Librarian Series

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APM - 360

Appointment and Promotion: APM - 360 - Librarian Series

360-4 Definition

The librarian series is used for academic appointees who--in support of the University’s educational,

research, and public service missions--provide professional library services that facilitate the creation and

transmission of knowledge. These services may include:

a. obtaining, organizing, and providing access to information resources;

b. curating and preserving collections of scholarly, scientific, cultural, or institutional significance;

c. engaging with users to provide them with guidance and instruction on the discovery, evaluation,

and use of information resources and collections;

d. carrying out research and creative activity in support of the foregoing and for the continual

improvement of the profession; and,

e. library administration and management.

360-6 Responsibility

a. It is the responsibility of each Chancellor and of each University Librarian or administrative

officer with comparable responsibility for the supervision of appointees to this series to provide

for review of the qualifications of candidates for appointment, merit increase, promotion and

career status.

b. The Librarians Association of the University of California (LAUC) shall be responsible, through

individual LAUC division procedures, for the selection of members of a personnel committee to

advise the Chancellor on the appointments, merit increases, promotions, and career status actions

for members of the librarian series. Appointees holding titles in the series shall compose the

majority of this committee.

c. When the Chancellor determines the need for an ad hoc review committee, the Librarians

Association of the University of California (LAUC) shall be responsible, through individual

LAUC division procedures, for the nomination of members of ad hoc review committees to advise

in the academic review of members of this series. The Chancellor may request nominations

additional to those submitted by LAUC. The Chancellor shall appoint members to ad hoc

committees.

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360-8 Types

a. There are three ranks in the librarian series with titles as follows:

(1) Assistant Librarian

(2) Associate Librarian

(3) Librarian

b. An appointment occurs when an individual is employed in one of the three ranks above and when the

individual’s immediately previous status was:

(1) not in the employ of the University; or

(2) in the employ of the University, but not with a title in this series.

c. A promotion is advancement to the next higher rank within this series, i.e., Assistant Librarian to

Associate Librarian and Associate Librarian to Librarian. A change from a title in another series to a

title in this series (possibly involving an increase in salary) is not defined as a promotion or merit

increase, but as an appointment as described above.

d. A merit increase is advancement in salary point without a change in rank following a positive review.

e. “No action” is:

(1) A neutral, non-prejudicial action for those at the top salary point of the Associate Librarian or

Librarian ranks; or,

(2) An action intended to address performance issues and actions required for improvement for

those at any salary point.

f. Career status is typically achieved upon successful completion of a suitable trial period in potential

career status (see APM - 360-17-a-b).

g. An intercampus transfer is treated as an appointment by the new campus, although it may involve a

merit increase or a promotion. A librarian making an intercampus transfer retains career status,

seniority for purposes of merits, promotions and layoff, accrued sick leave, vacation, and retirement

credits.

360-9 Recruitment

a. It is the policy of the University to recruit and appoint the most qualified individuals to fill

librarian series positions.

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b. Recruitment shall proceed in accordance with campus procedures developed in consultation with

the Librarians Association of the University of California (LAUC).

c. All positions shall be open for outside recruitment unless the University determines that

recruitment shall be limited to University employees at a campus. Members of the librarian series

currently employed by the University who apply for positions shall be considered with all other

applicants in accordance with campus recruitment procedures.

360-10 Criteria

a. A candidate for appointment shall have a professional background of competence, knowledge,

and experience to assure suitability for appointment to this series. Such background will typically

include a professional degree from a library school with a program accredited by the American

Library Association. However, a person with other appropriate degree(s) or equivalent experience

in one or more fields relevant to library services may also be appointed to this series.

b. A candidate for merit increase or promotion in this series shall be evaluated on the basis of the

first of the following criteria, and, to the extent they are relevant to the candidate’s career path, on

one or more of the last three:

(1) professional competence and quality of service within the library;

(2) professional activity outside the library;

(3) University and public service; and

(4) research and other creative activity.

