Chapter VI: Professional Librarians

6.000 PROFESSIONAL LIBRARIANS

Professional librarians at Guilford College are both faculty and administrative staff. As such they enjoy the status of faculty, with certain privileges and responsibilities. See "Other Privileges and Responsibilities" (6.600). However, because they do not teach full-time on a regular basis, they participate neither in the same system for faculty ranking nor in the program for faculty tenure, but have a system of parallel ranks and review. See "Review Process for Professional Librarians" (6.200).

6.100 Professional Librarian Employment

Employment at the College is a legal agreement between professional librarians and the institution. Letters of agreement for the academic year are issued on or before April 1, with the effective date of return of letters of agreement on or before May 1. See "Non-renewal" (6.240).

The ranking system for professional library personnel parallels the system for teaching faculty, but utilizes different titles. A list of these and their equivalents within the system for teaching faculty is as follows:

Senior Librarian - Professor

Associate Librarian - Associate Professor

Assistant Librarian - Assistant Professor

6.110 New Appointments

New professional librarian appointments are made by the President on the recommendation of the Academic Dean. When a position has been authorized by the President, the Academic Dean initiates the recruiting process by requesting the Library Director to present a job description for the authorized position. The Library Director, in consultation with library staff, prepares a detailed description for approval by the Academic Dean and for the information of the Faculty Affairs Committee. Through appropriate local, regional, and national advertising, the Dean invites applications for the position. Applicants send credentials to the Library Director. From these applications, the Library Director, in consultation with the library staff, ranks the three to five most qualified candidates. The Director, in consultation with the Dean, will invite the candidates to on-campus interviews. During such visits, the applicant is interviewed by the Academic Dean, who discusses rank and salary; all members of the library staff; the Library Director, who describes responsibilities; appointed representative from the Clerk's Committee; faculty on the Library Committee; and other interested persons.

The Academic Dean, in consultation with the Library Director, is responsible for determining that each person considered for appointment has been carefully evaluated in terms of verifiable academic qualifications, interest in librarianship, ability in working with students and teaching faculty, and potential contribution to college governance. The Library Director is primarily responsible for evaluating professional capabilities to determine whether they meet library needs. The appointed representative from the Clerk's Committee, the faculty on the Library Committee, and the Academic Dean concentrate upon determining whether a candidate will make a contribution to the total College community through educational philosophy and personal attitude.

Following the on-campus visit, those interviewing the candidates make written recommendations to the Academic Dean. After consultation with the appointed representative from the Clerk's Committee, the faculty on the Library Committee, all members of the library staff, the Library Director, and the Academic Dean makes a recommendation for appointment to the President.

In the case of a new Library Director, the search is conducted by the Academic Dean, who invites applications through appropriate local, regional, and national advertising. From these applications, the Academic Dean, the faculty chair of the Library Committee, a professional librarian, and the member of the Clerk's Committee rank the top ten candidates and forward their files to the President. After discussion, the three most qualified candidates are invited to on-campus interviews by the Academic Dean. Candidates are interviewed by the Search Committee, the faculty on the Library Committee, the library staff, the Academic Dean, and the President. Following the on-campus interviews, those interviewing the candidates make written recommendations to the Academic Dean and the President. If there is a difference in opinion between the FAC search committee, the faculty on the Library Committee, the library staff, the Academic Dean, and the President, they will meet together to communicate their respective positions. The President has the authority to make the final decision.

6.200 REVIEW PROCESS

While all professional librarians undergo a formal annual evaluation by the Library Director, they are also reviewed by the FAC during their second and fourth years of employment by the College and for promotion.

6.210 Information-Gathering Responsibilities

The Academic Dean, in consultation with the Library Director, notifies in writing all professional librarians scheduled for the FAC reviews. Such notification will take place on or before October 1 in the review semester. The community at large will be notified of the impending review(s) in the Community Newsletter.

