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SENATE LIBRARY COMMITTEE 

JANUARY 20, 1976 

Date.................................................................................. 

MOTION: ? 

"That equivalent academic status be granted to 

Librarians in terms of the Universities Act." 

Explanatory Note from the Senate Committee on Agenda and Rules: 

"Section 1 - Interpretation of the Universities Act indicates 

'faculty member' means a person employed on a full time basis by a 

university who has, for four months or longer, served as an instructor, 

lecturer, assistant professor, associate professor, professor, or in an 

equivalent position designated by the senate." Senate has previously 

approved motions pertaining to this Section as it relates to the purposes 

of nominations, elections and voting. Following discussions with the 

Chairman of the Senate Library Committee and the Chief Librarian and 

agreement by them, SCAR recommends that Senate debate the motion worded 

as follows: 

MOTION: ? 

"That Senate approve under Section 1 - Interpretation 

of the Universities Act pertaining to 'faculty member' 

that for the purposes of nominations, elections and 

voting the positions held by professional librarians 

be designated by Senate as equivalent positions." 

(Note: Approval of this motion would place librarians for the purpose of 

nominations, elections and voting for the Board of Governors and 

for Senate as though they were "members of faculty" rather than 

"full time employees of the University who are not faculty members." 

If approved, the effect would be to place professional librarians, 

in the Rules of Senate under Section G.2 (by adding Subsection k) 

where they are now under Section G.3 but not directly mentioned. 

With reference to SLC 75-17, Motion III, the recommendation then 

would not be operative in its present form and in principle would 

involve agencies other than Senate.) 

.

SiMON FRASER UNIVERSITY

S-7

lddlh ?

MEMORANDUM

From.....

.....P..

.Stig.ger..........................................................

Chairman, Senate Library

Commit tee..........................................................

Date................4thDecebe. .... ..9.7

. ............ . ... ..............

At the meeting of the Senate Library Committee held on 17th

November 1975, the question of academic status of Librarians was

discussed and the following motion passed unanimously: —

"that the Senate Library Committee approves

SLC 75-17 and recommends to Senate that

equivalent academic status be granted to

librarians in terms of the Universities Act.

I attach herewith the supporting documentation which was

• ?

submitted for consideration to the Senate Library Committee, and

would be grateful if you would place this material and the Senate

Library Committee motion before Senate.

PS: dcr

Attachments

ACADEMIC STATUS OF LIBRARIANS AT SFU

INTRODUCTION

At the February 1975 general meeting of the SFU Faculty Associ-

ation the following motions were passed unanimously:

Motion I:

that all professional librarians be designated as equiv-

alent to faculty members as permitted by the Univer-

sities Act under the definition of "faculty member" in

the Act.

Motion II:

that all professional librarians be recognized as eligible

for membership in all Senate committees except the

Library Penalties Appeal Committee.

Motion III:

that the membership of Senate he expanded to include

representation of the professional librarians by one person

elected from their ranks in addition to the University Li-

brarian who serves ex officio.

Motion IV:

that the above be put before the Senate for their consider-

ation and approval.

As the first step in implementing these resolutions it was decided

by representatives of the Association, Senate, the Senate Libra ry Com-

mittee and the University Librarian to present them to the Senate Library

Committee for their consideration and to request their approval and sub-

sequent submission to Senate.

-2-

Rationale for Improving the Status of Librarians

Integration of Teaching and Documentation

University librarians are skilled professionals who not only support

the academic activities of the University but contribute heavily to them

primarily in the field of bibliographic expertise. Teaching is now more

dependent upon reading and library research than at any time in the past.

Learning has shifted from primary emphasis on the charismatic teacher

to a process that is highly integrated with documentation. The ideal of

instilling in the student a synoptic view of all knowledge is being abandoned.

It is being displaced with more specialization in curricula and increasing

emphasis on bibliographic research. Along with these changes collections

0 ?

have become extremely large and complicated. The librarians' role is

vice in the university; their expertise directly influences the quality of

the educational programme.

Although librarians are not teachers they regularly lecture on bib-

liographic and library matters. In the 1974-1975 fall, spring and summer

terms librarians gave 79 bibliographic seminars for various courses.

"Access to Information", a non-credit library course of five sessions,

was given seven times. Orientation tours for the year were arranged

for over 700 freshmen and high school students. This instruction is in

-3-

addition to the weekly 10-12 student-contact hours for those librarians

participating in reference service.

Librarians have prepared a total of 50 annotated bibliographies,

20 guides, a slide/sound presentation and a self-guided casette tour to

acquaint the students and faculty with the resources available to them.

A number of these bibliographies were requested by faculty rrem-

bers. In one case, the bibliography on Radical scholarship, a course

based on the bibliography was subsequently developed and offered by

the History Department as Hist 448: The U.S. in the 20th Century: The

Radical critique of the American Foreign Policy. Spring 1974, and

Hist 449: Problems in U.S. history. Radical historians and the cold

49 ?

war - a study in revisionism. Fall 1974.

