MSU Libraries P&T Document, Page
Mississippi State University Libraries
Academic Promotion and Tenure Policies and Procedures
Reviewed Annually
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Table of Contents
Preface
I.
Role of MSU Libraries in Fulfillment of Mission of University
II.
Role of Library Faculty in the University Community
III.
General Statement for Library Faculty Appointment
IV.
General Statement on the Relationship of the Annual Evaluation to Promotion and
Tenure
V.
General Statement on Promotion in Academic Rank
VI.
General State on Tenure
VII.
Definition and Application of Criteria for Appointment, Annual Faculty Evaluation,
Promotion and Tenure by Rank
VIII.
Third Year Reviews
IX.
External Reviews
X.
Procedures for Faculty Promotion and Tenure
XI.
Schedule for Promotion and Tenure Decisions
XII.
Notice of Non-Reappointment or Resignation
XIII.
Appeals Process
XIV.
Procedures for Amending MSU Libraries Promotion and Tenure Policies and
Procedures
Appendix A: Suggested Accomplishments
I.
Librarianship
II.
Research, Creative and/or Scholarly Contributions
III.
Service
Appendix B: Faculty Performance Measures and Expectations
Appendix C: Suggested Activities Appropriate to Progress to the Rank of Associate
Professor and/or for Tenure
Appendix D: Suggested Activities Appropriate to Progress to the Rank of Professor and/or
for Tenure at the Rank of Professor
Appendix E: Checklist of Required Materials for Completed Dossier
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Appendix F: Time Table Covering Promotion, Tenure, External Review and Third Year
Review Deadlines
Appendix G: Record of External Review Letters (Log Sheets)
Appendix H: Peer Schools
Appendix I:
External Reviewer Determination By Applicant Letter
Appendix J: External Reviewer Determination By P&T Committee Letter
Appendix K: Request for Review From External Reviewer Letter
Appendix L: Confirmation of Delivery
Appendix M: E-Mail Reminder of Deadline to External Reviewer
Appendix N: Final Thank You Letter From P&T Committee to External Reviewer
Appendix O: Final Thank You Letter From P&T Committee to Individual NOT Chosen to
Serve as an External Reviewer
Appendix P: Mississippi Code
Appendix Q: Dates of Revisions
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MISSISSIPPI STATE UNIVERSITY LIBRARIES
ACADEMIC PROMOTION AND TENURE POLICIES AND PROCEDURES
April 26, 2006
PREFACE
Carefully stated goals and objectives are essential to give direction to a university.
Recruitment and retention of faculty to carry out the University's mission rest on
known, consistent standards that reward superior performance and that provide
incentives for all faculty members to reach higher performance levels. Therefore,
the establishment of standards and policies governing tenure, promotion and annual
performance reviews is imperative. All faculty members will have the opportunity to
participate in both the establishment and revision of tenure and promotion criteria,
policies and procedures. The promotion and tenure documents will be made
available to all current and prospective faculty members. Further, since the initial
appointment of faculty members is a significant matter to every department,
candidates for the position should be interviewed and evaluated by members of the
hiring department and any allied departments or divisions.
The policies and procedures set forth in this document apply only to library faculty.
Tenure granted in the University Libraries is not transferable to other academic units
in the University. The objective of this document is to state criteria and procedures
for appointment, promotion in academic rank, and tenure consistent with the goals
and resources of this university.
I.
ROLE OF THE MISSISSIPPI STATE UNIVERSITY LIBRARIES IN FULFILLMENT
OF THE MISSION OF THE UNIVERSITY
In accordance with the stated mission of Mississippi State University to serve
Mississippi, the region and the nation through instruction, research, and service, the
libraries conceive their mission to be the provision of four essential services:
collecting, managing, ensuring access to, and facilitating analysis of information
necessary for superior learning, research, and service.
II.
ROLE OF THE LIBRARY FACULTY IN THE UNIVERSITY COMMUNITY
Library faculty have professorial rank and are expected to make significant
contributions to the mission of the University in the areas of teaching, research, and
service. To accomplish these goals, library faculty must meet criteria that are both
unique to the academic library profession and similar to the activities of other faculty.
