Common use of Procedures for Permanence and Promotion Clause in Contracts

Procedures for Permanence and Promotion. a. The Library Council shall develop procedures for considering applications for permanence and promotion within the following guidelines and such procedures shall be published and reported to the Union. b. A member may withdraw their name from consideration for promotion at any time in the process. c. The candidate shall be excused from the consultation at every stage, unless called upon to provide information or clarification of information. d. When a candidate is seeking promotion to Librarian III, confidential reports of at least two (2) referees, one (1) of whom shall be external to the University Library, are required. e. When a candidate is seeking promotion to Librarian IV, confidential reports of at least four (4) approved referees are required, two (2) of whom shall be external to the University. When proposing referees, the candidate will report on any conflicts of interest, as defined in Article 18 (Conflict of Interest). If the candidate and the Library Council can agree on a list of appropriate external referees, the University Librarian shall choose four (4) from that list and the entire list shall be made available to the Library Council. If the Library Council and the candidate cannot agree, both shall submit lists from which the University Librarian shall select four (4), two (2) from the candidate's list and two (2) from that of the Library Council. f. The University Librarian shall solicit reports from the chosen referees for candidates seeking promotion to Librarian III and Librarian IV and submit such reports directly to the Library Promotion and Permanence Committee. The Committee may seek information from additional external referees chosen from the lists submitted above. When writing to any referee, the University Librarian shall include: i. a copy of the dossier submitted by the candidate; and ii. a copy of Article 22. The University Librarian shall ask for the referees’ judgments on whether the candidate has met the requirements for promotion as described in Article 22.04, 22.05 and 22.06 as applicable. Each referee shall be asked to comment on the candidate's professional performance and capabilities on the basis of the referee's knowledge of the candidate's work and/or of the documentation submitted by the candidate, and to provide a supporting rationale for the appraisal, relating the appraisal to the criteria for promotion. The letter from the University Librarian soliciting referees’ judgments will become part of the candidate’s dossier for consideration by the Committee. g. The Library Council, meeting in camera without the candidate, members of the Library Promotion and Permanence Committee and the University Librarian, shall consider the application for permanence or promotion. If the Council needs further information from the member or is considering a negative recommendation, the candidate shall be informed in writing of the specific concerns raised and shall be afforded the opportunity to provide additional information in writing and/or in person at a meeting of the Library Council. The candidate may be accompanied by a Union representative when appearing at such a meeting. In the case of an Indigenous candidate, an Indigenous Elder or Traditional Knowledge Carrier/Keeper may additionally accompany the candidate at the meeting at the member’s request. h. The Library Council shall subsequently meet, in camera without the candidate, to further discuss the application and to vote on the permanence or promotion. In response to an application for permanence, the Library Council shall make its recommendation according to the terms of Article 22.08 (b). Members who are unable to attend the meeting(s) at which the discussion and vote will take place shall review the application and dossier and, if possible, be included in the Library Council discussion via teleconference. Such members may submit written comments, which shall be read during the meeting, and a sealed ballot to the Chair. The Chair shall include all the ballots in the counting process. The decision and vote shall be recorded. i. The Chair of the Library Council shall write a report stating the recommendation of the Library Council, reasons for that recommendation, the recorded vote and the minority view, if any, and reasons for the minority view. The Chair will make the report available to the Library Council for five

Procedures for Permanence and Promotion. a. The Library Council shall develop procedures for considering applications for permanence and promotion within the following guidelines and such procedures shall be published and reported to the Union. b. A member may withdraw their name from consideration for promotion at any time in the process. c. The candidate shall be excused from the consultation at every stage, unless called upon to provide information or clarification of information. d. When a candidate is seeking promotion to Librarian III, confidential reports of at least two (2) referees, one (1) of whom shall be external to the University Library, are required. e. When a candidate is seeking promotion to Librarian IV, confidential Confidential reports of at least four three (43) approved referees are required, two (2) of whom shall be external to the UniversityUniversity Library are required when promotion to Librarian IV is under consideration. When proposing referees, the candidate will report on any conflicts of interest, as defined in Article 18 (Conflict of Interest). If the candidate and the Library Council can agree on a list of appropriate external referees, the University Librarian shall choose four three (43) from that list and the entire list shall be made available to the Library Council. If the Library Council and the candidate cannot agree, both shall submit lists from which the University Librarian shall select four (4), two (2) from the candidate's list and two (2) from that of the Library Council. f. The University Librarian shall solicit reports from the chosen referees for candidates seeking promotion to Librarian III and Librarian IV and submit such reports directly to the Library Promotion and Permanence Committee. The Committee may seek information from additional external referees chosen from the lists submitted above. When writing to any referee, the University Librarian shall include: i. a copy of the dossier submitted by the candidate; and ii. a copy of Article 22. The University Librarian shall ask for the referees’ judgments on whether the candidate has met the requirements for promotion as described in Article 22.04, 22.05 and 22.06 as applicable. Each referee shall be asked to comment on the candidate's professional performance and capabilities on the basis of the referee's knowledge of the candidate's work and/or of the documentation submitted by the candidate, and to provide a supporting rationale for the appraisal, relating the appraisal to the criteria for promotion. The letter from the University Librarian soliciting referees’ judgments will become part of the candidate’s dossier for consideration by the Committee. g. The Library Council, meeting in camera without the candidate, members of the Library Promotion and Permanence Committee and the University Librarian, shall consider the application for permanence or promotion. If the Council needs further information from the member or is considering a negative recommendation, the candidate shall be informed in writing of the specific concerns raised and shall be afforded the opportunity to provide additional information in writing and/or in person at a meeting of the Library Council. The candidate may be accompanied by a Union representative when appearing at such a meeting. In the case of an Indigenous candidate, an Indigenous Elder or Traditional Knowledge Carrier/Keeper may additionally accompany the candidate at the meeting at the member’s request. h. The Library Council shall subsequently meet, in camera without the candidate, to further discuss the application and to vote on the permanence or promotion. In response to an application for permanence, the Library Council shall make its recommendation according to the terms of Article 22.08 (b). Members who are unable to attend the meeting(s) at which the discussion and vote will take place shall review the application and dossier and, if possible, be included in the Library Council discussion via teleconference. Such members may submit written comments, which shall be read during the meeting, and a sealed ballot to the Chair. The Chair shall include all the ballots in the counting process. The decision and vote shall be recorded. i. The Chair of the Library Council shall write a report stating the recommendation of the Library Council, reasons for that recommendation, the recorded vote and the minority view, if any, and reasons for the minority view. The Chair will make the report available to the Library Council for five