Promotion Guidelines

This page lists the Libraries Promotion Guidelines. Current members of the Libraries Promotion Committee can be accessed below: 

• Current Library Promotions Committee Members 

Adopted: November 1978
Revised: April 20, 2020

Table of Contents 

I.   Introduction

II.  Criteria for Promotion Specific to Rank 

III. Criteria for Promotion Specific to Areas of Achievement 

IV. FAU Libraries Promotion Documentation: e-Portfolio and Supplementary e-Portfolio 

V.  Negative Recommendations and Notice of Denial, Notice of Denial from the Provost 

VI. Procedures and Timetable for Promotion

Appendices

Appendix A: Florida Atlantic University Libraries: Guidelines for Assessing Previous Work Experience
Appendix B: Florida Atlantic University Libraries: Promotion Application Form
Appendix C: Florida Atlantic University Libraries: Peer Review Forms
Appendix D: Florida Atlantic University Libraries: Numerical Library Faculty Vote
Appendix E: Florida Atlantic University Libraries: Promotion Committee's Summary Checklist
Appendix F: Florida Atlantic University Libraries: Promotion Guidelines Bibliography

I. Introduction

This document serves as a guide both for candidates who are eligible for promotion in rank, and for the individuals charged with the responsibility of evaluating those candidates. The document will be updated on a continuing basis to maintain compliance with University requirements. Review and/or revision may be undertaken at the request of the majority of library faculty, the Dean of University Libraries, or the Provost. Recommended revisions are forwarded to the Provost by the Dean of University Libraries. The URLs, links, typographical, or spelling errors within this document will be revised as necessary and will not require the request of the majority of the library faculty, the Dean of University Libraries, or the Provost.

The document describes in detail the timetable, policies, and procedures associated with all aspects of the review process. In addition, it outlines the basic assumptions and criteria that underlie the process. The Florida Atlantic University Libraries Promotion Guidelines are to be used in conjunction with the "Promotion and Tenure" memorandum from the Office of the Provost.

II. Criteria for Promotion Specific to Rank

Ranks of library faculty parallel those of other members of the faculty: assistant, associate, and university librarian.

A. Promotion from Assistant to Associate University Librarian 

1. Serve a minimum of five years FTE (full-time equivalent) experience after receiving the appropriate master's degree, at least two of which must be in rank at Florida Atlantic University (see Appendix A). Completion of time requirements must be fulfilled by the time the promotion becomes effective, which is the beginning of the contractual year following the promotion process.
    
2. Associate university librarians are expected to have achieved a high level of expertise and have a demonstrated record of accomplishments to advance the goals of the FAU Libraries, the University, and the profession. Librarians at this rank are expected to exercise significant professional judgment and provide evidence of a substantial degree of leadership.
    
3. Provide evidence of distinction and commitment significantly beyond the degree expected of an assistant university librarian in scholarship, research, and/or creative endeavors, with notable contributions to the advancement of librarianship and increasing service to the University, and community.

B. Promotion from Associate to University Librarian 

Promotion to this rank is predicated upon mastery of the qualities described for an associate university librarian at Florida Atlantic University. University librarians’ careers show evidence of superior performance at the highest levels of professional responsibility.

1. Serve a minimum of eight years FTE experience after receiving the appropriate master's degree, at least two of which must be in rank at Florida Atlantic University (see Appendix A). Completion of time requirements must be fulfilled by the time the promotion becomes effective, which is the beginning of the contractual year following the promotion process.
    
2. University librarians are expected to have achieved a superior level of expertise and have a demonstrated record of accomplishments to advance the goals of the FAU Libraries, the University, and the profession. Librarians at this rank are expected to exercise the highest level of professional judgment and provide evidence of longstanding leadership. 
    
3. Provide evidence of distinction and commitment in scholarship, research, and/or creative endeavors, with notable contributions to the advancement of librarianship and service to the University and community.
    
4. Provide evidence of recognized distinction in at least one of the categories of librarianship, scholarship, or service.

III. Criteria for Promotion Specific to Areas of Achievement

The areas of achievement to be considered in the promotion process are as follows: Librarianship, Scholarship, Research, and/or Creative Endeavor, and Service. 