Assessment of library faculty development is based largely on job performance in
the primary areas of teaching and research. All library faculty, whatever their area
of responsibility, contribute to the teaching mission of the University by selecting
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information, making information available through various formats, and/or providing
instruction on the access and use of information. These functions must be based on
recognized professional criteria.
Library faculty are also responsible for
achievement in research and, to a lesser degree, service. Library faculty must
confer frequently with their immediate supervisors to make sure annual goals and
objectives sufficiently increase professional progress at an adequate level.
A.
Librarianship and/or Teaching:
The activities of professional academic librarians and archivists within the
University setting encompass a wide range of functions that include but
extend beyond classroom instruction. Library faculty members are
specialists in providing access to all types of information, the development of
collections (resources), bibliographic control and organization, instruction
(including but not limited to a classroom setting), reference and advisory
services, development of information systems, administration and planning,
and public appearances in the interest of the multifaceted areas of
professional library activity.
B.
Research, Creative and/or Scholarly Contributions:
Library faculty are expected to conduct research and publish results in
refereed publications. Library faculty also are encouraged to be active in
other research, creative, and scholarly activities. See Appendix A.II and
Appendix B entitled Faculty Performance Measures and Expectations.
C.
Service:
Service activities enhance the educational mission and scholarly life of the
University community or its programs, improve the quality of life in society,
and promote the general welfare of the institution, the community, the state,
or the nation.
While service activities are not limited to participation in professional
organizations and related associations, these activities provide an important
vehicle for the fulfillment of a service obligation for librarians. The profession
requires coordination and consensus for implementation of the standards,
guidelines, and programs that strengthen the position of the university library
in regional, national, and international information systems.
D.
Professional Development:
1. Professional development may be exhibited in any or all of the previously
mentioned areas of teaching, research or creative achievement, and
service.
2. Professional development impacts teaching, research, and service.
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3. Pertinent activities usually include attending workshops, institutes, and
conferences; formal course work and/or completion of a degree; a
committee internship or other service-skill preparatory activities. Other
continuing education activities may be considered.
III.
GENERAL STATEMENT FOR LIBRARY FACULTY APPOINTMENT
All regulations of Mississippi State University concerning employment, promotion,
and granting of tenure must adhere to the By-Laws and Policies of the Board of
Trustees of State Institutions of Higher Learning (1970, with subsequent
amendments). Specific attention is called to the MSU Faculty Handbook, online
version and AOP 13.07.
A.
Appointment should follow the same procedures established for appointing all
faculty. Any person appointed to the library faculty must have a Master's
degree from a school accredited by the American Library Association or an
appropriate subject Master's/Doctorate degree for specialist positions as
defined in the American Library Association policy statement on Library
Education and Personnel Utilization. The library faculty member must also
possess the skills and qualifications necessary as identified by objective job
criteria for each position. Appointments to any rank should meet the
promotion and tenure criteria appropriate to that rank.
B.
To ensure that only candidates of the highest quality are appointed, a search
committee, representative of the library faculty, should review all candidates
for appointment to the library faculty and make advisory recommendations to
the Dean of Libraries.
Formation of search committee:
The Dean and the coordinator in whose department the vacant
position has been posted shall name a search committee composed
of library faculty and appropriate staff members from throughout the
university libraries.
C.
At the time of initial appointment, terms and conditions, including the
beginning tenure clock year, will be stated and confirmed in writing to the
appointed faculty member from the Dean of Libraries. These terms and
conditions will include a statement of decision concerning the initial rank at
appointment and the use of prior years of experience in application to
promotion and tenure. A written response indicating understanding of terms
and conditions will be required of the appointed faculty member. If the library
faculty member wishes to use prior years of experience, he/she will be
responsible for providing documentation from previous universities in support
of the application for promotion and tenure for consideration by the Dean.
