University of Washington Human Resources

SEIU 925 Libraries contract

Notes: Looking for a specific term or topic within a contract? Use “Control F” (PC) or “Command F” (Mac) to search within a web page.

The text below is the most recent version of the contract. Use the print button for a hard copy.

UW SEIU 925 Libraries (Effective February 1, 2023 – January 31, 2026)

Article 1 – Preamble and Purpose

1.1 The Agreement is made by and between the Board of Regents of the University of Washington, hereinafter referred to as the Employer, and the Service Employees International Union, Local 925, hereinafter referred to as the Union. The Employer is the Board of Regents of the University of Washington acting through its agents, administrators, and supervisors as determined by the Board of Regents.

1.2 Provisions of this Agreement apply to all full-time and regular part-time nonsupervisory and supervisory Professional Libraries and Press employees and Librarians exempt from chapter 41.06 RCW employed by the University of Washington working within the University of Washington Library System (UW Libraries, UW Press and the Gallagher Law Library), excluding confidential employees and all other employees. Regular temporary employees shall be covered per Article 56.

1.3 The purpose of this Agreement is to set forth certain terms and conditions of employment and to promote orderly and peaceful labor relations between the parties. The parties agree that it has been and will be their mutual aim to promote systematic and effective employee-management cooperation; fair and reasonable working conditions, effective methods for the prompt adjustment of differences, misunderstandings, and disputes; and dignified and fair treatment of employees in the implementation of all policies and procedures.

1.4 The parties agree that the provisions contained within this agreement and/or University policy shall apply to employees covered by this agreement. The Librarian Personnel Code, Professional Staff Program, and the Appointment and Promotion of Librarians for the Gallagher Law Library shall not apply.

Return to top

Article 2 – Non-Discrimination

2.1 The parties individually agree that they will not engage in any act or practice or pursue any policy which is discriminatory against any employee who may be a qualified disabled individual, has status as a protected veteran, who is a victim of domestic violence, sexual assault or stalking, nor because of their military status, age, sex (except where sex or age is a bona fide occupational qualification), sexual orientation, gender identity or expression, genetic information, pregnancy, political affiliation, political belief, marital status, race, national origin, color, creed, religion, citizenship, or membership or non-membership in a union. Unlawful harassment is included as a form of prohibited discrimination.

2.2 Sexual Harassment. No employee shall be subjected to discrimination in the form of sexual harassment as defined in University of Washington Executive Order 31 on Nondiscrimination and Affirmative Action.

2.3 Complaints. Employees who feel they have been the subject of discrimination, harassment, or retaliation are encouraged to discuss such issues with their supervisors, administrator, or Human Resource Consultant for local resolution. The goal of local resolution is to address and resolve problems as quickly as possible and to stop any inappropriate behavior for which a University employee is responsible. A formal complaint may be submitted to the Civil Rights Investigation Office. Employees may also file discrimination, harassment or retaliation complaints with appropriate federal or state agencies or through the grievance process in accordance with Article 5 of this Agreement. In cases where an employee files both a grievance and an internal complaint regarding the alleged discrimination, harassment or retaliation the grievance will be suspended until the internal complaint process has been completed.

In accordance with Executive Order 31, retaliation against any individual who reports concerns regarding discrimination or harassment, or who cooperates with or participates in any investigation of allegations of discrimination, harassment, or retaliation is prohibited.

2.4 The parties also agree that they will not engage in any act or practice or pursue any policy which is discriminatory against any employee based on political affiliation, political belief or because of the participation or lack of participation in union activities.

2.5 Both parties agree that nothing in this Agreement will prevent the implementation of an approved affirmative action plan.

2.6 A grievance alleging a violation of this article must be submitted within one hundred and eighty (180) days of an alleged occurrence.

2.7 When a grievance or complaint is filed, the University will implement interim measures if appropriate.

Return to top

Article 3 – Workplace Behavior

The Employer and the Union agree that all employees should work in an environment that fosters mutual respect and professionalism. The parties agree that inappropriate behavior in the workplace does not promote the University’s business, employee well-being, or productivity. The parties agree that perceptions of “appropriate” behavior can be racialized and gendered or characterized by other prescriptive stereotype-based biases. The values of equity and diversity should inform all conversations, decisions, and outcomes related to this article. All employees are responsible for contributing to such an environment and are expected to treat others with courtesy and respect.

3.1 Definitions. Inappropriate workplace behavior by employees, supervisors and/or managers will not be tolerated. This behavior disrupts the workplace, the academic environment, and the University’s ability to provide service to the public. Inappropriate behavior is defined in the UW Workplace Violence policy, applicable for all bargaining unit employees: https://hr.uw.edu/policies/workplace-violence/.

Bullying is defined as language or conduct that is unwelcome and sufficiently severe, persistent, or pervasive such that it could reasonably be expected to create an intimidating, hostile, or offensive environment, or has the purpose or effect of unreasonably interfering with an employee’s work performance, when viewed through both an objective and subjective standard.

3.2. Processes. If an employee and/or the employee’s Union representative believes the employee has been subjected to inappropriate workplace behavior, the employee and/or the employee’s representative are encouraged to report this behavior to the employee’s supervisor, a manager in the employee’s chain of command and/or the applicable local, campus or academic human resources office. An employee or the employee’s representative should identify complaints as inappropriate workplace behavior. The Employer will evaluate the reported behavior and take appropriate action as necessary, which may include an investigation. The employee and/or Union representative will be notified in writing upon conclusion of the investigation.

Other possible processes for resolving workplace behavior complaints may include:

• Civil Rights Investigation Office
• ADA Coordinator
• Office of Ombud

Retaliation against employees who make a workplace behavior complaint will not be tolerated.

Grievances may be filed up to Step 3 Mediation with the support of a Union representative.

Return to top

Article 4 – Affirmative Action

4.1 Policies. In conjunction with Federal and State laws, regulations and Executive Orders, the Employer and the Union agree on the need for an affirmative action program to correct and review any inequities in employment processes. The Employer shall develop, implement, monitor and report on an affirmative action program requiring the Employer to make good faith efforts to recruit, employ, retain, train, and promote, underutilized groups even if exclusion cannot be traced to particular discriminatory actions by the Employer. The Employer shall also develop, implement, monitor, and report on affirmative action goals for hiring and/or promoting into job classes/categories where the Employer determines under-utilization exists. The Employer shall make no decisions regarding employment based on membership in any protected class.

4.2 Groups included in the affirmative action program are the protected classes covered by the relevant federal and state regulations.

4.3 Affirmative Action Reports. Upon request, the Employer will provide the Union with its current affirmative action reports listing placement goals of the University for bargaining unit employees.

4.4 It is agreed by the parties that a bargaining unit member elected or selected by the Union shall be encouraged to take an active interest in affirmative action plans affecting each bargaining unit covered by this Agreement.

Return to top

Article 5 – Grievance Procedure

The Union and the Employer agree that it is in their best interest to resolve disputes at the earliest opportunity and at the lowest level. Whenever possible, disputes should be resolved informally prior to filing a formal written grievance. To that end, all supervisors and employees are encouraged to engage in free and open discussions about disputes.

5.1 Definition. A grievance, within the meaning of this Agreement, shall be defined as any dispute between the University and the Union, an employee, or a group of employees as to alleged misapplication or misinterpretation of the terms of this Agreement or the Employer’s written personnel rules, policies or practices.

5.2 Employee Grievance Rights. Any employee who believes they have been aggrieved may personally seek relief from that condition by filing a grievance, irrespective of any supervisor’s opinion of the grievance’s validity. In the presentation of grievances, the employees shall be safe from restraint, interference, discrimination, or reprisal.

5.3 Employee Representation. The Union as exclusive representative of bargaining unit employees is the responsible representative of said employees in grievance matters.

5.4 Time Limitations. An extension of the time limitations as stipulated in the respective steps below, may be obtained by mutual consent of the parties. Failure of the Union to comply with the time limitations without a request of time extension shall constitute withdrawal of the grievance. Failure of the Employer to comply with the time limitations without a request for time extension shall move the grievance to the next step of the grievance procedure. For the purpose of calculating time requirements, the first day shall be the day following the day on which the employee was aware, or reasonably should have been aware, of the issue giving rise to the grievance. Saturdays, Sundays, and University holidays shall be included in the calculation of days except that the final day may not be on a Saturday, Sunday, or holiday but will end at the close of the first working day following the Saturday, Sunday, or holiday.

5.5 Contents. The written grievance shall include the following information:

1. The date upon which the grievance occurred.
2. The specific Article(s) and Section(s) of the Agreement violated.
3. The past practice, rule, policy violated.
4. Specific remedy requested.
5. The grievant(s) name.
6. Name and signature of Union representative (Staff or Steward).
7. The nature of the grievance.

Failure to include the above information shall not be a reason for invalidating the grievance.

5.6 Pay Status – Meetings. Meetings and discussions on the grievance held with the Employer in connection with this grievance procedure shall normally be held during the University’s regular business hours, or as mutually agreeable, and no deduction in pay status shall be made for the grievant or steward for reasonable time spent in such meetings or discussions during the employee’s scheduled duty hours. The work schedule of the grievant will be seriously considered in the scheduling of the grievance meetings. Time off for employees and stewards shall be granted by supervision following a request, but in consideration of job responsibilities. If the requested time off cannot be granted, the parties shall arrange for time off at the earliest possible time thereafter.

5.7 Grievance Withdrawal. A grievance may be withdrawn by the Union in writing at any time, and if withdrawn shall not be resubmitted.

5.8 Resolution. If the Employer provides the requested remedy or a mutually agreed-upon alternative, the grievance will be considered resolved and may not be moved to the next step.

5.9 Consolidation. Grievances arising out of the same set of facts may be consolidated by written agreement.

5.10 Filing and Processing

1. A grievance must be filed within thirty (30) days of the occurrence giving rise to the grievance, or the date the grievant knew or could reasonably have known of the occurrence. When possible the thirty (30) day periods above should be used to attempt to informally resolve the dispute. The Union steward or staff representative will indicate when a discussion with the Employer is an attempt to informally resolve a dispute.
2. Alternative Resolution Methods Any time during the grievance process, by mutual consent, the parties may use alternative methods to resolve the dispute. If the parties agree to use alternative methods, the time frames in this Article are suspended. If the selected alternative method does not result in a resolution, the Union may return to the grievance process and the time frames resume. Any expenses and fees of alternative methods will be shared equally by the parties.
3. The Union and the Employer agree that meetings at all steps of the grievance process will occur either remotely or in person, upon mutual agreement.

5.11 Steps of the Grievance Procedure. All grievances shall be processed in accordance with the following procedure. Upon mutual agreement, Step One, Two or Three may be skipped. Grievances over final counseling or dismissal will begin at Step Two.

Step One: Supervisor, Manager or Designee. If the issue is not resolved informally, the Union may file a written grievance to the supervisor or designee, and the Labor Relations office ([email protected]). The Employer will designate a supervisor, manager or designee(s) who will meet with a Union steward and/or staff representative and the grievant. The date of the meeting will be mutually agreed upon within fifteen (15) calendar days of receipt of the grievance and when possible the meeting will take place within the aforementioned fifteen (15) calendar days. The format for the meeting will be by mutual agreement. The Employer will respond in writing to the Union within fifteen (15) calendar days after the meeting. If the grievance is directed against the employee’s immediate supervisor, the grievance may be presented to the next higher level of supervision. In the event the employee’s immediate supervisor does not have authority to resolve the grievance, the grievance will be presented at the level having authority to act as determined by the Employer.

Step Two: If a satisfactory settlement is not reached in Step One, said grievance may be moved to the Step Two by filing the written grievance, including a copy of the Step One decision to department head, designee, or to the next appropriate level of management and the Office of Labor Relations ([email protected]) within fifteen (15) calendar days after the decision from Step One. The date of the meeting will be mutually agreed upon within fifteen (15) calendar days after notice of the filing at Step Two and when possible the meeting will take place within the aforementioned fifteen (15) calendar days. The grievant may be represented by a steward and a Union staff representative. The University will be represented by the appropriate management official(s) or designee(s), and a representative from the Office of Labor Relations. The University will respond in writing within thirty (30) calendar days after the meeting.

Step Three: Grievance Mediation. If the grievance is not resolved at the Step Two, the Union may file a request for mediation with the Public Employment Relations Commission (PERC) in accordance with WAC 391-55-020, with a copy to the Labor Relations Office within thirty (30) days of receipt of the Step Two decision. In addition to all other filing requirements, the request must include a copy of the grievance and all previous responses. The Employer will inform the Union, in writing, and PERC within thirty (30) days of receipt of Mediation request if they are not in agreement. If those services are unavailable on a timely basis, the parties may request a list of grievance mediators from the Federal Mediation and Conciliation Service (FMCS) or other agreed upon mediation provider. The cost of the mediation shall be borne equally by both parties.

Step Four: Arbitration. If a satisfactory settlement is not reached at the prior step, or the step was skipped, either of the signatory parties to this Agreement may submit the grievance to binding arbitration. Such submittal must be made within thirty (30) calendar days following the written notice that the Employer does not agree to Step Three (3) Mediation or the conclusion of the prior step.

Panel of Arbitrators:

1. 1. Within sixty (60) calendar days of the execution of the Agreement, the parties, SEIU 925, and the Employer, agree to meet to establish a permanent panel of six (6) arbitrators. If the parties do not meet or if there is no agreement on the panel, the current panel will remain.
   2. These arbitrators shall be assigned cases by the parties on a rotating basis. If the arbitrator is not available to hear the case within sixty (60) calendar days of being contacted to request available arbitration dates either party may elect to go to the next arbitrator in the rotation. If no arbitrator can hear the case within sixty (60) calendar days of being contacted, the case will be assigned to the arbitrator who can hear the case on the earliest date.
   3. The appointment to the panel will be for the life of the Agreement. If an arbitrator decides to remove their name from the panel the parties will meet to decide whether to substitute an additional name(s).

No later than seven (7) working days prior to the scheduled arbitration meeting, the parties will submit questions of arbitration eligibility to the arbitrator for preliminary determination, share the name of each witness intending to testify at the hearing, and attempt to agree upon the issue statement. A copy of written materials submitted to the arbitrator will be provided to the opposing party.

If either party raises an issue of procedural arbitrability, i.e. that any step of the grievance process or movement to arbitration was not pursued within the time limits proscribed in this article, the arbitrator shall make a determination on the arbitrability issue prior to proceeding to a hearing on the merits of the grievance. If the arbitrator determines the grievance is not arbitrable, then no hearing on the merits of the grievance will be held.

