To ensure comparability among reviews for promotion to Associate Librarian and promotion to Librarian, the Committee on Academic Personnel Policy will appoint two review boards; one on Promotion to Associate Librarian and one on Promotion to Librarian.

After promotion reports are completed by the Review Boards, they are submitted with supporting documentation to the University Librarian who reviews each report and its documentation for procedural accuracy, comparability of application of criteria and the sufficiency of the documentation. The University Librarian may request that the Board(s) improve a given report by the submission of additional documentation or by the revision of its procedural steps. When the University Librarian finds a report to be sufficient, he/she will act on the Board's recommendation.

A. Each Board consists of five members of the academic staff of the Cornell University Library. All members must hold a rank at least equal to that into which promotions are being considered.

B. Members of the Boards are appointed once a year, in July, by the Committee on Academic Personnel Policy. They are selected from a list of eligible l ibrarians prepared for the committee by the Library's Director of Human Resources. Membership on a Board is for a two-year term. To ensure continuity, membership will be rotated by appointing three new members one year and two new members the next year.

C. To ensure that a full complement of Board members is always available, the Committee on Academic Personnel Policy shall appoint alternate members to each Board. Alternate members also serve for one two-year term. Each Board shall have a standing complement of two alternate members. To ensure continuity, alternate membership will be rotated by appointing one member one year and one member the following year. Alternate members are selected from the same list as regular members. Serving as an alternate does not count toward service as a regular member.

D. Anyone who has served as a regular member shall be eligible for reappointment to either Board only after an interval of at least two consecutive years. However, since service as an alternate does not count toward service as a regular member, those who have served as alternates are not subject to the two-year waiting period.

E. No person shall serve simultaneously on the two Boards, either as a regular or alternate member.

F. Board members are appointed on the basis of their individual stature and ability, not as representatives of their departments or any other constituencies within the academic staff. In making the appointments, the Committee on Academic Personnel Policy shall not be guided primarily by any consideration of balance along geographical, functional, or other lines.

G. Neither the University Librarian, Associate University Librarian nor a formally appointed Acting University Librarian shall be a regular, alternate, or ex-officio member of the Board. Neither an Assistant University Librarian nor a formally appointed Acting Assistant University Librarian shall be a regular, alternate or ex-officio member of the Board.

H. The Library's Director of Human Resources serves as an intermediary between the Board and its sources of information. Neither the Library Personnel Director, nor a formally appointed Acting Library Personnel Director shall be a regular, alternate, or ex-officio member of the Board.

I. Members of the Committee on Academic Personnel Policy shall not be appointed to a Review Board.

J. Alternate members will replace regular members under the following circumstances:

A. The purpose of the Review Board is to serve as a forum at which proposed promotions of academic staff to the two senior ranks are reviewed by their peers already in those ranks. In each case, the basic question the Boards need to consider is whether or not the librarian in question should be promoted, or in the case of the Senior Assistant to Associate promotion, be promoted or placed on probation.

B. Immediately following the review process, the Board shall make a written recommendation to the University Librarian. Members who dissent from the majority opinion should submit a written minority report.

C. The authority to initiate cases for review rests only with the University Librarian or his/her designated representative, not with the Review Board.

D. The Boards must consider all cases brought before them. Except as provided in Procedure #13, they may not collectively decline to carry out a full-fledged review for any case, nor may they suggest that a review be deferred, abridged, or modified in any way.

E. Each Board shall prepare a brief written annual report for the University Librarian, providing a statistical and procedural summary of its activities during the year. These reports will be kept confidential, with limited access at the discretion of the Library's Director of Human Resources.

F. Since the Boards are active only during a relatively short period of the year, members should make every effort to attend all meetings. Any member who cannot attend a meeting should notify the Chairperson as soon as possible so that the meeting can be rescheduled.

G. As far as it is possible, once a Board has begun considering a case, it should pursue it to completion without delay or interruption. Deliberations may be suspended only if the Board feels further documentation is needed. The Board should request from the University Librarian a date by which all recommendations should be submitted.

A. A convenor, appointed by the Committee on Academic Personnel Policy, is responsible for calling the first meeting of the Review Board. At that first meeting, each Board shall select from among its members a Chairperson and a Deputy Chairperson. Both of these should be regular Board members and serve for one-year renewable terms.

B. The Chairperson establishes the agenda for meetings, presides at meetings, acts as spokesperson for the Board, and prepares its annual report. The written recommendation(s) for individual cases must be validated by the Chairperson's signature, but may be prepared by any member of the Board.

C. The Chairperson is responsible for ensuring that a full complement of five members is on hand for every session.

D. The Chairperson is responsible for inviting to meetings, as needed, persons other than regular Board members.

E. In the absence of the Chairperson, the Deputy Chairperson will assume his/her duties.

Each candidacy presented for consideration should be accompanied by a dossier of written documentation whose purpose is to provide a record of information for the Review Board. Assembling the dossiers as soon as the Boards have been appointed is the responsibility of the Library's Director of Human Resources. The basic purpose of the documentation is to address the following points: 1) What are the candidate's immediate job responsibilities? 2) How well has the candidate been discharging these responsibilities? 3) To what extent has the candidate met the expectations of professional growth and involvement in the intellectual activities of the University? To answer these questions the dossier should, at a minimum contain the following documents:

The above constitutes the minimum documentation required. If any of it is not included in the dossier, the Board shall delay consideration of the case until all items are provided. The Boards are free to request any additional written information and may also invite candidates to their meetings to provide clarification on points of fact relating to their records.

It is the responsibility of individual Board members to dispose of the documents produced during their term of service on the Board. When the business of the Board has concluded, each Board member should destroy all notes, drafts of letters, copies of intra-Board memos, documents written to computer disks, and all other documents in their files generated by the review process.