and Tenure Criteria and Procedures for the
University Libraries document.)
F. The Chair of AP&T will issue a call for nominations, along with the list of all eligible faculty members, in the early spring of each year.
G. Regular
faculty members may nominate eligible colleagues or themselves for election to
the Committee, provided nominees have consented in writing to run. The candidate
list shall be published in News
Notesdistributed to the Libraries’ faculty at least two
weeks prior to the election.
II. OFFICERS
A. The
Committee on Appointment, Promotion and Tenure shall
elect has two officers, a Chair and Vice Chair/Chair‑elect. from its group who shall serve one‑year
terms. A new Vice
Chair/Chair-elect is elected each year at the Committee's organizational
meeting. Should the Chair resign,
the Vice Chair assumes that office and a new Vice Chair/Chair‑elect shall be
elected.
B. The Chair shall establish agenda and times for the meetings of the Committee. The Chair shall preside at meetings and vote. The Chair shall also act as spokesperson for the Committee and prepare written reports for the Director of Libraries. The Chair appoints all necessary sub-committees and prepares the report of the Sixth-year reviews.
C. The Vice Chair presides in the absence of the Chair, writes reports for the Fourth-year reviews, counts ballots at Committee meetings, and reviews written reports prepared by the Chair when requested to do so. The chair and the Vice-Chair meet with the procedures oversight designee (POD) to set the calendar for the upcoming year.
D. An Affirmative Action Designee shall be appointed annually from the Committee by the Chair at the Committee’s organizational meeting.
III. AP&T/PERSONNEL LIBRARIAN PROCEDURES OVERSIGHT
DESIGNEE
1.
The Personnel Librarian serves as Administrative Liaison to the Committee
RELATIONSHIP
A. The Procedures Oversight Designee, appointed by the Director of Libraries in consultation with AP&T, assists candidates in the preparation of the core of the dossier. (See Section VI B 1 of the Appointments, Promotion, and Tenure Criteria and Procedures of the University Libraries document.)
B. The
Personnel LibrarianPOD
distributes to the Committee the lists of faculty members who must be reviewed
in the fourth year for tenure candidacy and of faculty members who must be
reviewed for tenure in the sixth year.
C. The
Personnel LibrarianPOD
distributes to the Committee a list of names of all tenured faculty who are in their fifth year or more of a rank and are
thus are eligible for consideration for promotion. The POD reminds
these faculty of their right to submit a self-nomination for promotion. Nominations for non-mandatory promotion
are submitted in writing to the AP&T Committee
D. With the Vice Chair, tThe Personnel LibrarianPOD and the Vice Chair or
other representative of AP&T meet with faculty members who are being
reviewed for mandatory review and those considering non-mandatory review. They also meet with those being
considered for promotion only. Discussion includes:
1. requirements for tenure candidacy, tenure, or promotion as appropriate;
2. documentation requirements (e.g., personnel files, letters of evaluation, etc.)
3. any questions from the candidates.
E. The POD is
responsible for the distribution of the Faculty Annual Report (FAR) forms and
instructions to all Library faculty and the Instructions for Faculty Evaluations
to appropriate administrative evaluators. AP&T and the POD in consultation
with the Director of Libraries set dates for completion of the FAR. The Personnel LibrarianPOD reminds all
faculty by memo of their responsibility to update their personnel files.
F. The POD is responsible for the filing of documentation into the faculty personnel folders in the Human Resources Office.
IV.
IV.
GENERAL PROCEDURES
A. Meetings.
1. Meetings are regularly scheduled the first and third Thursdays from 1-3 pm. Meetings may also be called by the Chair whenever deemed necessary to conduct business which falls under the jurisdiction of the Committee.
2.
Meetings of the Committee shall be in executive session.
Attendance at these meetings for everyone
anyone except elected Committee members and the pod shall be by invitation
only.
3. A quorum shall be necessary to conduct business at a meeting. A quorum shall consist of a simple majority of the members eligible to discuss the case.
4.
Any Committee member in the direct reporting line of a
candidate is automatically excused from the discussions and the vote on that
person. In addition, Any Committee member
who has written half or more of a candidate’s evaluations or has written an
evaluation more recently than three years prior to the review shall be
ineligible to participate in the discussion and vote.
5. In all meetings concerning tenure candidacy, tenure, non‑renewal, and promotion decisions, all members eligible to vote must vote and should be present during all discussions, if at all possible. Written absentee ballots must be received prior to the meeting in which the the vote is taken. (See Section VI B 2 of Appointments, Promotion, and Tenure Criteria and Procedures for the University Libraries.)
B. Sub-Committees.
1. The Documentation Review Sub-Committee reviews the documents of the Committee, including the Standing Rules, as directed by the Committee. It consists of at least two members.