Supporting evidence must at minimum include an annual review from each of
the prior years.
MSU Libraries P&T Document, Page
IV.
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GENERAL STATEMENT ON THE RELATIONSHIP OF THE ANNUAL FACULTY
EVALUATION TO PROMOTION AND TENURE
Each year, through the annual review process, the department or division head
should assess each subordinate faculty member’s professional performance.
Accordingly, the supervisor shall discuss these evaluations with each faculty
member in a timely manner and all faculty will know on a yearly basis whether they
are making progress toward tenure (see AOP 13.07).
V.
A.
As a part of the annual review, the supervisor and each of his/her library
faculty members will agree in writing to the library faculty member’s
objectives, responsibilities, and expectations. This written agreement must
be consistent with the tenure and promotion criteria. Also this agreement will
be reviewed by the dean and a copy of the agreement will be placed in the
faculty member’s permanent file. If the supervisor and the library faculty
member cannot reach an agreement, the matter will be referred to the dean.
B.
An annual faculty evaluation review, based on the predetermined agreement,
will be conducted by the appropriate supervisor before the budget is made for
the next year or when specified by the central administration of the
University, whichever occurs first. A copy of this review, signed by both
parties, will be placed in the library faculty member's personnel file. The
library faculty member has the right to attach a dissenting statement to all
copies of this review. The library faculty member shall be advised and
counseled several times a year by his/her supervisor concerning his/her
progress toward promotion and tenure.
C.
In the spring semester, the Chair of the Libraries’ Promotion and Tenure
Committee will convene a meeting with each faculty member who has just
completed their third year review and his/her supervisor to discuss a plan of
action for further progress toward tenure.
D.
A permanent file for each library faculty member is to be maintained in the
Office of the Dean of Libraries. No record in this file is to be added to,
changed, or withdrawn without the knowledge of both parties. Each file is
confidential and available only to the library faculty member, his/her
supervisor, the appropriate associate dean, dean, and other authorized
university officials. The responsible administrative officer will make all
pertinent information available to the appropriate committee(s) when the
library faculty member is a candidate for promotion and tenure, or when the
information is needed in an appeals or grievance case.
GENERAL STATEMENT ON PROMOTION IN ACADEMIC RANK
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Promotion in rank delineates benchmarks on a career path. All library faculty should
continue to grow, progress, and develop along a professional path. Every person
employed by the University is expected to meet high standards of integrity,
collegiality and objectivity and to further the goals of his/her department, the Library,
and the University. Promotion shall be based upon high standards of performance
and contributions in librarianship, teaching, research, creative achievement, and
service.
Library faculty must meet expectations in all three areas; superior achievement in
one category cannot be substituted for marginal performance in the other
categories. The University recognizes faculty achievement by advances in rank.
Promotion is never routinely granted; it is designed to recognize achievement as a
professional.
VI.
GENERAL STATEMENT ON TENURE
Tenure is granted with the University's expectation that the faculty member will
continue to perform at or above the minimum standards set by the Library and
University.
Attainment of tenure at Mississippi State University Libraries is by no means
automatic, based on years of service, but is the result of a thorough evaluation with
regard to national reputation of a library faculty member’s performance in instruction,
research, creative achievement, and service to the University. Excellence in one
area and satisfactory performance in the others are needed to qualify a faculty
member for tenure.
At the time of initial appointment, each library faculty member shall be informed in
writing as to whether he/she will be progressing toward evaluation for tenure.
Likewise, the new library faculty member shall respond in writing to the Dean of
Libraries that he/she understands the terms of employment with regard to tenure
and accepts the position. Each library faculty member and his/her supervisor should
maintain a written record of progress toward tenure. The tenure clock for each
library faculty member is based on the date of initial employment and is confirmed
by the Provost’s Office. As stated in the University’s Promotion and Tenure
Document:
The probationary period for tenure-track faculty begins at the start of the
faculty member’s first full contract year. A full contract year is defined as
one that starts on August 16 for 9-month employees and on July 1 for 12month employees and continues until the next contract period. If the initial
contract is for a partial year, e.g., starts after August 16 for a 9-month
employee and after July 1 for a 12-month employee, that time is not included
in the probationary period.