A. Librarianship
Librarianship is the most important criterion for faculty in the FAU Libraries and is given the most weight in promotion decisions. Library faculty should demonstrate sustained growth and high-quality contributions in the area(s) of their core responsibilities. General characteristics expected of all library faculty regardless of job assignment include but are not limited to: 

• Consistency in professional performance and effectiveness.
• Complex problems solving and attention to detail.
• Ability to organize work, produce results and improve services.
• Strong communication and decision making skills.
• Awareness of current developments in the library profession and appropriate subject fields.
• Ability to apply professional principles and standards to local situations.
• Comprehensive understanding of the departments', Libraries', and Universities' goals.
• Flexibility to adapt to new technologies, acquire new skills and innovate.
• Ability to work successfully in a team environment and in a variety of library areas.
• Leadership and supervision (if assigned).
• Active participation in self-studies in all areas of the FAU Libraries' operations.
• Perform training/instruction as assigned.

Academic libraries are complex information environments, and the responsibilities of library faculty vary markedly in their focus. The multifaceted nature of library faculty responsibilities and contributions constitutes the strength of the FAU Libraries. As specialists, librarians are responsible for providing access to information, document delivery, collection development and preservation, digitization, technological expertise and support, bibliographic control and organization, instruction, reference, outreach, and administration and planning.

B. Scholarship, Research, and/or Creative Endeavor

Library faculty are expected to establish and sustain a program of high quality research and/or creative accomplishments appropriate to their core responsibilities and rank as based on the percentage of time allocated to research/writing in the librarian’s annual assignment and which are consistent with the FAU Libraries mission and goals. Scholarship is not evaluated on the basis of philosophical orientation nor the specific topic examined.

In addition, the scholarship, research, and/or creative activities of the candidate will be examined as an entire body of work. Criteria for evaluating the quality of a candidate’s research, regardless of format, includes evidence of originality, breadth of dissemination, and impact on scholarship and/or practice in the candidate’s field of research. Works that demonstrate a command of a subject, collect and analyze new data, undergo rigorous peer review prior to publication, and are widely disseminated are particularly important.

When reviewing a candidate’s promotion e-portfolio, it is important to take into consideration that excellent performance or librarianship is the primary criterion, and professional development, research, and/or creativity and service are secondary. Librarians are 9- or 12- month faculty. The candidate’s annual assignment will also be reviewed and evaluated according to how much time is allocated by his/her supervisor for service and scholarship activities. This evaluation will be given merit when deciding the candidate’s likelihood for promotion.

The FAU Libraries value both collaboration and individual initiative. Although co-authored publications and presentations are valued, the candidate’s e-portfolio should show some evidence of independent research, particularly for candidates to the level of University Librarian.

Weight will be given to scholarship published in peer-reviewed publications. In addition, librarians may request up to 10% of one’s annual assignment to complete research as cited in the Faculty Handbook (https://library.fau.edu/staff/professional-development). At the year-end evaluation, if productivity is satisfactory, the librarian may request additional time in his or her annual assignment if agreed upon by the supervisor.

Scholarship of Discovery:         

• Obtaining grants and other funding, such as fellowships, internships or study leaves, which benefit the FAU Libraries or librarianship.
• Assessment Studies.
• Developing original computer software or successful adaptations of software for the FAU Libraries’ operations.

Scholarship of Integration:

• Individual presentations, panel presentations, poster sessions, and exhibitions that have been invited, accepted or otherwise solicited by professional or scholarly organizations.
• Recruitment and marketing.

Scholarship of Application:

• Scholarship published in peer reviewed journals and significant non-refereed journals, book chapters and books.

• Editorship or editorial contributions for scholarly publications.
• Completion of a dissertation or a thesis.
• Advanced study, such as for credit courses, additional degrees, or certification in a specialization.
• Self-education toward a specific goal agreed upon with the individual's supervisor; these contracted goals should develop proficiencies that enhance library services.
• Obtaining Internships, fellowships, or sabbaticals.
• Special projects (above and beyond one’s annual assignment).
   

Scholarship of Teaching:

• The research and development of courses or classes in librarianship or a scholarly topic where the individual has expertise, such as teaching a semester-long for credit course(s).
• Development and teaching of continuing education workshops or courses for library colleagues.
• Advising and mentoring of Directed Independent Study students, interns, etc.

