Library Committee Handbook

Bylaws, The Library, University Of Illinois at Urbana-Champaign





A.  The Library shall consist of one Faculty. This Faculty shall be governed by that portion of the Statutes relating to a College (Article III, Sections 2 and 3), the Bylaws of the Library, and the principles and practices embodied in the Statutes, Article IV, Section 3 (Department Organized with a Head).

B.  For both academic and administrative purposes, the Library shall be organized into nine divisions. These nine divisions are Area Studies, Arts and Humanities, Central Public Services, Law, Life Sciences, Physical Sciences and Engineering, Social Sciences, Special Collections, and Technical Services. The individual units making up these divisions, the organizational structure of the Library and its administrative officers shall be specified in the Library Chart of Organization.

C. Changes in the structure of the organization shall be made in accordance with the provisions of Article IV, Section 4 and Article VIII, Section 2 of the Statutes. Changes in the structure or composition of the divisions shall be made only with the advice of the Faculty.


Section 3.  DIVISIONS 

A.  Definition and Purpose. The nine divisions of the Library are educational and administrative sub-units related by common interests and objectives. The internal structure, administration, and governance of a division shall be determined by its faculty under bylaws established by its faculty. Bylaws of the divisions shall be consistent with the Library Bylaws.

B.  Membership. The membership of the divisions includes persons of all ranks, who on the recommendation of the University Librarian, are assigned to the units comprising the Divisions as specified in Article VI, Section 1B. Faculty members in units not assigned to a Division who are not an Assistant/Associate University Librarian, or a staff director, shall be assigned to a Division by the University Librarian. Faculty members in the same unit shall always be assigned to the same Division.

C.  Divisional Coordinators.

1)   Appointment. Each division shall be headed by a coordinator appointed by the University Librarian with the advice of the divisional Faculty.

2)   Responsibilities. Divisional coordinators will be responsible for holding regular meetings of the division, seeking advice and consent from their division in matters affecting the division, coordinating the activities of their division, assuring the implementation of general library policies and procedures, and reporting regularly on the activities of the division and keeping their division fully informed of decisions made by the Administrative Council.

3)   Evaluation. Divisional coordinators shall be evaluated by their divisional advisory committees every three years. This evaluation will be forwarded to the University Librarian.

4)   Term of Office. Divisional coordinators shall serve for renewable terms of three years.

D.  Divisional Advisory Committees.

1)   Title. In the Library, each division shall have an advisory committee.

2)   Membership. The size of the advisory committee shall be determined by the Faculty of the division.

3)   Method of Election. The advisory committee shall be elected annually by and from the Faculty of the division.  The election procedures shall be determined by the divisional Faculty and specified in its bylaws. Each divisional Faculty has the option of designating the entire faculty of the division as the advisory committee. This shall be accomplished by the majority vote of the divisional Faculty. The results of this vote will be communicated to the University Librarian and remain in force until changed by the divisional Faculty and the results of this vote communicated to the University Librarian.

4)   Term of Office. The Faculty of each division may choose to elect members of the advisory committee for staggered two year terms.

5)   Meetings. The advisory committee shall meet at the call of the divisional coordinator or of a majority of the elected members of the committee, but there shall be at least one meeting called each semester for consideration of divisional governance and policy.

6)   Responsibilities. The advisory committee shall:

a.   provide for the orderly voicing of suggestions for the good of the division;

b.   recommend procedures and committees that will encourage faculty participation in formulating policy;

c.   conduct an evaluation of the divisional coordinator at least once every three years;

d.   advise on the appointment of committees.

e.   Divisional Bylaws

Each division shall have bylaws that provide for the selection of members to the divisional advisory committee, evaluation of the divisional coordinator, and other matters deemed appropriate by the Faculty of that division. In cases of conflict between divisional bylaws and Library Bylaws, the Library Bylaws will prevail.


4)   Faculty Review Committee

a.   Purpose. The Faculty Review Committee is responsible for:

  1. initiating and insuring the timely and accurate preparation of the documentation for promotion, tenure, or promotion and tenure review;
  2. serving as the first level of review for promotion, tenure, or promotion and tenure. The documentation and the Faculty Review Committee's recommendations are forwarded to the Promotion and Tenure Advisory Committee
  3. evaluating the progress of untenured faculty toward promotion and tenure and advising the University Librarian on that progress;
  4. coordinating and monitoring an orientation program for untenured faculty;
  5. developing and conducting an annual peer review to be used in salary administration.