The Chairperson of the Faculty Affairs Committee will work with the Academic Dean to assure timely collection of all additional material relevant to the review, including the following:

• A written self-evaluation by the professional librarian under review. The self-evaluation should address those strengths and accomplishments which the librarian particularly desires the FAC to note and may address issues raised in annual evaluations by the Library Director. Supporting materials, such as announcements of exhibits or lectures, samples of work published, committee publications, course syllabi, materials demonstrating productive changes in job for more efficiency and better delivery of services, or other items demonstrating professional contributions, may be included.
• A confidential evaluation from the Library Director which assesses the quality of the professional librarian's contribution to the well-being of the library and the community. The Library Director may also refer to issues raised in annual evaluations of the employee.
• Confidential evaluations from other librarians. First-year professional librarians shall be given the option of abstaining from expressing an opinion if they prefer. All other librarians will be expected to make a clear recommendation in writing.
• Confidential statements concerning the quality of the professional librarian's work from at least one and no more than three extra-departmental colleagues, nominated by the candidate.
• Confidential letters from three students chosen by the person under review.
• Additional materials may be solicited by the professional librarian under review, the Library Director, or the Academic Dean.

6.220 Deliberative Process

Each member of the FAC shall review the materials enumerated above prior to discussion. All discussions of the committee are confidential. After the FAC has reviewed the written material and initiated its discussion, the chairperson may invite the professional librarian under review to meet with the committee. If the FAC believes it necessary, other individuals may be invited to discuss the candidate's performance.

The members of the FAC shall work towards a sense of the meeting, even though the recommendation of the Academic Dean may be recorded separately from that of the committee in the document transmitted to the President. If an unconvinced member or members of the committee remains opposed to a final decision, a "minority minute" may be written, recorded, and transmitted. When the FAC has arrived at its final recommendation, the Academic Dean shall present the committee's conclusions to the person under review, the Library Director, and the President. If there is a difference of opinion between the FAC and President, the President will meet with the FAC and communicate his or her recommendations with supporting rationale to the FAC. The President makes the final decision and communicates it to the person under review, who may appeal the decision according to the "Appeals Process" (2.600).

6.230 Review Criteria for Professional Librarians

• Effectiveness in librarianship (to be evaluated on the basis of the job description);
• Improvement as a professional librarian; and
• Service to the community.

See also "Promotion" (6.300) for further details.

6.300 PROMOTION

Recommendations for promotion normally originate with the immediate supervisor or the Library Director. However, any member of the faculty or professional library staff can propose a promotion after consultation with the Library Director and the Academic Dean. Recommendations for the promotion proceed in the same manner as those for two- and four-year review, except that the final decision about promotion rests with the Board of Trustees. See "Deliberative Process" (6.220). The member of the FAC shall work towards a sense of the meeting, even though the recommendation of the Academic Dean may be recorded separately from that of the committee in the document transmitted to the President. Other differences of opinion within the committee may be recorded in a "minority minute." When the FAC has arrived at its final recommendation, the Academic Dean shall present the committee's conclusions to the person under review, the Library Director, and the President. If there is a difference of opinion between the FAC and the President, the President will meet with the FAC and communicate their recommendations with supporting rationale to the FAC. If differences remain, the Board of Trustees will make the final decision, and the President will communicate that decision in writing to the individual being reviewed. The latter may appeal the decision according to the "Appeals Process" (2.600).

The College does not adhere to a system of automatic promotions after a specific time of service in rank or the earning of any degree. In judging merit for promotion, the President, Academic Dean, the FAC, and the faculty as a whole have agreed to guidelines which emphasize effectiveness in librarianship, complemented by creative and productive professional activities, and community service. Broadly construed, such activities include: research, including the supervision of student research; professional publication; conscientious efforts to improve as a librarian through innovative and effective approaches to one's work; teaching (if applicable); commitment to the total educational community, as a counselor to students, as an academic colleague, and as a willing and effective participant in the governance of the College through committee work; membership in professional organizations; and involvement in service to the community. In promotion decisions, length of service as reflected in distinguished college service either at Guilford or at some other institution may be a factor.

6.400 TERMINATION

A newly appointed professional librarian may expect to receive a second annual contract unless:

• Appointments are clearly temporary in nature and are so identified at the time of appointment; such appointments carry notice of termination with the first contract.
• Extraordinary circumstances necessitate a review in the first year; in such a case, a decision not to extend a contract must be communicated to the faculty member on or before March 1 of the second contract year.