In the consideration of individual candidates, reasonable flexibility shall be exercised in weighing

the comparative relevance of these criteria.

c. Promotion shall be justified by demonstrated superior professional skills and achievement and, in

addition, growing competence and contribution to the candidate’s position, and/or the assumption

of increased responsibility. This is assessed through objective and thorough review. If, on the

basis of a review, the individual does not meet the criteria for advancement, there is no obligation

on the part of the University to continue or to advance the candidate. The assumption of

administrative responsibility is not a necessary condition for promotion.

d. The criteria are set forth in APM - 210-4, Review and Appraisal Committees, Instructions to

Review Committees Which Advise on the Appointment, Merit Increase, Promotion, Career Status

Actions for Members of the Librarian Series.

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360-16 Restrictions

a. Appointments to and retention in positions in this series that are supported by State or other

permanent funds administered by The Regents are subject to budgetary limitations established on

the respective campuses, both as to funds and numbers of positions.

b. Promotions and merit increases may be approved only within the limits of available funds.

360-17 Terms of Service

a. An appointment in this series may be an explicitly temporary appointment, a potential career

appointment, or a career appointment, depending on the circumstances as described below.

Typically, an initial appointment to a title at any rank in this series is a temporary appointment or a

potential career appointment. However, the Chancellor may grant career status upon hire in

exceptional circumstances, for example, when appointing individuals who have already achieved

career status or the equivalent.

A potential career appointment is distinguished from an explicitly temporary appointment by the

fact that no definite date of termination of the appointment is specified and by the fact that the

appointee is regarded as one who may qualify, after a suitable trial period and careful review, for

a continuing career appointment. Potential career appointees in the librarian series are eligible for

career status, merit increases, and promotion through the ranks from Assistant Librarian to

Librarian.

Temporary appointees are eligible for merit increases on the same basis as potential career and

career status appointees and evaluated on the major areas of librarianship as outlined in APM 360-

10. Temporary appointees whose next successful review would move them to another rank must

provide a review file prepared in accordance with library and campus guidelines and procedures.

Temporary appointees are not eligible for career status.

The status of career appointment is typically achieved after a trial period in potential career status.

The process by which one achieves career status is described in APM - 360-17-b(1), (2), (3), (4).

(1) A temporary appointment:

(a) shall have a specified date of termination;

(b) shall be for a period of two years or fewer, unless the appointment is supported by

external funds, e.g., from a University funding source but not from the Library’s

general funds. Externally funded positions may be continued for one additional

year. Positions funded by extramural funds, e.g., grants and certain restricted

gifts, may be continued for the duration of the fund.

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review of potential career or career appointees, when the length of the

appointment permits;

(d) is automatically self-terminating, and notice of intention not to reappoint is not

required; and

(e) is subject to the conditions relating to notice of termination in APM - 360-20-c

and -d.

(2) A potential career appointment or career appointment:

(a) shall have no specified date of termination; and

(b) is subject to the conditions set forth in APM - 360-17-b and to the conditions

relating to notice of termination in APM - 360-20-b, -c, and -d.

b. The following principles and procedures shall be applied to appointments, promotions, and

terminations of potential career or career appointees:

(1) An individual holding the rank of Assistant Librarian and whose appointment is not

explicitly temporary is considered to be in potential career status for the period of the

appointment in this rank. During potential career status, the individual shall be subject to

periodic reviews of performance, professional competence, achievement, and potential

for further professional growth. Individuals with six years of service at the Assistant

Librarian rank are eligible for a promotional review even if they have not achieved a

salary that overlaps with the Associate Librarian rank. If, after such reviews, the

appointee is promoted from the rank of Assistant Librarian to a higher rank in this series,

the individual is thereby moved to career status. On the other hand, an Assistant Librarian

is subject to termination after due notice if, after thorough review and a reasonable trial

period (not more than six years), the appointee is not deemed worthy of further

advancement.

(2) An individual whose initial appointment in this series is to the rank of Associate

Librarian and whose appointment is not explicitly temporary is considered to be in

potential career status for a trial period of not more than four years and not less than two

years in the rank, unless promoted sooner to the rank of Librarian. During potential career

status, the individual shall be subject to periodic review of performance, professional

competence, achievement, and potential for further professional growth.

The trial period will be brought to a close with one of three decisions made after

appropriate review as specified in APM - 210-4: 1) place the appointee in career status

with the rank of Associate Librarian, 2) promote to the rank of Librarian with career

status, or 3) terminate the appointment after due notice.