In several instances librarians' publications have had a wider

community:

Aleksandra Wawrzyszko's Bibliography of Slavic philology was cited

in the 1970 edition of Walford's Guide to reference materials. In 1971 her

Bibliography of general linguistics was published by Archon Books.

The English novel 1578-1956 by Inglis Bell and Donald Baird has been

reprinted this year by Shoe String Press.

Both Ted Dobb and Brian Phillips have published papers on

Library use of computers and Brian Phillips with Paul Koroscil presented

a paper on the state of Canadian geographical bibliography at the 1974

....4.

-4-

0 ?

National Conference on Canadian Bibliography. Other librarians have

contributed frequently to library conferences in Canada and abroad.

For the past four years Maurice Deutsch has been working with

W. Ross of Kinesiology on four bibliographies using both manual and

computer retrieval techniques for the emerging discipline of Kinanthro-

pometry which is the study of the relationships of body size, type, com-

position and maturation, to gross motor function, strength, stamina,

and to nutrition and the environment. Because this retrieval system

has proved so successful, Marcel Hebhelinck, of the New University,

Brussels, has invited Maurice to lecture at the International Congress

of Physical Activity Sciences which will meet in Quebec in 1976.

Participation in Academic Governance

Librarians and faculty members share a common commitment to

academic programmes of the highest possible quality. Until librarians

are recognized as fully enfranchized citizens of the academic community

they will be unable to fulfill their share of this mutual obligation. In

order to participate fully and effectively in the academic governance of

the University, librarians must be represented on faculty committees

responsible for guiding the University's academic affairs. It seems a

misuse of resources when an English professor can evaluate, criticize

-5-

and vote on a new biology programme while the librarians who build the

biology collection, organize it, assist students in its use, and daily

retrieve data for student and faculty researchers are denied this parti-

cipation.

The role of the librarians in the educational process requires close

communication with faculty members throughout the University. Decisions

are made almost daily which alter the content of curriculum and research

commitments. The Library must respond to all these changes with adjust-

ments to collecting policy, acquisitions budgets and instructional services.

The necessity for greater involvement in academic affairs was

recognized recently by Senate Committee on Committees and by Senate

40 ?

itself in according the University Librarian, or his designate, a place on

a number of Senate Committees. Further participation by librarians other

than those representing the library administration would enrich and enlarge

the Library's contribution to our common goal of academic excellence.

Present Status Liabilities

Academic status is necessary to ensure that the human resource

which librarians constitute is fully used to the benefit of the university.

At present, Simon Fraser University librarians are classified as non-

academic employees; this position isolates them from constructive in-

volvement in academic affairs (e. g. lack of representation in university

government or on committees other than library committees). A corollary

-6-

of non-academic status which further constrains full participation in

academic matters is the situation whereby librarians are subject to

personnel policies originating in the Personnel Office; such policies

are essentially non-academic in nature and serve to inhibit initiative.

(i)

There is no provision for access by librarians to research funds

which would enable them to engage in independent research or

other scholarly activity (the appended CAUT - CACUL guidelines

recommend that librarians should have the same access to re-

search funds as other academic staff).

(ii)

The SFU study leave policy for "supervisory and professional

staff which librarians currently fall under is more restrictive

than that allowed faculty (cf. CAUT - CACUL recommendation

that librarians should have equal right to sabbatical leave).

(iii)

Librarians presently have no provision for tenure, nor access to

faculty dismissal and grievance procedures. The security that

this would provide is necessary for the academic freedom needed

to ensure that library materials, no matter how controversial,

are readily available to all. As members of the unversity com-

munity, librarians also require a full measure of security to

ensure their free and possibly controversial participation in

university affairs.

(iv)

Librarians presently lack a committee structure that would ensure

- ?

-7-

0 ?

participation in formulation of peer group recommendations on

hiring, firing, evaluation, promotion and reclassification, study

leave, working conditions and tenure. Such a committee structure,

supplementing but not replacing the present hierarchical structure,

would be composed of committees that would cut both horizontally

across separate divisions and vertically through levels of manage-

ment. Such a structure is in effect at the University of Guelph

and facilitates the practice of consultative management" as de-

scribed in a recent article. The primary benefits of consult-

ative management appear to he a greater coordination of library

resources, both human and material, and maximum use of each

librarian's potential.

This view is endorsed by the CAUT guidelines which recommend

that "the university library system should operate under internal

policies and procedures which are analogous to those used in

the traditional academic faculties".

(v) ?

Librarians are currently required to account for their time under

the same regulations applying to support staff. This is blatant

contradiction of their professional status and concommitant sense

of responsibility. Although librarians' time is of necessity more

structured than that of faculty (because of the need to provide public

Beckman, M. and Brown, N.A. "The role of the librarian in

management," Special Libraries, Jan., 1975, p.19-26.

