Introduction

All librarians will be considered biennially by the Continuing Appointment and Promotion Committee (CAP) and Library Continuing Appointment and Promotion Committee (LCAP) for the purpose of performance assessment and feedback.  Such consideration will occur in even-numbered years.

The information on this page applies to Performance Review decisions of librarians who hold Continuing or Continuing-track Appointments as well as Contractually Limited librarians. It is a brief summary and should be read in conjunction with Article 21.

In the event of a discrepancy between this page and the Collective Agreement, the Collective Agreement shall be considered the final authority.

Procedures

Process

The CAP Committee will assess each librarian performance and will complete a Performance Assessment Report for each librarian who has been considered.  Performance Assessment Report will include the individual performance raters for each area of effort and will also include the overall performance rater. The CAP Committee will not rank order librarians within the performance rater categories. The Performance Assessment Report will be signed by all members of the Committee who were present for the relevant deliberations. The completed and signed Report will be sent to the Chair of the LCAP Committee.  

Following consideration by the LCAP, the University Librarian will provide in writing (and signed by all members of the Library Committee who were present for the relevant deliberations) the assessment of the librarian's performance to the librarian and also copy it to his/her Manager. The letter to the librarian will include explicit mention of the librarian's right to appeal the assessment and to contact the Association.

Ratings

The biennial performance review of librarians with continuing appointment-track or continuing appointment and the annual performance reviews of Contractually Limited librarians provide to each Member a rating of either “Unsatisfactory”, “Improvement Required/Developmental”, “Good”, “Very Good”, or “Outstanding” in each area of effort: Professional Practice, Scholarship, and Service. Librarians shall not be ranked within these performance ratings. In addition, each librarian will receive an overall performance rating, determined on the basis of the three individual performance ratings weighted according to the librarian's distribution of effort during the review period.

Electronic Curriculum Vitae (eCV)

Each librarian must submit his/her completed and confirmed eCV Performance Assessment Template (as per 28.16.3) to the Chair of the CAP Committee by August 15th.  The Chair of the CAP Committee will provide a written reminder to each librarian of the deadlines for submission of documentation.  

If, despite the good faith efforts of the librarian, eCV cannot appropriately capture the librarian's contributions for the review period and the librarian is therefore concerned that he/she may be disadvantaged through the Continuing Appointment and/or Promotion, and/or Performance Assessment Processes, a librarian may, in addition to the eCV, attach supplemental materials as a PDF. In the supplemental materials, the librarian shall include only those components of the librarian's contributions which are not able to be appropriately captured in the eCV.

Failure to confirm the eCV Performance Assessment Template (as per 21.16.3) by August 15th, without prior approval from the University Librarian and Provost, will result in an “Unsatisfactory” performance assessment.

Annual Reviews

Notwithstanding the scheduling provisions outlined in 28.58, the following assessments will occur on an annual basis:

1. Subsequent to any overall biennial performance assessment of a librarian holding a continuing appointment-track or continuing appointment that is less than “Good”, that librarian will be subject to an annual review of performance by the Continuing Appointment and Promotion (CAP) and Library Continuing Appointment (LCAP) Committees for the purpose of providing feedback on performance (i.e., no performance raters will be determined).
2. The performance of all Contractually Limited librarians shall be reviewed on an annual basis for the purpose of providing constructive feedback on performance and for the purpose of assigning an overall performance rater (as per Article 28.59 above).

Professional Practice Review by Manager

Each librarian shall have a review of her/his performance in the area of Professional Practice written by the person to whom the librarian reports (e.g. her/his Manager).  The report shall form part of the librarian's Assessment File.