During the fall semester of the second year, there must be a formal evaluation and review of the new professional librarian's performance by the FAC (as described in 6.200). The purpose of this review is to assist the Academic Dean and Library Director in determining whether to extend a third annual letter of agreement. Any decision not to extend a third letter of agreement must be communicated on or before March 1 of the second contract year.

Professional librarians who have been at Guilford more than two years must receive one year's notice in a terminal letter of agreement, except when dismissed for cause. Dismissal for cause normally includes professional incompetence, unprofessional actions, moral turpitude, or gross neglect of duty. Termination may also be effected because of unavoidable budget reductions.

Professional librarians have the right to appeal non-renewal of letters of agreement on the claim that such non-renewal is for invalid reasons. If a negative review is received from the Faculty Affairs Committee, the same appeal process shall be that applied to faculty. See "Appeals Process" (2.600). If a negative review is received from the Director of the Library or the Academic Dean, the appeal process for staff shall be used. See "Performance Appraisal" in the Administrative and Support Staff Handbook (3.700).

A professional librarian may terminate an appointment at the end of an academic year, provided the earliest possible notice is given in writing on or before April 1 or thirty days after receiving notification of the terms of appointment for the coming year, whichever date occurs later. The professional librarian may properly request a waiver of this requirement of notice in case of hardship or on the grounds that it prevents substantial professional advancement.

6.500 STUDY LEAVE

Professional librarians requesting study leave do so as administrators, as specified in section 6.300 of the Staff handbook. (See below). The expectations for continued service for librarians returning from study leave are the same as those stipulated for faculty members. Specifically, librarians shall continue to serve the College for at least one year after returning from such leave, or refund to the College salary, benefits, and other monies paid in conjunction with the study leave.

Recognizing that administrative staff and professional librarians need periodic occasions for strengthening academic and professional resources that are essential to effective work, a regular policy of eligibility for study leaves has been established within these groups. Specifically, this includes the professional library staff and the professional administrative staff (above the level of administrative assistants). The length of possible leaves will depend on the required adjustment of responsibilities and the character of the study leave proposal, but will not exceed the equivalent of one semester.

Leave proposals may be considered following a minimum of six years of full-time service to the College in a professional capacity. They are granted by the President on the basis of written proposals submitted during the fall term of the academic year prior to that in which the leave is requested. Such proposals should be submitted to the department head by September 1 and to the President by September 10. The proposal should include the time and duration of the requested leave, a description of the intended activities and their potential contribution to areas of professional importance and individual growth, and a recommendation for coverage of the regular work assignments of the individual requesting leave. At the end of the leave a written evaluation of the progress of activities during the leave, plus copies of any writings or professional programs developed during the leave, should be submitted to the President.

Administrative leaves are granted for a period equivalent to one semester with full compensation. Recipients will continue to be covered under the benefit plan during the leave period.

Whenever possible, work allocations should be adjusted internally in order to sustain the activities and responsibilities of the person on leave. It is recognized that in some cases this will add a modest additional burden to colleagues within the College, but these individuals may be afforded the same opportunity at another time.

In some cases, it may be necessary to hire an external replacement. In order to budget for such a position, a small pool will be established in a special account fund. Leaves will be permitted only up to the limit of funds available in this account for necessary replacements.

No leaves may be requested until the completion of six years of continuous full time service to the College in a professional capacity. After a study leave, another period of at least six years must elapse before another leave will be considered.

Individuals granted study leaves must return to the College to work for at least one year. Should the recipient choose to leave the College within one year following the study leave, repayment of all the monies advanced during the leave shall be required, to include salary and benefits and other monies including travel advances and other general expenses paid for or advanced to the administrator or professional librarian during the leave.

Any exceptions to this leave policy require the full approval of both the President and the Teachers and Officers Committee of the Board of Trustees.

6.600 OTHER PRIVILEGES AND RESPONSIBILITIES

Although their duties are not altogether instructional in nature, professional librarians are expected to view the services they perform as an integral, supporting part of the educational process and necessary to the functioning of the College as a community of learning. Therefore, professional librarians who travel for purposes related to academic professional development are eligible for Faculty Travel Fund allocations (5.350). Under certain circumstances, they may also apply for Faculty Research Funds (see 5.330) and Kenan Grants for the Improvement of Teaching (see 5.320).

