Article 11: Professional Librarians

11.01 In evaluating professional librarians for initial appointment at any level within the University Library System, consideration shall take account of the librarian’s formal qualifications or their equivalent, as well as any additional relevant professional experience.

11.02 Consideration of professional librarians for reappointment, promotion and appointment without term shall take account of the following criteria:

(a) the librarian’s formal qualifications or equivalent relevant experience;

(b) effectiveness of the librarian’s performance on the job, which shall include a consideration of the following: knowledge of, and ability to apply, the principles of librarianship; technical ability; ability to relate to library staff; ability to relate to users; teaching ability; and potential contributions to the library system;

(c) the librarian’s contribution to the library system, the University and the profession, the community at large, and scholarly activity (which does not include any normal activity necessary to maintain competence or to perform required duties as a librarian);

(d) professional development and ability to handle increased responsibility;

(e) effectiveness of the librarian’s performance in administrative and supervisory duties.

If the librarian has duties in more than one unit of Dalhousie University, consideration shall be given to performance in all of these. Particular strength in some criteria may be considered as counterbalancing relative lack of strength in others so that decisions taken are based on an overall assessment of performance, but in no case shall reappointment, promotion, or appointment without term take place if performance in any of the criteria in Clause 11.02(a) to (d), and if appropriate (e), is less than satisfactory. A librarian’sresponsibilities need not include supervisory and/or administrative duties. In such a case, a librarian will not be denied reappointment, promotion, or appointment without term because they do not perform supervisory or administrative duties.

11.03 Appointments of professional librarians shall be of three kinds:

(a) probationary appointments;

(b) appointments without term;

(c) limited-term appointments.

The duration of these kinds of appointments, and the process of appointment and reappointment are described in Article 14 of this Collective Agreement. Limited-term appointments may be made to replace a librarian on leave, to appoint a librarian for a special project of limited duration, or to hire staff who will be paid fifty percent or more salary from limited-term, external contract or grant funds awarded to the University, or to replace a librarian who has left the University with less notice than that specified in Clause 24.01 where a regular appointment cannot reasonably be made in the time available, and in the last case, the appointment shall not exceed 12 months.

11.04 The length and any special conditions attached to a limited-term appointment shall be stated clearly in writing. Librarians who hold limited-term appointments for at least three consecutive years shall be entitled to consideration for one of the kinds of appointments specified in Clause 11.03(a) or (b) (in the latter case subject to Clause 11.11 and 11.13) in accordance with Clause 14.20. Such consideration shall take place upon the librarian’s submission of a written request, by 1 October, to the appropriate Library Appointments Committee. Part-time professional librarian Members who hold limited-term appointments at the time this Collective Agreement is signed shall be eligible for reappointment to further such limited-term appointments notwithstanding that such limited-term appointments do not fall within any of the categories specified in Clause 11.03. If reappointment is not made, reasons shall be given in writing.

11.05 There will be four ranks for librarians: promotion to the ranks of Librarian 2, 3 and 4 shall take place only when the Member’s performance satisfies the requirements of Clause 11.02, and such additional requirements as are specified below.

(a) Librarian 1: This is the entering level for a new graduate in Library Science and for a beginning professional librarian with equivalent relevant experience. This is the junior rank of a librarian whose work is performed under the supervision of an experienced librarian.

(b) Librarian 2: Appointment at or promotion to the rank of Librarian 2 shall be based upon an evaluation of the criteria in Clause 11.02, and shall require evidence of significant professional contributions to the library and to the University. Subject to Clause 14.13, promotion to the rank of Librarian 2 shall be considered in the fall term of the second year as Librarian 1 at Dalhousie upon the request of the Librarian, but failing such request shall be considered no later thanthe fall term of the third year as Librarian 1 at Dalhousie.

(c) Librarian 3: Appointment at or promotion to the rank of Librarian 3 is based upon an evaluation of the criteria in Clause 11.02 and shall require evidence of significant professional contributions to the library and to the University. Subject to Clause 14.13, promotion to the rank of Librarian 3 shall be considered in the fall term of the second year as Librarian 2 at Dalhousie upon the request of the librarian, but failing such request shall be considered no later than the fall term of the third year as Librarian 2 at Dalhousie.

(d) Librarian 4: Appointment at or promotion to the rank of Librarian 4 shall require in addition to the criteria in Clause 11.02, and at a standard above that in Clause 11.05(c), achievements in bibliographical activities which make a contribution to the field, academic administration within Dalhousie University, significant professional contributions to the needs and the effectiveness of the Library System, or a record of professional accomplishments which is widely recognized beyond the University in the fields of library science or administration. Subject to Clause 14.13, on the initiative of the Member or the appropriate Chief Librarian, Associate University Librarian or Dean, a Member may be considered for promotion from the rank of Librarian 3 to that of Librarian 4, but failing such an initiative, the Chief Librarian, Associate University Librarian or Dean shall inform the Member that he or she is eligible to be considered for promotion to the rank of Librarian 4 in the fall term of the fifth year as Librarian 3 or after other equivalent experience, provided the Librarian has been employed as a librarian at Dalhousie for at least the previous twelve months.