2. The Sub-Committee on appointments meets with candidates for faculty positions and makes a recommendation to the Chair of the Search Committee and the Director regarding rank at appointment and comments on potential for success as a faculty member. It consists of three members.
3. The Annual Review sub-committees conduct annual peer reviews of all probationary faculty members. These three-member sub-committees will change each year and may not include persons who write administrative evaluations for, or report to, the probationary faculty member under review. (Section IV A 2 of Appointments, Promotion, and Tenure Criteria and Procedures for the University Libraries.)
4. Visiting committees meet with candidates for Sixth-year tenure review to observe and interpret the candidates’ performance in their primary assignment and to discuss research and service. Committees consist of three members:
a) two Committee members appointed by the Chair;
b) one tenured faculty member chosen by the candidate (someone outside the candidate’s yearly evaluation process, not a member of the Committee, and not him/herself under evaluation for promotion).
(See “Guidelines for Visiting Committees to Candidates for Tenure” and Section VI B 3 of the Appointments, Promotion, and Tenure Criteria and Procedures for the University Libraries for additional information.)
5. The Recognition Sub-committee plans the annual event for recognizing those approved for promotion/tenure during that year.
C. Annual Reviews.
1.
Annual reviews of untenured faculty who have been
with OSUL at least three quarters are conducted in the spring.
1.
1.
2. The Chair will write a letter to all other new faculty members that will include an explanation of the annual review process, the importance of the personnel file, and other matters which should be called to their attention.
D. Promotion and tenure reviews.
1.
All recommendations for promotion must be submitted to the
Committee in writingeither on a self nomination form or
by letter with justification.
2.
Committee members review the personnel folders of all
candidates for promotion, tenure, and tenure candidacy. Personnel files are
available for examination by the Committee in the Personnel Librarian'sHuman Resources office for
at least two weeks prior to the discussions of the cases under consideration and
they are available for review any time thereafter.
3.
Personnel folders plus the summary vitae of candidates are
available at meetings. All members of the Committee participate in the
discussion and evaluation of candidates, except as noted in
Section IV.A.3 above. Individual faculty members shall be
evaluated on their performance in librarianship and teaching;
scholarship, research/creativecreative work; and publication; and
service. (See "Criteria for Appointment, Promotion and
Tenure" Appointments, Promotion, and Tenure Criteria and Procedures
for the University Libraries document for additional information.)
4. It is the responsibility of the Chair and the POD to ensure that reasoned and fair discussion is held. Vote is by secret ballot. In the event that one member (or more) of the AP & T Committee requests that a vote be postponed to a subsequent meeting, the Chair will automatically postpone the vote on a candidate. Discussion of the case may continue; however, no vote may be taken. Even if a majority of members requests to proceed, the Chair shall postpone the vote and reschedule it. Circumstances which might lead to a request for postponement may include (but are not limited to):
a) Inadequate information in the candidate’s file
b) Difference of opinion on information/need for follow-up
c) New information presented in discussion that requires time for deliberation
d) A difficult case requiring further reflection
5.
After the vote is taken, the Chair (or designee), for cases of
Sixth-year review or promotion, or the Vice Chair (or designee), for cases of
Fourth-year review, shall draft a letter summarizing the discussion of the
case and justifying the vote.
At the next meeting of the committee, the chair (or vice-chair or
designee) reads each letter to the committee and asks for comments. The letter is revised as suggested by
the committee, and a final written version is communicated as a recommendation
to the Director of Libraries. Committee reports of
evaluations are confidential and should not be seen by the candidate or
individuals not directly involved in the promotion and tenure consideration
process. If the director. If the Director disagrees with the
recommendation the dDirector
must inform the Committee of the reasons for the disagreement.
6.
Faculty being considered for tenure and/or promotion shall be
informed by the Director of Libraries of the Committee’s recommendation and of
the dDirector’s decision.
7. The Director of Libraries writes the formal letter of recommendation and includes a statement of the Committee’s concurrence or disagreement with that recommendation. The letter, accompanied by appropriate documentation, is submitted to the Office of Academic Affairs.
In the Fall the Chair will appoint three-member
subcommittees to conduct annual peer reviews all probationary faculty
members. The subcommittee
membership will change each year and may not include persons who write
administrative evaluations for, or report to, the probationary faculty member
under review. (Section IV A 2 of Appointments, Promotion, and Tenure Criteria
and Procedures for the University Libraries.)
16. New
faculty will be reviewed at the time of the annual reveiws if they have been
with OSUL at least three
quarters. Otherwise the Chair will
write a letter to the new faculty member including an explanation of the annual
reveiw process, the importance of the personnel file, and other
matters.
1) Roberts Rules of Order will be
followed after consulting with The Ohio State University Board of Trustees'
Rules of the University Faculty, the Office of Academic Affairs Policies
and Procedures Handbook, and the OSUL Patterns of
Administration.