Administrative Services
Classification and Promotion:
Librarian Promotion Policies
To Librarian/Archivist II | To Librarian/Archivist IIIPromotion from Librarian/Archivist I to Librarian/Archivist II
Librarian/Archivist I is the beginning professional rank in the MIT Libraries. Professional development and career advancement of the Librarian/Archivist I is regarded as a joint responsibility between the staff member and the Libraries. It is expected that librarians/archivists will take the initiative to develop their personal and professional skills and to pursue a level of professional commitment that enables them to make significant contributions to the work of the MIT Libraries, the Institute, and the library profession. Librarians/Archivists may expect the MIT Libraries to provide support and encouragement of their professional growth through established career path guidelines, counsel from senior professionals, and financial support for appropriate training and development opportunities.
• Policy
• Promotion Plan
• Promotion Criteria
• Notification Process
• Promotion Recommendation
• Promotion Recommendation Documentation
• Promotion Approval
Policy
A Librarian/Archivist I is eligible for promotion to Librarian/Archivist II upon meeting the criteria established for promotion. It is the responsibility of each department head to help individuals newly appointed to these beginning professional ranks develop a plan for their professional development with a goal of meeting these criteria. In cases where the department head is not the immediate supervisor, the department head will need to involve the immediate supervisor substantively in the promotion process.
A Librarian/Archivist I is normally expected to achieve promotion to Librarian/Archivist II after at most four years of relevant professional experience. For those rare instances when promotion criteria are not met after four years, discussions should continue between the librarian/ archivist, supervisor, department head, and the appropriate Associate Director to assess obstacles to the individual's growth and development, and his or her overall suitability to the position and to the MIT Libraries' environment.
Promotion Plan
A promotion plan should be developed for each newly appointed Librarian/Archivist I. Work on the plan should begin immediately after the staff member's Institute-required six month review, and be completed within three months. It should be a collaborative effort between the librarian/archivist, the supervisor, and the department head. The plan should articulate a clear and focused development path. It should explicitly address the appropriate promotion criteria and should, consistent with the priorities of the MIT Libraries, outline concrete goals and strategies for meeting the criteria. This plan should be signed by the librarian/archivist and the department head. Final approval of the plan rests with the Associate Director. Once approved, the plan is submitted to the Personnel Administrator for retention in the personnel files.
It is the responsibility of the department head to see that continued attention be paid to the individual's progress toward meeting the goals as outlined in the promotion plan. Discussions and counsel should occur regularly between the librarian/archivist, the department head, and the supervisor. The plan should be formally reviewed at each performance evaluation. As the nature and goals of the MIT Libraries, the Institute, and/or the profession change, the librarian/archivist's focus or priorities may change as well. In such cases, the plan should be updated to reflect these changes.
Promotion Criteria
The following criteria are intended to characterize the level of professional growth and development necessary for promotion to Librarian/Archivist II. It is expected that the recommendation for promotion will document that the substance of these criteria has been met and that, within the framework of these criteria, a clear and focused development path has been fulfilled by the librarian/archivist. The applicability of these criteria to specific positions will vary, depending upon the nature of the individual's responsibilities.
Has at least two to three years of relevant professional library/archives experience;Carries out all aspects of the position with considerable independence;
Makes positive contributions to the overall operation of the department or library;
Participates positively and constructively in group endeavors and planning processes;
Has the ability and knowledge to effectively teach and train students, faculty, researchers, administrative staff, and/or new library staff members;
Exhibits good judgement in carrying out supervisory functions as well as solid leadership qualities in directing and motivating staff;
Understands and demonstrates effective resource utilization and shows evidence of sound judgement in managing appropriate staff, space, and fiscal resources;
Demonstrates personal initiative in developing specialized resources, enhancing services, launching new programs;
Thoroughly understands issues in her or his area(s) of expertise and is sought out by other staff as consultant/advisor;
Identifies areas needing improvement in his or her own performance and takes appropriate action;
Contributes to system-wide efforts and exhibits understanding of the system's philosophy and mission;
Takes initiative in seeking out and participating in continuous learning opportunities and training events to develop specialized skills and build on career goals;
Demonstrates increasing involvement in appropriate outside activities, and awareness of current issues and trends in the profession;
Shares and applies information gained through outside activities and contacts, and transfers knowledge and skills acquired through training activities;
Understands the educational and research needs of the MIT community and applies that understanding in carrying out responsibilities and representing the Libraries;
Understands the mission and philosophy, as well as the administrative structure of the Institute, and applies that understanding in carrying out responsibilities and representing the MIT Archives.