Authority of the Arbitrator

The parties agree that the arbitrator shall have no power to render a decision that adds to, subtracts from, alters or modifies in any way the terms and conditions of the Agreement. The parties further agree that the decision of the arbitrator will be final and binding upon all parties.

The Union or the Employer will have the right to request the arbitrator to require the presence of witnesses and/or documents. The arbitrator’s decision shall be made in writing and the arbitrator shall be encouraged to render the decision within thirty (30) calendar days of the close of the arbitration.

In cases where a grievance is moved to arbitration and the Employer did not agree to Step Three: Grievance Mediation, either party may request a pre-arbitration settlement conference. These conferences shall not delay the arbitration process and may be held with or without the presence of the arbitrator, at the option of the moving party. In the event that an arbitrator is present, the cost of the arbitrator’s participation shall be borne equally by the parties.

5.12 Arbitration Costs

1. The fees and costs of the arbitrator, and the cost (if any) of the hearing room, will be shared equally by the parties.
2. If the arbitration hearing is postponed or canceled because of one party, that party will bear the cost of the postponement or cancellation. The costs of any mutually agreed upon postponements or cancellations will be shared equally by the parties.
3. If either party desires a record of the arbitration, a court reporter may be used. If that party purchases a transcript, a copy will be provided to the arbitrator free of charge. If the other party desires a copy of the transcript, it will pay for half of the costs of the fee for the court reporter, the original transcript and a copy.
4. Each party is responsible for all fees and costs of its staff representatives, attorneys, experts, witnesses –and all other costs related to the development and presentation of their case. Every effort will be made to avoid the presentation of repetitive witnesses.

5.13 Files. Grievance documents shall be maintained separately from employee personnel files. Employee personnel files will accurately reflect the final outcome of a grievance.

Return to top

Article 6 – Employee Rights

6.1 Representation. Upon request, an employee will have the right to representation at an investigatory meeting, requested by management in which the employee reasonably believes could lead to corrective action. Upon request, an employee will have the right to an interpreter at an investigatory meeting. The Employer will provide reasonable time to allow an employee to secure a representative. The exercise of this right will not unreasonably delay or postpone a meeting. Except as otherwise specified in this Agreement, representation will not apply to discussions with an employee in the normal course of duty, such as giving instructions, assigning work, informal discussions, delivery of paperwork, staff or work unit meetings or other routine communications with an employee.

6.2 Paid Release Time. Employees will be provided a reasonable amount of time during their normal working hours to meet with the Union steward and/or staff representative to process a grievance. In addition, employees will be released during their normal working hours to attend meetings or hearings scheduled by management for the following:

1. Informal grievance resolution meetings, grievance meetings, alternative dispute resolution meetings, mediation sessions and arbitration hearings, in accordance with Article 5, Grievance Procedure, and held during the employee’s work time;
2. Management scheduled investigatory interviews and/or pre-disciplinary meetings, in accordance with Article 44, Corrective Action and Dismissal, and;
3. Negotiations in accordance with Article 62, Mandatory Subjects.
4. Joint Labor Management meetings in accordance with Article 51.

6.3 When an employee is subpoenaed as a witness on behalf of the Union in an arbitration case, with the Employer, the employee may appear without loss of pay if the employee appears during scheduled work time, providing the testimony given is related to their own job function or involves matters they have witnessed, and is relevant to the arbitration case. Every effort will be made to avoid the presentation of repetitive witnesses.

6.4 Notification. An employee will obtain prior approval from their supervisor before attending any meeting or hearing. All requests must include the approximate amount of time the employee expects the activity to take. Employees will suffer no loss in pay for attending management scheduled meetings and hearings that are scheduled during the employee’s work time. Attendance at meetings or hearings during the employee’s non-work hours will not be considered as time worked. An employee cannot use a state vehicle to travel to and from a worksite in order to attend a meeting or hearing unless authorized by the Employer.

6.5 Indemnification. The University will indemnify employees for activities arising out of their employment in accordance with University policy.

6.6 Off the Job Activities. The private and personal “off the job” lifestyle and activities of any employee shall not be legitimate grounds for corrective action initiated by Management except where such life style or activities, constitute a conflict of interest as set forth in RCW 42.18 or are detrimental to the employee’s work performance.

6.7 Off Duty Employment. Employees may engage in off duty employment that is consistent with University policy and state law.

Return to top

Article 7 – Employee Facilities

7.1 Employee Facilities. Adequate lunchroom, washroom and restroom facilities shall be provided and available for the use of the employees. Suitable dressing rooms and/or lockers shall be provided to employees in those occupations where a change of clothing is required by the Employer. Existing locker rooms and showers will continue to be available for employees.

1. Employees are encouraged to report to supervision any condition in employee facilities which appear to be below minimum standards.
2. The adequacy of employee facilities, including sanitary supply dispensers , lactation stations, gender-neutral individual facilities or gender-neutral restrooms, or any change in employee facilities, shall be a proper subject for discussion by the Joint Union-Management Committee.
3. Regarding the use of Gender Segregated Facilities:
   1. Facility use. The Employer shall allow individuals the use of gender-neutral individual facilities or gender-segregated group facilities, such as restrooms, locker rooms and showers, where applicable, that are consistent with that individual’s gender expression or gender identity.
   2. The Employer shall not request or require an individual to use a gender-segregated facility that is inconsistent with that individual’s gender expression or gender identity, or request or require an individual to use a separate or gender-neutral facility.

If another person expresses concern or discomfort about a person who uses a facility that is consistent with the person’s gender expression or gender identity, the person expressing discomfort should be directed to a separate or gender-neutral facility, if available.

Any action taken against a person who is using a restroom or other gender-segregated facility, such as removing a person, should be taken due to that person’s actions or behavior while in the facility, and must be unrelated to gender expression or gender identity. The same standards of conduct and behavior must be consistently applied to all facility users, regardless of gender expression or gender identity.

7.2  Wellness Room. The University will continue to provide access to a wellness room, consistent with applicable law. These spaces can be utilized for medical needs, lactation or religious and spiritual practice. Parties agree that wellness room access is an appropriate topic for labor management meetings.

7.3 Temporary Work Spaces

1. When an employee is required to report to a UW worksite that is not their typical work location, temporary workspaces will be made available.
2. Temporary workstation facilities, access, and availability are appropriate topics for a meeting of a Joint Union Management Committee.

Return to top

Article 8 – New Employees

8.1. New Employee Orientation

1. The Employer will offer a regularly scheduled, in-person, all day new employee orientation (NEO) which will include a benefits orientation. The orientation will be offered by the office of Professional and Organizational Development in coordination with the Benefits Office and the Employer will require new employees whose work location is the Seattle Main Campus to attend. Employees at worksites or with an official duty station within a fifty- (50-) mile radius (for example, Tacoma and Bothell Campuses) will be encouraged to attend NEO in-person . Online orientations (self-paced) will be offered to employees in locations or positions that cannot attend in-person.
2. If the University conducts orientation on-line (self-paced), the Union will be permitted to display a reasonable amount of information as part of the program.
3. The Union shall be allowed up to thirty (30) minutes with employees during the NEO and if applicable, member presenters shall be released for up to one (1) hour for online orientation, and up to 2 (two) hours for in-person orientation, depending on the distance traveled. Such release time will be subject to the operational needs of the department and does not count as time worked for the purpose of calculating overtime.
4. The Employer will send the Union a list of all new hires scheduled to attend NEO, with all contact and job information available, by the Friday before the orientation date. Updates with any additional available information will be provided no later than the morning of the orientation. A list of last-minute registrants and actual attendance will be provided no later than the end of the week in which the orientation occurs.
5. For employees hired into the bargaining unit who do not attend the orientation described in A or those that do not attend the Union’s drop-in session after attending the self-paced online orientation describe in B above, within ninety (90) days of the employee’s start date, the Employer will provide the Union access to the employee during the employee’s regular work hours to present information about the Union. This access will be provided at the employee’s regular worksite, online or at a location mutually agreed to by the Employer (in accordance with Article 50 Union Activities, Rights and Stewards) and the Union and will be for no less than thirty (30) minutes.

8.2 New Employee Training. New employees will be onboarded and trained on their duties for their specific department. Onboarding will include, but not be limited to, informing employees of available leave benefits, professional development funding and opportunities, and safety and security procedures for their specific worksite or building.

Return to top

Article 9 – Probation for Professional Libraries and Press Employees

9.1 All Professional Libraries and Press employees who successfully complete the probationary period described in this Article, will be covered by Article 44 Corrective Action.

9.2 Every part-time and full-time Professional Libraries and Press employee, following the initial appointment to a position, will serve a probationary period of six (6) consecutive months. The Employer may extend the probationary period for an individual employee as long as the extension does not cause the total period to exceed twelve (12) months. Employees will be provided with a written explanation for the extension. If the extension is based on performance issues, the employee will receive a performance improvement plan. Extension of probationary periods shall not be a normal practice.

9.3 Supervisors will provide feedback during the employee’s probationary period which may include written performance expectations. If at any point during a probationary period the supervisor believes that the employee’s performance may result in their rejection, when possible, the supervisor will provide feedback as soon as possible identifying areas of improvement and offering support.

9.4 Employees who complete their probationary period within the University of Washington Library System (UW Libraries, UW Press, and the Gallagher Law Library) shall not be required to complete another probationary period within the University of Washington Library System, provided there is no break in service between appointments. However they may be required to complete trial service in accordance with Article 15.3.

9.5 The Employer will extend an employee’s probationary period, on a day-for-a-day basis, for any day(s) that the employee takes paid time off, leave without pay, or shared leave, except for leave taken for military service or for purposes of faith or conscience under Article 33 and 30. For the purpose of calculating the completion date, an employee’s probationary period shall not end on the employee’s regularly scheduled weekend off or a scheduled holiday off. In those instances, the completion date will be the next scheduled workday.

9.6 By mutual agreement, the probationary period for additional selected classifications may be established for a period in excess of six (6) months but not to exceed twelve (12) months.

9.7 Employees in probationary status will earn seniority from their initial date of hire but may not exercise seniority rights until completion of the probationary period. Probationary employees are not eligible for layoff or rehire rights.

9.8 An employee who is appointed to a different position in a different classification prior to completing their initial probationary period will serve a new probationary period. The length of the new probationary period will be in accordance with Subsection 9.2 above, unless adjusted by the Appointing Authority for time already served in probationary status. In no case, however, will the total probationary period be less than six (6) consecutive months.

9.9 Probationary Period Rejection. An appointing authority may reject an employee who has not completed a probationary period. Upon request by the employee and within ten (10) business days of notice, a meeting to explain such action shall be held with a representative of the Employer. At the employee’s request a representative of the Union shall attend such meetings. Such rejection is not subject to the grievance procedure, except in cases involving discrimination, under Article 2.

Return to top

Article 10 – Hours of Work

10.1 Definitions.

1. Full-time Employee. An employee regularly scheduled to work forty (40) hours per work week.
2. Part-time Employee. An employee regularly scheduled to work less than forty (40) hours per workweek.
3. Workweek. A regularly recurring period consisting of seven (7) consecutive twenty-four (24) hour periods that begins Monday, 12:00 a.m. and ends the following Sunday at 11:59 p.m.
4. Overtime-Eligible Position. An overtime-eligible position is one that meets the criteria for overtime coverage under federal and state law.
5. Overtime-Exempt Position. A position determined not eligible for the mandatory overtime provisions under State and Federal Law.
6. Work Schedules. Work schedules may be established by the Employer in order to meet operational needs, as long as the work schedules are administered in compliance with federal and state laws.

10.2 Determination. Per federal and state law, the Employer will determine whether a position is overtime-eligible or overtime-exempt. When the Employer determines that an overtime-eligible position is overtime-exempt or vice versa, the employee will be notified in writing of the determination.

10.3 Work Schedules

1. Regular Work Schedules
   1. The regular work schedule will normally include two (2) consecutive scheduled days off.
   2. Work schedules of different numbers of hours may be established for employees, as long as the alternate work schedules meet federal and state laws. Employees may request alternative work schedules, based on personal or family needs and such requests will be approved by the Employer, subject to operational needs. The Employer will consider employees’ personal and family needs.
2. Alternative Work Schedules. From time to time, there may be a need for flexibility to adjust the daily work schedules within the workweek to accomplish assigned job duties and responsibilities. The Employer will consider an employee’s preference in determining the work schedule.
3. Emergency Schedule Changes. The Employer may adjust an employee’s work schedule without prior notice in emergencies, or extraordinary unforeseen operational needs.
4. Employee-Requested Schedule and FTE Changes. Employees’ work schedules and FTEs may be changed, temporarily or permanently, at the employee’s request and with the Employer’s approval, provided the Employer’s needs are met and no overtime expense is incurred.

Return to top

Article 11 – Overtime

11.1 Overtime Exempt Employees. Overtime-exempt employees are not covered by federal or state overtime laws and do not receive overtime compensation or compensatory time off. These employees are accountable for their work product, and for meeting the objectives of the institution for which they work. The Employer’s policy for all overtime-exempt employees is as follows:

1. The Employer determines the products, services, and standards that must be met by overtime-exempt employees.
2. Full-time schedules are assumed to be forty (40) hours; however employees are expected to work to complete job responsibilities. Overtime-exempt employees may be required to work specific hours to provide services, including nights and weekends, when deemed necessary by the Employer.
3. Part-time schedules are assumed to be any schedule less than full-time. Employees are expected to work beyond their normal schedule when necessary. The supervisor may establish a regular work schedule, but part-time employees are expected to remain flexible to accommodate the unit’s goals and mission.
4. No employee will typically be required to work more than five (5) consecutive days in a seven (7) day period. Employees will consult with their supervisors to adjust work hours to accommodate the appropriate balance between extended work time and offsetting time.

11.2 Overtime Eligible Employees.

1. Work in excess of forty (40) hours in one (1) standard work week constitutes overtime for over-time eligible employees. Use of paid time off does not count as time worked when calculating overtime. Overtime requested by the employee must be pre-approved by the Employer prior to working overtime.
2. Overtime worked by the eligible employees shall be compensated at a rate of one and one-half (1-1/2) times the employee’s straight time hourly rate.
3. Overtime-eligible employees shall receive monetary payment as compensation for overtime worked; however, at the employee’s request, compensatory time off at one and one-half (1-1/2) times the overtime hours worked may be granted in lieu of monetary payment.
4. Compensation paid to an employee for accrued compensatory time shall be paid at the regular rate earned by the employee at the time the employee receives such payment. Upon termination of employment, an employee will be paid for any unused compensatory time in accordance with the Fair Labor Standards Act.
5. Use of accrued compensatory time shall be approved by the employing official with consideration being given to the work requirements of the department and the wishes of the employee. Compensatory time off may be scheduled by the employing official during the final sixty (60) days of a biennium
6. Compensatory time must be used or paid for by June 30 of each fiscal year. The employee’s unused compensatory time balance will be cashed out every June 30 or when the employee leaves University employment for any reason. The employee’s compensatory time balance may also be cashed out when the employee:
   1. Transfers within their department to a position with different funding sources, or
   2. Transfers to a position in another department.