The first new contract following the tenure decision must clearly detail whether it is a
terminal contract or a contract indicating continuous employment with Mississippi
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State University. Failure to achieve tenure after six (6) years will require a terminal
seventh (7th) year contract.
VII.
DEFINITION AND APPLICATION OF CRITERIA FOR APPOINTMENT, ANNUAL
FACULTY EVALUATION, PROMOTION AND TENURE BY RANK
A.
Assistant Professor
1.
Appointment
The rank of Assistant Professor is the lowest professorial level and
represents an entry-level position. The appointment of library faculty
members at the rank of Assistant Professor shall require minimal
professional experience, performance of duties in his/her area of
responsibility and in librarianship and/or teaching, and the potential for
successful performance in scholarship/research/creative endeavors
and service. Appointment at the rank of assistant professor does not
carry the presumption of automatic promotion beyond this rank.
2.
Annual Faculty Evaluation and Review
Upon appointment to this rank the library faculty member begins to
build a record of achievement toward meeting the criteria for
Associate Professor.
B.
Associate Professor
1.
Appointment
Appointment of new library faculty at the rank of Associate Professor
is a choice made by the search committee, library management and
the candidate for the library faculty position, taking into account all
qualifications and hiring factors. The appointment of library faculty
members at the rank of Associate Professor shall require, in addition
to meeting the requirements for Assistant Professor, consistently
demonstrated excellence in the performance of duties in his/her areas
of responsibility, evidence of substantial professional contributions and
has demonstrated a potential for a national reputation. Appointment
at the rank of Associate Professor does not carry the presumption of
automatic promotion beyond this rank.
2.
Annual Faculty Evaluation and Review
Upon appointment or promotion to this rank the library faculty member
should continue to build a record of achievement toward meeting the
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criteria for the rank of Professor, but is not required to apply for
Promotion to Professor.
3.
Promotion
An Associate Professor is a library faculty member who has met the
criteria for Assistant Professor, has consistently demonstrated
excellence in the performance of duties in his/her area, and has
performed at a satisfactory level in the other two areas of
scholarship/research/creative endeavors and service and has
demonstrated a potential for a national reputation. Achieving the rank
of Associate Professor does not carry the presumption of automatic
promotion beyond this rank.
4.
Tenure
Tenure at the Associate Professor level requires consistently
demonstrated excellence in the area of librarianship and/or teaching,
satisfactory performance in the other two areas of scholarship/
research/creative endeavors and service, and has demonstrated a
potential for a national reputation.
5.
C.
Activities appropriate to progress to the rank of Associate Professor
and/or for tenure are found in Appendix C.
Professor
1.
Appointment at the Rank of Professor
Appointment of new library faculty at the rank of Professor is a choice
made by the search committee, library management and the
candidate for the library faculty position, taking into account all
qualifications and hiring factors. The appointment of library faculty
members at the rank of Professor shall require, in addition to meeting
the requirements for Associate Professor, demonstrated excellence in
librarianship and excellence in either scholarship/research/creative
endeavors or service to on-campus and off-campus communities and
has achieved a national reputation.
2.
Annual Faculty Evaluation and Review
Upon appointment or promotion to this rank the library faculty member
continues to manifest an ongoing commitment to librarianship and/or
teaching, scholarship/research/creative endeavors, and service to oncampus and off-campus communities at a satisfactory level or above.
3.
Promotion to the Rank of Professor
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A Professor is a library faculty member who has met the criteria for
Associate Professor, has achieved a national reputation with
excellence in librarianship, scholarship/research/creative endeavors,
and service to on-campus and off-campus communities.
4.
Tenure
Tenure at the level of Professor requires consistently demonstrated
excellence in the area of librarianship and/or teaching, and
satisfactory performance in the other two areas of scholarship/
research/creative endeavors and service and has demonstrated a
potential for a national reputation.