b.   Membership. The Faculty Review Committee shall be composed of one tenured faculty member, of the rank of associate professor or professor, from each division. No member of the Faculty Review Committee can simultaneously serve on the Promotion and Tenure Advisory Committee.

c.   Method of Election. Members of the Faculty Review Committee will be elected within their division, according to procedures outlined in divisional bylaws. The chair of the Nominations, Elections, and Voting Procedures Committee will issue a call for the election to occur and will be notified of its results. The election is to be held in November, and the term of office begins on December 1 and ends on November 30.

d.   Term of Office. Members will serve three-year staggered terms and may be re-elected to one successive term.

e.   Chairperson. The chairperson shall be elected by and from the members of the Faculty Review Committee for a one-year term and may be re-elected to one successive term.

f.    Conflicts of Interest. Members of the committee may not participate in decisions directly related to themselves. In addition, when a member declares that he or she has a conflict of interest, or when the committee, by a majority vote, determines that a conflict of interest exists, the committee member shall not participate in deliberations or vote in the case where the conflict of interest is identified.

g.   Promotion to Professor. When an associate professor has been recommended for promotion to professor, a special committee of four professors will review the recommendation and forward it to the Promotion and Tenure Advisory Committee. This special committee will consist of the professors elected to the Faculty Review Committee, plus as many other professors as are needed to total four. The additional members will be appointed by the University Librarian with the advice of the Executive Committee. Whenever possible, the selected members will come from divisions that are not already represented on the special committee. This special committee will serve for the duration of the evaluation and will dissolve upon completion of the process. The chairperson of the committee will be elected by and from the special committee.

h.   Reporting. The Faculty Review Committee will distribute minutes of those meetings to the Faculty of those matters not related directly to personnel issues and will also provide the Faculty with an annual report.

i.    Vacancies. Vacancies will be filled by the appropriate division, in accordance with divisional bylaws.


B. Appointed Committees

1)   Administrative Council

a.   Purpose. The Administrative Council shall serve as an advisory body to the University Librarian with regard to the promulgation and implementation of standards, regulations and procedures that relate to the general operating policies of the Library and such other advisory functions as may be assigned or delegated to it by the University Librarian. The primary responsibility of the Administrative Council shall be the day-to-day management of the Library.

b.   Membership. The membership of the Administrative Council shall be comprised of the University Librarian, Division Coordinators, Assistant/Associate University Librarians, and Library Staff Support Committee Representative, and other persons selected by the University Librarian in close consultation with the Executive Committee.

c.   Term of Office. Membership on the Committee is contingent on functional responsibility within specific sections of the Library.

d.   Meetings. Meetings are held on a regular basis at the discretion of the University Librarian.

e.   Chairperson. The University Librarian is the Chairperson of the Council.

f.    Reporting. Minutes of the Administrative Council will appear in Library Online News.

2)   Collection Development Committee

a.   Purpose. As the primary group for deliberation on Library collection policies, the Collection Development Committee shall advise the Associate University Librarian for Collections. All issues pertaining to the collection, including the materials budget and funding, purchasing and withdrawal procedures, preservation, and matters pertaining to the acquisition of and access to all forms of information are considered by the Collection Development Committee. As needed, CDC may form subcommittees to review and to advise on specific matters.

b.   Membership. The membership of the Collection Development Committee shall be comprised of:

  1. one tenured/tenure-track faculty representative chosen by and from within each of the following eight divisions: Arts & Humanities, Social Sciences, Life Sciences, Physical Sciences, Area Studies, Special Collections, Law, and Central Public Services;
  2. a representative from the Technical Services division, who shall be the Head of Acquisitions;
  3. the following persons serving ex officio (voting): Preservation Librarian,  Electronic Resources Librarian, and Head of IRRC; and ex officio (non-voting): Library Business Manager
  4. two interns chosen from among the faculty for the purpose of broadening the knowledge base about the work of collection development. These interns shall be non-voting members. Intern positions shall be advertised annually and appointed by the Chairperson of the Committee in consultation with the Committee.
  5. Term of Office: Members chosen by and from divisions shall serve for two-year staggered terms. Intern members shall serve a one-year term.

d.   Meetings. The Collection Development Committee shall meet monthly or at the call of the Associate University Librarian for Collections.

e.   Chairperson. The Associate University Librarian for Collections shall be the chairperson of the Collection Development Committee.

f. Reporting. Minutes of the Collection Development Committee shall appear in Library Online News. The Committee shall communicate and consult at any time and in ways deemed appropriate.



On division represented committees, vacancies for unexpired terms are filled by appointment by the University Librarian, with the advice of the Executive Committee.