C. Service

The FAU Libraries highly value active participation and leadership in service to the University, FAU Libraries, community, and profession. Library faculty members are expected to apply their professional expertise in developing new programs and services, providing solutions to problems, and guiding the strategic direction of the FAU Libraries. Library faculty members contribute to the governance of the University or its various units, and to the diversity and intellectual life of the University and the community. Professional participation at an appropriate level is expected. Such participation may be in state, regional, national, or international associations or organizations.

Examples of Service include but are not limited to:  

• Participation in committees and/or task forces at all levels (FAU Libraries, University, state, regional, national, and international) with emphasis on leadership.
• Mentorship and advising both internally and externally.
• Contributions to the University’s programs to enhance equal opportunity and cultural diversity.
• Assistance to student organizations.
• Consultation on professional topics.
• Participation in promotion and academic governance processes, University activities and scholarly events.
• Outreach service or presentations to professional associations, learned societies, civic organizations, and community agencies with emphasis on leadership.
• Collaboration with regional cultural organizations and other extracurricular involvement in the community.

IV. FAU Libraries Promotion Documentation: e-Portfolio and Supplementary e-Portfolio
 

The library faculty member is responsible for supplying evidence of accomplishment to support the granting of promotion. This evidence is compiled into a e-portfolio and a supplementary e-portfolio, the content and arrangement of which are determined by the most recent “Promotion and Tenure” memorandum promulgated by the Office of the Provost. For advice and assistance in preparing a promotion e-portfolio and supplement of the highest possible quality, the candidate is recommended to consult with an advisor/mentor who has successfully completed the promotion process at FAU Libraries, or with the FAU Libraries Promotion Committee (also referred to as Promotion Committee or Committee).

Promotion and Supplementary e-portfolios that are submitted to the Promotion Committee that fail to meet the requirements stated in the University "Promotion and Tenure" memorandum and the FAU Libraries Promotion Guidelines will not be accepted for consideration and will be returned immediately to the candidate.

A. The following is intended to interpret some of the terms the Provost’s document may contain into their library equivalent. 

• Peer review is interpreted as a special review instituted at the time of candidacy for promotion (See Appendix C).
• Student evaluations are not applicable at this time with the exception of library faculty teaching official FAU courses as stated in his or her letter of assignment.
• Librarianship should be substituted whenever there is reference to instruction.
• FAU Libraries Promotion Committee should be substituted whenever there is reference to College Promotion and Tenure Committee.
• If the librarian chooses to submit internal letters of recommendation, one of the internal letters of recommendation must be from a librarian.
• The librarian’s supervisor is the equivalent of a Chair/Director.
• If the Provost’s document requires tables, the librarian must adapt the table to the librarian’s work (the fact that a sample table does not reflect a librarian’s work does not mean that the librarian can omit the table).

B. Documentation for use by the Promotion Committee should be included in the Supplementary e-portfolio. 
The Supplementary e-portfolio must include the Library Promotion Application Form (See Appendix B) but may also include: 

• Transcripts of courses completed after the appropriate master’s degree.
• Documentation of completed continuing education activities.
• Professional certifications.
• Additional letters of commendation or acknowledgement.
• If applicable, a letter from the Dean of University Libraries detailing the amount of professional experience credited at the time of initial appointment at FAU Libraries (See Appendix A).
   

For more information on the Supplementary e-portfolio, refer to the section on “Supplementary e-portfolio” in the “Promotion and Tenure" memorandum from the Office of the Provost.

V. Negative Recommendations and Notice of Denial, Notice of Denial from the Provost

The candidate has 5 business days to provide a written response to any added material to the e-portfolio. This section specifically addresses negative recommendations.

Negative Recommendations from the FAU Libraries Promotion Committee:

If the candidate chooses, he/she will have five business days to provide a written response to the Promotion Committee’s negative recommendation. This response will be submitted to the Promotion Committee and included in the candidate’s e-portfolio. The e-portfolio cannot move forward for five business days after the candidate has received the letter unless, before the five day period has expired, the candidate indicates there will be no response.

If the candidate wishes to continue in the promotion process, the candidate’s e-portfolios will then be sent to the Dean of University Libraries for review.

Negative Recommendations from the Dean of University Libraries:

If the candidate chooses, he/she will have five business days to provide a written response to the Dean of University Libraries' negative recommendation. This response will be submitted to the Promotion Committee and included in the candidate’s e-portfolio. The e-portfolio cannot move forward for five business days after the candidate has received the letter unless, before the five day period has expired, the candidate indicates there will be no response.