(e) Promotion to Librarian 2, 3, or 4, shall take effect, when granted, from the beginning of the following academic year.

11.06 There is no limit as to how often a Member may request promotion or how often a Member may be put forward by the committee mentioned in Clause 11.07. When a Member has been considered for promotion and promotion has not been recommended, requests for promotion by the Member and recommendations that the Member be promoted by the Library Appointments Committee must address the reasons mentioned in Clause 11.09(c) and 11.15 of this Collective Agreement, which were given in the last year in which the Member was not recommended.

11.07 There shall be a representative Library Appointments Committee in each library (i.e., the Killam Memorial, the Sir James Dunn Law, Sexton Design & Technology, the MacRae and the W.K. Kellogg Health Sciences Libraries), the Members of which shall be elected by all the professional librarians in each library by 15 June of each year, or shall be committees of all Members in a library. In no case shall the deliberations of the Library Appointments Committee be transacted in the absence of a quorum, which shall be two-thirds (2/3) of the members of the Committee (rounded to the nearest whole number). In the event of a resignation from the Committee before the Committee has begun to interview candidates, the resulting vacancy shall be filled by election. If interviews with candidates have commenced, the vacancy shall remain unfilled for the balance of the deliberations. These Library Appointments Committees shall make recommendations to the Library System Appointments Committee on all matters concerning appointments, reappointments, promotions and appointments without term of librarians; recommendations concerning reappointments, promotions and appointments without term shall be made no later than 15 November of each year. Such recommendations shall be accompanied by all documents and other evidence upon which the recommendations are based. At each stage in these deliberations, recommendations that are made by the committee shall be made known to the Member concerned. All recommendations that reappointment, promotion or appointment without term be granted, not be granted, or that consideration be deferred (except when the Member has requested such deferral) shall include a written statement of the reasons for the recommendation with respect to each of the characteristics specified or provided in Clause 11.02 and other relevant clauses of this Article 11.

11.08 In addition, there shall be a Library System Appointments Committee consisting of six professional librarians, five of whom shall be elected annually by all professional librarian Members at Dalhousie University. Not less than three of the members shall have appointments without term, and each of the libraries (the Killam Memorial, the Sir James Dunn Law, Sexton Design & Technology, the MacRae and the W.K. Kellogg Health Sciences Libraries) shall be represented on this committee. The sixth member shall be a continuing member from the previous committee. The Library System Appointments Committee shall choose its own chairperson from among its members, and shall choose one of its members to be a continuing member, who shall serve a second term without the need of election. No member may serve more than two consecutive years. In no case shall the deliberations of the Library System Appointments Committee be transacted in the absence of a quorum, which shall be two-thirds (2/3) of the members of the Committee (rounded to the nearest whole number). In the event of a resignation from the Committee before the Committee has begun to interview candidates, the resulting vacancy shall be filled by election. If interviews with candidates have commenced, the vacancy shall remain unfilled for the balance of the deliberations. It shall be the responsibility of the continuing member to initiate and oversee the election of the Library System Appointments Committee in the spring of each year and to call a meeting of the committee no later than 1 October of each year.

11.09 The Library System Appointments Committee, having regard to the characteristics specified or provided in Clauses 11.02 and 11.05 shall:

(a) consider recommendations from the representative Library Appointments Committees established in Clause 11.07 with regard to appointments, reappointments, promotions and appointments without term and shall make recommendations to the appropriate Chief Librarians on reappointments, promotions and appointments without term by 15 December;

(b) consult supervisors, colleagues and appropriate Chief Librarians as well as personal files, current resumes and other relevant documents for reappointment,promotion and appointment without term cases, and relevant references and other documentation for appointments;

(c) notify the candidate of any recommendation it makes at the time the recommendation is made and shall provide to the candidate a written statement of the reasons for the recommendation in respect to each of the characteristics specified or provided in Clauses 11.02 and 11.05.

11.10 Prior to making a recommendation in accordance with Clause 11.09, if it appears in hearings of the Library System Appointments Committee, that recommendation for reappointment, promotion or appointment without term may be denied or consideration deferred, the Member shall be informed of this in writing, and shall be given a written statement of the areas of concern with respect to the characteristics specified or provided in Clause 11.02 and other relevant clauses of this Article 11, and shall be invited to appear before the committee. All Members who are candidates for promotion and appointment without term may appear before the committee if they so desire. The Chief Librarian shall inform the Member concerned before making a recommendation which differs from that of the Library System Appointments Committee.