Other responsibilities include regular attendance at faculty meetings and commencement and service on College standing committees. Professional librarians are nominated by the Nominating Committee to serve on one standing committee. Ordinarily, newly appointed professional librarians are not asked to serve on committees the first year but may do so if they request such service.

Employment at Guilford College is considered full-time unless otherwise explicitly provided in salary arrangements. Any offer of concurrent employment by any employer may be accepted by a professional librarian only after approval by the Library Director, Academic Dean, and the FAC. Substantial self-employment commitments must also be approved by the Library Director, Academic Dean, and the FAC. This regulation is not intended to discourage such activities as research, consulting, or public address. It seeks rather to ensure that College responsibilities are fulfilled and to safeguard the primary obligation of Guilford College to its students.

The responsibilities and privileges of Academic Freedom apply to professional librarians as well as faculty. See "Academic Freedom" (2.000). Although professional librarians may speak and act freely as private citizens without institutional censorship or discipline, they should make every effort to indicate in such cases that they are not speaking for the institution.

6.613 Tuition Remission -- Dependents of Employees

[Changes approved by the Teachers, Officers and Curriculum Committees of the Guilford College Board of Trustees, January 28, 2000]

After 12 months of continuous full-time employment, Guilford College provides tuition remission for spouses, partners and/or for blood-related or legally dependent children of all employees considered full-time or part-time continuing faculty members. Part-time administrators and support staff who have worked for a minimum of 1000 hours or more for three consecutive twelve (12) calendar month periods will also be eligible to take advantage of this benefit. Part-time faculty who have taught at least one course in each semester for three consecutive academic years (a minimum of six classes) will also qualify for this benefit after three consecutive twelve (12) calendar month periods. Dependent children, spouses and partners eligible for tuition remission must be students pursuing the initial baccalaureate degree. For such individuals to continue to receive tuition remission, the employee must continue to be employed by the College on the same or greater basis as when they began using the benefit. All eligible dependents may enroll in classes on a space-available basis.

In the event that a non-employed partner (not spouse or child) receives tuition remission, then the value of that tuition remission will be taxable to the employee as gross income and will be reflected on the employee's W-2 as such.

Dependent children or spouses/partners are also eligible to participate in certification/non-credit programs available through the Professional Development and Training Center (PDTC) on a space-available basis as determined by PDTC. The cost to the employee for participation in a certification/non-credit program or course will be based on Guilford's actual per student cost to offer the program or course (based on minimum required class size) plus all incremental costs for books, course materials, fee, per students cost, etc. The books, fees, course materials and per student costs will differ for each of the certification/non-credit programs.

Tuition remission forms are available in the Office of Human Resources. Completed forms must be submitted before the day of registration.

In determining financial dependency, the College adheres to the standards formulated by the Internal Revenue Service as stated in the annual instructions for filing Form 1040. Tuition remission is applicable to the equivalent of 128 credits at Guilford (eight regular semesters of work) toward the initial baccalaureate degree, less any credits transferred from other institutions. Financial dependency will be a prerequisite for tuition remission for dependents of all employees without exception.

Students receiving tuition remission are held to the same academic requirements as all other financial aid recipients. To continue receiving this benefit, the students enrolled under tuition remission must maintain satisfactory academic progress as defined in the College Catalog.

During the summer, spouses, partners or dependent children of full-time employees may take up to eight credit hours of course work tuition-free through the summer school if they are pursuing the first baccalaureate degree at Guilford College or elsewhere and are taking the course for credit. Again, spouses and partners may attend on a space-available basis, only.

Requests for tuition remission must be submitted before the first day of classes to the Office of Human Resources. Tuition remission for dependents requires that the full-time Guilford College employee certify financial dependency by signing an affidavit that the student for whom tuition remission is sought will be claimed as a dependent on Form 1040 during the proposed enrollment period. Moreover, the person receiving tuition remission must be dependent on the employee by Internal Revenue standards for the period she or he requests tuition remission. College employees utilizing the tuition remission benefit are requested to report promptly to the Office of Human Resources any change in the number and status of dependents eligible for tuition remission due to birth, legal adoption, marriage, legal separation, divorce, death, or termination of committed partner status.