5.
VIII.
Activities appropriate to progress to the rank of Professor and/or for
tenure at the rank of Professor are found in Appendix D.
THIRD YEAR REVIEWS
A.
Introduction
The third year review process provides for untenured faculty an assessment
of his/her professional development and prospects for a successful
application for tenure and promotion to associate professor at the end of the
probationary period. The assessment is made during the faculty member’s
third tenure clock year, and the intent of this assessment is to guide, assist,
and encourage the untenured faculty member to prepare for the promotion
and tenure review. The P&T Committee’s assessment and comments should
be considered as suggestions to be used as the faculty member and his/her
supervisor consider appropriate.
B.
Process
1.
Evaluation is mandatory for untenured faculty during their third tenureclock year.
2.
Evaluation of progress toward tenure will be done prior to the annual
review covering faculty member’s third tenure-clock year.
3.
Applicant’s documentation will be submitted to the Library’s Promotion
and Tenure Committee no later than December 1 (or the next
workday, if December 1 falls on a weekend) of the third tenure-clock
year. The P&T Committee Chair will receive one paper copy of the
documentation (which will be placed in the applicant’s personnel file at
the end of this process) and the applicant will forward an electronic
copy to all P&T Committee members via an e-mail attachment.
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C.
4.
The P&T Committee will review documentation and provide the
applicant, the applicant’s immediate supervisor and the associate
dean with written results, comments and recommendations no later
than January 31 (or the next workday, if January 31 falls on a
weekend) of the third tenure-clock year. After allowing the applicant
time to review the information, the committee or a representative of
the committee will meet with the applicant, if the applicant desires, in
order to discuss any questions or problems. The immediate
supervisor and associate dean will have an opportunity to meet with
the P&T Committee (or a representative) at this time as well, if
desired.
5.
Applicants may ask the committee chair or the entire committee for
further information if questions arise. However, as this is not an actual
application for tenure, there will be no formal appeal or review
process.
6.
Applicants are advised that a favorable review during the third tenureclock year in no way guarantees that a formal promotion and tenure
document will be approved. This is a process to assist the applicant
in approaching the formal process and advise him/her as to the
progress being made and suggest areas in need of improvement.
7.
A copy of the applicant’s third year review document and the
committee’s report will be placed in the applicant’s personnel file.
Documentation and Guidelines
1.
Applicants will use sections I through VI of the University’s Promotion
and Tenure Application. Please note that a vita, supporting letters
and material to be included in the appendices are not to be included in
the third year review document.
2.
Evaluation will be done using the same three-point rating scale as the
promotion and tenure evaluation – unsatisfactory, satisfactory, and
excellent.
3.
Evaluation will be based on encouraging applicants to submit a formal
promotion and tenure document during their sixth tenure-clock year.
4.
Evaluation will be based on premise that applicants are progressing
towards achieving excellence in teaching and satisfactory in both
research and service areas. However, applicants are strongly
encouraged to aim for excellence in the research category as well.
MSU Libraries P&T Document, Page 13
D.
Evaluation Criteria for the Third-Year Review
The purpose of the third-year review is to provide an assessment of an
individual’s professional development and his/her prospects for a successful
application for tenure and promotion to associate professor at the end of the
probationary period. The third-year review includes an assessment of the
strengths and weaknesses of the candidate in each of the three areas:
teaching, research, and service. The criteria for each area is based on the
expectations defined in the Mississippi State University Libraries’ Promotion
and Tenure Document.
1.
Teaching
Applicants in the third-year review should show considerable progress
toward a demonstrated excellence in librarianship.
2.
Research, Creative and/or Scholarly Activity
At a minimum, applicants should have met one-half of the criteria for a
satisfactory ranking in research, as specified in the Promotion and
Tenure Document. For this review, at least two publications are
expected with at least one falling in Category I. A third research
project either in the review process or accepted for publication is
advised. Applicants should aim for research that falls in Category I.