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(3) An individual who is promoted from career status as an Associate Librarian to the rank of

Librarian is thereby continued in career status. However, there is no obligation on the part

of the University to promote an Associate Librarian to the rank of Librarian solely on the

basis of years of service.

(4) An individual whose initial appointment in this series is to the rank of Librarian and

whose appointment is not explicitly temporary is considered to be a potential career

appointee for a trial period of not more than three years and not less than two years in

rank. During potential career status, the individual shall be subject to periodic reviews of

performance, professional competence, achievement, and potential for further

professional growth. The trial period will be brought to a close with one of two decisions

made after appropriate review as specified in APM - 360-80 and APM - 210-4: 1) place

the appointee in career status with the rank of Librarian, or 2) terminate the appointment

after due notice.

(5) An appointee in career status either as an Associate Librarian or as a Librarian, having

successfully passed the trial period of service in either one of the ranks or having been

promoted to one of these ranks from a lower rank, is expected to continue to perform the

duties of the position at a satisfactorily high standard.

(6) In the event of an intercampus transfer, the following provisions shall apply to the status

of potential career and career appointees: the normal period of potential career status

shall not be lengthened as a result of an intercampus transfer; career status acquired on

one campus shall be continued upon transfer to another campus; and promotion in rank at

the time of an intercampus transfer shall confer career status.

(7) Reviews of career status appointees will be conducted at regular intervals to determine if

a merit increase or promotion is indicated. If, in connection with that review, there is

reason to doubt that the career appointee is performing satisfactorily, the appointee will

be provided with a written remediation plan to address the perceived deficiency. After a

reasonable remediation period, a review of the appointee to coincide with a regularly

scheduled review will be conducted. If a review results in an unfavorable evaluation, the

appointee may be subject to termination after due notice. Otherwise the appointment will

be continued. If such a review does not coincide with a regularly scheduled review, an

off-cycle review will be conducted in accordance with established campus review

procedures (see APM - 360- 80-a(1)). The appeals procedures in APM -140, Non-Senate

Academic Appointees/Grievances provides non-Senate academic appointees the

opportunity to grieve any action that the appointee deems to be arbitrary or capricious or

a violation of University policy, rules, or regulations that adversely affected the

appointee’s then-existing terms or conditions of appointment.

c. Rules concerning effective dates of appointments shall be as stipulated in APM - 200-17,

Appointment and Promotion, General. The effective date of merit increases and promotions as a

result of the review process will typically be July 1, although exceptions may be approved as

provided in APM - 360-24-b.

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d. The following rules of computation will be observed for determining periods of service at ranks

and salary points in this series. These rules of computation do not apply to the University of

California Retirement Plan benefit calculation.

(1) A period of service is calculated from the beginning of the first complete calendar month

of service.

(2) A fiscal-year appointee with an effective date of appointment in the period of July 1

through January 1 will be credited with one year of service for that year at rank and or

salary point toward their next advancement as provided in APM - 200-19-c.

(3) A fiscal-year appointee with an effective date of appointment in the period January 2

through June 30 will not be credited with service for that year toward their next

advancement.

(4) Completed years of service will be counted regardless of the percentage of time of

appointment.

(5) Service on any campus of the University of California within this title series is included,

although for statistical purposes an intercampus transfer is considered an appointment at

the new campus (see APM - 360-8-f).

(6) Any approved leave without salary or any break in service because of layoff or

resignation does not invalidate service prior to the interruption.

(7) Any leave with salary is included as service, but leave without salary is not included for

purposes of determining completed years of service.

(8) For purposes of review, an appointee must have worked at least six (6) months of the

period under review. A period under review may be a calendar year or other 12-month

period or multiple thereof, in accordance with the review cycles defined in APM - 360-

80-a(1). For example, an appointee with an effective date of appointment in the period

January 2 to June 30 and a period of review based on the calendar year could be reviewed

at the next review period, depending on the rank and salary point of appointment.

(9) A temporary appointee whose appointment continues into a new fiscal year will be

reviewed according to the review cycles defined in APM - 360-80-a and the guidelines

established in APM - 360-17-d(8).

360-18 Salary

a. Authorized salary scales for this series are issued by the Office of the President.