Return to top

Article 12 – Professional Development

12.1 Professional Development benefits both the Employer and the employee. Professional Development is the responsibility of the employee with the support and encouragement of their supervisor. The Employer sets professional development funds aside for each fiscal year (July 1 to June 30); employees considering utilization of these funds may discuss potential opportunities with their supervisors at any time, including during annual performance evaluations. Annually by July 1, employees will be notified in writing of the professional development allocations for the year. UW Press, Gallagher Law Library, UW Bothell and Cascadia College Library, and UW Tacoma Library are funded separately than UW Seattle Libraries, and their allocations may vary.

Requests for professional development funds may include opportunities for research and other professional development activities including scholarly meetings, conferences, professional meetings, seminars, professional association membership fees, workshops, and webinars, and any necessary travel costs to attend these events. Requests require documented supervisor support. Supervisors may make requests for use of professional development funds on behalf of their employees when there is a professional development opportunity needed to support the work of the organization or when the employee’s performance needs improvement.

Employees should submit requests for professional development funds as far in advance as possible. The Employer will make a good faith effort to respond in writing to requests for funding within two (2) weeks.

12.2 Law Librarian Fees. Membership fees for the following Law Librarian professional associations shall be paid for by Gallagher Law Library: AALL or ALA. The Employee may request payment for additional membership in other organizations (e.g. LLOPS, Westpac, etc.), subject to Employer approval.

The Employer will also pay for the Washington State Librarian’s Certificate.

12.3 Employee Awareness and Planning. Upon hire, employees will be given information describing the existence of and procedures surrounding the professional development programs described in this Article.

Supervisors should have conversations with their supervisees meant to discuss organizational goals, their supervisees’ professional goals, and professional development opportunities, that may help them achieve these goals. Conversations may happen outside the performance review and goal cycle and are not tied to an employee’s performance.

12.4 Release Time. The Employer will make every effort to allow the employee to participate in relevant professional development on paid release time. Employees who have received outside funding or scholarships for professional development opportunities may request paid release time to attend. Release time for training for employees accepted for UW-sponsored training and development programs shall be in accordance with Executive Order 52. Upon request, reasons for denial of release time will be provided in writing.

12.5 Required Training. If the Employer requires an employee to receive training all fees and related costs will be paid by the employing department. If attendance in such courses requires use of the employee’s personal vehicle, the employee will be reimbursed at the University’s travel rates applying at the time. If other transportation must be taken, the employee will be reimbursed for all transportation costs. When attendance is required for courses that take place outside of regular work hours, supervisors will work with their supervisees to adjust work hours to accommodate the appropriate balance between extended work time and offsetting time, per Article 11, Overtime.

12.6 Other Professional Development Opportunities. See Article 54, Tuition Exemption and Article 42, Paid Professional Leave.

12.7 Training – Layoff. Employees on layoff status shall be eligible to participate on a space available basis in regularly scheduled layoff training Professional & Organizational Development programs in accordance with https://hr.uw.edu/pod/courses-and-workshops/layoff-training/.

12.8 Travel Funding. Following allocation and travel approval process, employees are generally expected to pay out of pocket and submit documented expenses for reimbursement. Options for per-diem advances and prior trip reimbursement may be available through UW Travel Services in accordance with University policy. The Employer will make a good faith effort to process travel reimbursement requests within ten (10) working days of receiving a complete request.

Return to top

Article 13 – Hiring

13.1 Filling Positions

1. The Employer will determine when a position will be filled, the appropriate type of appointment to be used when filling the position, and the skills and abilities necessary to perform the duties of the specific position within a job classification. The University can fill a position on a full-time or part-time basis. Employees who are appointed as part-time in classifications included in the bargaining units will also be included in the bargaining unit in accordance with the provisions of this Agreement. They will be eligible to receive medical benefits and retirement in accordance with state law and University policy.
2. Volunteers will not fill vacant bargaining unit positions.
3. It is the intent of the Employer to fill vacancies as soon as possible within budgetary limitations and where replacements are needed.
4. Notice that applications are being accepted for vacant bargaining unit positions will be published by the Employer and will be made available in places intended to reach bargaining unit employees for a minimum of seven (7) calendar days prior to the closing of the application period. The University may limit the scope of the posting area if applications only from within the posting area are accepted. Temporary librarian appointments may be filled by a competitive or non-competitive process, as determined by the Employer.

Recruitment (processes and practices) and staffing are appropriate subjects for Joint Union/Management Committee Meetings.

13.2 Equity, Diversity, Inclusion and Anti-Racism in Employee Recruitment

1. UW Libraries, Law Library, and Press is strongly committed to engaging in practices that engage applicants from underutilized groups.
2. UW Libraries, Law Library, and Press will require implicit bias trainings for all search committee members before searches commence.
3. UW Libraries, Law Library, and Press will maintain a list of the places where positions are advertised. Upon request, the list will be made available to the Union.
4. All UW Libraries, Law Library, and Press job vacancy announcements and advertisements will include reference to the parties’ CBA and will articulate wage and salary information in compliance with RCW 49.58.110.

Return to top

Article 14 – Appointments

14.1 Regular Appointments

1. Types of Appointments for Professional Libraries and Press employees
   1. Regular Appointments for positions scheduled to work twelve (12) months per year.
2. Types of Appointments for UW Libraries Librarians and Gallagher Law Librarians. The appointment status for librarians can be provisional, permanent or temporary. All provisional, permanent, and temporary appointments must be to positions at a minimum of .5 FTE.
   1. Provisional Appointment. A provisional appointment is a specific term appointment exclusive of time granted for extension of appointment in accordance with Articles 17 and 18. Provisional appointments are always made for the ranks of Assistant Librarian and Senior Assistant Librarian and may be made for initial appointment at the rank of Associate Librarian. Provisional appointments are generally made for all librarians who have less than five (5) years of experience or who have not yet sufficiently demonstrated that they have met the expectations for permanent appointment at the University of Washington Libraries or Gallagher Law Library. Employees coming from temporary librarian positions at UW may elect to count the time in their temporary position toward the five (5) years of experience. Provisional appointments are subject to resignation (Article 47), retirement, Corrective Action (Article 44) and Layoff, Seniority, Rehire (Article 46).
   2. Permanent Appointment. Permanent appointment is based on the achievements of the individual and carries with it the right of librarians to hold their rank without reduction of salary or FTE, except for resignation (Article 47), retirement, Corrective Action (Article 44) and Layoff, Seniority, Rehire (Article 46). Permanent appointment is not affected by transfer or reassignment between Librarian positions or from an administrative appointment.

Permanent appointment shall be granted to those librarians whose training, ability, and contributions are of sufficient significance to warrant a commitment on the part of the University to employ them for the remainder of their professional careers, except for resignation (Article 47), retirement, Corrective Action (Article 44), and Layoff, Seniority, Rehire (Article 46). Such a policy requires that the granting of permanent appointment be considered carefully. It is a specific action which is exercised after careful consideration of the candidate’s qualifications and accomplishments in relation to the qualifications and responsibilities associated with their Rank.

Permanent appointment is made at the ranks of Associate Librarian or Librarian. Permanent appointment is not possible if a librarian only holds a temporary or provisional appointment.

14.2 Temporary and Interim Appointments. Temporary and Interim appointments will be for a fixed duration, established and documented at the beginning of the appointment. Individuals hired under this section will receive written notification of the anticipated maximum length of the appointment and the eligibility for benefits. Employees in Temporary and Interim Appointments are subject to all terms of this Agreement except as stated otherwise. The Employer may convert a Temporary Appointment into a regular Appointment if the Employer used a competitive process to fill the temporary appointment. Professional Libraries and Press employees will serve a probationary or trial service period whichever is applicable. Either halfway through the original duration, or six (6) months before the end of the appointment (whichever is shorter), upon request, the Employer will meet with a temporary employee to discuss the status of their temporary appointment.

1. Temporary Librarian Appointments. A temporary appointment shall have a specified date of expiration and shall generally be limited to two (2) years or less. Temporary appointments may be made for any position at the Assistant Librarian, Senior Assistant Librarian or Associate Librarian Rank when it becomes necessary to employ temporary librarians. This type of appointment may also be used when it is necessary to employ temporary replacements for vacant positions. Under no circumstances is the appointment period to exceed the period of time for which funds have been made available. For UW Libraries, Librarians with temporary appointments are not eligible for promotion, and are not eligible to serve on personnel committees. Librarians with temporary appointments are also not eligible to vote for representatives to personnel committees. For Gallagher Law Library, Librarians with temporary appointments are not eligible for promotion and are not eligible to vote on promotions of other law librarians.

The Employer may convert a temporary Librarian into a permanent or provisional Librarian appointment if the Employer used a competitive process to fill the temporary appointment.

2. Project Appointments (Professional Libraries and Press employees). Appointments for a limited term may be made for assignments initially intended to be six (6) to twelve (12) months in duration. The filling of project appointments will be determined by the University. Conclusion of the appointment will be at the discretion of the University, including termination of appointment prior to its originally intended expiration date, and will not be subject to Articles 5 (Grievance Procedure) and 46 (Layoff, Seniority, Rehire) of the contract. Time worked in a project appointment will count towards seniority for employees who are appointed to a regular monthly position represented by SEIU, Local 925 without a break in service.
   1. An individual appointed to a Project Appointment who is hired into the same job, or in the same classification in the same unit through open recruitment will have their Project Appointment months of service apply toward their probationary period for that position.
   2. Employees recruited into positions under Section 1 who have worked in the Project Appointment six (6) months or longer, extending on a day-for- a-day basis for paid or unpaid absences, will be considered to have completed their probationary period and all months of service under that Project Appointment (including extensions) shall count toward their seniority.
3. Interim Appointment to a Higher Position or Administrative Appointment.
   1. The employing official may temporarily assign an employee(s) supplemental operationally necessary duties and responsibilities of a higher level or administrative position generally for up to one (1) year. Such appointments shall be made in increments of no more than six (6) months. Extensions beyond twelve months may be requested based on business need, in increments of no more than twelve (12) months.

Return to top

Article 15 – Promotion and Transfers of Professional Libraries and Press Employees

15.1 Promotions/Transfers

1. Policy. It is the policy of the University to encourage job advancement and promote from within. It is the responsibility of each employee seeking promotion or transfer to provide the Employer with complete information regarding the employee’s skills and qualifications relative to the position sought. The Employer will make the application process, necessary submittals and the essential skills of the vacant position clear to prospective applicants. All employees will be informed of the processes and steps necessary for advancement. This may be done as part of the performance evaluation.
2. Definitions. For the purpose of this Article the following definitions apply:
   1. Promotion via position review. Movement to a position in a job class with a higher salary range minimum without the need for a competitive application process.
   2. Promotion via application. Movement to a position in a job class with a higher salary range minimum that requires a competitive application process.
   3. Transfer. Movement to a position within the same classification.
   4. Lateral. Movement of employee to a position in a different class which has the same salary range minimum as the employee’s current class, via reclassification or a competitive application process.
   5. Voluntary Demotion. Movement to a position with a lower salary minimum, where the position is attained through the employment process. This section does not apply to employees who demote as the result of corrective action.
3. The Employer will determine if applicants possess the essential skills required of the position. Essential skills are the minimum qualifications listed in the job description for the classification and any specific position requirements.
4. Provided there is at least one (1) bargaining unit applicant who is a regular monthly employee and who possesses the essential skills, they shall be among those granted an interview for bargaining unit positions per job requisition. If there are multiple bargaining unit applicants, there is no limit to the number of internal applicants who may be granted an interview by the Employer. Which bargaining unit applicant(s) the Employer chooses to interview shall not be grievable.
5. Applicants from within the bargaining unit determined not to possess the essential skills for the vacant position may seek a non-grievable review of the assessment through Human Resources. Applicants from the bargaining unit who are interviewed but are not offered the position may request an explanation, written or oral, as to why the position was not offered. The decision is not subject to the grievance procedure.
6. There will be no formal requirement for time spent in a given position before an employee changes positions through promotion via review, promotion via application, transfer, lateral, or voluntary demotion.

15.2 Movement Between Positions within UW Libraries, Gallagher Law Library, and UW Press. Professional Libraries and Press employees who transfer, move laterally, or voluntarily demote shall serve a trial service period. Paid or unpaid leave taken during the six (6) week trial service period shall extend the length of the trial service period on a day-for-a-day basis for any day(s) that the employee takes paid time off, leave without pay, or shared leave, except for leave taken for military service. Either the Employer or the employee may end the appointment by providing notice. Both the trial service requirement and reversion rights (Employer and employee) apply to employees accepting positions represented by a different Union. During the six (6) week trial service period, the employee may revert back to their former position if the position is still unoccupied. If the former position is occupied, the employee may be placed on the rehire list for their former position.

15.3 Promotional Trial Service. Promotional appointees will serve a six (6) month trial service. During the first two (2) months of the trial service period, employees have preemptive rights to their former position. After the first two (2) months but during the remainder of trial service, employees who are not staying in the new position shall have the option to revert to their former position if it is still vacant, be considered for reassignment in the same class as their former class, or be placed on the rehire list. Paid or unpaid leave taken during the six (6) month trial service period shall extend the length of the trial service period on a day-for-a-day basis for any day(s) that the employee takes paid time off, leave without pay, or shared leave, except for leave taken for military service.

15.4 Demotion. Any employee who demotes to a classification in which they have previously held permanent status will serve a six (6) week trial service. At any time during the six (6) weeks the employee has preemptive rights to their former position. This section does not apply to corrective action related demotions.

Return to top

Article 16 – Classification and Reclassification Professional Libraries and Press Employees

16.1 The Employer will allocate positions on a “best fit” basis to the most appropriate classification in the Libraries-SEIU 925 bargaining unit classifications at the University of Washington. Allocations shall be based on a position’s duties, responsibilities, or qualifications.

16.2 Reallocations shall be based on a permanent and substantive change in the duties, responsibilities, or qualifications of a position or application of the professional exemption criteria set forth in RCW 41.06.070(2).

16.3 Should the Employer decide to create, eliminate or modify class specifications which do not involve a major restructure to the overall classification system, it will notify the Union in advance of implementing the action. Notification will include the bargaining unit status of the classification and, for a newly created or modified classification considered to be in the bargaining unit, a proposed salary. Notification will occur at least forty-five (45) days in advance of any proposed implementation date. The Union may bargain over the salary.

