Common use of Recommendation of COAP to the University Librarian Clause in Contracts

Recommendation of COAP to the University Librarian. III.9.9.1 COAP shall review all the submissions and recommendations pertaining to reappointment in the context of the criteria set out in III.9.4 above, and shall have access to all materials tabled in the Library Personnel Committee. III.9.9.2 The meetings of COAP for all deliberations regarding reappointment of professional librarians shall be conducted according to the procedures set out below. III.9.9.2.1 COAP shall be chaired by the University Librarian. The University Librarian shall be non- voting. III.9.9.2.2 Quorum for COAP meetings, at which a reappointment file is being discussed and/or voted on, shall be eight (8) of ten (10) voting members, with at least one (1) voting member from the Library. III.9.9.2.3 Decisions at COAP shall be made by formal vote. Votes on motions regarding Library Personnel Committee recommendations for or against reappointment shall be conducted by secret ballot. Committee members may abstain from voting only if they have declared a conflict of interest or have been deemed to be in a conflict of interest. A simple majority of votes carries. A record of the results of each vote will be kept in the minutes. COAP minutes shall be kept for twelve (12) months after the reappointment decision has been issued or until the end of any related grievance or arbitration. III.9.9.2.4 Members of COAP shall maintain confidentiality regarding COAP’s deliberations and decisions, unless, as a result of a grievance process, legal or contractual proceedings require otherwise. Committee members who violate this requirement of confidentiality shall be removed from COAP by the Chair of COAP. III.9.9.2.5 Notwithstanding the confidential nature of the deliberations and decisions leading to recommendations of COAP, any allegations of procedural irregularities may be brought to the attention of the Vice President Academic or any TUFA officer. III.9.9.3 Prior to rendering its decision, COAP may, giving reasons, request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, provided such information is specified in this Agreement as belonging in a reappointment file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment file. III.9.9.4 COAP by formal vote may: (i) endorse a recommendation concerning reappointment from the Library Personnel Committee, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee be upheld; or (ii) giving reasons, request the University Librarian to ask that the Library Personnel Committee reconsider its recommendation concerning reappointment. As part of its request for reconsideration, COAP may request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, including but not limited to assessments from external assessors, provided such information is specified in this Agreement as belonging in a reappointment file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment file. In the event that such a request from COAP would result in more than two (2) external assessments in the reappointment file, approval of Joint Committee is required. When a request that the Library Personnel Committee reconsider its recommendation is made, the candidate shall have access to the full contents of his/her reappointment file, including any confidential letters from students, faculty, and external assessors, with identities masked, and to the reasons provided by COAP to the University Librarian in its request that the Library Personnel Committee reconsider its recommendation; or (iii) refuse to endorse a recommendation concerning reappointment from the Library Personnel Committee, but shall not do so without good reason based on the criteria for the granting of reappointment as provided for in III.9.4, or a finding of determinative procedural or substantive error or bias, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee not be upheld.

Recommendation of COAP to the University Librarian. III.9.9.1 III.11.8.1 COAP shall review all the submissions and recommendations pertaining to reappointment promotion in the context of the criteria set out in III.9.4 aboveIII.11.3 and the relevant Librarians’ Committee approved written standards for the application of the criteria, and shall have access to all materials tabled in the Library Personnel Committee. III.9.9.2 III.11.8.2 The meetings of COAP for all deliberations regarding reappointment promotion of professional librarians shall be conducted according to the procedures set out below. III.9.9.2.1 III.11.8.2.1 COAP shall be chaired by the University Librarian. The University Librarian shall be non- voting. III.9.9.2.2 III.11.8.2.2 Quorum for COAP meetings, at which a reappointment promotion file is being discussed and/or voted on, shall be eight (8) of ten (10) voting members, with at least one (1) voting member members from the Library. III.9.9.2.3 III.11.8.2.3 Decisions at COAP shall be made by formal vote. Votes on motions regarding Library Personnel Committee recommendations for or against reappointment promotion shall be conducted by secret ballot. Committee members may abstain from voting only if they have declared a conflict of interest or have been deemed to be in a conflict of interest. A simple majority of votes carries. A record of the results of each vote will be kept in the minutes. COAP minutes shall be kept for twelve (12) months after the reappointment promotion decision has been issued or until the end of any related grievance or arbitration. III.9.9.2.4 III.11.8.2.4 Members of COAP shall maintain confidentiality regarding COAP’s deliberations and decisions, unless, as a result of a grievance process, legal or contractual proceedings require otherwise. Committee members who violate this requirement of confidentiality shall be removed from COAP by the Chair of COAP. III.9.9.2.5 III.11.8.2.5 Notwithstanding the confidential nature of the deliberations and decisions leading to recommendations of COAP, and any allegations of procedural irregularities may be brought to the attention of the Vice President Academic or any TUFA officer. III.9.9.3 III.11.8.3 Prior to rendering its decision, COAP may, giving reasons, request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, provided such information is specified in this Agreement as belonging in a reappointment promotion file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment promotion file. III.9.9.4 III.11.8.4 COAP by formal vote may: (i) endorse a recommendation concerning reappointment promotion from the Library Personnel Committee, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee be upheld; or (ii) giving reasons, request the University Librarian to ask that the Library Personnel Committee reconsider its recommendation concerning reappointmentpromotion. As part of its request for reconsideration, COAP may request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, including but not limited to assessments from external assessors, provided such information is specified in this Agreement as belonging in a reappointment promotion file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment promotion file. In the event that such a request from COAP would result in more than two (2) external assessments in the reappointment promotion file, approval of Joint Committee is required. When a request that the Library Personnel Committee reconsider its recommendation is made, the candidate shall have access to the full contents of his/her reappointment promotion file, including any confidential letters from students, faculty, and external assessors, with identities masked, and to the reasons provided by COAP to the University Librarian in its request that the Library Personnel Committee reconsider its recommendation; or (iii) refuse to endorse a recommendation concerning reappointment promotion from the Library Personnel Committee, but shall not do so without good reason based on the criteria for the granting of reappointment promotion as provided for in III.9.4III.11.3 and the relevant Librarians’ Committee approved written standards for the application of the criteria, or a finding of determinative procedural or substantive error or bias, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee not be upheld.