Projects in other categories are acceptable, but not emphasized
based on perceived University policy. Applicants are strongly advised
to aim beyond the minimal level.
3.
Service
At a minimum, applicants should have met one-half of the criteria for a
satisfactory ranking in service, as specified in the Promotion and
Tenure Document. For this review, at least two contributions are
expected, with at least one contribution from Category II.
IX.
EXTERNAL REVIEWS
A.
Purpose
The process for awarding promotion and/or tenure in academic rank requires
rigorous, fair, and objective evaluation of each candidate’s record of
productivity. The purpose of an external review is to provide an independent
assessment of the intrinsic merit of the creative work of the individual, its
value to the professional and academic communities, and to the public at
large. In addition, these reviews are beneficial in evaluating the productivity
of a candidate and his/her regional and/or national reputation as
acknowledged by peers. External reviewers’ comments regarding the
quantity and quality of a candidate’s work provide important evidence to
MSU Libraries P&T Document, Page 14
inform Library and University judgments of qualification for promotion and/or
tenure.
B.
Sources of External Reviewers
Library policy will provide a process for generating a list of objective,
knowledgeable reviewers. The set of appropriate reviewers will be derived
with input from the applicant, who may consult with his/her coordinator and/or
immediate supervisor, and the current MSU Libraries’ Promotion and Tenure
Committee.
1.
External Reviewers Suggested by Candidate
It is the candidate’s sole responsibility to select their external
reviewers. He/she may choose to seek assistance from anyone not
currently serving on the Libraries’ Promotion and Tenure
Committee. Supervisors do not serve on the Committee when
applications from their areas are considered (see Section X. B. 1.).
According to the timeline in Appendix F and using the form in
Appendix G, the candidate will submit to the Chair of the MSU
Libraries’ Promotion and Tenure Committee a list of five potential
external reviewers. It is recommended, but not required, that potential
reviewers have similar job duties and responsibilities as the
candidate. The list should state the following for each potential
reviewer:
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Name
Title/Rank
Address
Telephone number(s)
Fax number
E-mail address
Brief statement of their qualifications
Relation to candidate (if any)
Short explanation as to why this person was selected in terms
of their general qualifications in the discipline
The candidate will contact the suggested reviewers to ensure they are
willing to serve in this capacity and to request a copy of their current
vita. The applicant may choose to drop one name from the list of
willing reviewers and then the Committee will select three individuals
from the remaining names.
2.
External Reviewers Suggested by MSU Libraries’ P&T Committee
According to the timeline in Appendix F and using the form in
Appendix G, the MSU Libraries’ Promotion and Tenure Committee will
compile an additional list of six potential external reviewers. The list
MSU Libraries P&T Document, Page 15
should state the following for each potential reviewer:
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
Name
Title/Rank
Address
Telephone number(s)
Fax number
E-mail address
Brief statement of their qualifications
Relation to candidate (if any)
Short explanation as to why this person was selected in terms
of their general qualifications in the discipline
The MSU Libraries P&T Committee will contact the suggested
reviewers to ensure they are willing to serve in this capacity and to
request a copy of their current vita. The applicant may choose to drop
one name from the list of willing reviewers and then the Committee
will select three individuals from the remaining names.
3.
Potential Conflict
If a candidate has any concern about the impartiality of anyone who
might be selected as an external reviewer, this should be made known
to the MSU Libraries’ P&T Committee as soon as possible.
Should extenuating circumstances occur, the MSU Libraries’ P&T
Committee reserves the right to drop or add additional names to the
final list of potential external reviewers.
C.
Criteria for External Reviewers
External reviewers must possess the credentials to provide an objective and
knowledgeable assessment of the candidate’s work. They should be leaders
in the candidate’s area of excellence and have been selected on the basis of
their familiarity with the discipline of the candidate, including standards for
professional and scholarly activity in the discipline. They should have
appointment with faculty status at Carnegie Research Universities I or II (see
Appendix H) at or above the rank proposed for the candidate. In unusual
instances in which a reviewer does not hold faculty status or is not a member
of a Carnegie Research University I or II, an explanation for selecting this
individual should be provided by the candidate.