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b. Members of the librarian series at a given rank and salary point shall be paid in accordance with

the published salary scales for the librarian series, except for payment of administrative stipends

pursuant to APM - 633, Administrative Stipends, Academic Appointees.

c. A positive review shall result in an increase of at least two salary points on the applicable scale for

Assistant and Associate Librarian ranks, and at least three salary points on the applicable scale at

the Librarian rank. The University is not precluded from granting merit increases of a greater

number of points.

d. In exceptional circumstances, a librarian who receives no action may be awarded one point salary

advancement at the Assistant and Associate Librarian ranks and one or two point advancement at

the Librarian rank.

e. An Assistant or Associate Librarian may be advanced less than two salary points and a Librarian

less than three salary points in cases where fewer points remain on the scale for the respective

rank.

f. A librarian who has achieved a salary point in a rank that overlaps the next rank may request a

promotional review in accordance with the review process described in APM - 210-4,

APM -

360-80, and local procedures. A positive review results in promotion to the next rank.

g. A librarian who is promoted will receive an increase of at least two salary points above the

librarian’s previous salary at the Assistant Librarian rank and at least three salary points above the

librarian’s previous salary at the Associate Librarian rank.

h. The Chancellor may withhold or postpone a merit-based increase for an appointee who is the

subject of corrective action under the terms of

APM - 150, Non-Senate Academic

Appointees/Corrective Action and Dismissal.

360-20 Conditions of Employment

a. Temporary appointment

The following conditions apply to individuals holding temporary appointments. Temporary

appointees:

(1) shall have a specified date of termination, and notice of intention not to reappoint is not

required (see also APM - 360-20-c, and 360-20-d);

(2) are expected to perform their duties with the same proficiency as Potential Career or

Career appointees;

(3) shall be given the same opportunity as Potential Career or Career appointees to participate

in activities that fulfill the second, third and fourth criteria listed in APM - 210-4-e

360-10-b;

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(4) shall be reviewed following the same procedures and review cycles set forth for reviews

of Potential Career or Career Appointees when the length of appointment permits (see

APM - 360-80-a);

(5) shall be subject to all provisions of the APM that apply to other members of the librarian

series unless otherwise stated;

(6) may hold a given temporary appointment for no more than two (2) years, unless the

appointment is funded by external funds, in which case the appointment may be renewed

for one additional year, or by extramural funds, in which case the appointment may be

continued for the duration of the funding;

(7) if appointed to a permanent position, will be given consideration for time spent in

temporary status when determining assignment to rank and salary point.

b. Non-reappointment

When an appointment other than a temporary one with a title in this series is not to be continued,

written notice shall be given to the individual in accordance with the following schedule:

(1) With less than one year of University service by intended date of termination: not less

than a four-month notice.

(2) With one year or more of University service by intended date of termination: not less than

a six-month notice.

c. Layoff

(1) When an appointment with a title in this series is to be terminated in the event of lack of

work, lack of funds, or programmatic change, a written notice of not less than 60 days

shall be given to the individual whenever feasible. Opportunity to file a grievance

shall be

provided in accordance with the terms of APM - 140, Non-Senate Academic

Appointees/Grievances.

(2) In the event of termination of an appointment in this series because of lack of work, lack

of funds, or programmatic change,

the provisions of APM - 145, Non-Senate Academic

Appointees/Layoff and Involuntary Reduction in Time, shall apply.

(3) When there is no substantial difference in the degree of special skills, knowledge, or

ability essential to the department or unit, the order of layoff among members of the

librarian series shall be in inverse order of seniority within the following types of

appointments: temporary positions, (other than those on extramural funds), potential

career, career status.

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d. Dismissal

If a member of this series conducts themselves or performs, or fails to perform, their duties, in a

manner that would justify immediate dismissal, the appointee shall be entitled to appropriate

shorter notice as determined by the University and in accordance with the terms of

APM - 150,

Non-Senate Academic Appointees/Corrective Action and Dismissal; nonetheless, in any such

contingency, opportunity for appeal shall be provided in accordance with the terms of APM - 140,

Non- Senate Academic Appointees/Grievances.

e. Reassignment

(1) When there is a significant change in duties and responsibilities, which may result in a

change in working title or department, the change is deemed a reassignment.