....8

-8-

service at regular times, supervise support staff, etc.) it

furthers their sense of isolation from faculty to be subject to

such regulations.

The foregoing drawbacks serve to reduce the potential academic

contribution of librarians to the quality of education provided

at SFU. This problem could be alleviated by the granting of

academic status to librarians.

A quotation from the CAUT guidelines expresses succinctly the

point of view here espoused:

'University librarians are entitled to have clearly

defined and equitable procedures governing their

career development. Procedures relating to the

terms and conditions of their appointments should,

insofar as possible, be analogous to those in use

for faculty members and should include procedures

governing initial appointment, renewal, confir

mation of appointment, promotion, dismissal and

grievance resolution. Librarians should be en-

titled, as well, to research and study leaves at

levels of financial support comparable to those

for faculty, and should be eligible to apply for

travel and research funds available within and

outside the university'.

An additional statement as to possible means of implementing

motions I, II, and III is attached.

-1-

Addition Statement in Clarification of Motions I - Ill

Equivalent Status v. Faculty Status (Motion I)

For several years now university and college librarians across

the country have subscribed to a position approved in June 1969 by the

Canadian Association of College and University Librarians (CACUL)

which advocated a distinction between

academict

and''faculty'' status.

Librarians feel that their role in the university is more closely related

to teaching faculty than to any other group, and that their status should

be modelled after, but not necessarily identical to, that of faculty.

The legal basis for the possibility of having this kind of status is

provided by the B.C. Universities Act of 1974 which defines

: a faculty

member as "a person employed on a full-time basis by a university

who has, for four months or longer, served as an instructor; lecturer,

assistant professor, associate professor, professor, or in an equivalent

position designated by Senate". (Bill No. 157, pt. I). The purpose of

this motion is to officially designate librarians as co-ac ademices and

thereby create the basis for their full participation in the governance and

development of the University.

The following information is provided to illustrate in what major

ways the status of librarians at SFU is currently at variance with faculty

and librarians at other Canadian universities. Though such matters do

- 11 -

not generally require Senate decisions, they are unavoidable consider-

ations closely related to the motions under discussion. The information

shows how conditions of employment for librarians could be potentially

affected if motions on academic status were approved by Senate.

Specific policy, of course, on each of these matters would have to be

decided later by the academic administration and/or the Board of

Governors.

S. F. U. Librarians

S. F. U. Faculty

Appointments of university teachers

are made by the appropriate depart-

mental Appointments Committee and

ratified by the Dean of A ris , the

Academic Vice -President, the Pres-

ident and the Board of Governors.

Terms of appointment are clearly set

out in a letter from the President;

they can range from one semester or

one year appointments to three or five

year contracts to permanent appoint-

ments for tenured faculty.

Librarians across the country.

(Figures taken from 1974/74

CACUL Survey.)

At 16 out of 26 Canadian

universities librarians receive

a written contract of appoint-

ment identical or equivalent to

that received by faculty members.

At 15 of 26 universities the

administrative procedure for

hiring of librarians is the same

as that for the hiring of teaching

faculty.

20 of 26 universities grant their

librarians some sort of

permanent appointment

or tenure equivalent.

Appointment

Librarians are hired without the

benefit of a written contract,

setting out terms of appointment

Tenure or

Librarians have nothing ?

University teachers can attain

Permanent ?

remotely approaching

tenure upon being recommended for

Appointment ?

tenure, ?

it by their departmental Tenure,

•

Salaries and Promotion Committee.

Its recommendations are confirmed

or overruled by the Dean, the

University Tenure Committee, the

Academic Vice-President and the

President.

Promotion

Librarians have no formal

As with tenure, university teachers

in 15 of 26 universities

& Rank

channels through which they can

are recommended for promotion by

librarians are promoted in

seek or be recommended for •

their departmental Tenure, Salaries

the same manner as faculty.

promotion.

and Promotion Committee.

Recommendations are confirmed or

overruled by the Dean, Academic

Vice President and President

•

Dismissal

Librarians have no formal

The faculty have recently been granted

In 18 of 23 universities

& Appeal

channels through which they

a dismissal procedure from which

librarians are treated the same

can appeal a dismissal notice,

librarians were specifically

excluded,

as faculty with regard to

dismissal procedures.

- 1].1 -

Eligibility of Librarians for Membership in Senate Committees

(Motion II)

Librarians are presently represented on many senate committees

by the University Librarian, or his designate, who serve ex officio.

Although the librarians are currently represented unofficially by one

of the lay senators who happens to be a librarian there is no mechanism

to guarantee library participation on senate committees except by the

Library administration.