If the candidate wishes to continue in the promotion process, the candidate’s e-portfolios will then be sent to the Provost for review.

Notice of Denial from the Provost:

Any employee who is denied promotion shall be notified in writing by the appropriate administrative official as stated in the most recent BOT/UFF Collective Bargaining Agreement.  As stated in Article 14, Section 4 of the "2009-2012 Florida Atlantic University Board of Trustees/United Faculty of Florida Collective Bargaining Agreement."

"Any employee who is denied promotion shall be notified in writing by the appropriate administrative official. The employee has twenty (20) days after notification to submit a written request for a statement of reasons and the University shall provide the employee with a written statement within twenty (20) days thereafter of the reasons why the employee did not meet the promotion criteria.”

“14.4 Notice of Denial” as stated above is subject to revision pending future Florida Atlantic University Board of Trustees/United Faculty of Florida collective bargaining agreements. 

VI Procedures and Timetable for Promotion

This timetable may change each year depending on the University’s “Promotion and Tenure" memorandum. See this link to Role and Description of the FAU Libraries Promotion Committee for a detailed timeline.  The Promotion Committee is granted the flexibility to determine which days of any month constitute second week, third week, etc.

APRIL
Second week - The Dean of the University Libraries puts out a call for promotion.

MAY
First week - The candidate’s curriculum vitae is due to the Promotion Committee. The candidate sends to the Promotion Committee a list of external referees with an explanation of why the referees were selected. See this link for Florida Atlantic University Libraries Promotion Guidelines for External Reviewers. The candidate may also include a maximum of two internal referees which is strictly optional. If a candidate chooses to submit any internal letters, one must be from a librarian. For more information about University requirements, please see the section on “Letters of Evaluation” in the “Promotion and Tenure” memorandum.

JULY
Second week -The candidate’s e-portfolio is due to the Promotion Committee.

NOVEMBER
Second week – The candidate’s e-portfolio is due to the Dean of the University Libraries.

DECEMBER
First week – The candidate’s e-portfolio and the recommendations of the Promotion Committee and the Dean of the University Libraries are due to the Office of the Provost.

Appendix A

Florida Atlantic University Libraries:
Guidelines for Assessing Previous Work Experience

Crediting of prior experience towards fulfillment of promotion eligibility requirements, including part-time service, must be negotiated at the time of initial appointment at Florida Atlantic University regardless of the rank into which a librarian is being hired. 

If this assessment of prior experience did not take place at the time of initial appointment, the librarian may request a statement of credited, professional experience from the Dean of the University Libraries by April 1st to ensure appropriate review time prior to the official call for promotion applicants during the second week of April.

Professional Library Experience:
After receiving an ALA-accredited master's degree, professional library experience in an accredited U.S. academic institution or a recognized and established foreign academic institution may normally be credited on a one-to-one ratio. 

Credit towards promotion for professional librarian experience in other types of libraries may be given after such experience has been carefully examined and evaluated by the Dean of the University Libraries. While the promotion decision considers the entire academic career, it should weigh heavily the candidate’s accomplishments and activities while at the Florida Atlantic University Libraries. 

Professional Non-Library Experience:
The term "professional," as used here, refers strictly to those specialty fields requiring an academic degree. Potentially relevant non-library experience may include academically related or professional business/industrial experience. Examples include teacher, nurse, lawyer, doctor, counselor, CPA, marketing researcher, chemist, computer scientist, etc. Fields requiring only a license or certificate do not apply. 

Educational Leave:
The candidate may not receive credit towards professional library experience and time in rank for time spent on educational leave. Sabbaticals are counted as time in rank.

Appendix B
Florida Atlantic University Libraries:
Promotion Application Form
 

Appendix C
Florida Atlantic University Libraries: 
Peer Review Forms:
Promotion to Associate University Librarian Peer Review Form
Promotion to University Librarian Peer Review Form

Appendix D
Florida Atlantic University Libraries:
Numerical Library Faculty Vote

Introduction:
The purpose of the numerical library faculty vote is to determine the FAU Libraries recommendation regarding a candidate’s application for promotion. The review of a colleague’s e-portfolio for promotion is one of the most important obligations for library faculty.

