The following procedures inform the deliberations of the Professional Advancement Review Committee (Committee) :
- A librarian/archivist initiates advancement by selecting an advocate. The advocate is a library staff member and the candidate can choose to ask their manager to serve in the role.
- The candidate prepares the dossier with input and guidance from the advocate. When both parties are satisfied that the dossier outlines the candidate's accomplishments in alignment with the criteria for professional advancement, the advocate submits it to the university librarian who then appoints the Committee.
- Once a Committee has been appointed, an initial meeting chaired by the administrative officer is scheduled, which the university librarian does not attend. The purpose of the meeting is to discuss the candidate's dossier in order to provide the university librarian with a written draft recommendation regarding the candidate’s suitability to advance prior to the final review meeting.
- The meeting will commence with an unofficial vote regarding the candidate’s suitability for advancement, followed by group discussion. Where appropriate, the meeting may also conclude by a final unofficial vote.
- Working together and under the direction of the administrative officer, the Committee drafts a written assessment of the candidate, indicating their recommendation regarding advancement, normally within ten working days of the meeting. Once complete, the administrative officer submits and reviews with the university librarian the draft recommendation.
- Following the submission of the Committee’s written draft recommendation, the university librarian will schedule a final meeting to discuss the candidate’s advancement.
- The proceedings of the meeting, and all comments made regarding the candidate, must remain completely confidential.
- Following the conclusion of the final review meeting, the university librarian decides whether a candidate advances. They revise and finalize the draft recommendation to reflect their decision, and inform the committee members of the outcome. The decision must remain confidential until the candidate has been informed.
- The university librarian will inform the candidate of their decision by phone or in person, normally within three working days, to be followed by a letter outlining their achievements and opportunities for the future. The administrative officer will work with Human Resources in order to facilitate changes to salary.
- The university librarian makes a public announcement about successful advancements.
