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Reappointment of Librarian Staff

Regulations

The Regulations Relating to the Employment of Librarian Staff provide the regulatory framework regarding reappointment and, where appropriate, the non-renewal of librarian staff.

 

Terms

Reappointments shall be for a definite term of up to three years. It is practice to grant three-year reappointments to candidates who are on track for tenure and one- or two-year reappointments to candidates whose performance of their academic duties is of concern.

An Assistant Librarian may be reappointed at this rank for additional definite term appointments of not less than one year and not more than four years, provided that the appointment and reappointments shall not exceed in aggregate seven years.

An Associate Librarian may be reappointed at this rank for additional definite term appointments of not less than one year and not more than four years, provided that the appointment and reappointments shall not exceed in aggregate six years.

A Full Librarian may be reappointed on an initial appointment of at least five years, but less than six years.

 

Criteria

The McGill University Libraries shall establish written criteria for the reappointment of assistant librarians and associate librarians appointed to definite term tenure track appointments.

The Director or Dean of Libraries or delegate shall communicate the criteria for reappointment in writing to the staff member no later than 60 days after the staff member’s appointment. The criteria shall provide staff members with guidance in anticipation of meeting the requirements for reappointment and tenure.

 

Dossier

The librarian staff must use due diligence in pursuing their case for reappointment, providing the committee with a dossier containing the necessary information and documentation to establish that they have met the reappointment criteria. A librarian staff member shall be guided in the preparation of her or his dossier by the requirements for a tenure dossier as set out in the Regulations Relating to the Employment of Librarian Staff.

The recommendation of the Dean to the Provost and Vice-Principal (Academic) must be accompanied by this dossier, as well as the report of the library reappointment committee.

 

Timing

The reappointment process must be initiated one year in advance of the appointment end date. Depending on the end date of the staff member’s appointment end dates, timelines for the process are provided in the table below.

The reappointment process, including the communication of the Provost and Vice-Principal (Academic)’s decision to the staff member, must be completed at least 37 weeks before the end date of the appointment. This is especially critical where the decision is against reappointment, since failure to provide the 37 weeks notification results in an automatic one year extension of the candidate’s appointment.

 

Dates

Process is initiated 12 months before the end of the candidate’s appointment

Deadline for the Dean to receive committee chair's recommendation

Deadline for Provost and Vice-Principal (Academic) to receive Dean's recommendation

Deadline for the candidate to receive Provost and Vice-Principal (Academic)'s decision

Appointment end dates

March
previous year

May 15,
previous year

June 15,
previous year

July 15,
previous year

March 31

June
previous year

August 15,
previous year

September 15,
previous year

October 15,
previous year

June 30

September
previous year

November 15,
previous year

December 15,
previous year

January 15

September 30

December
previous year

February 15

March 15

April 15

December 31

Process

  1. At the time of consideration for reappointment, the staff member shall provide the chair of the committee with the dossier to support their case for reappointment.
  2. A reappointments committee of the McGill University Libraries considers the staff member’s case for reappointment. Where a tenure track staff member is to be appointed to a faculty or department as well as to the McGill University Libraries, the director or Dean of Libraries and the respective Dean and, if appropriate, departmental chair, shall jointly recommend the appointment to the Provost and Vice-Principal (Academic).

  3. The reappointments committee shall submit a written report containing substantive reasons to the director or Dean of Libraries and to the staff member recommending either the reappointment of the staff member for a further definite term or the non-renewal of the staff member’s appointment.

  4. The director or Dean of Libraries shall submit a written recommendation with substantive reasons to the Provost and Vice-Principal (Academic), with a copy to the staff member and the departmental chair, containing either a recommendation for reappointment for a further definite term in accordance with these regulations; or a recommendation for the non-renewal of the staff member’s appointment. In parallel, the Faculty initiates the reappointment process in Workday by selecting the Update Academic Appointment BP (see the Academic Appointment Job Aid).

  5. Within 25 working days of the Provost and Vice-Principal (Academic) receiving a recommendation from the director or Dean of Libraries, the Provost and Vice-Principal (Academic) shall provide the staff member, the director or Dean of Libraries with a written decision either for reappointment for a further definite term in accordance with these regulations; or non-renewal of the staff member’s appointment.

  6. The Provost and Vice-Principal (Academic) communicates his or her decision to the staff member via Workday, The director or Dean of Libraries can access the information in Workday directly.

  7. For non-renewals, the staff member must be offered a reappointment of 1 year, which is processed in Workday. Then a termination must be processed with a future date.

If at any stage in the process the reappointments committee, the director or Dean of Libraries, or the Provost and Vice-Principal (Academic) is tending towards a negative recommendation or decision, the staff member must be 1) notified that the recommendation or decision is so tending; 2) provided with substantive reasons (in writing) for the negative recommendation or decision; and 3) given the opportunity to address the concerns in person, accompanied by an advisor if they so wish.

Deferring Reappointment Consideration

All pre-tenure (tenure-track) librarians will be allowed to elect to defer their consideration for reappointment and tenure by one full year because of the impact of the coronavirus on their productivity. Librarians who wish to defer reappointment consideration in light of this option must advise their Dean at least one month before their reappointment dossier is due, and follow the same process as below (except for the delay which is one month for this option) but indicate that the reason is the current situation. This extension does not count against the maximum two-year extension to reappointment and tenure clocks for periods of authorized leave permitted under McGill’s Regulations Relating to the Employment of Librarian Staff (s.2.3.5.2).

Librarian staff who have taken an authorized leave of three months or more prior to the beginning of their year of reappointment consideration may request a postponement of their reappointment consideration. Reappointment consideration may be postponed for a maximum of one year per authorized leave, at the Provost and Vice-Principal (Academic)’s discretion. It should be understood by the staff member that postponement of reappointment consideration may delay tenure consideration. Such requests are made by email to the academic.personnel [at] mcgill.ca (Academic Personnel Office), with a copy to their Department Chair, within three months of the beginning the year of reappointment consideration.

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