16.4 All new Professional Libraries and Press employees class specifications will be considered included in the bargaining unit, unless exempted by law. The Employer will follow RCW 41.56.21 to determine whether a new position is prohibited by law from being in the bargaining unit. If a new non-supervisory or supervisory position is not prohibited from being in the bargaining unit by RCW 41.56.21, it will be considered bargaining unit work. For work that is permitted to be in the bargaining unit, a new bargaining unit class specification may be created or the position may be assigned to an existing bargaining unit job class specification. The Union may bargain over the salary placement.

16.6 Revising or Creating New Job Classifications. The Union may, at any time, propose a new classification or edits to an existing classification with appropriate justification. These proposals will be reviewed by the UWHR Compensation Office which will accept, reject, or modify any proposal. The Union and the UWHR Compensation Office will meet and discuss the proposal within sixty (60) days. This review is not grievable.

16.7 The Employer agrees to notify the Union of any proposed reclassifications of occupied bargaining unit positions into non-bargaining unit positions at least thirty (30) days prior to implementation.

16.8 Position Review Process

1. The Employer or employee representative may request that a position be reviewed when the requesting party believes that the basis of its request has become a permanent requirement of the position. Employees and employee representatives may not request that a position be reviewed more often than once every six (6) months.
2. The request must be complete and in writing on forms provided by the Employer. Requests may be submitted to Libraries or Law Human Resources.
3. The UWHR Compensation Office will investigate the position and issue a written response to the employee or employee representative within sixty (60) calendar days from receipt, by Human Resources, of the completed request. The response will include notification of the class and salary assigned when the position is reallocated or notification of the reasons the position does not warrant reallocation when the request is not approved.
4. The effective date of allocations or reallocations initiated by the Employer shall be determined by the Employer. The effective date of a reallocation resulting from an employee representative request for position review will be established as the first or the sixteenth of the month which precedes the date that the completed request was filed with Libraries or Law HR or the employee’s direct supervisor or department, whichever date is earliest. The date of receipt must be appropriately documented.

16.9 Position Review Appeal Process:

1. If the Union wishes to appeal the decision of the Employer, it may appeal to the Classification Review Hearing Officer within thirty (30) calendar days following the date of the Employer’s written response.
2. Hearing Officer. The Hearing Officer shall be jointly selected by the parties within thirty (30) days of the execution of this contract and shall serve for a minimum of one (1) year from the date of selection. At that time the parties may choose to re-appoint the Hearing Officer or select a different Hearing Officer who will also serve for a minimum of one (1) year from date of selection.
3. Hearings. The Hearing Officer shall hold hearings on a quarterly basis unless there are no appeals to hear or the parties agree to pend any open appeals. All materials considered in the position review shall be submitted to the Hearing Officer prior to the hearing and neither party will submit evidence at the hearing that was not submitted during the position review. The Hearing Officer shall endeavor to hold multiple hearings each day and shall issue a concise decision which shall be final and binding. The Hearing Officer shall have no authority to alter the terms and conditions of this contract. Employees may be represented at the hearing and will be released from work with no loss of pay to attend the hearing. The Hearing Officer’s fees and expenses shall be shared equally by the parties.

Return to top

Article 17 – Rank, Status, Initial Appointments, Renewal of Appointments and Promotions for Gallagher Law Librarians

17.1 Rank and Status for Gallagher Law Librarians. Law librarians are appointed at the rank of Assistant Librarian, Senior Assistant Librarian, Associate Librarian, or Librarian dependent upon their qualifications. Each rank carries with it different levels of responsibility, and law librarians are expected to fulfill the responsibilities associated with their ranks and their positions. However, supervisory and management responsibilities are not requirements for promotion in any rank.

Law librarians may be promoted from Assistant Librarian to Senior Assistant Librarian, from Senior Assistant Librarian to Associate Librarian, and from Associate Librarian to Librarian. Persons holding the rank of Associate Librarian are not required to pursue promotion to the rank of Librarian.

The qualifications, responsibilities, and expectations for appointment and promotion at each rank are described in the following section. Within this section, whenever this document refers to the duration of an appointment year, a year is one (1) University academic year (July 1 through June 30) and for purposes of rank and status, the librarian’s initial appointment period is defined as beginning on July 1 following the date of hire.

1. Assistant Librarian
   1. Criteria for Appointment to Assistant Librarian. This rank is for law librarians who have received the appropriate graduate degree from a program accredited by the American Library Association (ALA) or an equivalent graduate library science, information studies or archival studies degree, and have little or no professional experience in librarianship. In compliance with the ABA’s definition of law librarian, the JD (or equivalent) is a suitable substitute for a graduate degree in librarianship in the appointment of a law librarian by Gallagher Law Library. When applicable, appointed law librarians not holding a graduate degree in librarianship will be required to comply with RCW 27.04.055. Generally, appointment to Assistant Librarian will be made for those individuals with fewer than two years of experience as a librarian.
   2. Expectations for Rank. Librarians at this rank are generally at the beginning of their career. They are expected to fulfill at a consistently high level the responsibilities described in the position description. Assistant Librarians develop a strong understanding of the context for their role and demonstrate an impact in their responsibilities and competencies. They demonstrate an interest in and an ability to contribute to the workings of their individual unit, department, or user community. They show evidence of an interest in pursuing their own professional development and in making contributions to the profession beyond the work environment.
   3. Appointment Status. The appointment as Assistant Librarian is always with provisional status and is for a period of two years only, exclusive of time granted for extension of appointment in accordance with Article 17.2 and 17.3(A)(1). Assistant Librarians do not hold permanent appointment status. They qualify for promotion to Senior Assistant Librarian after the first completed year of their initial two-year appointment as Assistant Librarian.
   4. Promotion to Senior Assistant Librarian. Not later than August 1 of the second year of the provisional appointment, an Assistant Librarian may apply for promotion to Senior Assistant Librarian with provisional status. If the Assistant Librarian does not apply for promotion, the appointment will expire on the following June 30.

When the Assistant Librarian applies for promotion to Senior Assistant Librarian, the librarian will be notified, no later than June 30 of the second year of the appointment, of one of the following actions:

1. 1. 1. Promotion to Senior Assistant Librarian with provisional status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year

2. Senior Assistant Librarian
   1. Criteria for Appointment to Senior Assistant Librarian. This rank is for law librarians who generally have at least two (2) years of demonstrated competence as an Assistant Librarian in the Gallagher Law Library; have two or fewer years of experience as a law librarian but hold both a JD (or equivalent) and a graduate degree in librarianship accredited by the ALA; have established an equivalent record through comparable positions, service, and professional development at other institutions; or have established a cumulative equivalent record at Gallagher Law Library and other institutions.

Law librarians promoted to the rank of Senior Assistant Librarian have met the position responsibilities and expectations of Assistant Librarians. They have demonstrated the ability to master the foundations, theory, and practice of law librarianship, to develop an understanding of library operations beyond their immediate assignment and to recognize the role of the Gallagher Law Library in the School of Law, and the role of serving the broader research and legal information community. They have demonstrated the capacity for continued growth and development in the profession.

1. 2. Expectations for Rank. Senior Assistant Librarians develop a strong understanding of the context for their role, demonstrate an impact in their responsibilities and competencies, and proactively seek ways to support community needs in their domain of responsibility. Senior Assistant Librarians contribute to and/or initiate projects and programs within their units and may contribute to projects outside the assigned unit as members of the broader UW community. They are accountable for performing assigned position responsibilities in a consistently excellent manner. They contribute constructively to recommendations concerning law library functions, operations, and policies, and to the implementation and success of policies, programs, and services of Gallagher Law Library, the School of Law, and the University. They show evidence of substantive professional development, which includes participation in professional activities beyond the work environment.
   3. Appointment Status. The appointment as Senior Assistant Librarian is always provisional and is for an initial period of three (3) years, exclusive of time granted for extension of appointment in accordance with Article 17.2 and 17.3(A)(1). Senior Assistant Librarians may apply for a renewal of their appointment for an additional, and final, three (3)-year period. Senior Assistant Librarians do not hold permanent appointment status. They qualify for renewal/reappointment or for promotion to Associate Librarian after the second complete year of their initial three (3)-year appointment as Senior Assistant Librarian.
   4. Renewal of Appointment Status or Promotion to Associate Librarian. Not later than August 1 of the third complete year of the initial appointment as Senior Assistant Librarian, the librarian must either:

1. 1. 1. Apply for renewal of appointment with provisional status; or
      2. Apply for promotion to Associate Librarian with permanent status. Candidates applying for promotion must document that they meet the criteria stated in Article 17.1.(C)(1).

If the Senior Assistant Librarian applies for renewal of provisional appointment for an additional, and final, three (3)-year period, the law librarian will be notified not later than June 30 of the third year of one of the following actions:

1. 1. 1. Renewal of provisional appointment for an additional, and final, three (3)-year renewal period effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.

If the Senior Assistant Librarian applies for promotion, the law librarian will be notified not later than June 30 of the third year of one of the following actions:

1. 1. 1. Renewal of provisional appointment for an additional, and final, three (3)-year period effective the beginning of the next academic year; or
      2. Promotion to Associate Librarian with permanent status effective the beginning of the next academic year; or
      3. Nonrenewal of appointment at the end of the next academic year.

If a Senior Assistant Librarian has had a provisional appointment renewed for an additional, and final, three (3)-year period, the Senior Assistant Librarian may apply for promotion to Associate Librarian with permanent status during the first and second years of this renewed three (3)-year appointment. If the Senior Assistant Librarian does not apply for this promotion by the third year of the renewed appointment, the appointment will expire on the following June 30.

The Senior Assistant Librarian will be notified of one of the following actions not later than June 30 of the third year of the renewed appointment:

1. 1. 1. Promotion to Associate Librarian with permanent status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.

3. Associate Librarian
   1. Criteria for Appointment to Associate Librarian. This rank is for librarians who generally have at least five (5) years of demonstrated competence in Gallagher Law Library; have established an equivalent record through comparable positions, service, and professional development at other institutions; or have established a cumulative equivalent record at Gallagher Law Library and other institutions.Librarians promoted to or appointed at the rank of Associate Librarian have met the position responsibilities and expectations of Senior Assistant Librarian, have achieved an understanding of the interrelationships of library functions and operations, and have made substantial and sustained contributions to their user communities or to the libraries in which they have gained their experience.Librarians promoted to or appointed at the rank of Associate Librarian also demonstrate substantial growth in their profession and have made sustained and significant contributions in professional activities beyond the work environment. Such activities should enhance the individual’s value and contributions to Gallagher Law Library, the School of Law, the broader UW research and legal information community. Associate Librarians also demonstrate excellent potential for a sustained and substantive professional career.
   2. Expectations for Rank. The rank of Associate Librarian is indicative of sustained excellence in professional performance and achievement. Associate Librarians develop a strong understanding of the context for their role, demonstrate an impact in their responsibilities and competencies, and proactively seek ways to support community needs in their domain of responsibility. They contribute to and/or initiate projects with broad scope outside their assigned units, either individually or as members of a committee or task force. They are accountable for performing assigned responsibilities in a consistently excellent manner; for making thoughtful and innovative recommendations concerning library functions, operations, and policies; and for the implementation and success of new or existing policies, programs, and services. Associate Librarians may contribute to the School of Law, the broader UW research and legal information community through service on councils, committees, or task forces. They show evidence of sustained, substantive professional development, which includes significant participation in professional activities beyond the work environment.
   3. Appointment Status. Promotion to the rank of Associate Librarian is always made with permanent status. Initial appointment in Gallagher Law Library at the rank of Associate Librarian may be made without permanent status for one three (3)-year period. Associate Librarians appointed with provisional status may apply for permanent status during the first and second years of their three (3)-year appointment. Associate Librarians appointed with provisional status must apply for permanent status no later than August 1 of the third year after the date of initial appointment. If the Associate Librarian does not apply for permanent status by the third year of their appointment, the appointment will expire on the following June 30. The Associate Librarian will be notified of one of the following actions not later than June 30 of the third year of the renewed appointment:
      1. Permanent status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.
   4. Promotion to Librarian. An Associate Librarian may request promotion to the rank of Librarian after the second year of appointment as Associate Librarian with permanent status. Applications for promotion to the rank of Librarian must be received not later than August 1 of any academic year. The Associate Librarian will be notified whether the promotion has been granted or not by June 30 of the same academic year. If the promotion is granted, it will become effective the beginning of the next academic year. If the promotion is not granted, additional applications may be made in future years. Persons holding the rank of Associate Librarian are not required to pursue promotion to the rank of Librarian.

4. Librarian
   1. Criteria for Appointment to Librarian. This rank is for librarians who have at least eight (8) years of demonstrated professional competence in the Gallagher Law Library, or have an equivalent record in comparable positions at other institutions, or have a cumulative equivalent record at Gallagher Law Library and other institutions.

Law librarians promoted to or appointed at the rank of Librarian must have a record of substantial constructive impact on library services through active decision-making, setting priorities and policies, and developing programs. Librarians promoted to or appointed at the rank of Librarian must also have the demonstrated ability to continue this substantial level of contribution throughout the remainder of their careers. Significant service within the School of Law, University or legal information community may also be evident.

The rank of Librarian is indicative of a career which is exemplary in its evidence of professional competence, achievement, and influence. It manifests a record of superior achievement in the law librarian’s specific areas of concentration, of contributions to their user community or the libraries in which they have gained their experience, and in the practice of and significant contributions to the profession.

1. 2. Expectations for Rank. Librarians are accountable and responsible for the development and implementation of Gallagher Law Library policies, programs, and services. Librarians, regardless of position assignment, exert leadership or influence Gallagher Law Library, the School of Law, the broader UW research and legal information community. To this end, they serve on, and contribute to committees, task forces, or other special projects, within Gallagher Law Library, the School of Law, the broader UW research or legal information community. Librarians, by their sustained exemplary performance of their position responsibilities, serve as models of professional excellence for other librarians at Gallagher Law Library, as well as regionally, nationally, or internationally. Librarians must have a substantial record of contributions to the profession and of sustained professional development. This rank is reserved for those librarians whose careers are exemplary in their evidence of professional competence, achievement, leadership, or influence.
   3. Appointment Status. Promotion to the rank of Librarian is with permanent status.

17.2 Procedural Guidelines for Initial Appointments, Renewal of Appointments, and Promotions for Gallagher Law Librarians. Librarians at the Gallagher Law Library are appointed, promoted and granted permanent status solely upon their qualifications consistent with Executive Order No. 31, ABA Standards, and Rules of Procedure for Approval of Law Schools [accreditation standards].