We feel that the principle of dual representation should extend to

senate committees and that in particular, a librarian senator, or any

elected librarian, should be eligible to serve on the following committees:

Senate Graduate Studies Committee

Senate Committee on Undergraduates Studies

Senate Committee on Continuing Studies

In addition the senator elected by and from the ,professional librarians

would be eligible for election to any senate committees for which senators

at large are elected by their colleagues except the Library Penalties Appeal

Committee which would clearly create a potential conflict of interest.

- iv -

Elected Representation of Librarians on Senate (Motion III)

Each Faculty is guaranteed dual representation on Senate, with

the administration represented by the Dean who serves ex officio, and

the faculty members themselves represented by at least two of their

colleagues. In contrast, the Library is represented only by its chief

administrative officer, who serves ex officio, and there is no mechanism

to ensure the presence of another librarian.

Provision for the seating of one Senator, elected by and from the

professional librarians, would ensure the same dual representation

enjoyed by the Faculties and permit participation in the academic gover-

nance of the University by the librarians through their elected represent-

Adding one senator who is a professional librarian could be accom-

plished under Section 35 (2) (1) of the Universities Act which approves

Senate membership for "such additional members as the senate may

from time to time determine without altering the ratio set out in clauses

(g) and (h)'.

Clauses (g) and (h) refer exclusively to the ratio of elected faculty

(g) and students (h) to representatives of the University administration

who serve as ex officio senators. The addition of one senator to be

elected by and from the professional librarians would not affect these

ratios and would not require election of any additional faculty or student

Ssenators.

cardien

association of

university teachers

association eardienne des Qrofesaeurs duniv.rsitö

22nd October, 1975 

MEMORANDUM: 

TO: ? 

Professional Librarian Members of CAUT 

FROM: ? 

Donald C. Savage, Executive Secretary 

RE: ? 

Draft document on academic status for professional 

university librarians - 

You will perhaps know that a draft policy statement on acadenic 

status for professional university librarians prepared by a joint 

task force established by the Canadian Association of University 

Teachers and the Canadian Association of College and University 

Libraries was approved in principle by the governing bodies of 

both associations in May, 1975. The CAUT Council, moreover, 

approved a change in its constitution to make unequivocal the 

fact that professional university librarians are eligible for 

membership in CAUT. These developments reflect the CAUT belief 

that professional university librarians are part of the academic 

community and are entitled to the same protection and assistance 

which CAUT has made available in the past to faculty members. 

CAUT is concerned that fair procedures relating to career develop- 

ment, university and library governance, and the protection of 

academic freedom be applied to professional university librarians 

as they are to faculty members. 

The draft policy statement(copy attached) will be given clause- 

by-clause examination this fall by a joint CAUT-CACUL drafting 

committee. The committee 

oartieularlv anxious to have the 

comments of librarians. Could I ask you to examine the copy 

attached and let me have your views and suggestions for revisions 

as soon as possible. 

.

?

CRECEiva

66 Lisger, Ottawa, Ontario K2P

OCI •

(813) 237-6885

-4 ?

Telex 053-3549

.

cmradssri association of university t..chs..

association camochonne case profaeeur* dunversst

GUIDELINES ON ACADEMIC STATUS 

FOR

PROFESSIONAL UNIVERSITY LIBRARIANS 

PREAMBLE 

The Canadian Association of University Teachers and the Canadian Association 

of College and University Libraries believe that professional university 

librarians are partners with faculty members in contributing to the scholarly 

and intellectual functions of the university and should be accorded academic 

status, and the rights and responsibilities of that status, as set out below. 

University librarians do not merely support the academic activities of the 

university but are skilled professionals who play an integral role in the 

pursuit, dissemination and structuring. of knowledge and understanding in the 

university. The increasing complexity of library and information technology 

ensures the vital role of librarians in the acquisition, storage, retrieval, 

and circulation of library resources in their many forms. Librarians have, 

moreover, an important responsibility to instruct, faculty members and students, 

.

?

both formally and informally, in the availability and, use of library resources. 

Finally, professional librarians may themselves be involved in independent 

scholarly activity either in the field of library science or in other academic 

disciplines. 

University librarians are entitled by virtue of their role within the academic 

community to full protection of their academic freedom. The nature of academic 

freedom and its importance in a university are described in the 

preamble

to the 

CAlIF Policy Statement on Academic Appointments and Tenure. University librarians, 

through the 

exercise

of professional judgment, must ensure that library materials, 

no matter how controversial, are readily available to all. It is essential that 

all university librarians be free to carry out their professional responsibilities, 

within 

the

limits of appropriately defined library policies, without hindrance 

from persons or groups within or outside the university. It is for this reason 

that procedures 

which

ensure academic due process in the resolution of disputes, 

now widely available to faculty members, should be available to librarians. 

