RUL 05.20.01 – Employment and Special Designations of Librarians
Authority: Senior Vice Provost and Director of Libraries
History: First Issued January 30, 2025
Related Policies:
NCSU REG05.20.34 – Professional Faculty Ranks and Appointments
NCSU REG 01.20.01- Delegations of Authority to Appoint and to Determine Compensation for Employees Exempt from the State Human Resources Act (EHRA)
Contact Information: Sr. Vice Provost and Director of Libraries (919-515-7188)
1. INTRODUCTION
1.1 This rule provides the standards and procedures for appointment of librarians as professional faculty in the NC State University Libraries. NC State University uses the term “professional faculty” rather than “special” or “non-tenure track” faculty. This rule supplements NCSU REG 05.20.34 – Professional Faculty Ranks and Appointments.
1.2 This rule also documents the procedures and criteria for special designations of named librarian positions in the NC State University Libraries. These designations are established to supplement the salaries of librarians who have demonstrated sustained excellence, leadership, and professional contribution in their careers. This rule is in agreement with the terms of the endowments that support these awards.
2. TERM OF APPOINTMENT FOR LIBRARIANS
2.1 The term of appointment (initial or subsequent) and position assignment of each librarian are determined by the Senior Vice Provost and Director of Libraries as delegated in NCSU REG 01.20.01- Delegations of Authority to Appoint and to Determine Compensation for Employees Exempt from the State Human Resources. Act (EHRA) and consistent with university rules.
2.2 The Libraries may make initial or subsequent appointments for any period of time up to a maximum appointment term of five years.
2.2.1 An initial appointment of a librarian shall normally be for a period of two years. However, based on factors such as organizational needs and on an individual’s experience, training, and/or education, initial appointments can range from one year to five years.
2.2.3 The Senior Vice Provost and Director of Libraries makes the determination of whether to grant a subsequent appointment.
2.2.4 A subsequent appointment for a librarian completing a two-year appointment shall normally be for a three-year period.
2.2.5 A subsequent appointment for a librarian completing a three-year or five-year appointment shall normally be for a five-year period.
2.3 Temporary (“time-limited”) librarian appointments are normally for one year but may vary due to business needs including but not limited to grant-funded project requirements.
2.3.1 Temporary (“time-limited”) librarian positions are not eligible for subsequent appointment through this process.
3. APPOINTMENT DATES
3.1 Whenever feasible, appointments are made on a fiscal-year basis. Initial appointments may begin at any point in the fiscal year, with ending dates normally occurring on June 30 of the final year of the appointment term.
4. CONTRACT EXPECTATIONS
4.1 Requirements for the annual performance review and for establishment and managerial approval of goals and objectives for librarians are addressed in Section 7 of NCSU REG 05.20.34 – Professional Faculty Ranks and Appointments. Libraries Human Resources (LHR) provides documentation, forms, and instructions for all librarians and managers in the conduct of the Libraries’ annual performance appraisal process.
5. RANK, POSITION TITLES, AND RESPONSIBILITIES
5.1 Librarians in funded positions are normally appointed to the rank and title of Librarian. The minimum educational qualifications for such appointment are a Bachelor’s degree (a specific field or discipline may be required for certain positions) plus a minimum of a Master’s degree in Library/Information Science from an American Library Association (ALA)-accredited institution or equivalent advanced degree. Equivalency is determined by the Senior Vice Provost and Director of Libraries in advance of appointment. Additional qualifications may be required for appointment to specific positions.
5.2 A term appointment to the rank of Librarian is to the NC State University Libraries and not to a specific position. Librarians are assigned working titles descriptive of their position responsibilities at the discretion of the Senior Vice Provost and Director of Libraries, and such assignments and responsibilities may be changed during a term. Position descriptions are available from LHR.
5.3 NC State University is a public, land-grant institution and a pre-eminent Research 1 university, with strengths in science, technology, engineering, mathematics, and numerous other disciplines and a growing emphasis on interdisciplinary collaboration. As professional faculty, the roles and responsibilities of its librarians include engaging deeply in the teaching, research, and service mission of the university with innovative approaches informed by the latest tools and technologies. While maintaining robust collections, services, and spaces, librarians provide instruction, participate in the conduct of research, and work closely with other faculty and with colleagues in academic and research support units to advance learning, discovery, and skills development across the full spectrum of disciplines.
6. SUBSEQUENT APPOINTMENTS
6.1 Standard Recommendation Process
6.1.1 Approximately seven months prior to the expiration of an appointment term, the relevant department head or administrator (DH/Administrator) will meet with the librarian to review the process for consideration of subsequent appointment, the option for peer review (see below), and the expected timeframe for decision-making and notification.
6.1.2 The DH/Administrator will review the relevant performance appraisal documents and all available information about the librarian’s performance, consider organizational needs, consult with their next-level administrator and other peers as appropriate, and prepare a recommendation on whether to make a subsequent appointment, and, if so, the length of term.
6.1.3 The DH/Administrator will transmit their recommendation to LHR via a standard recommendation form, and LHR will provide a list of all recommendations to the Senior Vice Provost and Director of Libraries.
6.2 Peer Review Option
6.2.1 A librarian whose term is ending has the option of requesting that a formal committee of peers at the NC State University Libraries be appointed to make the recommendation regarding subsequent appointment. If selecting this option, the librarian must authorize committee access to their personnel file.
6.2.2 The Peer Review Committee will consist of three to four peers holding the rank of librarian in addition to one representative from LHR, who will be appointed by the Senior Vice Provost and Director of Libraries to serve as chair.