Appointment to a part-time (at least .5 FTE) or temporary position and the promotion or permanent appointment of a part-time law librarian requires the same qualifications as set forth for full-time appointments.

The creative and educational functions of the School of Law require the appointment of law librarians with outstanding qualifications who are committed fulfilling the ABA prescribed mission to provide support through expertise, resources, and services adequate to enable the law school to carry out its program of legal education.

Law librarians customarily hold both a Juris Doctor (JD) (or equivalent) and a graduate degree in librarianship accredited by the ALA. In line with the ABA’s definition of law librarian, the JD (or equivalent) is a suitable substitute for a graduate degree in librarianship in the appointment of a law librarian by Gallagher Law Library. When applicable, appointed law librarians not holding an ALA accredited graduate degree in librarianship will be expected to pass the librarian certification exam as required by RCW 27.04.055.

1. Procedural Guidelines for Initial Appointments
   1. Appointment Procedures for Librarians. If the appointed search committee decides to recommend a candidate for appointment to a position in the Gallagher Law Library at the conclusion of candidate interviews, the search committee will assemble the necessary documentation pertaining to the background, education, experience, and professional activities of all final candidates. The documentation shall include, but not be limited to, the curriculum vitae, cover letter, pertinent background information, evaluations/comments submitted by law faculty and/or law library personnel, and summaries of interviews with recommenders. The search committee will submit this documentation, with the committee’s recommendation, to the Associate Dean. In making a recommendation, the committee will refer to and carefully consider the qualifications and responsibilities contained in Article 17.1 and Article 14.1(B) Appointments.

In compliance with ABA [accreditation] standards, the Associate Dean will carefully consider the information provided by the committee and provide the Dean of the School of Law their final recommendation, including if an offer of appointment should be extended and the terms of the appointment. In turn, the Dean will decide the matter.

1. 2. Temporary Appointment Procedures. When the decision has been made to appoint a law librarian with the status of temporary appointment, the Associate Dean makes a recommendation to the Dean regarding the appropriate rank for the temporary appointee. In determining the appropriate appointment rank, the Dean refers to and carefully considers the qualifications and responsibilities as contained in Article 17.1. If a law librarian holding a temporary appointment is selected to fill a position eligible for determination of rank and status, the procedures in Article 17.2 and 17.3(A) will be followed.

17.3 Procedural Guidelines for Renewal of Appointments, Promotions, and Review for Permanent Status. Law librarians may be promoted from Assistant Librarian to Senior Assistant Librarian, from Senior Assistant Librarian to Associate Librarian, and from Associate Librarian to Librarian. In addition, those who are Associate Librarians with provisional status may be reviewed for permanent status, without a change in rank.

1. Promotion, Renewal of Appointment, and Review for Permanent Status. Promotion, renewal of appointment, and granting of permanent status will be based upon the degree to which the criteria, qualifications and expectations described in Article 17.1 under the appropriate ranks are met. These actions will be taken without regard to position.

Candidates for promotion will be expected to demonstrate that they have met the criteria, qualifications, and expectations for the rank and status for which they are applying. Candidates applying for renewal of appointment as Senior Assistant Librarian must demonstrate growth and achievement in that rank.

Librarians may be promoted from Assistant Librarian to Senior Assistant Librarian; from Senior Assistant Librarian to Associate Librarian; and from Associate Librarian to Librarian.

A person in a temporary appointment is not eligible for promotion.

Renewal of appointment applies only to Senior Assistant Librarians as described in Article 17.1.

Associate Librarians who were initially appointed with provisional status may apply for permanent status as defined in Article 14.1.(B) Appointments.

The calendar for the promotion, renewal of appointment, and permanent status procedures will be established annually prior to the beginning of Summer Quarter by the Associate Dean, within University guidelines and requirements.

1. 1. Procedures. Prior to the beginning of Summer Quarter, all law librarians eligible for promotion or for renewal of appointment, and those Associate Librarians eligible to apply for permanent status, will be notified by School of Law Human Resources or Gallagher Law Library Administration. This notification will specify what action is required from the individual and what documentation must be assembled. Not all librarians notified will choose to apply in a given year. While the ultimate responsibility for initiating a promotion request by the dates indicated in this policy rests with each individual, supervisors should encourage qualified librarians to seek promotion at the appropriate time.

The candidate will assemble documentation pertaining to their background, education, experience, position expectations, professional development and service activities, as listed below. For promotions to Associate Librarian or Librarian, or for individuals holding the rank of Associate Librarian with provisional status being reviewed for permanent status, Gallagher Law Library Administration will identify an external reviewer to evaluate the candidate’s record. The external reviewer will be an individual who works in a comparable position at another ABA accredited law school identified by Gallagher Law Library Administration, e.g., the Associate Dean or the Associate Director of the Law Library. This letter, and the identity of the reviewer, will be kept confidential from the candidate.

Each member of the Law Library who is superior in rank to the law librarian (candidate) under consideration will then review all pertinent documentation assembled by the candidate, as well as the letter from the external reviewer (where applicable). Based on the review of this documentation, they will decide whether to recommend promotion and/or grant of permanent status. In this recommendation, they shall consider the qualifications prescribed for the various ranks in Section 17.1. Promotion and/or granting of permanent status will be based upon the law librarian’s attainment of these qualifications and not upon position or length of service.

The eligible voting law librarians of superior rank will separately transmit their individual recommendations to the Associate Dean, along with any additional supporting information the Associate Dean may request.

After reviewing the documentation submitted by the candidate, the external reviewer, and each recommendation from the eligible voting librarians, the Associate Dean shall transmit their recommendation to the Dean with supporting documentation. In addition, the Associate Dean will provide a written summary of their recommendation to the candidate. The candidate may respond in writing within seven (7) calendar days and the response will be added to the candidate’s documentation.

In compliance with ABA accreditation standards, the Dean will decide the matter. If the recommendation from the Dean is favorable, or if the promotion or review for permanent status is mandatory, then the Dean shall transmit their recommendation and all documentation to the Provost. If a promotion during a non-mandatory year is denied, the candidate can apply again in accordance with 17.1 above. Final action in all cases is subject to the approval of the Provost.

Gallagher Law Library Administration, in accordance with the calendar established by the Associate Dean, will:

• • • Solicit Letters of Reference. Solicit letters of support from the School of Law community specifying how the candidate has:

1. 1. 1. 1. Enhanced the effectiveness and standing of the Gallagher Law Library,
         2. Demonstrated the candidate’s ability to meet the responsibilities of the desired rank,
         3. Enhanced and contributed to the legal information profession.

• • • Identify an External Reviewer. For promotions to Associate Librarian or Librarian, or for individuals holding the rank of Associate Librarian without permanent status who are seeking permanent status, Gallagher Law Library Administration will identify an individual from outside of the University of Washington to serve as the external reviewer of the file. The external reviewer is chosen for the reviewer’s ability to evaluate the candidate’s professional accomplishments, activities, and qualifications. This reviewer needs to be able to provide an arms-length, non-conflicted review of the candidate. Gallagher Law Library Administration will provide the external reviewer access to the file which consists of the candidate’s letter requesting consideration for promotion, supporting documentation, position descriptions, and the Gallagher Law Library policies and procedures for promotion.

A cover letter from Gallagher Law Library Administration will ask the external reviewer to document the nature of their relationship (if any) with the candidate, and to provide candid, evaluative comments on whether the candidate has performed in a manner which:

1. 1. 1. 1. Enhanced the effectiveness and standing of the Gallagher Law Library,
         2. Demonstrated the candidate’s ability to meet the responsibilities and qualifications of the desired rank,
         3. Enhanced and contributed to the legal information profession.

2. Extension of the Appointment Period for Promotion and Permanent Appointment
   1. Purpose. The Gallagher Law Library has a critical interest in attracting and retaining law librarians of the highest quality. This interest is enhanced by ensuring that law librarians are reviewed and promoted in ways that are fair and conducive to a healthy work/life balance. To ensure fairness and equity in administering the system of academic permanent appointment, Gallagher Law Library must provide consistent conditions and standards while supporting members in balancing personal and family obligations with professional achievement. For these reasons, extensions of the probationary period for librarians seeking promotion and permanent appointment are reserved for compelling circumstances which impair the ability of an individual to establish the stature expected of law librarians at Gallagher Law Library within the normal time frame.
   2. Conditions. Approvals of extensions of the appointment period are never automatic but may be granted when circumstances cause substantial impairment of a candidate’s ability to pursue the candidate’s professional activities. Such circumstances may include severe personal illness, bereavement, childbirth, adoption of a child, or other significant obligations to a member of the family or household.

The probationary period may not be interrupted for more than one (1) year per event, with a maximum extension of two (2) years.

If an extension is granted, no additional requirements for permanent appointment can be imposed on the candidate by virtue of the extension. The candidate continues to be subject to the same requirements that the candidate would have been subject to without the extension.

1. 3. Procedure. Requests for an extension of the appointment period must be made in writing and submitted to the Gallagher Law Library Administration, who will review the request. Candidates should consult with their supervisors prior to requesting an extension. Any supporting documentation should be included with the request. Requests are not granted automatically, and each will be considered on a case-by-case basis. However, every effort will be made to accommodate a request when it becomes clear that circumstances consistent with this policy will substantially impede the librarian’s progress toward achieving promotion, renewal, or permanent appointment. Next steps are as follows:

• • • Within fifteen (15) working days of receiving the request, the Gallagher Law Library Administration will review whether the request meets the conditions outlined above and submit a recommendation to extend or not extend the appointment period to the School of Law Human Resources and the Dean of the School of Law for approval or disapproval.
    • If approved by the Dean, it will be referred to the Office of Academic Personnel for final approval.
    • School of Law Human Resources will inform the candidate of the decision as soon as it is finalized.

Annual evaluations will continue to occur on a regular basis and are unaffected by this policy.

3. Guidelines for Activities Supporting Reappointment, Promotion, and Permanent Appointment. Librarians at the Gallagher Law Library contribute to the law library’s mission by performing effectively with regards to three (3) criteria – position expectations, professional development, and service. While the primary emphasis for reappointment, promotion, and permanent appointment is placed on impact in regard to a librarian’s job expectations, professional development and service also are essential components of successful academic law librarianship.

Sustained professional performance is the most important criterion for reappointment, promotion, and permanent status. In assembling documentation for promotion, each candidate will be expected to demonstrate that they are pursuing a career which enhances the effectiveness and standing of the University and School of Law and furthers the goals of the profession. The principal evidence will relate to the candidate’s performance in line with their positions within the program and structure of the University of Washington School of Law and Gallagher Law Library. Additional evidence may relate to such considerations as:

1. 1. Contributions in helping the School of Law carry out its program of legal education and accomplish its mission as required by ABA accreditation standards.
   2. Contributions or influence in advancing the practice or standing of the profession, within or outside the University and the School of Law.
   3. Contributions to research, scholarship, or instruction.
   4. Achievement and growth in professional competence.
   5. Contributions to the work of professional or learned societies.
   6. Contributions to University affairs, School of law affairs, or community service.

Position Expectations. Since excellence in impact in position responsibilities weighs more heavily in consideration for reappointment, promotion, and permanent status, the performance in one’s position must meet high standards of academic law librarianship. The following examples provide evidence of effectiveness in performance. Not all will apply to every position nor is effective performance restricted to these activities.

• • Mastery of the professional knowledge required for the position.
  • Positive interaction with other law librarians, staff, faculty, and students.
  • Creative response to assigned responsibilities and emergent needs.
  • Initiation of new projects, procedures, or functions which improve services of the Law Library, School of Law, or other user communities.
  • Effective instructional and communication skills.
  • Demonstrated ability in report writing and analytical skills, such as:
    • Preparation of written materials such as staff workflows.
    • Development of guides that improve the use of library resources.
    • Analysis of data relating to library collections, operations, and service.
  • Effective participation in policy formulation at the departmental and/or libraries-wide level.
  • Performance of managerial duties with demonstrated abilities in:
    • Leadership of the department or area.
    • Organizational skills.
    • Supervisory skills.
  • Professional growth with an on-going commitment to mastery of new skills in one’s specialty and knowledge of current developments in the profession.

Professional Development. Law Librarians are expected to demonstrate a sustained commitment to professional development throughout their careers. They show evidence of this commitment in a variety of ways. Depending on the law librarian’s position, interests, and professional goals, a law librarian should pursue active participation in professionally-relevant associations, research, scholarly activities, instruction as appropriate, additional education, and/or other professionally-relevant, creative or service activities. Such activities should constitute a substantive contribution to the profession or to scholarship, or should significantly enhance the individual law librarian’s ability to carry out their professional responsibilities. A list of sample activities follows. No individual law librarian is expected to have engaged in every activity listed, nor is the list exhaustive.

• • Participation in professional associations at the local, state, regional, national, and/or international levels.
    • Membership and active participation in professional organizations that result in professional development.
    • Active participation in or chairing committees of professional or scholarly associations.
    • Presentations, including symposia, webinars, conference sessions, and other professional forums.
    • Active participation in governance of professional or scholarly associations.
    • Organization of workshops and meetings at state, regional, national and/or international levels.
    • Service as a consultant or advisor on professional matters.
  • Scholarly publications relating to law, law librarianship or other academic disciplines (regardless of format).
    • Books
    • Articles published in recognized professional or academic journals, and other periodicals.
    • Edited works or compilations, indexes, or translations of published works; service on editorial boards; editor of journals.
    • Bibliographies
    • Shorter works such as reviews and columns.
    • Online content such as blogs, wikis, and web sites.
  • Contributions to the profession.
    • Instruction, lectures, workshops, or seminars other than those performed as a part of regularly assigned activities.
    • Development of innovative procedures, standards, or new technologies which improve library service.
  • Proposals for research submitted and/or funded; grant writing.
  • Serves as reviewer for library-related grant application.
  • Additional education.
    • Executive or professional education
    • An advanced degree or progress toward a degree in an academic discipline other than library science/information studies/archival studies or certification in a professionally- related field.
    • An advanced degree or progress toward a degree in library science/information studies/archival studies beyond the MLS.