Notification Process
1. The Personnel Administrator notifies the department head at the end of the staff member's six month probationary period that work on a promotion plan should begin, with a target completion date within the following three months. A copy of that notification will be sent to the librarian/archivist as well.
2. The department head and librarian/archivist consult with the appropriate Associate Director and Personnel Administrator in finalizing the plan. Upon approval by the Associate Director, the plan is retained in the personnel files.
3. When notification of the staff member's annual performance review is sent to the department head, the Personnel Administrator will also suggest that a formal discussion of the promotion plan occur during the evaluation.
4. Approximately one month prior to the librarian/archivist's completion of two years of professional service, the Personnel Administrator will begin a series of yearly notifications to the department head. These notifications are intended to remind the department head to assess the librarian/archivist's progress toward meeting goals established in the promotion plan, and for them to jointly assess, with the staff member, their readiness to submit a promotion recommendation.
5. If, after the librarian/archivist has completed four years of professional service, promotion is not recommended, the department head is required to submit documentation of the individual's obstacles to achieving promotion and of his or her overall suitability to the position.
Promotion Recommendation
Recommendation for promotion can be made at any time after it is determined that the librarian/archivist has met the substance of all applicable criteria. The responsibility for making promotion recommendations lies with the department head in conjunction with both the candidate for promotion and the immediate supervisor. The librarian and department head should consult with their Associate Director in the preparation of the promotion recommendation. Once the promotion recommendation is finalized, it should be submitted to the Personnel Administrator, who will review the file for completeness, make copies, and place the case on the next available Steering Committee agenda.
Promotion Recommendation Documentation
1. Letter of documentation from librarian/archivist. This letter should take the form of a self-evaluation and should be organized around the promotion criteria, demonstrating fulfillment of a clear and focused development path. The librarian/archivist should refer to the promotion plan and her/his progress toward meeting the goals set forth in the plan. He or she should also discuss the impact these achievements have had on the department and/or the MIT Libraries, and describe their significance in his or her own professional development.
2. Letter of recommendation from department head. The recommendation should include an evaluation of the librarian/archivist's ability to carry out the responsibilities of the position occupied, emphasizing particularly the professional knowledge and judgement demonstrated by the librarian/archivist on a regular basis and the independence with which the librarian/archivist functions. It should also include an assessment of the librarian's fulfillment of each of the appropriate promotion criteria.
3. Promotion Plan. A copy of the approved promotion plan developed by the librarian/archivist and the department head should be included with the request.
4. Current resume. The resume should document the professional's career history, including any relevant prior experience; mention of achievements, award, recognitions; record of MIT library and outside professional committee service; listing of publications, research, presentations; and, notation of other significant professional activities.
5. Supporting material/examples of work. Upon review of the promotion package, the Associate Director may suggest that additional material such as copies of publications or other work products accompany the promotion recommendation.
Steering Committee serves as the final review body. Once a promotion recommendation has been approved by Steering Committee, a request is submitted to the Provost for approval. The librarian/archivist and department head will be notified by the Director, in writing, of the approved promotion. The promotion will be effective on the first day of the month following the approval.
In cases where promotion is not approved, a written notification will be provided by the appropriate Associate Director to the department head and librarian/archivist detailing the reasons for that action. Discussions between the Associate Director, Department Head, and librarian/archivist should then occur regarding plans and a timeframe for resubmission of the promotion recommendation.
Policy Revised, February 8, 1999.
Policy Revised, September 9, 1997.
Policy reviewed by Library Council, November 18 and December 16, 1987.
Policy approved by Steering Committee, December 17, 1987.
Policy issued, February 2, 1988.
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