UC Librarian Review Process

On June 1st, I celebrated my two-year anniversary at UC Merced. Almost a week later, I also received the final packet for my first review.

While librarians in the California State University and California Community College systems are faculty, librarians in the University of California system are not faculty but are academic personnel. Our review process and criteria for advancement do highlight the academic nature of our positions. You can read more about UC librarians’ performance criteria and the review and appraisal process in the Academic Personnel Manual (APM), sections 360-10 and 210-4e.

We are evaluated in a peer review process every two years for those who are in the assistant and associate range or every three years for those who are full librarians. I was hired as an associate librarian with potential for career status. Because I started on June 1, 2016, it meant that I could have a review at 1.5 or 2.5 years as the process is based on calendar years (January-December). I was really worried about my output with the shortened time frame, but I was able to add a note that my review reflected 18 months of work. My supervisor also encouraged me to go through with the earlier review, so that’s, ultimately, why I decided to go ahead. But I was really nervous when I received my review notice at the end of November.

I was asked to provide the contact information of three people who could write letters of evaluation based on some aspect of my work in the last 18 months. For the letters, I asked the chair of a committee I served on from the Librarians Association of the University of California (LAUC); a colleague from an Association of College and Research Libraries (ACRL) committee I serve on; and a writing faculty member at UC Merced whose classes I have taught for a few times. While I didn’t see these letters until the very end of the review process, it helped to know I picked folks I trust.

In early February, I also submitted my current curriculum vitae, current and former job descriptions (an adjustment was made from Instruction Librarian to Instruction and Outreach Librarian in March 2017), goal statements, organizational chart, and my self-review. The self-review:

…consist[s] of a concise, vita-style enumeration of accomplishments keyed to the criteria […] specified by APM 360-10, followed by a narrative discussion of three of the most significant items within APM 360-10 b. (1) and three of the most significant items within APM 360-10 b. (2), (3), and (4).

I listed key accomplishments related to my professional competence and service within the library (A), professional growth and continuing professional education (B), university and library-related public service (C), and research/creative works (D). In the narrative, I also had to discuss three major items related to A, which signals my main job duties. I also had to discuss three other major items related to any combination of B, C, or D.

I was really pleased and a bit taken aback by my supervisor’s response to the documentation I turned in. It wasn’t so much her recommendation that I receive a merit increase and career status but what she wrote about my work. I and so many others in the library and on campus deeply respect her, and a colleague and I half-joke that we feel like we constantly fail her. She wrote five single-sided pages and included this:

It is already evident, from her liaison and outreach work, that Lindsay has made the library, its people, services, and resources more visible to some of our campus constituents. She has successfully started some collaborations and set the groundwork for future partnerships. Overall, I have been impressed with Lindsay’s initiative in reaching out to a variety of campus individuals and believe her endeavors directly support the library’s strategic focus (2017-2020) to engage the community.

[She and I both discovered that I’m not actually eligible for career status because my review came before I was employed for 24 months. Our Associate University Librarian (AUL) pulled me into a quick meeting to explain the error, but all it means is that I will receive career status during my review in 2020. (I still got the merit increase, though. Huzzah!)]

After signing off the initial recommendation, my supervisor submitted all of my documentation, including her narrative and my letters of evaluation, to the Committee on Appointment, Promotion, and Advancement (CAPA). The CAPA consists of my librarian colleagues at UC Merced, minus my supervisor, AUL, Deputy University Librarian (DUL), and University Librarian (UL). The CAPA then looks over all of the documentation and decides whether to agree or disagree with the recommendation, and the chair writes a letter to the UL with the committee’s decision. The UL then writes a letter with his recommendation to the Provost. The Provost then writes a letter back to me with the final decision. I received my letter in the final packet, which the UL went over with me.

This was also the first time I read the letters of evaluation, CAPA letter, and the UL’s letter. I have so much self-doubt, especially since I started my career in an isolated branch campus of a community college, but reading their feedback has made me feel really good and inspired me to continue to do good work for our students, campus, and profession.

I also learned something new about myself from the review: I’m quite relational. The CAPA letter specifically notes, “…[These activities] all speak to her collegiality, collaboration, and support for the success of others that characterize her professional endeavors.” I don’t think I had ever realized this, at least to this degree. Just like I do with thank you cards, I’ll be keeping this review packet near when I need a boost.