University librarians are entitled to 

have clearly

defined and equitable pro- 

cedures governing their career development. Procedures relating to the terms and 

conditions of their appointments should, insofar as possible, be analogous to 

those in use for faculty members and should include procedures governing initial

appointment, 

renewal, confirmation of

appointment, promotion, dismissal and grie- 

vance resolution. Librarians should be entitled, as well, to research and study 

leaves at levels of financial support comparable to those for faculty, and 

should be eligible to apply for travel and research funds available within and 

outside the univc.rsity. 

ee

Lisgr. Ott'. Cr'rrio K2P OCI • (E313

7-6e93

53 35'19

Libr 

arians should be 

subject to

regular evaluations of their professional 

• ? 

competence, 

performance and career

development. The criteriafor renewal 

of appointment, promotion and confirmation should be clearly 

established

and fairly apped within the library system. 

Finally, university librarians' should be entitled to participate fully in 

the academic affairs of the university. They should be eligible for mem- 

bership on the governing bodies of the university and of the library system. 

Ranks 

Ranks

for librarians should parallel faculty ranks as follows: 

Librarian I 

?

(General Librarian) - Lecturer 

Libr.rian II 

?

(Assistant Librarian) - Assistant Profesor 

Librarian III 

?

(Associate Librarian) - Associate Professor 

Librarian IV 

?

(Librarian) - Professor 

These ranks reflect individual levels of accomplishment and do not constitute 

a classification of positions. Individuals of any rank may, in prjiciple, 

hold any administrative post, though senior administrative positions wU... 

normally be held by librarians of advanced 

rank.

II. APPOINTMENTS 

I. University librarians should be understood to hold academic appoint- 

. ?

ments. The letter of appointment or contract should be signed by the President 

of the university or his designate 

2.

Appointments should be made following proper consultation on a syste- 

matic basis, with a committee fully representative of the library professional 

staff. 

3.

The length and conditions of initial and subsequent appointments should 

be clearly stated in writing, including rank, class of appointment, salary, etc., 

and any special conditions attaching to the.appointment. 

'e. Appointments are of three classes: 

Ci) Confied appointments; 

(ii) 

those that confer robationary status on the candidate, implying that 

at the end of a stated period the university will either confer confirmation on 

him or discontinue the appointment; 

(iii) 

those made in some exceptional cases, where a 

university may find

necessary to make appointments with a contractually limited term, carrying no 

implication of renewal or continuation beyond the term and no implication that 

the

appointee is on probation for a permanent appointment.

5. In connection with the three kinds of library appointments, the 

following guidelines are recommended: 

.3

A. PROBATIONARY PERIODS AND CONFIRMATION 

Al. The purpose of a probationary appointment is to provide a 

period

of mutual appraisal for the university and the candidate. 

Probation does 

not imply inevitable appointment with confirmation. It should imply that 

the university will give very serious consideration to such an appointment. 

A2.

Confirmation may be granted to experienced librarians without 

probationary service. In any event, probationary appointments at 

the rank 

of Librarian III 

or above 

should not 

exceed 

two years. 

A

probationary 

appoint- 

ment to a rank at or below that of Librarian II should not exceed 

five years. 

A3.

(a) For beginning librarians a probationary period should be at 

least two 

years in 

length, in fairness to the university,and at most five 

years, in fairness to the candidate. Probationary periods may be for 

renewable periods, but should not be renewed beyond the maximum of five 

years. In determining the probationary period for a 

candidate, full account 

should be taken of previous full-time service at the university. including 

service under 

a limited term contract, and appropriate account should, be 

taken of full-time professional service elsewhere. 

(b) Proper consideration of the renewal of a probationary 

appoint- 

ment should be assured through clearly defined and we 

U-publicized proce- 

dures. The decision 

on

renewal 

should be made 

with proper consultation 

on a systematic basis, 

preferably through a committee which 

is fully re- 

presentative 

of

library professional 

staff. 

The librarian should be 

advised 

when a review of his appointment is to take place, and 

he should 

be given the opportunity to present written or oral evidence. The 

candidate 

S ?

should be 

given 

reasons in writing for non-renewal if he requests them. It 

should be understood that such reasons might include consideration of 

budgetary 

and 'library needs as well as of the specific 

qualifications.of 

the

individual 

concerned. Suitable provisions for appeal should be 

available. Normally 

an appeal from 

a recommendation of non-renewal 

should be based either on a 

failure to follow proper procedures or 

,

on evidence of bias or inconsistency 

in the 

grounds for the recommendation. 

A L

Notice that a first 

probationary appointment of two years 

will not 

be renewed should be given not later than six months before the end of the 

probationary period. Notice in a longer probationary appointment should be 

given not later than one year before the appointment is to terminate. At 

the

end of the fourth year, at the latest, the Chief Librarian should tell the 

librarian either that he has confirmation or that at the end of the fifth 

year he will not be offered any further appointment. 