Reassignment is a change that does not involve a move to a new campus. It does not

constitute discipline and does not affect the rank or salary point and/or career status of the

librarian in this series.

(2) A written description of the new assignment, including its duration, if not indefinite, shall

be provided to the librarian in this series before the start of the new assignment.

(3) When such a change is anticipated, the University shall meet with the librarian in this

series to discuss the proposed change.

f. Sick leave and vacation

An appointee to this series accrues sick leave credit and vacation credit in accordance with the

provisions of APM - 710, Leaves of Absence/Sick Leave/Medical Leave and APM - 730,

Leaves

of Absence/Vacation, respectively. When a librarian is not able to use accumulated vacation

because of programmatic needs of the campus and the librarian’s accumulation reaches the forty-

eight (48) working day maximum, a one- time exception will be granted to allow the librarian to

accumulate six (6) additional vacation days.

g. Removal expenses

For eligibility for reimbursement of certain removal expenses, see

APM - 560, Removal

Expenses/General.

h. Leave of absence

A leave of absence with full or partial salary may be granted to an appointee with a title in this

series when the leave is relevant to the appointee’s duties and professional development, when

the project is of direct relevance to the functioning of the library as well as in the best interests of

the University, and when funding is available from the fund source(s) from which the appointee’s

salary is paid. Leaves of absence are subject to the provisions in APM - 750,

Leaves of

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Absence/Leave for Service to Governmental Agencies, APM - 752, Leaves of Absence/Leave to

Attend Professional Meeting, and APM - 758, Leaves of Absence/Other Leaves with Pay.

i. The provisions of APM - 140, Non-Senate Academic Appointees/Grievances, shall be applicable

to appointees in this series.

360-24 Authority

a. Each Chancellor is authorized to approve appointments, promotions, career status actions, and

merit increases consistent with the published salary scales after appropriate review, subject to the

provisions of APM - 360-24-c.

b. Each Chancellor may approve, as exceptions, promotions, career status actions, and merit

increases having effective dates other than July 1.

c. Each Chancellor may approve, as exceptions, appointments, promotions, and merit increases

retroactively (that is, with the beginning date of service prior to the actual date of approval).

360-35 Records

a. A member of the librarian series shall have access to the librarian’s academic personnel records in

accordance with policies found in APM - 160, Academic Personnel Records/Maintenance of,

Access to, and Opportunity to Request Amendment of, specifically in APM - 160- 20-b(1)(a),

APM - 160-20-b(1)(c) and APM - 160-20-c.

b. The campus shall designate an office that will have overall responsibility for academic personnel

records for members of the librarian series. See APM - 160-20

for policies concerning access to

records.

c. The confidential academic review record is that portion of the academic personnel records

pertaining to an individual maintained by the University for the purpose of consideration of

personnel actions under the criteria set forth in APM - 360-10. An individual

’s confidential

academic review record shall contain only material relevant to consideration of personnel actions

under these criteria. In addition to the confidential academic review record, academic personnel

records pertaining to an individual as an employee of the University may include materials such

as miscellaneous correspondence, leave records, and documents related to employment history,

benefits, payroll, etc.

Such materials shall not be referred to or considered in connection with a recommendation or

decision in a personnel action unless they are placed in the individual

’s review file by an

appropriate administrative officer. See APM - 160-20-b

for definition of records and information

maintained by the University about academic employees.

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d. Under normal circumstances, within ten working days of a written request, a member of the

librarian series shall be given one complete copy of requested

“personal” information and a list of

the types of confidential academic review material in the record. Requests for additional copies

may require payment based on local copying rates. If a written request for a redacted copy of

confidential material is received by the University, the request shall be fulfilled within thirty

working days, under normal circumstances.

e. A member of the librarian series may request corrections or deletions of material in the librarian’s

record in accordance with APM - 160-30.

f. Access to an academic personnel record, other than a confidential academic review record, by

other than the individual member of the librarian series to which it pertains shall be governed by

the provisions of APM - 160-20-d(1), (3), (4), and -e.

g. For further policies regarding records, see the following APM sections:

• APM - 150,

Non-Senate Academic Appointees/Corrective Action and Dismissal;

• APM - 158, Rights of Academic Appointees;

• APM - 160, Academic Personnel Records/Maintenance of, Access to, and Opportunity to

Request Amendment of;

• APM - 160, Appendix A, Supplemental Information Regarding Academic Policy;

• APM - 160, Appendix B, Additional Academic Personnel Policies Pertaining to

Academic Personnel Records;

• APM - 200-30, Academic Personnel Actions - Personnel Review Files;

• APM - 210-4, Review and Appraisal Committees.