Contributions and Service to Gallagher Law Library, the School of Law, the University and/or the Legal Information Community. Service to Gallagher Law Library, the School of Law, the University, and/or the legal information community are important aspects of law librarianship. The purpose of the service criteria is to provide evidence of contributions which extend beyond effective performance in one’s position. Such contributions may include, but not be restricted to:

• • Productive service on Gallagher Law Library and School of Law committees and task forces
  • Active participation in School of Law and/or University activities including committees, councils, task forces, organizations, or instruction. Examples might include feedback about law school curriculum revision, the integration of technology into teaching and learning environments, or ways to support faculty who might be engaged in interdepartmental teaching.
  • Active participation in or support of law student and faculty activities, particularly where opportunities exist to enhance the standing of the Gallagher Law Library, or of the profession. Examples might include serving as an advisor to a law review or journal or participating in a formal mentoring program for students interested in becoming law librarians.
  • Service to the scholarly community that enhances the stature of the School of Law and the University. Examples might include speaking at a symposium, presenting a paper, or consulting in an area of professional expertise.
  • Community service that enhances the stature of the School of Law and the University. g., serving on the board of a non-profit law firm or serving on an ABA accreditation or legal education section committee.

Return to top

Article 18 – Ranking, Status, Initial Appointments, Renewal of Appointments Promotions of UW Libraries Librarians

18.1 Rank and Status for UW Libraries Librarians. Librarians are appointed at the rank of Assistant Librarian, Senior Assistant Librarian, Associate Librarian, or Librarian dependent upon their qualifications. Each rank carries with it different levels of responsibility and librarians are expected to fulfill the responsibilities associated with their ranks and their positions. However, supervisory and management responsibilities are not requirements for promotion in any rank.

Librarians may be promoted from Assistant Librarian to Senior Assistant Librarian, from Senior Assistant Librarian to Associate Librarian, and from Associate Librarian to Librarian. Persons holding the rank of Associate Librarian are not required to pursue promotion to the rank of Librarian.

The qualifications, responsibilities and expectations for appointment and promotion at each rank are described in the following section. Within this section, whenever this document refers to the duration of an appointment year, a year is one (1) University academic year (July 1 through June 30) and for purposes of rank and status, the librarian’s initial appointment period is defined as beginning on July 1 following the date of hire.

1. Assistant Librarian
   1. Criteria for Appointment to Assistant Librarian. This rank is for librarians who have received the appropriate graduate degree from a program accredited by the American Library Association or an equivalent graduate library science, information studies or archival studies degree, and have little or no professional experience in librarianship. Generally, appointment to Assistant Librarian will be made for those individuals with fewer than two years of experience as a librarian.
   2. Expectations for Rank. Librarians at this rank are generally at the beginning of their career. They are expected to fulfill at a consistently high level the responsibilities described in the position description. Assistant Librarians develop a strong understanding of the context for their role and demonstrate increasing proficiency in their responsibilities and competencies. They demonstrate an interest in and an ability to contribute to the workings of their individual unit, department or user community. They show evidence of an interest in pursuing their own professional development and in making contributions to the profession beyond the work environment.
   3. Appointment Status. The appointment as Assistant Librarian is always with provisional status and is for a period of two years only, exclusive of time granted for extension of appointment in accordance with Article 18.2 and 18.3(A). Assistant Librarians do not hold permanent appointment status. They qualify for promotion to Senior Assistant Librarian after the first completed year of their initial two-year appointment as Assistant Librarian.
   4. Promotion to Senior Assistant Librarian. Not later than September 1 of the second year of the provisional appointment, an Assistant Librarian may apply for promotion to Senior Assistant Librarian with provisional status. If the Assistant Librarian does not apply for promotion, the appointment will expire on the following June 30.

When the Assistant Librarian applies for promotion to Senior Assistant Librarian, the librarian will be notified, no later than June 30 of the second year of the appointment, of one of the following actions:

1. 1. 1. Promotion to Senior Assistant Librarian with provisional status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.

2. Senior Assistant Librarian
   1. Criteria for Appointment to Senior Assistant Librarian. This rank is for librarians who generally have at least two (2) years of demonstrated competence as an Assistant Librarian in the University of Washington Libraries; or have established an equivalent record in comparable professional positions at other institutions; or have established a cumulative equivalent record at the University of Washington Libraries and other institutions.

Librarians promoted to or appointed at the rank of Senior Assistant Librarian have met the position responsibilities and expectations of Assistant Librarians. They have demonstrated the ability to master the foundations, theory and practice of librarianship, to develop an understanding of library operations beyond their immediate assignment and to recognize the role of the Libraries in the University, and the role of serving the wider research and learning community. They have demonstrated the capacity for continued growth and development in the profession.

1. 2. Expectations for Rank. Senior Assistant Librarians achieve a strong understanding of the context for their role, demonstrate an impact in their responsibilities and competencies, and seek ways to support community needs in their domain of responsibility. Senior Assistant Librarians contribute to and/or initiate projects and programs within their units, and may contribute to projects outside the assigned units as members of a Library, University or other user community task force, council or committee. They are accountable for performing assigned position responsibilities in a consistently excellent manner. They contribute constructively to recommendations concerning library functions, operations and policies, and to the implementation and success of policies, programs, and services of the University Libraries, the University and other user communities. They show evidence of substantive professional development which includes participation in professional activities beyond the work environment.
   3. Appointment Status. The appointment as Senior Assistant Librarian is always with provisional status and is for an initial period of three (3) years, exclusive of time granted for extension of appointment in accordance with Article 18.2 and 18.3(A). Senior Assistant Librarians may apply for a renewal of their appointment for an additional, and final, three (3)-year period. Senior Assistant Librarians do not hold permanent status. They qualify for renewal/reappointment or for promotion to Associate Librarian after the second complete year of their initial three (3)-year appointment as Senior Assistant Librarian.
   4. Renewal of Appointment Status or Promotion to Associate Librarian. Not later than September 1of the third complete year of the initial appointment as Senior Assistant Librarian, the librarian must either:

1. 1. 1. Apply for renewal of appointment with provisional status; or
      2. Apply for promotion to Associate Librarian with permanent status. Candidates applying for promotion must document that they meet the criteria stated in Article 18.1.C.1.

If one of the above actions is not taken, the initial appointment will expire on the following June 30.

If the Senior Assistant Librarian applies for renewal of appointment with provisional status for an additional, and final, three (3)-year period, the librarian will be notified not later than June 30 of the third year of one of the following actions:

1. 1. 1. Renewal of appointment with provisional status for an additional, and final, three (3)-year renewal period effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.

If the Senior Assistant Librarian applies for promotion, the librarian will be notified not later than June 30 of the third year of one of the following actions:

1. 1. 1. Renewal of appointment with provisional status for an additional, and final, three (3)-year period effective the beginning of the next academic year; or
      2. Promotion to Associate Librarian with permanent status effective the beginning of the next academic year; or
      3. Nonrenewal of appointment at the end of the next academic year.

If a Senior Assistant Librarian has had an appointment with provisional status renewed for an additional, and final, three (3)-year period, the Senior Assistant Librarian may apply for promotion to Associate Librarian with permanent status during the first and second years of this renewed three (3)-year appointment. If the Senior Assistant Librarian does not apply for this promotion by the third year of the renewed appointment, the appointment will expire on the following June 30.

The Senior Assistant Librarian will be notified of one of the following actions not later than June 30 of the third year of the renewed appointment:

1. 1. 1. Promotion to Associate Librarian with permanent status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.

3. Associate Librarian
   1. Criteria for Appointment to Associate Librarian. This rank is for librarians who generally have at least five (5) years of demonstrated competence in the University of Washington Libraries; or have established an equivalent record through comparable positions, service, and professional development at other institutions; or have established a cumulative equivalent record at the University of Washington Libraries and other institutions.

Librarians promoted to or appointed at the rank of Associate Librarian have met the position responsibilities and expectations of Senior Assistant Librarian; have achieved an understanding of the interrelationships of library functions and operations; and have made substantial and sustained contributions to their user communities or to the libraries in which they have gained their experience.

Librarians promoted to or appointed at the rank of Associate Librarian also demonstrate substantial growth in their profession, and have made sustained and significant contributions in professional activities beyond the work environment. Such activities should enhance the individual’s value and contributions to the University Libraries, the University, the research and learning community, user communities or the profession. associate Librarians also demonstrate excellent potential for a sustained and substantive professional career.

1. 2. Expectations for Rank. The rank of Associate Librarian is indicative of sustained excellence and demonstrated impact in professional performance and achievement. Associate Librarians contribute significantly toward the development and implementation of projects and programs in their assigned units. They contribute to and/or initiate projects with broad scope outside their assigned units, either individually or as members of a committee or task force. They are accountable for performing assigned responsibilities in a consistently excellent manner, for making thoughtful and innovative recommendations concerning library functions, operations, and policies, and for the implementation and success of new or existing policies, programs, and services. Associate Librarians may contribute to the University, the research and learning community or user community through service on councils, committees or task forces. They show evidence of sustained, substantive professional development, which includes significant participation in professional activities beyond the work environment.
   3. Appointment Status. Promotion to the rank of Associate Librarian is always made with permanent status. Initial appointment in the University of Washington Libraries at the rank of Associate Librarian may be made without permanent status for one three (3)-year period. Associate Librarians appointed with provisional status may apply for permanent status during the first and second years of their three (3)-year appointment. Associate Librarians appointed with provisional status must apply for permanent status no later than September 1 of the third year after the date of initial appointment. If the Associate Librarian does not apply for permanent status by the third year of their appointment, the appointment will expire on the following June 30. The Associate Librarian will be notified of one of the following actions not later than June 30 of the third year of the renewed appointment:
      1. Permanent status effective the beginning of the next academic year; or
      2. Nonrenewal of appointment at the end of the next academic year.
   4. Promotion to Librarian. An Associate Librarian may request promotion to the rank of Librarian after the second year of appointment as Associate Librarian with permanent status. Applications for promotion to the rank of Librarian must be received not later than September 1 of any academic year. The Associate Librarian will be notified whether the promotion has been granted or not by June 30 of the same academic year. If the promotion is granted, it will become effective the beginning of the next academic year. If the promotion is not granted, additional applications may be made in future years. Persons holding the rank of Associate Librarian are not required to pursue promotion to the rank of Librarian.

4. Librarian
   1. Criteria for Appointment to Librarian. This rank is for librarians who have at least eight (8) years of demonstrated professional competence in the University of Washington Libraries; or have an equivalent record in comparable positions at other institutions; or have a cumulative equivalent record at the University of Washington Libraries and other institutions.

Librarians promoted to or appointed at the rank of Librarian must have a record of substantial constructive impact on library services through active decision-making, setting priorities and policies, and developing programs. Librarians promoted to or appointed at the rank of Librarian must also have the demonstrated ability to continue this substantial level of contribution throughout the remainder of their careers. Significant service within the University or user community may also be evident.

The rank of Librarian is indicative of a career which is exemplary in its evidence of professional competence, achievement, and influence. It manifests a record of superior achievement in the librarian’s specific areas of concentration, of contributions to their user community or the libraries in which they have gained their experience, and in the practice of and significant contributions to the profession.

1. 2. Expectations for Rank. Librarians are accountable and responsible for the development and implementation of University Libraries policies, programs and services. Librarians, regardless of position assignment, exert leadership or influence within the University Libraries, and may do so within the University or research and learning community. To this end, they serve on, and contribute to committees, task forces, or other special projects, within the University Libraries, research or learning communities or user communities. Librarians, by their sustained exemplary performance of their position responsibilities, serve as models of professional excellence for other librarians at the University of Washington, as well as regionally, nationally or internationally. Librarians must have a substantial record of contributions to the profession and of sustained professional development. This rank is reserved for those librarians whose careers are exemplary in their evidence of professional competence, achievement, leadership or influence.
   3. Appointment Status. Promotion to the rank of Librarian is with permanent status. Appointment to the rank of Librarian is with permanent status.

18.2 Procedural Guidelines for Initial Appointments for UW Libraries Librarians. Librarians at the University of Washington are appointed, promoted and granted permanent status solely upon their qualifications consistent with Executive Order No. 31.

Appointment to a part-time (at least .5 FTE) permanent, provisional, or temporary position and the promotion or granting of permanent status to an eligible part-time librarian requires the same qualifications as set forth for full-time appointments.

The creative and educational functions of the University of Washington require the appointment of librarians with outstanding qualifications who are committed to achieving the objectives of the University to preserve, increase, and transmit knowledge.

A graduate degree from a program accredited by the American Library Association or an equivalent library science, information studies or archival studies degree constitutes the primary credential for librarians and is considered the terminal degree. Determination of the equivalency of a graduate degree from a librarianship program outside the United States and Canada will be made by the Administrative Officer Responsible for Personnel in accord with the resources provided by the American Library Association.

Procedural Guidelines for Initial Appointments

1. Appointment Procedures for Librarians. Once a decision has been made to recommend a candidate for appointment to a position in the University Libraries, the Administrative Officer Responsible for Personnel will assemble the necessary documentation pertaining to the background, education, experience, and professional activities of the candidate. The documentation shall include, but not be limited to, the letter of application, curriculum vitae, pertinent background information, letters of reference and the recommendations for rank and appointment status from the supervisor, and those in the supervisory line. In making a recommendation, these individuals refer to and carefully consider the qualifications and responsibilities as contained in Article 18.1 and Article 14.1.B Appointments.
   • The Administrative Officer Responsible for Personnel will forward the documentation to the Librarian Personnel Committee on behalf of the Dean of University Libraries.
   • Ad hoc review committees may be appointed at the discretion of the Librarian Personnel Committee when appropriate for an initial appointment. In that event, the Librarian Personnel Committee chair will convey the documentation to the appropriate ad hoc review committee.
   • If established, an ad hoc review committee will review the documentation and make a recommendation to the Librarian Personnel Committee regarding the rank and status of the appointment. In making its recommendation, the ad hoc review committee refers to and carefully considers the qualifications and responsibilities as contained in Article 18.1.
   • The chair of the respective ad hoc review committee transmits the committee’s recommendation to the Librarian Personnel Committee, specifying a proposed rank and status of appointment for the candidate.
   • The Librarian Personnel Committee reviews the recommendation taking into consideration, the material contained in Article 18.1 and Article 14.1.B Appointments, and the rank and status of appointment of recent appointees. The Librarian Personnel Committee may either concur with the ad hoc review committee’s recommendation or make its own recommendation. The chair of the Librarian Personnel Committee will notify the respective ad hoc review committee if its recommendation differs from that of the ad hoc review committee.
   • The chair of the Librarian Personnel Committee submits its recommendation and all accompanying documentation to the Dean of University Libraries. The Dean of University Libraries will decide the matter and will determine if an offer of appointment will be extended, and shall determine the terms of the appointment.
   • If the Dean’s determination varies from the recommendation of the Librarian Personnel Committee, and after the offer has been accepted, the Dean of University Libraries will inform the Librarian Personnel Committee of the Dean’s action. The chair of the Librarian Personnel Committee will be responsible for notifying the respective ad hoc review committee (when one is appointed) of the Dean’s decision. The Administrative Officer Responsible for Personnel will notify the supervisory line of the Dean of University Libraries’ decision.
2. Temporary Appointment Procedures. When the decision has been made to appoint a librarian with the status of temporary appointment, the immediate supervisor and those in the supervisory line will make a recommendation to the Dean of University Libraries regarding the appropriate rank for the temporary appointee. The Dean of University Libraries will determine the rank of the temporary appointee. In determining the appropriate appointment rank, the Dean of University Libraries refers to and carefully considers the qualifications and responsibilities as contained in Article 18.1. If a librarian holding a temporary appointment is selected to fill a position eligible for determination of rank and status, the procedures in Article 18.2 and 18.3.A will be followed.