------ 

CONFIRMATION HEARINGS 

These guidelines are designed to accomplish the following ends, namely that 

the

candidate 

should have the opportunity for a fair hearing before a 

library 

committee on confirmation, be informed of the results of any reviews of that 

decision, and have an opportunity to 

appeal an adverse decision with a full 

hearing of both procedure and substance before any recommendation is sub- 

mitted to the President of the university. 

.

?

£4

17.

A5.

The conferring of confirmation is likely to be the most important 

step 

in

the relation-_ 

-

,

between the universIty and the librarian. The matter 

should be decided only after careful discussion, and the special authority 

of professional colleagues to judge competence should be recognized. 

A6.

The library should have a rep 

r esentative 

p romotion and 

confirmation

committee which includes professional colleagues. 

A7

The library committee on confirmation should interview the can.date 

after a study of a complete record of. 

his

qualifications. It should solicit 

the views of others familiar with his work, and may solicit the views of 

qualified assessors external to the university. The views of such assessors 

should be confined to the candidate's professional and scholarly 

activities 

and those assessors should include at )east one named by 

the

candidate. 

AS. Each university should have a published statement of

criteria for

renewal, promotion and confirmation. (See D below). In considering grounds

for granting confirmation, the committee should

have regard, primar.y,o

professional competence and scholarship. In reviewing

the

candidate's

qualifications, It should be recognised as desirable that 

librarians who do 

bility

to

not

take 

hold 

should

controversial 

confirmed 

not be

appointments 

a reason

stands 

for

on

have 

denying

public 

freedom 

issues. 

confirmation,

to

Personal 

criticize 

or

the

social 

university

incompati- 

and

A9. If the committee proposes to recommend that confirmation be denied,

•

recommendation. 

give

it should,

him

before

he so

The

making

requests

candidate 

a formal

written

should 

recommendation,

statement

then have the 

of the

right 

notify

reasons

to

the

meet 

for

candidate

with 

the proposed

the

and

and

the

committee 

should

final decision

and

receive 

discuss 

a

statement 

the

negative, 

reasons 

of

the

before 

reasons 

candidate 

a

from 

recommendation 

should 

the committee 

be so 

is

informed 

arrived 

if he so 

in

at

desires. 

writing 

If

A statement of reasons should always be complete and substantive and related 

to the criteria for the award of confirmation. 

A].O. The candidate should have 

the

right to receive in writing the re- 

commendations and the reasons for them of any academic reviewing authority 

beyond the library committee on confirmation, but prior to 

any submission

to the President. 

AU In additibri to standard review procedures, the 

university 

should 

create a university-wide appeals committee, a majority of whose members 

should be chosen by appropriate elective procedures.. Anyone who is a member

discussed

of

reviews

an appeals 

and

relating

voted

committee 

on.

a particular

and who has 

case

been 

should

personally 

withdraw

involved 

when

in

that

the

case

decisions 

is

Al2 In conducting a hearing, the appeals committee should give the 

librarian reasonable notice in writing of the time and place of the

hearing

and a summary of the earlier decisions and the reasons for them. The 

librarian 

should have the right to submit his case in writing and in person before the 

committee. He should receive a summary of any material or considerations 

not introduced In prior proceedings and the opportunity to speak to them. He 

. should have the right to be represented by an'advisor if he so chooses. If 

competence is in dispute, the appeals committee may solicit opinions from 

professional librarians outside the university. This should not preclude the 

IJ

.

?

... 5 

librarian from presenting similar evidence of his own. The appeals committee 

shall produce a 

written 

judgment with

reasons for their decisions. 

.

??

A13. The granting of

confirmation should be made the subject of formal 

and immediate notice to 

the librarian

concerned, by the university. 

B.

APPOINTMENTS FOR LIMITED TERMS 

Dl.

Limited term appointments are undesirable except for 

special 

purposes

and should not be substituted for probationary

appointments. 

32 The length of a limited term 

appointment 

should be clearly 

Øtat.d 

in writing. 

33.

If the appointment is renewable the university should 

advise the 

candidate 

whether or not it proposes to renew the appointment not later 

than six months before it 

expires. 

In any 

event, every effort should be 

made to notify the candidate of 

non-renewal early enough so that he 

may

investigate 

other opportunities for employment. 

C.

PROMOTION IN ACADEMIC RANK 

Cl. Candidates for promotion 

in academic rank

should be considered by 

a committee Which is fully representative of library professional staff. 

.

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C2. Documentation in support of applications for promotion 

should include

evaluation by the candidate's 

peers as well as by his superiors.

C3. Librarians I, II, and III, should be formally evaluated and 

reviewed 

for promotion at the same intervals as are applicable to faculty 

holding comparable 

ranks at the university, 

If a member of the library professional staff believes there are 

substantial grounds for disagreement with a. denial of promotion, the case 

should 

be

reviewed 

according to the appropriate institutional regulations 

(See 

F

below). 

D.

