Substitute Section III for Librarians
Section III of ‘Outline for Promotion Dossier,' to be substituted for Communications #9
III. RESIDENT INSTRUCTION
III.A: Summary of Librarianship and Instruction.
- Briefly (1-2 paragraphs) and objectively describe your position and its
- Write a narrative rather than bullet points. For example, "As the English Librarian, I am
responsible for the management, collection development, and the instruction and reference services
of the English Library."
III.A.0: Descriptive Data: Librarianship.
The following areas are given for guidance only and
are not prescriptive. You may construct your own categories as appropriate,
e.g. "User services" instead of reference, user education and faculty liaison. Generally, no
more than three areas will be addressed. Put your most substantial categories first, and use
a narrative form, not a bullet list.
Collection development : includes materials selection, collection analysis and
evaluation, collection policy statements, replacement policies, weeding policies,
acquisitions lists, development of vendor/publisher relationships, management of approval plans and
blanket orders, management of serials, or other activities related to collection development.
Library Instruction: To discuss with PTAC.
Preservation : includes selection and assessment of materials for preservation and
replacement activities, disaster planning and security, managing preservation projects, application
of preservation techniques to library materials, preservation training of staff, working with
professional conservators and vendors to implement reformatting initiatives, or other activities
related to preservation.
Bibliographic control : imposing or deriving an organizational structure to
provide access to information resources (in any format) for effective retrieval. Includes: original
cataloging, cataloging with copy, online authority control, maintenance of circulation systems,
preparation of in-house indexes or finding guides to materials.
Reference service : assisting users in the discovery, access, and utilization of
information resources. Includes performance of regularly scheduled reference service, provision of
computer-based services, cooperative reference referral, preparation of guides and handouts.
User education : creating and providing print or electronic user guides, maps,
signs, tours; class presentations including participation in library-wide programs, preparation of
exhibits highlighting collections or services, provision of aids for using the online catalog, and
other teaching activities provided to students and faculty on campus, as well as other local and
Faculty liaison : regular contact with faculty and staff, both within the library
and through other campus departments.
Systems activities : software development, implementation and monitoring of online
systems (including online catalog, journal article databases, locally generated online databases,
etc.), development and maintenance of local area and wide area networks and Web servers, liaison
with programmers, statewide systems governance organizations, and other systems organizations on
Management activities :
Personnel: hiring and supervision (staff, librarians, and graduate assistants),
supervision of student workers or volunteers, job-related staff training, workshops or lectures
presented to library faculty.
Operations: Strategic planning; statistical reporting; evaluation of service; unit
promotional and development activities; faculty liaison;
Budgetary: management of library materials budgets, coordination of acquisition funds,
budgetary reports; management of library operational budgets, requests for grants and other
funding, fiscal accountability, budgetary reports.
- Write for an audience of non-librarians. To test if you have the tone and terminology
right, have a non-librarian member of the faculty read it over.
- Describe your work in terms of its impact and its contribution to achieving the Library's and
the University's missions. Don't just provide a laundry list of activities, nor a year-by-year
record. Use an active voice.
- Distinguish between yourself and the job or unit. Emphasize your own accomplishments, not those
of the unit.
- This section must provide a narrative, not a list. Avoid bullets!
- This section will grow and change each year as you mature into your position, take on new
projects, etc. There is a three-page limit, so leave room for growth.
- Avoid professional jargon and acronyms.
- Portray your accomplishments with enthusiasm.
- Describe your work in terms that convey that this is a faculty position; be careful to
use language that would not usually be used for academic professionals or clerical
III.A.1 Descriptive Data: Instruction.
- See Communication Nine.
- Complete this section only if you've taught credit courses at UIUC, and provide it in the
format specified in Communication Nine.
III.A.2 Supervision of Graduate Students.
- See Communication Nine.
- Use this category only if you have officially served as faculty adviser for a doctoral
dissertation or masters thesis, or have served on an examining committee. You must be expressly designated a member of the Graduate Faculty by the Graduate College to
serve in this capacity. This designation is not automatically extended to members of
the Library faculty.
- Do not include supervision of graduate assistants in this section. Rather, include
your supervision of pre-professional employees in your description of librarianship
III.A.3. Supervision of Undergraduate Students.
III.A.4 Other Contributions to Instructional Programs.
III.B Evaluation of Librarianship and Instruction.
III.B.1 Student ICES Course Evaluation Questionnaires.
- See Communication Nine.
- If no courses were taught and ICES evaluations are not available, write "Not Applicable."
III.B.2. Candidate's Report and Self-Review of Activities in the Area of Librarianship.
- The candidate provides a personal statement of their philosophy of librarianship, methods,
strengths, problems, goals, and other material in a manner that will present colleagues with a
context for interpreting other evaluative information.
III.B.3 Departmental Evaluation of Librarianship.
- Provide a narrative statement evaluating the candidate's librarianship, including quotes or
excerpts from the peer review committee report and reference letters.
TIPS (for annual evaluators):
- Be evaluative rather than descriptive. Focus is on HOW WELL the person is doing the job.
- Avoid merely repeating facts from the candidates' sections.
- When you relate what the candidate has accomplished, explain why it matters and how well it was
(or wasn't) done.
- Specify areas where the candidate needs improvement and strengthening.
- Include strategies for improving performance and building relationships.
- Consult colleagues within and outside the Library, as explained in "
for Peer Review Committees for NONTENURED tenure-track Library Faculty."
- Very important: maintain the confidentiality of persons consulted. Use "a faculty member
stated ..." not, "Professor Perfect stated..." The list of the people consulted needs to be
maintained as a separate document, not shared with the candidate, which will accompany the report
when it is sent to the Faculty Review Committee. (Note: in the final promotion dossier, which
the candidate does not see, individual reviewers are listed and named.)
- For models, see "