11.11 Subject to Clause 11.13 or unless otherwise specified in a Member’s letter of appointment from the Board, appointment without term shall be considered in the fall term of a Member’s fifth year as a professional librarian at Dalhousie University.

11.12 A Member may, in exceptional circumstances, be granted an appointment without term at the time of his or her appointment, but any such grant of appointment without term shall be consistent with the characteristics set forth in Clause 11.02, and must be approved by the Library System Appointments Committee before the appointment is made.

11.13 A professional librarian with three or more years of full-time relevant experience prior to his or her initial appointment to Dalhousie University shall be considered for appointment without term in the fall term of his or her third year as a professional librarian at Dalhousie University, unless the Member indicates that he or she does not wish to be considered for appointment without term at that time.

11.14 On appointments, reappointments, promotions and appointments without term, the appropriate Chief Librarian, after careful consideration of the recommendations of the Library System Appointments Committee, shall make a recommendation to the appropriate Dean or Vice-President. Such recommendations shall be made within fifteen days of the receipt of a recommendation from the Library System Appointments Committee. When making recommendations to the appropriate Dean or Vice-President, the Chief Librarian shall include the text of the recommendation of the Library System Appointments Committee together with all documentation on which it is based.

11.15 When a Chief Librarian makes a recommendation to a Dean or Vice-President, the candidate shall be notified in writing at the time the recommendation is made. When this recommendation differs from that of the Library System Appointments Committee, the appropriate Chief Librarian shall include in the notification given to the Member concerned a written statement of the reasons for the recommendation in respect to each of the characteristics specified or provided in Clause 11.02 and other relevant clauses of Article 11.

11.16 Professional librarians who hold an appointment without term shall only be transferred or reassigned duties in other units of Dalhousie University after consultation and with their consent, or where such transfer or reassignment is required in order to meet the service needs of the University Library System, in which case provision shall be made for the Member’s input which shall be considered and to which a written response shall be provided upon request. Where practicable, at least one (1) month prior written notice of any transfer shall be given. Requests for transfer or reassignment to available positions shall not be unreasonably denied provided the transfer or reassignment is consistent with the service needs of the University Library System. The parties shall endeavour to resolve any grievances regarding a transfer as expeditiously as possible.

Scheduling

11.17 The duties of a professional librarian include providing information services to library users and the necessary technical services to make this provision of information and service possible. Hours of work may include nights and weekends because of the service component and may vary from week to week according to time of year and levels of service required. Scheduling is the responsibility of the appropriate supervisor and shall take into account the preference of the individual as much as is compatible with meeting the needs of library service. Hours of work will be based on a schedule of 35 hours per week September through April and 32.5 hours per week from May through August. Part-time service by professional librarians shall refer to the fraction of full-time hours worked per week.

11.18 The schedules of professional librarians should normally be arranged so as to permit 48 consecutive hours free of duties in every seven-day cycle although this may not always be possible in smaller units. If emergency situations arise, such as illness, death, or unexpected resignations among the professional library staff, and it becomes necessary for a professional librarian to work a seven-day cycle without 48 consecutive hours free of duties, the librarian will be compensated as for work done on holidays.

11.19 While it is recognized that professional librarians may be required to work on some holidays, the assignment of such work must be equitable, and disputes about such assignments are grievable. Compensation for carrying out work on holidays shall be at the rate of two hours for every such hour worked, in the form of time off from such duty in lieu of payment, or in the equivalent in overtime pay at the discretion of the librarian. The use of paid overtime work is subject to budget limitations, as well as the needs of the library. In no case shall overtime accumulated by a professional librarian exceed 19.5 hours without the professional librarian being given the opportunity to take time in lieu of payment or the equivalent in pay. The time off shall be arranged by mutual consent of the librarian and the supervisor based on the needs of library service.

11.20 Time worked in excess of the minimum requirement shall be compensated either at the rate of one hour for each additional hour worked in the form of time off or by payment at equivalent rate. The form of recompense shall be chosen by the librarian concerned at the time the excess work is authorized. In order to be sure that compensatory time off or payment is made the present time-accounting system shall be continued.

11.21 Notwithstanding Clauses 11.19 and 11.20 above, any librarian regularly assigned additional duties in accordance with Clause 22.02 shall be reimbursed in accordance with that clause. Duties of 20 hours or more in any four-month period shall constitute consideration under Clause 22.02.

11.22 Administrative responsibilities of professional librarians within the University Library System may be assigned, varied or terminated by the Chief Librarian responsible for the library unit concerned. Provision shall be made for consultation with the Members concerned.