Overview of the tenure process
Assistant librarians on a definite term tenure-track appointment are considered for tenure and promotion to the rank of associate librarian no later than during the sixth (6th) academic year of their appointment to that rank; associate librarians are considered no later than during the fifth (5th) academic year of their appointment to that rank. The exact timeline is based on start date of the initial appointment. For more information, see: Tenure cohort.
Candidates must exercise due diligence in preparing and pursuing their case for tenure and prepare a dossier. The candidate submits an electronic copy of their dossier to the Secretary-General by September 1st.
Dossiers are evaluated according to the Regulations Relating to the Employment of Librarian Staff and Guidelines on Criteria for Tenure Consideration for Tenure-Track Librarian Staff.
Criteria for tenure is based on performance of academic duties.
The Library Reappointment and Tenure Committee (LRTC) considers the candidate’s case for tenure. If the LRTC is tending towards making a negative recommendation, it notifies the candidate in writing of its reasons , and provides the candidate, accompanied by an advisor if she or he wishes, with the opportunity to address the Committee, prior to its arriving at its final recommendation. The Chair of the LRTC submits a written report to the Secretary General by January 25 containing the recommendation, with supporting reasons.
The Secretary-General sends copies of the report and recommendation to the candidate and to the University Tenure Committee. The University Tenure Committee considers the candidate’s tenure dossier and the LRTC report. The University Tenure Committee may request more information on the candidate's professional and scholarly activities before arriving at a decision.
If, after considering the candidate’s tenure dossier and the Library Tenure Committee report, the University Tenure Committee is tending towards making a recommendation that differs from the recommendation of the LRTC or that is negative to the candidate, or both, it notifies in writing, both the candidate and the chair of the LRTC of its proposed recommendation and the reasons ; each of them, accompanied by an advisor if they wish, shall be given the opportunity to address the University Tenure Committee in the presence of each other prior to its arriving at its final recommendation to the Principal.
The University Tenure Committee communicates its final report and recommendations in writing to the Secretary-General no later than April 30 of the year of consideration.
The Principal decides each candidate’s case for tenure solely on the basis of the candidate’s tenure dossier, the LTRC report and the University Tenure Committee report.
If the Principal is tending towards accepting the negative recommendation of the University Tenure Committee, the Principal , prior to reaching a final decision, notifies the candidate in writing that she or he is also tending to a negative decision and provides the candidate with written reasons and an opportunity to appear before her or him, accompanied by an advisor if the candidate wishes, to address the University Tenure Committee report.
If the Principal is tending to disagree with the University Tenure Committee’s final recommendation against the grant of tenure, the Principal notifies in writing both the candidate and the chair of the University Tenure Committee of her or his proposed recommendation and the reasons , and each of them, accompanied by an advisor if they wish, are given the opportunity to appear before her or him to address the concerns identified.
The Principal communicates the final decision to candidates in May.