It may also be appropriate to use reviewers who have moved to positions in
national professional associations, in government, or in industry. Thus
external reviews should be from tenured professors or individuals of
equivalent stature outside academe who are widely recognized in the field,
and who are chosen because of their ability to objectively evaluate the
MSU Libraries P&T Document, Page 16
candidate’s work.
Because external reviews are to be independent, objective, and
disinterested, selected reviewers should not have a special relationship with
the candidate or conflict of interest (e.g. a research collaborator, supervisor,
former departmental colleague, relative or someone with whom the candidate
had close collaboration on a committee or service-related activity). External
reviewers cannot be on the faculty of Mississippi State University as a regular
faculty member, adjunct faculty member or part-time faculty member nor
should they be a current student of MSU. Also it is unwise and tends to
weaken an candidate’s case to consider the use of persons of relatively junior
rank or unclear expertise as external reviewers.
D.
Determination of External Reviewers
1.
External Reviewers Suggested by Candidate
Each candidate is required to use the template in Appendix I in
creating their letters/e-mails to individuals requesting their willingness
to serve as an external reviewer for their specific application for
promotion and/or tenure. All responses are to be forwarded to the
Chair of the MSU Libraries’ P&T Committee as official documentation
toward completing the application process.
2.
External Reviewers Suggested by MSU Libraries’ P&T Committee
The MSU Libraries’ P&T Committee is required to use the template in
Appendix J in creating their letters/e-mails to individuals requesting
their willingness to serve as an external reviewer for a specific
candidate’s application for promotion and/or tenure. All responses are
kept by the Chair of the MSU Libraries’ P&T Committee as official
documentation toward completing the application process.
E.
Communication with External Reviewers
From the suggested eleven external reviewers, the MSU Libraries’ P&T
Committee will choose a total of six individuals to be contacted (three from
the candidate’s list and three from the Committee’s list). The candidate is not
notified as to which of his/her suggested external reviewers are selected by
the Committee.
1.
Request for Reviewer’s Participation
Preceding each candidate’s review by the MSU Libraries’ P&T
Committee and according to the timeline in Appendix F, the P&T
Committee will solicit external reviews of the candidate’s dossier. The
letter soliciting comments must be identical for all candidates and
MSU Libraries P&T Document, Page 17
must be written in neutral terms to avoid the suggestion that either a
positive or a negative recommendation is requested. A copy of the
sample letter requesting a reviewer’s participation is given in Appendix
K.
2.
Materials Available to External Reviewers
External reviewers will be provided with a packet of material pertaining
to a candidate’s promotion and/or tenure information which includes
the following:
1)
2)
3)
4)
5)
6)
A letter with Instructions for completing the review (with
deadline) Appendix K
MSU Libraries’ Academic Promotion and Tenure Policies and
Procedures (a paper copy or an electronic copy via an e-mail
attachment or enclosed CD)
MSU Promotion and Tenure Policies and Procedures (a
paper copy or an electronic copy via an e-mail attachment or
enclosed CD)
The candidate’s job description for the relevant period
The candidate’s promotion and/or tenure application
Representative samplings of productivity from the Teaching,
Research and Service components which emphasize quality
over quantity
The candidate will begin preparing each packet by providing six paper
copies each of bulleted items 3-6 listed above to the Chair of the
Libraries’ P&T Committee. The Chair will finish completing each
packet by inserting copies of bulleted items 1 and 2 listed above and
mailing the packets to each external reviewer by the deadline as
stated in the timeline in Appendix F.
As a candidate does not include copies of all articles written, all
workshop evaluations given, all committee reports made, etc. in their
secondary binders; they will not include all copies of similar items for
their external review packets. The Libraries’ P&T Committee is
encouraged to provide guidance to the candidate to ensure a wellpresented and organized case for their tenure and/or promotion
application.
3.