The Administrative Officer Responsible for Personnel will notify the supervisory line of the Dean of University Libraries’ decision.

18.3 Procedural Guidelines for Renewal of Appointments, Promotions, and Review for Permanent Status.

1. Promotion, Renewal of Appointment, and Review for Permanent Status. Promotion, renewal of appointment, and granting of permanent status will be based upon the degree to which the criteria, qualifications and expectations described in Article 18.1 under the appropriate ranks are met. These actions will be taken without regard to position.

Candidates for promotion will be expected to demonstrate that they have met the criteria, qualifications and expectations for the rank and status for which they are applying. Candidates applying for renewal of appointment as Senior Assistant Librarian must demonstrate growth and achievement in that rank.

Librarians may be promoted from Assistant Librarian to Senior Assistant Librarian; from Senior Assistant Librarian to Associate Librarian; and from Associate Librarian to Librarian. In addition, those who are Associate Librarians with provisional status may be reviewed for permanent status, without a change in rank.

A person in a temporary appointment is not eligible for promotion.

Renewal of appointment applies only to Senior Assistant Librarians as described in Article 18.1.

Associate Librarians who were initially appointed with provisional status may apply for permanent status as defined in Article 14.1.(B)(2) Appointments.

The calendar for the promotion, renewal of appointment and permanent status procedures will be established annually in Summer Quarter by the Dean of University Libraries, within University guidelines and requirements.

2. Procedures. In Summer Quarter, all librarians eligible for promotion or for renewal of appointment, and those Associate Librarians eligible to apply for permanent status, and their supervisors will be notified by the Administrative Officer Responsible for Personnel. This notification will specify what action is required from the individual and what documentation must be assembled. Not all librarians notified will choose to apply in a given year. While the ultimate responsibility for initiating a promotion request by the dates indicated in this policy rests with each individual, supervisors should encourage qualified librarians to seek promotion at the appropriate time.

In assembling the required documentation, each candidate will be expected to demonstrate that the candidate is pursuing a career which enhances the effectiveness and standing of the University of Washington Libraries, supports the mission of the University Libraries, the University and/or learning community, and enhances and contributes to the profession.

Complete and accurate documentation is essential to support a request for promotion, permanent status, or renewal of appointment. Candidates for whom an action is not required may withdraw their request any time prior to the submission of all documentation to the Librarian Personnel Committee.

The candidate must submit documentation to the Administrative Officer Responsible for Personnel in accordance with the calendar established by the Dean of University Libraries (see Appendix C below in the Documentation Checklist for Reappointment, Promotion and Permanent Appointment) for information regarding the contents of the documentation).

The Administrative Officer Responsible for Personnel, in accordance with the calendar established by the Dean of University Libraries, will:

• • Solicit Letters of Reference. Solicit letters of reference from those individuals listed in the candidate’s documentation. These individuals will be asked to provide specific documentation that the candidate has performed in a manner which:
    1. Enhances the effectiveness and standing of the University of Washington Libraries;
    2. Demonstrates the candidate’s ability to meet the responsibilities of the desired rank;
    3. Enhances and contributes to the profession.
  • Identify an External Reviewer. In addition, for promotions to Associate Librarian or Librarian, or for individuals holding the rank of Associate Librarian with provisional status who are seeking permanent status, the Administrative Officer Responsible for Personnel, in consultation with the candidate and supervisors, will identify an individual from outside of the University of Washington to serve as the external reviewer of the file. The external reviewer is chosen for the reviewer’s ability to evaluate the candidate’s professional accomplishments and activities. This reviewer needs to be able to provide an arms-length, non-conflicted review of the candidate. The Administrative Officer Responsible for Personnel will provide the external reviewer access to the file which consists of the candidate’s letter requesting consideration for promotion or review for permanent status, documentation, position descriptions; and the Libraries policies and procedures for promotion; and a copy of the Libraries’ mission statement.

A cover letter from the Administrative Officer Responsible for Personnel will ask the external reviewer to provide evaluative comments on whether the candidate has performed in a manner which:

1. 1. 1. Enhances the effectiveness and standing of the University of Washington Libraries;
      2. Demonstrates the candidate’s ability to meet the responsibilities of the desired rank;
      3. Enhances and contributes to the profession.

• • Forward Documentation through Supervisory Line for an Evaluation and Recommendations. Forward the documentation submitted by the candidate, letters of reference and the statement of evaluation by the external reviewer solicited by the Administrative Officer Responsible for Personnel through the supervisory line for an evaluation and recommendation from the supervisor and recommendations, as applicable, from the Department Head, Director, or other appropriate unit head and from the appropriate Director or Associate Dean. Evaluations from former supervisors who have supervised the candidate within the previous year of application should also be requested by the Administrative Officer Responsible for Personnel.
  • Forward Evaluation and Recommendations to Candidate. Copies of the evaluation and recommendations made by the supervisor, others in the supervisory line, and former supervisors, will be added to the candidate’s documentation and provided to the candidate seven (7) days prior to the submission of the documentation to the Librarian Personnel Committee. Letters of reference and the statement of evaluation by the external reviewer solicited by the Administrative Officer Responsible for Personnel will not be made available to the candidate. Candidates will have seven (7) calendar days to review the documentation with evaluations and recommendations. Within those seven (7) days, any candidate who does not concur with the evaluation and recommendation may submit a statement to the Administrative Officer Responsible for Personnel explaining the points of dispute accompanied by supporting details. This statement will become part of the candidate’s documentation. A copy of the candidate’s statement also will be made available to the supervisory line. If a candidate for whom an action is not required decides to withdraw the candidate’s request, it must be done at this time.
  • Submit all Documentation to the Librarian Personnel Committee. Submit all documentation, including a cover letter stating what action is being requested by the individual and specific alternative actions which are permissible under the promotion or the granting of permanent status process, to the Librarian Personnel Committee.
  • Transmit the Documentation to the Appropriate Review Committee. The Administrative Officer Responsible for Personnel will transmit all documentation to the appropriate review committee for review.
  • Forward any Documentation Comments. After the promotion cycle, the Administrative Officer Responsible for Personnel will forward any comments received from the Librarian Personnel Committee regarding future improvements to the candidate’s documentation to the candidate and the candidate’s immediate supervisor and others in the supervisory line as appropriate.

The Librarian Personnel Committee will:

• • Review Documentation and any Documentation Comments. The Librarian Personnel Committee will review the documentation and the review committee’s recommendation for each candidate. The Librarian Personnel Committee will also review any review committee comments recommending improvements to the documentation.
  • Submit its Recommendation and Supporting Documentation to the Dean of University Libraries. The Librarian Personnel Committee may either concur with the review committee’s recommendation or make its own recommendation. The chair of the Librarian Personnel Committee submits its recommendation and all supporting documentation to the Dean of University Libraries. In addition, if the Librarian Personnel Committee has received review committee recommendations concerning a candidate’s documentation, it will forward this information to the Administrative Officer Responsible for Personnel. The Librarian Personnel Committee may also choose to incorporate these recommendations in a separate memo.

The Dean will provide the candidate with the written recommendation from the Librarian Personnel Committee. The Candidate may respond in writing within seven (7) calendar days and the letter will be added to the Candidate’s documentation.

The Review Committee will:

• • Review Documentation. The review committee will review the documentation and make a recommendation for a specific action to the Librarian Personnel Committee. In making its recommendation, a review committee refers to and carefully considers the qualifications, responsibilities and other pertinent information relating to promotion, renewal of appointment, or granting of permanent status as stated in Article 18.1 and Article 14.1(.B) Appointments. The chair of each review committee transmits its recommendation to the Librarian Personnel Committee. The review committee may also include a separate statement to the Librarian Personnel Committee detailing possible improvements for the candidate’s future documentation.

The Dean provides the candidate with the written committee recommendation from the Review Committee. The Candidate may respond in writing within seven (7) calendar days and the letter will be added to the Candidate’s documentation.

The Dean of University Libraries will:

• • Make the Final Recommendation. The Dean of University Libraries will make the final recommendation and discuss it with the Librarian Personnel Committee if it varies from the Librarian Personnel Committee’s recommendation.
  • Transmit Recommendations to Provost. The Dean of University Libraries’ recommendations for promotion or granting of permanent status will then be transmitted to the Provost. Recommendations for renewal of appointment do not need to be reviewed by the Provost.
  • Notify Supervisory Line and Candidate of the Final Decision. After the Provost’s decision has been received, the final decision for each individual will be made known to the immediate supervisor and others in the supervisory line as well as the chair of the Librarian Personnel Committee, prior to the Dean of University Libraries notifying the individual. The chair of the Librarian Personnel Committee will inform the Committee and the respective review committees, once the candidates have been notified. When a librarian has been unsuccessful in achieving the requested action, the Dean of University Libraries will work with the immediate supervisor, the appropriate Director or Assistant/Associate Dean, and others in the supervisory line to assist the librarian in understanding the current situation and in planning for future options (assuming the action is not terminal). The Librarian Advisory Program may also be utilized.

3. Extension of the Appointment Period for Promotion and Permanent Appointment
   1. Purpose. The University of Washington Libraries has a critical interest in attracting and retaining librarians of the highest quality. This interest is enhanced by ensuring that librarians are reviewed and promoted in ways that are fair and conducive to a healthy work/life balance. To ensure fairness and equity in administering the system of academic permanent appointment, the Libraries must provide consistent conditions and standards while supporting members in balancing personal and family obligations with professional achievement. For these reasons, extensions of the probationary period for librarians seeking promotion and permanent status are reserved for compelling circumstances which impair the ability of an individual to establish the stature expected of librarians at the University of Washington within the normal time frame.
   2. Conditions. Approvals of extensions of the appointment period are never automatic but may be granted when circumstances cause substantial impairment of a candidate’s ability to pursue the candidate’s professional activities. Such circumstances may include severe personal illness, bereavement, childbirth, adoption of a child, or other significant obligations to a member of the family or household.

The probationary period may not be interrupted for more than one (1) year per event, with a maximum extension of two (2) years.

If an extension is granted, no additional requirements for promotion, renewal, or permanent status can be imposed on the candidate by virtue of the extension. The candidate continues to be subject to the same requirements that the candidate would have been subject to without the extension.

1. 3. Procedure. Requests for an extension of the appointment period must be made in writing and submitted to the Administrative Officer Responsible for Personnel, who will review the request. Candidates should consult with their supervisors prior to requesting an extension. Any supporting documentation should be included with the request. Requests are not granted automatically and each will be considered on a case-by-case basis. Generally, however, every effort will be made to accommodate a request when it becomes clear that circumstances, consistent with this policy, will substantially impede the librarian’s progress toward achieving promotion, renewal, or permanent status. Next steps are as follows:

• • • Within five (5) working days of receiving the request, the Administrative Officer Responsible for Personnel will forward it to the Librarian Personnel Committee for their review as to whether the request meets the conditions outlined above and a recommendation to extend or not extend the appointment period.
    • Within ten (10) working days, the Librarian Personnel Committee will forward its recommendation to the Dean of University Libraries for approval or disapproval.
    • If approved by the Dean, it will be referred to the Office of Academic Personnel for final approval.
    • The Administrative Officer Responsible for Personnel will inform the candidate of the decision as soon as it is finalized.

Librarians may approach their unit heads or the Administrative Officer Responsible for Personnel for information concerning the policy or with individual requests for extension.

Annual evaluations will continue to occur on a regular basis and are unaffected by this policy.

4. Guidelines for Activities Supporting Renewal of appointment, Promotion, and Permanent status. Librarians at the University of Washington contribute to the Libraries’ vision and mission by performing effectively with regards to three (3) criteria- Position Expectations, Professional Development, and Contribution and Service to the University Libraries, the University and the Community. The primary emphasis for reappointment, promotion and permanent status is placed on impact and performance in regard to a librarian’s position expectations; professional development and service also are essential components of successful academic librarianship.

Position Expectations. Since excellence in position responsibilities weighs more heavily in consideration for reappointment, promotion and permanent status, the performance in one’s position must meet high standards of academic librarianship. The following examples provide evidence of effectiveness in performance; not all will apply to every position nor is effective performance restricted to these activities.

• • Mastery of the professional knowledge required for the position.
  • Positive interaction with members of the library staff and library users.
  • Creative response to assigned responsibilities and emergent needs.
  • Initiation of new projects, procedures, or functions which improve services of the unit, University Libraries, or other user communities.
  • Effective instructional and communication skills.
  • Demonstrated ability in report writing and analytical skills, such as:
    • Preparation of written materials such as staff manuals.
    • Development of in-house guides, bibliographies, etc., which improve the use of library resources.
    • Analysis of data relating to library collections, functions, and use.
  • Effective participation in policy formulation at the departmental and/or libraries-wide level.
  • Performance of managerial duties with demonstrated abilities in:
    • Leadership of the department or area.
    • Organizational skills.
    • Supervisory skills.
  • Professional growth with an on-going commitment to mastery of new skills in one’s specialty and knowledge of current developments in the profession.

Professional Development. Librarians are expected to demonstrate a sustained commitment to professional development throughout their careers. They show evidence of this commitment in a variety of ways. Depending on the librarian’s position, interests, and professional goals, a librarian should pursue active participation in professionally-relevant associations, scholarly associations, research, publishing, additional education, and/or other professionally-relevant, creative or service activities. Such activities should constitute a substantive contribution to the profession or to scholarship, or should significantly enhance the individual librarian’s ability to carry out the librarian’s professional responsibilities. A list of sample activities follows. No individual librarian is expected to have engaged in every activity listed, nor is the list exhaustive.

