5.9 Librarian Employment Policies and Procedures

5.9 Librarian Employment Policies and Procedures

This section includes human resource policies that pertain specifically to librarians. Librarians at Ithaca College perform both academic support and administrative functions; therefore, their terms of appointment, as well as their conditions and benefits of employment vary from those applicable to either faculty or staff members. The human resource policies pertaining to staff and administrators found in Volume III and in sections of this volume pertain to the College librarians and will also pertain to librarians unless noted otherwise or unless superseded by one of the policies specifically designated for librarians as presented in this section.

Librarians have governance participation rights on faculty bodies and committees as designated in the Ithaca College Policy Manual, Volume IV, section 4.3.4, and Volume I, section 1.6.2.

As an integral part of the teaching and learning process, librarians provide an essential academic support service. Librarians serve on faculty committees in order to be aware of and fully responsive to the curricular and information needs of the College community. The mission of the Library requires that librarians also perform administrative functions, work the hours and days necessary to fulfill their responsibilities, and have nine or twelve month appointments. All of these factors are reflected in the distinctive status and human resource policies of librarians at Ithaca College.

5.9.1 Professional Responsibilities

Librarians educate members of the College community in the use of library resources and services; provide information and bibliographic assistance to students and faculty; oversee the growth and direction of the library's collections; and organize materials so that they are accessible. Librarians support the curricular, information, instruction, learning, and research needs of the Ithaca College community and foster intellectual growth, discovery, and development. All librarians will be appointed to a librarian position with a distinctive position title that reflects the primary focus of their work. Included among the specific activities and responsibilities for librarians are:

1. Planning, Analysis, and Evaluation

Librarians plan, recommend, and evaluate library policies and procedures, services, activities, and facilities.

2. Information and Instruction Services

Librarians provide information and instruction services to members of the Ithaca College community. Librarians educate patrons in the effective use of library materials and services. They provide individual instruction, single-class presentations geared to the needs of specific courses, workshops, and classroom instruction. Librarians collaborate with faculty to integrate information literacy across the curriculum and to promote information literacy as an essential lifelong learning skill.

3. Collection Management Services

Librarians prepare and implement collection development. They coordinate the selection of materials needed to support the College's curricular, informational, instructional, and research needs. They evaluate library collections on an ongoing basis.

4. Access to Resources

Librarians organize resources according to metadata standards to enhance access to the library's physical and virtual collections.

5. Technology Services

Librarians provide leadership in the use of information technologies that enhance library services, operations, and access to resources.

6. Human Resource Management/Supervision

Supervisors so designated will act as unit managers for technical services, music/multi-media services, and the College archives.

Librarians may advise the college librarian in the hiring and evaluation of colleagues and other library personnel.

7. College, Community, and Professional Service

Librarians serve on College committees, participate in professional associations and community activities, and represent the library at meetings of library and other educational agencies.

5.9.2 Librarian Levels

The role of a librarian requires a master's degree in library or information science from an institution accredited or recognized by the American Library Association. Experience is defined in terms of years of service as a librarian in a college/university or research library or their equivalents. At the time of the initial appointment, a librarian will be assigned to either level I or II.

Librarians are eligible for appointment to and promotion within the librarian levels as designated below:

Librarian I

Librarian I is generally applicable to those individuals who possess the academic credentials and who have up to three years of experience as outlined above. A librarian I works well in an academic setting and evidences the ability to master new skills and the potential for further growth.

A librarian I may apply for promotion to librarian II at the completion of three years of experience.

Librarian II

Librarian II is generally applicable to a librarian with four or more years of experience as defined above and who has demonstrated proficiency in the profession at the level of librarian I at Ithaca College or the equivalent elsewhere. A librarian II works well in an academic setting, has demonstrated the ability to master new skills, has made and continues to make a contribution to the overall profession and the work of Ithaca College, and continues to evidence potential for further growth.

Librarian III

Librarian III is generally applied to a librarian with at least eight years of professional experience and is reserved for those outstanding individuals who have made a highly distinctive contribution to the Ithaca College library and have distinguished themselves in the profession at a regional and national level.

5.9.3 Appointments

Full time librarians receive an annual letter of appointment.

Part-time, benefits-eligible librarians receive an annual letter of appointment which specifies the number of hours to be worked based on departmental needs. Some librarians will be appointed for the academic year and their percent of full time will be adjusted accordingly. Part-time librarians are eligible for benefits if they work at least 1000 hours during the fiscal year. Certain benefits are prorated (see Volume III, section 3.9).

Due to the professional nature of their responsibilities, full time and part-time librarians are classified as exempt employees (i.e., individuals who occupy positions which are "exempt" from the overtime provisions of the Fair Labor Standards Act) and as such are expected to devote as much time to their work as is necessary to fulfill their responsibilities.