CRITERIA FOR RENEWAL,, PROMOTION AND CONFIRMATION 

-

Dl. The

criteria for renewal of appointment, promotion, and confirmation 

in appointment are 

closely allied and should include; 

(a)

Professional ,    

service In the 

library. 

(b)

Research and other creative work. 

(c)

Professional 

activity 

outside the library. 

(4)

University and community service.

D2.. Evaluation and

substantial 

review shall 

be done for all 

librarians 

at the required intervals 

using the above criteria. 

E. DISMISSAL PROCEDURES AND SUSPENSION 

El. "Dism"al" means the termination of an appointment by the 

university 

without 

the consent of the appointee before the

end of a 

stated contractual periods It follows that the failure to renew a

contract 

of limited term does not constitute dismissal; that the 

decision not to grant confirmation at the end of a probationary period 

does not constitute dismissal; that the termination of a non-confirmed 

appointment during the course of its term constitutes dismissal; that 

the termination of a confirmed appointment by 

the

university at any time 

other than normal retirement constitutes dismissal., 

£2 The appointment of a confirmed librarian should be terminated only 

upon proof of adequate cause before an arbitration committee which is con- 

stituted in accordance with the following principles. The appointment of a 

librarian on probation or with an otherwise 

limited 

term should be terminated 

at any time other than that specified only in accordance with the 

same arbi- 

tration procedure. 

E3. If "adequate cause" is to be defined it 

might be said to means or

to include, gross misconduct or persistent neglect of a librarian's duty 

to the university community or his discipline. A definition here would only 

substitute one set of general words for aother. The real meaning of either 

"adequate cause" or any substituted phrases can only be reached in the context 

of a particular case 

)

and the important thing is to ensure that a procedure 

is followed that will permit dispassionate consideration of "cause" established 

by the evidence. 

Physical or emotional inability to carry out reasonable duties ought 

to be treated separately from dismissal cases. A person so afflicted should 

be granted

leave under some form of disability insurance. 

£5.

When the President of the university and the Chief

Librarian are 

satisfied that there is adequate cause

to justify their recommending that 

a librarian should be dismissed, the President and the Chief librarian 

should forthwith notify the individual that they 

intend so to

recommend, and 

they should invite the librarian to meet with them in the presence of his 

department head, if 

there is

one, and a disinterested librarian having a 

confirmed appointment who is acceptable to the Chief Librarian and the indi- 

vidual. In this and all further proceedings, the librarian should be permitted 

to bring and'be assisted by 

an advisor of his choice.

£6. 

If the attentto settle the matter fails, 

the

university shall inform

the librarian in writing of the 

charges against him in

sufficient detail to 

enable him to prepare his defense. 

E7. (a) Within 14 days of the receipt by the librarian of written 

charges as provided in E6 above., the university and the librarian shall meet to 

name jointly an arbitration committee, 

(b)

The arbitration committee shel 

l

consist of three librarians from 

outside the university who are acceptable to the university and the individual. 

(c)

If the university and the librarian are unable to constitute 

.7

an arbitration committee within 21 days from 

the meeting in E7 (a) above, 

•

?

recourse shall be 

had to procedures outlined in ES below. 

E8.

A

person of unquestioned integrity and 

independence from outside 

the university shall be 

appointed jointly by the 

university and

the faculty 

association, whose function shall be to name at the earliest possible 

moment the arbitration committee in cases where the representative of the 

university and the librarian are

unable to agree on one. Such person shall 

be appointed within 30 days of the adoption of these regulations, or of the 

resignation of the person previously appointed. 

£9. (a) The 

arbitration committee shall convene within 21 days of 

being constituted, and shall attempt to conclude their proceedings and 

render their decision as expeditiously as possible. 

(b) The arbitration committee shall have the right to establish 

its own procedures, and to require each party to make full disclosure of 

evidence which the 

committee deems

relevant. having due regard

to basic 

fairness. In any event, it shall: 

(i)

notify all persons concerned of the time and place at which 

they intend to 

hear the parties;

(ii) 

afford both parties the right to appear in person 

with or

without counsel or other advisors, and

to examine and cross- 

examine witnesses;

•

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(iii) hold its hearings in camera unless both parties agree in 

writing that they shall be open, and instruct

all persons

appearing before the committee in camera to treat AU 

evidence and proceedings as confidential; 

(iv) require each party to indicate 

the

nature of 

the

evidence 

it intends to rely on, in order to enable the 

other party

to make a full and fair 

answer.

(0)

No formal 

transcript of the proceedings shall be kept; 

however, the committee shall

have the authority to 

require that a logged 

audio tape of all or part of the proceedings be kept for its own use.

(ci) The committee shall issue a written decision which contains

findings of fact, 

reasons, and conclusions as to adequacy Of cause. The

written decision shall be 

forwarded to

the university and the librarian, 

either of whom may decide to make the decision public. 