I also learned that I am pretty old-school when it comes to keeping track of my work. I have tried a variety of apps and online programs, and, ultimately, what works for me is to look at my color-coded Outlook calendar at the end of every month for classes and workshops I’ve given and webinars I have attended and note them down in Word / Google Docs. I also keep track of major projects in a planner, so I can see what I worked on every week, though I am not always good about filling it out. Last month, I realized that I could just simply start the document that I will be turning in for my review in 2020. I set it up with the headings I will eventually need, and it’s been going well so far, especially for the sections related to professional development and research/creative works. If you’re a UC librarian, here’s the basic template I am using, which can be downloaded and adjusted to fit your needs: bit.ly/uclib_review_template

If you are new to the UC librarian review process, don’t panic. Your colleagues who have been through the process will be happy to share tips. And when you get back your successful review, please celebrate and take joy in what your colleagues within and outside the library and your campus had to say about your work.

Committee Work

It’s been a while since I have updated. I’ve basically been reblogging posts I’ve written for the CJCLS blog and a nice post with a shout-out from the Haggerty Library. I think I will work my way backwards to share what I have been up to. Today’s post is all about committee work for ACRL and the UC Merced Library, which seems fitting since ACRL 2017 is next week! (It’s actually going to be my first time attending the ACRL conference.)

In the fall, ACRL’s College Libraries Section (CLS) sent out an urgent email asking for someone to volunteer to serve as editor of the CLS Newsletter. I became a member of the CLS Communications and Membership Committee and am responsible for producing the fall and spring newsletters. Because of the tight timeline in the fall, I used a MS Publisher template from the previous editor. You can find the Fall 2016 CLS Newsletter here. For the spring newsletter, I will be looking to use something else to produce the newsletter. (If you have suggestions, that would be great!)

And, very unexpectedly, I was asked if I could co-chair the CLS Communications and Membership Committee for 2017/2018! My appointment starts after ALA Annual. I’m a continuing member on the committee, so only my role will change. I will have to find a new CLS Newsletter Editor! I do plan to end my time with CLS and the committee once my appointment is done since I work at a research university with graduate programs.

Back in September, I mentioned that I had started my tenure as the incoming co-convener for ACRL’s Library Marketing and Outreach Interest Group. I have loved working with Bonnie, Chris, Amy, Mark Aaron, and Jen! Jen and I will be leading the group after ALA Annual, and I am equal parts nervous and excited. Our group has grown significantly (nearly 3k have joined the Facebook group!). This year, our group had a lightning round during our regular meeting time at ALA Midwinter 2017 (sadly, I wasn’t able to attend Midwinter). I am excited to announce that we will have a panel discussion at ALA Annual 2017, “Transforming Our Academic Outreach Practices: Reaching Our Students, Faculty, Staff, & Administrators.”I worked on writing up the proposal, and I am so happy we were able to snag a presentation time outside of our regular meeting time. I am so excited for the members who were able to present at Midwinter, as well as those who have been selected to share about their marketing and outreach work at Annual.

I think I wrote about this previously, but my time with the Community and Junior College Libraries Section (CJCLS) and the CJCLS Communications Committee is coming to a close. I wanted to finish out my term even though I changed institution type. It was a good experience. I just have a few more posts left to write and a couple of administrative tasks.

I’m still serving on the Instruction Section’s Instruction for Diverse Populations Committee, but, to be honest, I haven’t done much with the group this year. I missed our last meeting, and I really need to get on the ball with the group again.

UC librarians have an association called Librarians Association of The University of California (LAUC). For this academic year, I’m serving as the local secretary for LAUC-M, which really only involves some elections later in the spring, but I’ve really enjoyed my time serving on the system-wide Research and Professional Development Committee. We just got done awarding spring project and presentation grants to those who were selected for awards. It has been so interesting to read about the applicants’ research projects. We have also been working on putting together a bibliography of the most interesting projects the Committee has helped fund over the last 37 years for LAUC’s 50th anniversary celebration this year, which will be celebrated at UC Irvine in April during the LAUC Statewide Assembly meeting (I’m not sure if I will be going yet).

At the UC Merced Library, I have also enjoyed being a member of our Student Recognition Committee. I’ve been putting together the award letters and taking photos of our monthly winners. We have great student workers, and I have liked getting to know them. I can’t say too much about it yet, but I am also serving on a committee that is developing a Student Research Award for the next academic year.

I’ll probably have a few other updates over the next few days. Thanks for reading!