Frequently asked questions about our working conditions

No, but most librarian and archivist appointments are permanent in nature and are subject to a probationary review by professional peers following the first year of employment. Librarians and archivists are hired into career-track positions and advance through the ranks following the processes outlined in Appendix B: Professional advancement procedures and criteria of the Handbook.

Yes. Waterloo’s Policy 33 – Ethical Behaviour states that “That the University supports academic freedom for all members of the University community. Academic freedom carries with it the duty to use that freedom in a manner consistent with the scholarly obligation to base teaching and research on an honest and ethical quest for knowledge. In the context of this policy, ‘academic freedom’ refers to academic activities, including teaching and scholarship, as is articulated in the principles set out in the Memorandum of Agreement between the FAUW and the University of Waterloo, 1998 (Article 6).”

Note: Policy 33 is currently under revision – a lengthy process that has involved consultation across campus, including representation from UWSA.

Promotions are defined in Section 4 of the Handbook, which outlines the mechanisms under which a promotion can occur. The advancement process is fully documented in Appendix B: Professional advancement procedures and criteria.

In brief, a committee of an advancement candidate’s peers, along with their manager, the Associate University Librarian, Administration and Strategic Initiatives, and the University Librarian reviews a dossier for advancement against a set of ranks and criteria. In addition to having a history of fully satisfactory job performance, the candidate must demonstrate evidence of rank appropriate achievement in at least two of the following areas: service, professional development (includes research), specialized knowledge, or leadership. It is not expected or required that a librarian or archivist engage with or excel in all the evaluation criteria over the course of their careers– members can choose an advancement path that best suits their professional interests and strengths.

More solidarity with staff, both inside and outside the Library.

Librarians and archivists are part of the UWSA, as are all library workers, and other advanced-degree staff on campus such as those working at the Writing Centre, Centre for Teaching Excellence, and Centre for Extended Learning staff.

Good faith negotiations with Library Administration.

Housekeeping revisions of the Handbook happen on a regular basis, and a substantive review is required to take place at least every five years. The review committee consists of the University Librarian; Associate University Librarian, Administration and Strategic Initiatives; four Librarians/Archivists representing various areas of the Library and chosen by the LAAUW; and consultants, as appropriate. Substantive revisions to the Handbook are reviewed by the Vice President, Academic and Provost, and the Associate Provost, Human Resources. This structure has encouraged productive and collegial negotiations and has provided an opportunity for a variety of librarians and archivists to be involved in the process of defining our working conditions since 1980.

Focused, direct negotiation with Library Administration.

The Handbook and related revision process provides LAAUW with the opportunity to work directly with Library Administration on issues that impact our members. This means we negotiate with people who understand our working conditions and the goals of the organization allowing for more effective dialogue and gains. Negotiating the terms of our working conditions as part of a larger body, like FAUW, would position LAAUW members as a minority within an association aimed at representing the interests of Faculty who have different career paths, goals, and professional responsibilities. Our position as professional staff organized via LAAUW provides the most benefit as we are able to work closely with and support the work of FAUW and UWSA who negotiate directly with University Administration on behalf of faculty and staff.

More freedom related to defining and adjusting our workload.

Librarians and archivists at Waterloo encounter similar challenges with regards to fluctuating staffing, and heavy workloads due to (ongoing) projects that must be managed on top of day-to-day duties. That said, our job descriptions define our positions as having a 35 hour work week. This guideline provides a framework for managing time and setting work/life boundaries.

This is not to say that LAAUW members don’t work more than 35 hours a week, but that the cap provides people the freedom to stop working beyond what we were hired and are paid to accomplish within a given week. As there are no specific guidelines about how much of that work ought to be service, research, teaching, or professional duties, the balance is largely up to individual librarian and archivists, and often dependent on the nature of their role and their professional goals.

Flex time

The Library provides flex time, which allows people to bank up to 15 hours a month or be under up to 10 hours a month. Within reason, people can use flex time to take days off, or to come in late or leave early for appointments. Even before the COVID-19 pandemic, LAAUW members who successfully completed their probationary periods entered into more flexible working arrangements following the University’s Work from Home Guidelines.