(e)

The

decision of the committee

shall

be final and binding on the 

librarian and

the university.

(f)

In its award the committee shall declare:

(i)

that cause for dismissal has not been shown, and that

any

suspension in effect shall be rescinded, 

(ii) 

OR

that

cause for dismissal has been shown. 

Q) In the eve-,

it that the committee finds cause for dismissal,

one

year

from

shall

exceeding

Elc.

The

td:nt c

a university may, by written notice for stated

cause, relieve n librai4n of sme or all of his university

privileges,

initiated 

procedures

or are 

to determine

initiated simultaneously. 

the propriety of

other

The suspension 

proceediga,

should 

time

President

may

dismissal

deem

appropriate. The stated cause for suspension must

involve an immediate

threat to the functioning of the university, or to any member of the

university. 

period

of suspension.

Salary and 

other benefits should continue

throughout the

Eli. Ay failure by one party to observe any of the time

limits

set

out herein shall entitle the other party to invoke succeeding steps in the

to extend

GRIEVANCES VOT INVOLVING DISMISSAL

OR SUSPENSION

• ?

Fl. A .ib

arian who b1ieves that he

has been

unreasonably denied

a. promotion or an increase in alary or both, should be entitled to a

fair appeal procdurc.

F2. Jhei'e a lbrarjan bciieves that he has been unreasonably and

persistently harassed or discriminated against by his superior,the Chief

Librarian, or by iny university administrator, he should be entitled to

a fair hearing.

PROSPECTIVE OFiTiON

CA. In the ordinary case new rules adopted along the lines of this

guide should be maid only prospective in operation. Unless great care is

they

given

he asks to have them apply to him, consideration

SALIARTES

Salary negotiations for librarians should be carried out at the

academic

Same tine

staff.

an.:

under the same conditions as

salary negotiations

for other

2. The

salary floox for each librarian rank should

correspond as

Closely as possible to

the

floor for each faculty rank

Every

effort

should be made to assure that salaries adequately reflect

market conditions.

.22

IV ?

OTHER ECONOMIC BENEFITS

Librarians

should enjoy the same economic benefits, such

as pension plans

and disability

insurance plans, as do other academic staff.

RESEARCH AND

TRAVEL FUNDS

Librarians should have

access to research and travel funds on the same basis

as other academic staff.

VI. ?

LEAVE

I. Paid and unpaid

leaves

of absence should

be available to librarians

on the same basis as they are available

to other academic staff. Such leaves

of absence may be used for the upgrading of academic and professional

qualifications.

The CAUT Guidelines Concerning Sabbatical Leave should be applied

to librarians, for, just as faculty members need to take sabbatical leave

at intervals frequent enough to enable them to maintain

their effectiveness

as teachers and scholars, so do

librarians

need to take sabbatical leaves

at intervals frequent enough to enable them to maintain their effectiveness

in their

own sphere of activity. Approval of sabbatical leave should depend

• ?

on the submission of an acceptable study proposal.

It is expected that, on expiration of leave, a librarian will return

to his duties at the university.

Some

provision for research time should be made for librarians with

on-going research projects, since their working year is not divided into

teaching and

non-teaching periods, as is the faculty members year.

VII. ?

UNIVERSITY AND LIBRARY GOVERNANCE

Professional university librarians play an essential role in the

acquisition and m.Aritenance

of library materials for new and existing

proansa and should participate in

the determination of general academic

policies which affect the entire university. They should, therefore )

eligible

to serve as elected or appointed members on all appropriate

university

governing councils and committees in the same way as faculty

members. Though the

Chief Librarian may serve in an ex-officio capacity,

full-time professional librarians should be eligible to serve as elected

members of the university Senate, or equivalent body, and its committees

and should be represented on any university committee whose responsibili-

ties include any

aspect of the operation of the university library system.

the university library system should operate under internal policies

•

and procedures which are analogous to those used in the traditional academic

Faculties. While the

Chief Librarian, analogous in his role to

the Dean of

an academic Faculty, should have overall responsibility for the operation

of the library system, the policies and procedures of the system as .a whole

• ?

should be determined by a Library Council which is responsible to the

Senate and which is composed ofali full-time professional librarians

as voting members as well 'as repreentat&ves from elsewhere in the

• ?

university.

3. In those university library systems large enough to have a

department or

division

structure all full-time professional librarians

should participate in the development of 

department and

division policy 

in the same way as faculty members participate in the development of 

policy 

and curriculum in the traditional academic departments. 

Librarians of 

all ranks 

should be eligible for membership on all department and 

division 

committees. It is recognized that policies and recommendations 

emanating 

from departments 

and divisions may be subject to the approval and rati- 

fication of the Library Council and the University Senate. 

L

Full-time professional librarians should participate as members 

of search and appointment committees for the positions of Chief 

Librarian, 

Assistant Chief Librarian, and department and division heads or chairmen. 

.