6.2.3 The Peer Review Committee will review the relevant performance appraisal documents and all available information about the librarian’s performance, which will be provided by LHR, and each member will make a recommendation regarding the librarian’s subsequent appointment.
6.2.4 A Peer Review Committee will include only librarians who have been appointed to their terms by the Senior Vice Provost and Director of Libraries and only those with an appointment term equivalent to or longer than the librarian being reviewed (e.g., employees with a five-year appointment will have others with a five-year appointment in their peer group). No one with a one-year appointment or a “temporary/time-limited” appointment may serve on a Peer Review Committee.
6.2.5 “Appropriate Peers” who are eligible to serve on a Peer Review Committee include those of equivalent rank and administrative level at the NC State University Libraries: assistant and associate directors constitute a peer group; department heads and branch library directors constitute a peer group; associate/assistant department heads constitute a peer group; non-managerial librarians constitute a peer group; and librarians with supervisory responsibilities who are not included in any of the previous managerial groups constitute a peer group. Librarians belong to the peer group that represents their regular assignment (i.e., librarians with “acting” or “interim” administrative appointments are not included in an administrative peer group).
6.2.6 To select members of the Peer Review Committee, the designated LHR representative will create a list of names of Appropriate Peers with equivalent or longer appointment terms than that of the librarian being reviewed. The LHR representative will randomly select three to four names of Appropriate Peers to serve on the committee, taking into account the availability of all potential committee members. If a sufficient number of Appropriate Peers is not available to serve on the committee during the designated time period, LHR will identify and select appropriate alternative members for the committee. An assignment to serve on a Peer Review Committee is normally not optional.
6.2.7 The Senior Vice Provost and Director of Libraries will review the proposed committee membership and convene the Peer Review Committee to present its charge and address questions about the process.
6.2.8 The members of the Peer Review Committee, as properly authorized agents, will be given access to the employee’s personnel file.
6.2.9 The Peer Review Committee will review all documents and will meet to discuss the degree to which the available documentation and their experience provide the information needed to make a recommendation.
6.2.10 The relevant administrator or the Senior Vice Provost and Director of Libraries, along with the Peer Review Committee, will conduct a formal interview session with the librarian.
6.2.11 The Peer Review Committee may request an interview with anyone at the peer level or above (including the immediate supervisor) who has substantive knowledge of the employee’s performance during the current term. Questions posed and issues discussed by the committee must relate directly to the employee’s performance, referring to previous appraisals as needed.
6.2.12 Peer Review Committee members will hold a voice vote at the end of the review process regarding whether the librarian should be subsequently appointed, and, if so, for how many years. The Director of Libraries Human Resources and Employee Engagement will provide the Senior Vice Provost and Director of Libraries with the committee’s recommendation along with the number of committee members voting for or against it.
7. CONFIDENTIALITY
7.1 All discussions and recommendations about a subsequent appointment by the parties involved, such as the DH/Administrator or Peer Review Committee members, are to be kept confidential between them and LHR at all times except as allowed or required by law or university policy, regulation, or rule.
8. NOTIFICATION OF APPOINTMENT DECISION
8.1 The final appointment decision of the Senior Vice Provost and Director of Libraries will be communicated to the librarian as soon as possible. In accordance with NCSU REG 05.20.34 – Professional Faculty Ranks and Appointments, no additional notice of a contract’s expiration date beyond the appointment letter or similar document is required; however, the Libraries endeavors to provide as much advance notice as is practicable. The decisions of the Senior Vice Provost and Director of Libraries are final.
9. PROCEDURE AND CRITERIA FOR SPECIAL DESIGNATIONS OF LIBRARIANS
9.1 A candidate for special designation of a named librarian position (“Librarian of Excellence”) may be nominated by a Libraries department head or administrator for consideration by the Senior Vice Provost and Director of Libraries.
9.2 A candidate nominated for this designation must:
9.2.1. be a current, full-time member of the Libraries’ faculty holding the rank of EHRA Professional Faculty – Librarian;
9.2.2. be a leader in their area of expertise in librarianship, as documented by their professional record and contributions, within and beyond the Libraries; and
9.2.3. have demonstrated sustained excellence in librarianship.
9.3 A candidate’s nomination package shall include, at minimum, a letter of nomination and the candidate’s complete curriculum vitae. Additional, supplementary materials may be included.
9.4 In reviewing a nomination, the Senior Vice Provost and Director of Libraries may consult with the Directors Council (Libraries senior leadership team) and shall consult with the Libraries’ Executive Director of Philanthropy regarding the funding source for the named position.
9.5 Income from an appropriate endowment to support the special designation may be used for a salary supplement unless otherwise limited by terms of the donor agreement. The amounts allocated to salary shall be determined by the Senior Vice Provost and Director of Libraries.
9.6 The term of a named librarian position designation coincides with the duration of the librarian’s contract and may be extended in conjunction with a subsequent appointment.
9.7 Upon approval of a special designation of a named librarian position, LHR will prepare letters for the Senior Vice Provost and Director of Libraries notifying the librarian and the nominator of the award and of the option to add the phrase, “[Donor name] Librarian of Excellence” to the librarian’s working title.
9.8 The Senior Vice Provost and Director of Libraries will inform the Provost of each named librarian position designation.
9.9 If the incumbent librarian in a named position retires, resigns, or has significant, documented performance deficiencies, the designation will be relinquished. These designations may be modified or discontinued if the librarian’s assignment is changed during a contract term.