5.9.4 Recruitment

Recruitment procedures for librarians shall follow the "Ithaca College Search and Selection Procedures" and other employment policies of Volume III, section 3.1. The College Librarian will appoint a committee to assist in the review and appointment for all 9- or 12-month librarian postings.

5.9.5 Performance Review Purpose

Performance review provides a formal means to discuss, at regular intervals, a librarian's progress toward the achievement of individual and organizational goals. It has both a developmental and summative role. It is thus a means of developing and improving the overall performance of the librarians and improving library operations and services. Performance review is also a major factor in decisions concerning reappointment, granting salary increments, and promotion to a higher level. Types of Review

There are three types of performance review: probationary review, annual performance review, and review for promotion in librarian level. Documentation and Files

Performance review materials are maintained in the library administration office and the Office of Human Resources for each librarian.

  1. These materials include the probationary review, annual performance reviews, and applications for promotion and supporting materials of the librarian.
  2. The librarian, College librarian, or appropriate supervisor may add to these materials any documentation the librarian considers relevant to performance review. The librarian has access to his/her file upon request.
  3. The librarian may obtain copies of material in this file.
  4. These materials may be reviewed by the appropriate supervisor, and/or the College librarian while preparing annual performance reviews. All documentation used for performance review will be included as supporting documentation and held in the library administration office and in the Office of Human Resources.
  5. These materials will be considered part of an official personnel file, accessible to the individuals listed above for the uses specified, and otherwise governed by the Ithaca College Policy Manual, Volume III, "College-Wide Faculty, Staff, Administration Employment and Benefits Policies." Probationary Review

Every new librarian will participate in a probationary review with the appropriate supervisor near or at the end of the first year of service at the College. At the probationary review the librarian and supervisor will discuss progress toward the objectives developed in the initial goal setting process. The supervisor may extend the initial probationary period to provide additional time for the initial objectives to be achieved. Annual Performance Review

  1. All librarians will participate in an annual performance review with their supervisor. The librarian will complete the "Employee Self-Evaluation and Annual Activities Report" for the review. The supervisor and the librarian will review this document and progress made towards the objectives developed during the previous annual performance review. The librarian and the supervisor will also develop objectives for the next appraisal period.

  2. Annual performance reviews will include the following:

    1. Review and discussion of primary responsibilities outlined in the position description.

    2. Self-review and annual activities summation: Each librarian will prepare, by the date specified by the appropriate supervisor, a written report or self-review describing the librarian's activities and accomplishments in terms of predetermined goals and the criteria and standards listed in this document. The librarian may include as part of the report any supporting documentation the librarian considers relevant to the review.

    3. Discussion and review of results achieved for mutually agreed upon goals, objectives and outcomes.

    4. Discussion to develop a plan for the coming year, with mutually agreed upon goals, objectives, and outcomes: Every year, each librarian and supervisor will prepare a written statement of goals based on the individual's position description and the Library's mission, goals and objectives.

  3. The College librarian reviews as necessary, comments as appropriate and forwards the completed annual performance review first to the provost and vice president for educational affairs and then to the Office of Human Resources, retaining a copy for his/her own files.

5.9.6 Promotion in Librarian Level Review for Promotion

  1. The responsibility to apply for promotion rests with the librarian. After successful completion of the probationary performance review, a librarian is eligible to be considered for promotion when the librarian meets the requirements for the next level. Librarians applying for promotion are responsible for providing full documentation to support their application.

    A librarian may withdraw an application for promotion at any point without prejudice. If the librarian's candidacy is unsuccessful  at the level of College librarian or beyond, then the librarian may reapply.

  2. Review for promotion and continuation will be based on the following criteria as appropriate to the level being sought. Academic advanced degrees, scholarly contributions, and service assume increasing importance in promotion review for librarian II or III. Standards for assessing skills, knowledge, and contributions to the profession will be higher as level increases. Promotional Levels

  1. Librarian II

    Successful performance as a librarian I at Ithaca College or the equivalent level or position elsewhere and evidence of increased competence in librarianship. Evidence of success may be based on but not limited to the following achievements and characteristics:

    1. Ability to meet performance expectations (as stipulated in criteria) with a high level of skill or exceed them.
    2. Regular contributions to the improvement of library services, programs, and operations beyond the scope of the librarian I position.
    3. Demonstrated ability to work effectively with members of the College community.
    4. Participation in continuing education activities, including completion of job-related courses, attendance at workshops, seminars, lectures, or institutes.
    5. Service to the Ithaca College Library, the library profession, and the College community.
  2. Librarian III

    Distinguished service and high level of performance as a librarian II at Ithaca College and evidence of distinctive contributions to the library and to librarianship. Evidence of distinguished service may be based on but not limited to the following achievements and characteristics:

    1. Ability to exceed performance expectations (as stipulated in criteria). Consistently makes excellent and constructive decisions in applying knowledge and skills to library operations.
    2. Significant contributions to the improvement of library services, programs, operations, and initiatives beyond the scope of the position. These contributions may include senior levels of responsibility or be expressed in other administrative, information, and instructional services, collection management services, access to resources, technology services, or supervision.
    3. Demonstrated ability to work effectively with members of the College community.
    4. Professional activity within librarianship and other disciplines, including such activities as continued study; participation and leadership in workshops and institutes; office-holding in appropriate professional organizations; professional presentations, seminars, or lectures; additional graduate degrees; scholarship and publications (including guides, bibliographies, manuals, prepared for internal use, or scholarly publications or editorships).
    5. Service to the Ithaca College Library, the library profession, and the College community. Process

  1. Formal application for promotion is to be made through the immediate supervisor to the college librarian.
  2. The librarian will prepare a portfolio that documents the librarian's qualifications for promotion. The portfolio must contain:
    1. Annual performance review documents.
    2. An application letter by the librarian.
    3. A comprehensive professional vita.
    4. A copy of the librarian's current position description.
    5. Supporting documentation from the appropriate supervisor.
  3. This completed portfolio will be submitted to the college librarian.
  4. The college librarian will forward a recommendation to the provost and vice president for educational affairs who will make the final decision. The college librarian will inform the applicant of that decision, with a copy to the director of human resources.
5.9.7 Professional Development

The College supports the academic growth of its librarians through a program for professional development. In order to ensure a regular process of professional renewal and to encourage the kind and level of professional activity which is essential to the maintenance of excellence of librarianship:

  1. Librarians may apply to the college librarian for travel funds to attend activities such as workshops, meetings, conferences, and institutes.
  2. Librarians may apply for Ithaca College funds for special professional projects. Librarians are eligible to avail themselves of the support services offered by the College that assist in the application to the variety of internal grant programs and for grants from external agencies.
  3. Librarians may apply for a reduction in hours with commensurate reduction in salary for a variety of reasons, including fellowship opportunities, other scholarly pursuits, or personal reasons. Requests for reduction in hours must follow general College procedures similar to those for unpaid leaves of absence.
  4. Requests for uncompensated leaves of absence for professional development must follow general College procedures for leaves of absence (see Volume III, section
5.9.8 Academic Freedom for Librarians

The librarians have the same academic freedom as the faculty members for those areas that pertain to the academic function of their responsibilities. The College is further guided by the "Library Bill of Rights" of the American Library Association and the following policy:

Academic freedom, as defined in Volume IV, section 4.4.1, is accorded to all librarians because they are often present at the point of the student contact with ideas. Librarians are free from fear of dismissal or reprisal for carrying out academic job-related tasks.

5.9.9 Separation of Librarians from Ithaca College Resignation

Resignation shall follow the procedures of section 5.6. Retirement

Retirement policy shall follow section 5.6. Abolition of the Position by Reorganization, Lack of Work, or Discontinuance of Funding Support

Abolition of the position by reorganization, lack of work, or discontinuance of funding support shall follow section, with the notice period being the same as for employees in pay bands A through J. Dismissal and Progressive Discipline

The policies and procedures in section 5.5 shall be followed with respect to librarians. Problem Review Procedures

The problem review procedures of section 5.4 shall apply to librarians.

5.9.10 Benefits for Librarians

Benefits for librarians will follow the benefits group II policy and procedures in Volume III.  The one exception will be that all twelve-month librarians will receive twenty-two days of vacation. (Vacation will be pro-rated for librarians who work fewer than 12 months a year.)

5.9.11 Compensation for Librarians

Compensation for librarians will be determined in accordance with the policies and procedures found in Volumes III and V of the Ithaca College Policy Manual. The College's compensation program for staff and administrators includes a special salary structure for the librarians, which is reviewed annually by the compensation and organizational design department.

5.9.12 Librarians' Human Resource Policy Amendment Procedure

Amendments to section 5.9 may be proposed at any time by any member of the library or administration. The librarians, in consultation with the college librarian and provost and vice president for academic affairs, will establish an ad hoc committee of three librarians to consider these proposals in conjunction with the president, provost and vice president for educational academic affairs, college librarian, vice president and general counsel, and associate vice president for human resources. Librarians will be informed of proposals, and an opportunity for librarians' comments and suggestions will be provided. The committee, in order to ascertain librarians' sentiment, may conduct a survey of librarians' opinion.

The president, general counsel, and vice president for human resources shall approve these policies in final form and provide updates to Volume III of the Ithaca College Policy Manual.

5.9.13 Special Note on Librarians Holding Faculty Tenured Status

(This section no longer exists.)

Last Updated: January 1, 2013