• • Participation in professional associations at the local, state, regional, national, and/or international levels.
    • Membership and active participation in professional organizations that result in professional development.
    • Active participation in or chairing committees of professional or scholarly societies.
    • Presentations, including such things as papers, lectures, displays, and poster sessions and other professional forums.
    • Active participation in governance of professional or scholarly societies.
    • Organization of workshops and meetings at state, regional, national and/or international levels.
    • Service as a consultant or advisor on professional matters.
  • Scholarly and library-related publications relating to librarianship or other academic disciplines (regardless of format).
    • Books
    • Articles published in formats such as, but not limited to: books, recognized professional journals, and electronic publications.
    • Edited works or compilations, indexes, or translations of published works; service on editorial boards; editor of journals.
    • Bibliographies
    • Software packages, video/interactive programs.
    • Shorter works such as reviews and columns.
    • Online content such as blogs, wikis, and web sites.
  • Contributions to the profession.
    • Instructions, lectures, workshops, or seminars other than those performed as a part of regularly assigned activities.
    • Development of innovative procedures, standards, or new technologies which improve library service.
    • Moderator of a listserv.
  • Creative activities.
    • Preparation of scholarly exhibits.
    • Other examples of creative activities relating to librarianship.
  • Proposals for research submitted and/or funded; grant writing.
  • Serves as reviewer for library-related grant application.
  • Additional education.
    • An advanced degree or progress toward a degree in an academic discipline other than library science/information studies/archival studies or certification in a professionally- related field.
    • An advanced degree or progress toward a degree in library science/information studies/archival studies beyond the MLS.

Contributions and Service to the University Libraries, the University and the Community. Service to the University Libraries, the University and the community are important aspects of librarianship. The purpose of the service criteria is to provide evidence of contributions which extend beyond effective performance in one’s position. Such contributions may include, but not be restricted to:

• • Productive service on University Libraries’ committees and task forces, and in the activities of the Association of Librarians of the University of Washington.
  • Active participation in University activities including but not limited to committees, councils, task forces, organizations, or instruction, particularly where opportunities exist to enhance the standing of the University Libraries, or of the profession. Examples might include active involvement in curriculum revision at the department, college, or University level, or in the integration of technology into teaching and learning environments, or interdepartmental or outside teaching as defined in , “Guidelines for Interdepartmental Teaching and Outside Professional Work.”
  • Active participation in or support of student and faculty activities, particularly where opportunities exist to enhance the standing of the University Libraries, or of the profession. Examples might include serving as an advisor to a student or faculty publication, or participating in a formal mentoring program for students interested in becoming librarians.
  • Service to the scholarly community that enhances the stature of the University Libraries and the University. Examples might include serving on the board of a museum or historical society, speaking on a topic of professional interest, or consulting in an area of professional expertise.
  • Community service that enhances the stature of the University Libraries and the University. Examples might include serving on the board of a community library or as a literacy volunteer.

18.4 Committees to Support Initial Appointments, Renewal of Appointments, Status, and  Promotions of UW Libraries Librarians. The following Committees perform essential duties in support of initial appointments, renewal of appointments, granting of permanent status, and promotions for UW Libraries Librarians:

• Librarian Personnel Committee – provides representative-based oversight in the support and implementation of the promotion process and makes recommendations to the Dean regarding a librarian’s qualifications for rank, appointment status, renewal of appointment and promotion.
• Review Committees – makes recommendations to the Librarian Personnel Committee regarding a librarian’s qualifications for promotion, appointment status, renewal of appointment and promotion.
• Ad Hoc Review Committees – makes recommendations to the Librarian Personnel Committee on initial rank and appointment, excluding temporary appointments.
• Librarian Advisory Program Committee – coordinates, monitors, reviews and evaluates the Librarian Advisory Program, which assists Librarians’ progress through the procedures outlined in this Article.

18.5 Librarian Personnel Committee. The role of the Librarian Personnel Committee is to make recommendations to the Dean regarding a librarian’s qualifications for rank, appointment status, renewal of appointment and promotion. The Librarian Personnel Committee ensures librarian involvement in the review of rank, appointment status, renewal of appointment and promotion. The Librarian Personnel Committee also contributes to professional development by commenting on, and making recommendations for future improvements of, candidate’s documentation materials (e.g., organization, writing style, addenda, and content).

The Librarian Personnel Committee is an elected body. All librarians in the bargaining unit serving with permanent status, with twenty-four (24) months experience with the University of Washington Libraries at the time of the election, are eligible to serve on the Librarian Personnel Committee. Elections will be conducted by the Administrative Officer Responsible for Personnel. The Librarian Personnel Committee appoints and receives recommendations from review committees for each personnel group of the University Libraries to ensure librarian involvement in all personnel actions for which the Committee is responsible. For the list of personnel groups see Appendix A.

In addition, the Librarian Personnel Committee makes recommendations to the Dean of University Libraries on: rank and appointment status (excluding temporary appointments), promotion, renewal of appointment, and permanent status. The Librarian Personnel Committee appoints and receives recommendations from review committees considering promotion, renewal of appointment, and permanent status.

The chair of the Librarian Personnel Committee appoints members for each ad hoc review committee when appropriate. Appointment procedures are described in Article 18.7. Ad Hoc review committees make recommendations on initial rank and appointment (excluding temporary appointments).

In its review of supervisory, review committee and other documentation, the Librarian Personnel Committee determines whether there is consistency in the use of criteria within a personnel group and on a University Libraries-wide basis. The Librarian Personnel Committee maintains a record of the membership of review committees and forwards a copy of that record to the Administrative Officer Responsible for Personnel. It questions perceived inequities or discrepancies; recommends appropriate corrective action, and records and forwards its recommendation and all documentation on each individual to the Dean of University Libraries. In arriving at its recommendations, the Committee uses its knowledge to form independent assessments of the case. Recommendations must be based on the documentation presented. If the Librarian Personnel Committee has questions about the review committee recommendation, the Librarian Personnel Committee may ask to meet with the chair of the review committee to ask for clarification. The Dean of University Libraries is responsible for the final decision. The deliberations of the Librarian Personnel Committee as they apply to specific personnel cases are confidential.

The Librarian Personnel Committee consists of seven (7) members and reports to the Dean of University Libraries. Members are elected for two (2) year terms to represent the personnel groups within the University Libraries. All members of the Librarian Personnel Committee, regardless of rank and status, may vote on all cases before the Committee, except where precluded. Each year the Librarian Personnel Committee will elect its own chair and additional officers as necessary to conduct its business. A Librarian Personnel Committee member will not be present during consideration of the documentation and recommendations concerning individuals in the Committee member’s supervisory line, or for deliberations on the member’s own candidacy. Four (4) members of the Librarian Personnel Committee constitute a quorum.

Each personnel group will have two elected representatives who will serve staggered two (2)-year terms. Each personnel group will elect its own representatives. In addition, there will be one (1) representative from outside the bargaining unit elected every two (2) years. Members may serve no more than two (2) succeeding terms at one (1) time on the Librarian Personnel Committee. If a Librarian Personnel Committee member resigns, a special election will be held to select a member from the same personnel group, or librarians outside the bargaining unit, as appropriate to complete the term.

Election Procedures for the Librarian Personnel Committee. Elections for the Librarian Personnel Committee will be held during the Spring Quarter, with the process to be completed by the end of Spring Quarter. Terms of office will begin on July 1. Elections will be conducted by the Administrative Officer Responsible for Personnel who will prepare the slate of all eligible candidates. These individuals constitute the slate of candidates and, if elected, are requested to serve unless extenuating circumstances dictate otherwise.

The vote will be taken by ballot under the direction of the Administrative Officer Responsible for Personnel. All librarians with a .5 FTE or more are eligible to vote, except those librarians holding temporary appointments. Every year they will elect a representative from their personnel group. Every other year non-bargaining unit librarians will vote for a librarian representative from outside the bargaining unit. The Administrative Officer Responsible for Personnel and continuing members of the Librarian Personnel Committee will be responsible for tallying the ballots.

Librarians with split assignments must choose with which personnel group they wish to participate at the time of initial appointment. The personnel group chosen will apply to all subsequent elections and review committee meetings while the individual holds that position.

The librarian in a personnel group who receives the most votes is elected to the Librarian Personnel Committee. In the case of a tie vote, those candidates with the highest number of votes in the personnel group will be candidates in a runoff election. The candidate in the runoff who receives the most votes is elected. If a tie vote is the result of the runoff, a representative will be selected using a random method (e.g., by drawing lots) under the direction of the Administrative Officer Responsible for Personnel.

18.6 Review Committees. Annually, the Librarian Personnel Committee appoints Review Committees for the personnel actions of promotion, renewal of appointment, and for the granting of permanent status to serve for a one (1) year term. These committees are charged to review the documentation and make recommendations to the Librarian Personnel Committee regarding a librarian’s qualifications for promotion, renewal of appointment, and permanent status. These committees can also contribute to professional development by commenting on, and making recommendations for future improvements of, candidate’s documentation materials (e.g., organization, writing style, addenda, and content).

Each Review Committee reviews the documentation and records (see Article 18.2 and 18.3.A) and forwards its recommendation and all documentation on each individual to the Librarian Personnel Committee. Recommendations must be based on the documentation presented. A candidate’s documentation should be a complete and accurate reflection of the candidate’s career to ensure that any librarian reading it will have a full understanding of the candidate’s performance. Committee discussion is documented by summarizing the substantive issues and their resolution. This report becomes a part of the candidate’s documentation. If a committee has identified any recommendations concerning the improvement of future documentation, they shall include a separate memo with those comments to the Librarian Personnel Committee detailing these recommendations. As noted in Article 18.3.B, the Librarian Personnel Committee will forward these recommendations to the Administrative Officer Responsible for Personnel. After the promotion cycle, the Administrative Officer Responsible for Personnel will forward any comments received from the Librarian Personnel Committee regarding future improvements to the candidate’s documentation to the candidate and the candidate’s immediate supervisor and others in the supervisor line, as appropriate. The deliberations of the Review Committees as they apply to specific personnel cases are confidential.

All librarians in the bargaining unit with permanent status and with twenty-four (24) months experience in the University of Washington Libraries at the time of the election are eligible to serve on Review Committees. Librarians with the rank of Senior Assistant Librarian or Associate Librarian with Provisional Status and with twenty-four (24) months of experience in the University of Washington Libraries at the time of election are eligible to serve on Review Committees for Assistant Librarians or Senior Assistant Librarians. Since the purpose of the Librarian Personnel Committee is advisory and to provide oversight of the promotion process, current members of the Librarian Personnel Committee may not serve on Review Committees. Any eligible librarian may be appointed and should serve unless extenuating circumstances dictate otherwise. Librarians may not serve on more than two (2) Review Committees at the same time. Librarians may not succeed themselves on the same peer committee, with the exception of a Review Committee for promotion to the rank of Librarian. In the event the above conditions cannot be met to ensure appropriate review group composition, the Librarian Personnel Committee will have the responsibility to make the necessary adjustments.

Review Committees for the Ranks of Senior Assistant and Associate Librarian. The Librarian Personnel Committee will appoint one (1) or more Review Committees, at its discretion, for each personnel group as defined in Appendix A to review the documentation and make recommendation on a librarian’s promotion or renewal of appointment for the ranks of Senior Assistant and Associate Librarian, and additionally, permanent status for the rank of Associate Librarian, within that personnel group. A Review Committee for the ranks of Senior Assistant and Associate Librarians is composed of nine librarians and, whenever possible, will include:

• Six (6) librarians from the same personnel group where the candidate has major responsibilities and
• Three (3) librarians from other personnel groups.

Whenever possible, two (2) librarians with the rank of Senior Assistant Librarian will serve on a Review Committee that includes Senior Assistant Librarian appointments. They may review the documentation and be present at the consideration of promotion, renewal of appointment, and permanent status at the rank of Associate Librarian, but they are not allowed to vote on personnel recommendations for Associate Librarians.

Review Committees for Promotion to the Rank of Librarian. For consideration of promotion to the rank of Librarian, the Librarian Personnel Committee will appoint one (1) or more system-wide Review Committees, at its discretion, consisting of nine (9) members at the rank of Librarian. Whenever possible, all personnel groups will be represented on a Review Committee(s) for promotion to the rank of Librarian.

Conduct of Review Committees. A Review Committee will elect its own chair, proceedings recorder and additional officers as necessary to conduct its business. Five (5) members of a committee constitute a quorum and must be present for all deliberations concerning promotion, renewal of appointment, and permanent status. A Review Committee member will not be present during consideration of the documentation and recommendations concerning individuals in the Committee member’s supervisory line, or for deliberations on the member’s own candidacy. The Chair of the Committee must be at the rank where the Chair can participate in all of the discussions, deliberations, and decisions for all of the candidates under review.

If a Review Committee determines that additional information would contribute significantly to more informed deliberations, the committee can request it through the Librarian Personnel Committee. It is the responsibility of the Librarian Personnel Committee, in consultation with the Administrative Officer Responsible for Personnel, to evaluate the request and provide the requested information when appropriate.

The chair of a Review Committee, working with the proceedings-recorder, prepares a separate written recommendation on each librarian under consideration based on the documentation and discussion. Each committee reviews the proceedings documentation before the chair forwards it to the Librarian Personnel Comm.

18.7 Ad Hoc Review Committees. An ad hoc review committee may be appointed at the discretion of the Librarian Personnel Committee when appropriate for an initial appointment recommendation. The responsibility of an ad hoc review committee is to review the documents pertaining to the background, experience and professional activities of the candidate proposed for appointment and make a recommendation to the Librarian Personnel Committee regarding the determinations of rank and status of appointments, excluding temporary appointments. The ad hoc review committee can consult with the chair of the search advisory committee for assistance in making its recommendation.

Ad hoc review committees must consist of five (5) librarians selected by the chair of the Librarian Personnel Committee or the chair’s designate. An ad hoc review committee, whenever possible, is composed of librarians at the proposed new rank, or higher. It is preferred that an ad hoc review committee will include:

• Three (3) librarians from the same personnel group where the candidate will have major responsibilities and
• Two (2) librarians from other personnel g.

18.8 Librarian Advisory Program Committee. The Librarian Advisory Program Committee coordinates, monitors, reviews and evaluates the Librarian Advisory Program and reports to the Dean of University Libraries. The Librarian Advisory Program is designed to assist in the advancement of the University Libraries’ mission to develop a quality staff and to contribute to the library profession. The program is meant to support librarians beyond the University Libraries’ general orientation and initial orientations taking place in individual units. The Librarian Advisory Program is described in Appendix B.

Appendix A – Distribution of Personnel Representation on University Libraries Committees

Librarians elected to the Librarian Personnel Committee represent personnel groups within the University Libraries. The Librarian Personnel Committee consists of seven (7) members. Cabinet members with librarian appointments and other librarians excluded from the bargaining unit, with the exception of Dean and Administrative Officer Responsible for Personnel, will be members of the Dean’s Representative Personnel Group.

Return to top