Voting Procedures:
During the second week of September, the candidate’s promotion e-portfolios will be available for review by the library faculty. Secret ballots will be sent to all library faculty members who have been employed with faculty status in the FAU Libraries for one year at the start of the promotion process. Everyone except for the Dean of the University Libraries should receive a ballot. The ballot will state the candidate’s name and will designate the present rank and rank sought. On the ballot, all library faculty members who have been employed with faculty status in the FAU Libraries for one year at the start of the promotion process, except for the Dean of the University Libraries, will be asked whether the candidate should be recommended for promotion. The ballot will also include the date the ballots should be returned and counted as specified by the Promotion Committee. Library faculty should ONLY abstain from voting when there is a clear conflict of interest. Being unfamiliar with a candidate or e-portfolio is not considered a conflict of interest. A clear conflict of interest does exist when there is personal financial gain.

Confidentiality in Voting Procedures:

In order to ensure the confidentiality of the candidate’s promotion e-portfolio, a list of eligible voting faculty with permission to view the information will be provided to the Interfolio administrator. This list shall be provided by the Promotion Committee.

Voting Results:
There is no specific weight assigned to this vote. The candidate’s promotion e-portfolios including requested documents by the Promotion Committee (e.g. numerical library faculty vote, peer review forms, supervisor’s letter, referees’ letters, etc.) are all carefully considered in the Promotion Committee’s recommendation to the Dean of University Libraries. 

The Dean of the University Libraries' letter will include the numerical library faculty vote, an explanation of who had voting rights on the application, and how the voting was done.

Click Here to Download a Sample Letter and Ballot

Appendix E
Florida Atlantic University Libraries:
Promotion Committee's Summary Checklist
 

Appendix F
Florida Atlantic University Libraries:
Promotion Guidelines Bibliography

Appointments, Promotions, and Tenure Criteria and Procedures for the Ohio State University Libraries.                       
(2009, July). Columbus, OH: Ohio State University Libraries.

Career Development Handbook. (n.d.).
Gainesville, FL: George A. Smathers Library, University of Florida.
Retrieved from: http://www.uflib.ufl.edu/Pers/cdh/

Collective Bargaining Agreement, Florida Atlantic University 2009-2012. 
Boca Raton, FL: Florida Atlantic University Board of Trustees/United Faculty of Florida.
Retrieved from: http://www.fau.edu/provost/files/BOT-UFF_CBA_2009-2012.pdf 

Collective Bargaining Agreement, Florida Atlantic University 2003-2006.
Boca Raton, FL: Florida Atlantic University Board of Trustees/United Faculty of Florida.
Retrieved from: http://www.fau.edu/files/faucba03-06.pdf

Guidelines For Appointment, Promotion, and Tenure of Faculty. (Rev. 2006).
Boca Raton, FL: Office of the Provost, Florida Atlantic University.

Library Policies, Faculty Performance Criteria.  (2005, December 12).
Wilmington, NC: William Madison Randall Library, University of North Carolina.
Retrieved from: http://library.uncw.edu/policies/performance_criteria_library_faculty

Miller, William (2006, May 4). Library Faculty Memorandum # 185.
Boca Raton, FL: S.E. Wimberly Library, Florida Atlantic University. 

Pape, Tess (2000, May). Boyer's Model of Scholarly Nursing Applied to Professional Development. 
AORN Journal, 71(5), 995-1003. 
Retrieved from: http://go.galegroup.com/ps/i.do?id=GALE%7CA64424111&v=2.1&u=gale15691&it=r&p=AONE&sw=w

Procedures for the Promotion of Librarians. (1992).
Pensacola, FL: John C. Pace Library, University of West Florida.

Procedures On Promotion and Continued Appointment. (2002).
Blacksburg, VA: University Libraries, Virginia Polytechnic Institute and State University.
Retrieved from: http://scholar.lib.vt.edu/staff/gailmac/Files4Berlin/Personal/P&CA2002.pdf

Promotion: Responsibilities, Policies and Procedure. (1995, March 1).
Miami: Florida International University Libraries.

Promotion and Tenure for 2015-2016. (2015, April 30).
Boca Raton, FL: Office of the Provost, Florida Atlantic University.

Promotion and Tenure for 2014-2015. (2014, April 12).
Boca Raton, FL: Office of the Provost, Florida Atlantic University.

Promotion and Tenure Criteria. (2002, July 26).
Boca Raton, FL: Department of Biomedical Science, Florida Atlantic University.

Promotion and Tenure Memorandum. (2006, May).
Boca Raton, FL: Office of the Provost, Florida Atlantic University.