360-80 Procedures

a. In order to assure fair and equitable treatment for appointees to this series, the following

provisions shall apply:

(1) The performance of each appointee shall be reviewed periodically and the review shall

include participation by an advisory review committee (see APM - 360-6-b and -c).

(2) Types of reviews

(a) A standard review is one that takes place every two years in the Assistant and

Associate ranks and every three years in the Librarian rank. Service at the highest

salary points of the Associate Librarian and Librarian ranks may be of indefinite

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duration. However, a review will be conducted for Librarians, per their review

cycle, at the highest salary point of the Associate rank (every two years) and of

the Librarian rank (every three years).

(b) An off-cycle review is one that takes place earlier than the standard review

schedule (two or three years, depending on rank). The review file will be

prepared in accordance with campus guidelines and procedures.

review would typically take place. It is a neutral action that can only be initiated

with the written agreement of the individual scheduled to be reviewed.

A review may be deferred if prolonged absence or other unusual circumstances

have resulted in insufficient evidence to evaluate performance. Reasons for

review deferral must be in writing and all proposed deferrals must be submitted

for written recommendations to the designated University official. All

documentation and recommendations must be forwarded to the designated

University official for a decision. A review, if deferred, is deferred for a period of

one year.

A deferral is defined as a deferred action for one 12-month period whether a

person’s review cycle is two or three years. Hence, deferral for an additional,

consecutive year should be regarded as a new request subject to the same

procedure. After the completion of a review that has been deferred, the review

cycle will resume anew at the two- or three-year interval. Work conducted during

the extended review period shall be reviewed as though it were completed in the

normal period.

b. To assure adequate consideration of all proposals for personnel actions in this series, each

Chancellor, in consultation with the University Librarian or comparable administrative officer

and after opportunity for receiving recommendations from appropriate representatives of the

campus division of LAUC, shall establish review procedures that meet the requirements of APM

- 360-6 and the provisions of APM - 360-17; (2) utilize appropriately the criteria mentioned in

APM - 360-10 and described in APM - 210-4; (

3) are consistent with the provisions of APM -

360-80-c; (4) insure that all recommendations and decisions are based solely upon the material in

the academic review record; and (5) are appropriate to the needs and functions of the campus.

c. The call for merit increases, promotions, and career status actions and the calendar of due dates

for the review process shall be issued and distributed each year to every member of the librarian

series. The calendar shall establish deadlines that are designed to ensure that all reviews will be

completed and salary actions can be processed to take effect at the start of the next fiscal year.

The calendar shall be adhered to by all parties. Deadlines may be extended upon the mutual

agreement of the parties.

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d. All members of the librarian series will be informed in writing, on a yearly basis, of their

eligibility for review. A member of the librarian series who is not typically eligible for a review

during a particular review cycle may request an off-cycle review during that cycle.

e. Formal consideration of appointments, merit increases, promotions, and career status actions are

typically initiated by the department or unit head herein called the review initiator. Early in the

course of an academic review, the review initiator shall notify the candidate of the impending

review and in one or more conferences with the candidate make certain that the candidate is

adequately informed about the entire review process, including the criteria mentioned in APM -

360-10 and described in APM - 210-4.

The candidate shall be given the opportunity to ask

questions and to supply pertinent information and evidence to be used in the review. In

accordance with established campus policy applicable to the personnel action under

consideration, the review initiator shall solicit letters evaluating the candidate from qualified

persons, including a reasonable number of persons whose names have been provided by the

candidate. All such letters used in the review, even if unsolicited, shall be included in the file.