Recommendation of COAP to the University Librarian. III.9.9.1 COAP shall review all the submissions and recommendations pertaining to reappointment in the context of the criteria set out in III.9.4 above, and shall have access to all materials tabled in the Library Personnel Committee. III.9.9.2 The meetings of COAP for all deliberations regarding reappointment of professional librarians shall be conducted according to the procedures set out below. III.9.9.2.1 COAP shall be chaired by the University Librarian. The University Librarian shall be non- non-voting. III.9.9.2.2 Quorum for COAP meetings, at which a reappointment file is being discussed and/or voted on, shall be eight (8) of ten (10) voting members, with at least one (1) voting member from the Library. III.9.9.2.3 Decisions at COAP shall be made by formal vote. Votes on motions regarding Library Personnel Committee recommendations for or against reappointment shall be conducted by secret ballot. Committee members may abstain from voting only if they have declared a conflict of interest or have been deemed to be in a conflict of interest. A simple majority of votes carries. A record of the results of each vote will be kept in the minutes. COAP minutes shall be kept for twelve (12) months after the reappointment decision has been issued or until the end of any related grievance or arbitration. III.9.9.2.4 Members of COAP shall maintain confidentiality regarding COAP’s deliberations and decisions, unless, as a result of a grievance process, legal or contractual proceedings require otherwise. Committee members who violate this requirement of confidentiality shall be removed from COAP by the Chair of COAP. III.9.9.2.5 Notwithstanding the confidential nature of the deliberations and decisions leading to recommendations of COAP, any allegations of procedural irregularities may be brought to the attention of the Vice President Academic or any TUFA officer. III.9.9.3 Prior to rendering its decision, COAP may, giving reasons, request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, provided such information is specified in this Agreement as belonging in a reappointment file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment file. III.9.9.4 COAP by formal vote may: (i) endorse a recommendation concerning reappointment from the Library Personnel Committee, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee be upheld; or (ii) giving reasons, request the University Librarian to ask that the Library Personnel Committee reconsider its recommendation concerning reappointment. As part of its request for reconsideration, COAP may request the University Librarian to ask that the Library Personnel Committee and/or the candidate provide further evidence and/or supporting documentation, including but not limited to assessments from external assessors, provided such information is specified in this Agreement as belonging in a reappointment file and/or can be reasonably shown to be relevant to the evaluation of the candidate’s file. Such further evidence and/or supporting documentation shall be added to the candidate’s reappointment file. In the event that such a request from COAP would result in more than two (2) external assessments in the reappointment file, approval of Joint Committee is required. When a request that the Library Personnel Committee reconsider its recommendation is made, the candidate shall have access to the full contents of his/her reappointment file, including any confidential letters from students, faculty, and external assessors, with identities masked, and to the reasons provided by COAP to the University Librarian in its request that the Library Personnel Committee reconsider its recommendation; or (iii) refuse to endorse a recommendation concerning reappointment from the Library Personnel Committee, but shall not do so without good reason based on the criteria for the granting of reappointment as provided for in III.9.4, or a finding of determinative procedural or substantive error or bias, in which case COAP recommends to the University Librarian that the recommendation from the Library Personnel Committee not be upheld.