When soliciting letters of evaluation or following the receipt of an unsolicited letter, the review

initiator should include, attach, or send a statement regarding confidentiality of such letters.

f. The candidate may provide in writing to the review initiator or other appropriate person, as

provided in campus procedures, names of persons who in the view of the candidate, for reasons

set forth, might not objectively evaluate in a letter or on a committee, the candidate’s

qualifications or performance. Any such statement provided by the candidate shall be included in

the academic review record.

g. An academic review record shall be prepared for each candidate who is being considered for a

merit increase, promotion, or career status action. The review initiator is responsible for preparing

the candidate’s review record, which consists of the review initiator’s letter of recommendation

together with necessary additional letters and documents, including those letters solicited from

individuals selected from a list provided by the candidate. The review initiator’s letter, without

disclosing the identities of sources of confidential documents shall discuss the proposed personnel

action in light of the criteria cited in APM - 360-10 and described in APM - 210-4

and shall be

substantiated by supporting evidence.

Before forwarding the academic review record to the University Librarian or other administrative

officer with comparable responsibility, the review initiator shall provide the candidate the

opportunity to inspect all documents to be included in the review record other than confidential

academic review records. (Only those documents specified in APM - 160-20-b(1)(a) and (c)

are

defined as confidential academic review records for members of the librarian series.) The review

initiator shall provide a copy of the letter of recommendation to the candidate. In addition,

campus procedures may provide that any statements added to the review file by those acting in a

supervisory capacity above this initiating level shall be made available to the candidate upon

request.

The candidate shall be allowed a reasonable period of time, no less than seven consecutive

calendar days, to review and respond to the file. This period of time may be extended by mutual

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agreement of the parties. The candidate may submit for inclusion in the record a written statement

responding to or commenting on material in the file.

A redacted copy of the confidential documents included in the record shall be provided to the

candidate without disclosing the identities of persons who were the sources of these documents.

The candidate may submit for inclusion in the record a written statement in response to or

commenting on material in the record.

h. Upon completion of the procedures described in APM - 360-80-d and -e, a statement shall be

signed by the candidate certifying that the prescribed procedures have been followed. A

documentation checklist listing the contents of the review record shall also be signed by the

candidate. The certification statement and the documentation checklist shall be included in the

review record.

i. The review record, in accordance with established campus procedures, will be referred to the

personnel committee (see APM - 360-6-b). On the basis of all available evidence including the

report from the ad hoc committee, if any, the personnel committee will submit a comprehensive

report and recommendation for action to the Chancellor.

j. If, during subsequent committee review or administrative review of a recommendation, the

review record is found to be incomplete or inadequate, additional information shall be solicited

through the Chancellor who will inform the review initiator and the candidate that such new

material is being added to the review record. The candidate shall have access to all non-

confidential material added to the record and a redacted copy of the confidential documents shall

be provided to the candidate. The candidate shall also be provided the opportunity to submit a

written statement in response to the additions to the review record. The review shall then be based

upon the personnel review record as augmented.

No documentation other than the recommendation(s) of the review committee(s) may be added to

the review record without annotation of the certification statement and the documentation

checklist.

k. In cases of promotion, conferral of career status, or recommendation for termination of

appointment, if the preliminary assessment of the Chancellor is contrary to the recommendations

of the personnel committee appointed under the provisions of APM - 360-6-b, the Chancellor

shall notify that committee of the assessment. The personnel committee shall be given the

opportunity for further comment before the final decision is made.

In a case of conferral of career status, if the Chancellor is not to confer career status, the candidate

shall be notified of the opportunity to request access to records in the personnel review record.

The candidate and review initiator shall then have the opportunity to respond in writing and to

provide additional information and documentation.

l. The Chancellor shall inform the candidate in writing of the final administrative decision in a

timely manner. In the event of an unfavorable decision, the written statement shall include the

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reasons for the decision, and upon request a redacted copy of the confidential documents in the

academic review record shall be provided. Such a statement shall not disclose the identities of

persons who were sources of confidential documents, and shall not identify separately the

evaluations and recommendations of the review committees or administrative officers. Upon

request, a candidate receiving a favorable review may receive from the Chancellor a written

statement of the reasons for the Chancellor’s decision and, if requested, a redacted copy of the

confidential documents in the academic review record.

Revision History

September 23, 2020:

• Technical revision to remove gendered language and to correct minor grammatical errors.

For details on prior revisions, please visit the Academic Personnel and Programs website

APPOINTMENT AND PROMOTION

Librarian Series

APM - 360

APPENDIX A

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Professional Academic Issues

Procedures and Principles

Librarian Series

A. Potential Career appointees in the Librarian Series are eligible for career status, merit increases,

and promotion through the ranks from Assistant Librarian to Librarian.

B. A librarian need not assume administrative responsibilities in order to reach the highest rank.

C. Temporary appointees in the Librarian Series are expected to perform their duties with the same

proficiency as the Career Status and Potential Career Status appointees in accordance with the

terms of their appointment letters.

Academic Personnel Manual

Those sections of the current Academic Personnel Manual (APM) that apply to librarians will continue in

full force and effect unless modified by these revisions of the APM.

Librarians Association of the University of California

A. The Librarians Association of the University of California (LAUC) shall continue to advise the

University, the campus, and the library administration on the operations and policies of the

libraries. One copy of each report filed by the LAUC President with the University will be

forwarded by the University to the University Council-American Federation of Teachers (UC-

AFT).

B. LAUC will not advise the University, the campus, and the library administration with respect to

matters that are covered by the memorandum of understanding between the University and the

UC-AFT.

Program, Service, and Technological Changes

The Librarians Association of the University of California shall advise the University, the campus, and

the library administration in the planning, evaluation, and implementation of any major program, services,

or technological changes in the libraries of the University of California.

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APPENDIX A

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Recruitment

The University, in accordance with campus procedures developed in consultation with the Librarians

Association of the University of California, shall continue to recruit the most qualified librarians to fill

professional positions on its staff. Open recruitment, which is essential to the selection of qualified

librarians, shall occur for Career Status and Potential Career Status positions whenever the University

determines that such positions are open for outside recruitment. Librarians currently employed by the

University who apply for a vacancy shall be considered with all other applicants in keeping with the

recruitment process as developed by the campus where the vacancy exists. Review Committee(s) will

continue to participate in the appointment process.

Peer Review

A. Criteria for Promotion and Merit shall be those found in the APM - 360-10-b,-c, -d, and 210-4-e

B. Campus review procedures should ensure that all decisions and recommendations shall be based

solely upon material within the review packet.

C. The University shall invite LAUC to study the peer review process at the campus and University

level and make recommendations, where appropriate, for improvement and refinement.

Professional Activities and Development

A. The University of California recognizes professional development of librarians as beneficial to the

individual, the libraries, and the University. Professional development opportunities contribute to

the professional growth of the librarian, enabling greater effectiveness as academic appointees and

thus enhancing the appointee’s service to the University.

B. The Librarians Association of the University of California shall recommend procedures for the

allocation of funds for research and creative activity, and procedures for the allocation of funds for

attendance at professional meetings, conferences, seminars, and workshops.

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APPENDIX B

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Presidential Statement on the Status of the Librarians Association of the University of

California

The Librarians Association of the University of California shall serve for the purposes of and subject to

the conditions herein described and set forth more fully in the Bylaws of the Association.

1. The Librarians Association of the University of California (LAUC) is recognized as an official

unit of the University. LAUC is authorized to serve in an advisory capacity to the University on

professional and governance matters of concern to all librarians.

2. Membership in the Librarians Association of the University of California (LAUC) shall consist of

all persons holding appointment half-time or more in the librarian series, or in any one of the

following titles: Assistant University Librarian, Associate University Librarian, Assistant Law

Librarian, Associate Law Librarian, Law Librarian and each University Librarian or the same in an

acting capacity.

3. The Librarians Association of the University of California (LAUC) shall advise the Office of the

President, campus administration, and library administration on the operations and policies of the

libraries; on professional standards, rights, privileges and obligations of members of the librarian

series of the University of California; and on the planning, evaluation, and implementation of

programs, services or technological changes in the libraries of the University.

4. The Librarians Association of the University of California (LAUC) shall not advise the Office of

the President, the campus administration, and the library administration with respect to matters

which are covered by a Memorandum of Understanding or are otherwise subject to negotiation

with an exclusive bargaining unit.

Supersedes Presidential Statement on the Status of the Librarians Association of the University of

California, January 27, 1975, issued on February 20, 1975 by then President Hitch.