Reminder of Deadline to External Reviewers
If necessary, a designee from the P&T Committee will either phone or
send e-mail reminders to the externals reviewers one week before the
replies are due. See Appendix M.
MSU Libraries P&T Document, Page 18
4.
Appreciation Extended to External Reviewers
No honoraria will be paid to external reviewers. The Chair of the MSU
Libraries’ Promotion and Tenure Committee, however, will send a
letter of appreciation to all external reviewers. See Appendix N and
Appendix O for sample letters.
F.
Distribution of External Reviewers’ Reports
Once an external reviewer completes their evaluation and returns it (via
regular mail or e-mail) to the Chair of the P&T Committee, the Chair will place
the review into the candidate’s application notebook within a designated
tabbed section for External Reviews.
No explicit weight will be assigned to external reviews, and it will not be
assumed that they are more accurate or authoritative than internally
generated evaluations. Such reviews should be viewed as additional
information only.
The final decisions regarding promotion/tenure
recommendations and actions remain the exclusive responsibility of the
Libraries’ Promotion and Tenure Committee and the Library and University
administration.
G.
Confidentiality of External Reviewers’ Reports and External Reviewers
External peer reviews are confidential during the review process. Members
of the MSU Libraries’ Promotion and Tenure Committee may not disclose the
contents of external peer reviews to the candidate or to others not involved in
the review process. External reviewers will be informed of the existence of
Mississippi laws relating to “Public Access to Public Records” (MS Code 2559-27 and 25-61). (see Appendix P)
It is also important that those who are writing recommendations pertaining to
candidates’ applications for promotion and/or tenure (i.e., P&T Committee
members, Libraries’ Dean, etc.) avoid mentioning the names of the external
reviewers and quoting them in the text of their reports. These reports
become part of the candidate’s personnel file, which they have a right to
review. The only place a reviewer’s name should be mentioned is on the list
of external reviewers (see Appendix G).
The following statement will be included in each letter/e-mail requesting
outside evaluation of a candidate.
Your external review will be provided to the MSU Libraries’ Promotion and
Tenure Committee and appropriate Library and University administrators. It
will be held in confidence from the faculty member being reviewed during
the review process. When all deliberations by the University have been
completed, the essential content of peer review letters will be shared with
MSU Libraries P&T Document, Page 19
the promotion and/or tenure candidate after every effort has been made to
ensure the anonymity of the authors.
Upon completion of the promotion and/or tenure application process, each
candidate will have returned to them all documentation pertaining to their
application and this will include the anonymous external reviews.
H.
Summary of How External Reviews Were Conducted
In order to make it clear to the Provost, President and others reviewing a
promotion and/or tenure application exactly what procedures were used in
selecting the external reviewers, the following statement should be included
in the External Review section of every application followed by a sample
letter sent to each reviewer, the two log sheets (Appendix G), and the six
external letters.
See next page…
MSU Libraries P&T Document, Page 20
Summary of How External Reviews Were Conducted
Mississippi State University Libraries
2008-2009
(change date to correct fiscal year)
Sources of External Reviewers
External Reviewers Suggested by Candidate
According to the University’s and Library’s promotion and tenure timeline and using the
attached form, the candidate submitted to the Chair of the MSU Libraries’ Promotion and
Tenure Committee the following list of five potential external reviewers. These potential
external reviewers were contacted by the candidate to ensure they were willing to serve in
this capacity. From this list, the MSU Libraries’ P&T Committee selected three individuals
to contact.
External Reviewers Suggested by MSU Libraries’ P&T Committee
According to the University’s and Library’s promotion and tenure timeline and using the
attached form, the MSU Libraries’ Promotion and Tenure Committee compiled an
additional list of six potential external reviewers. These potential external reviewers were
contacted by the MSU Libraries’ P&T Committee to ensure they were willing to serve in
this capacity. From this list, the candidate was given the option of dropping one name and
thereafter, the Committee selected three individuals to contact.
Choice of External Reviewers
From the suggested eleven external reviewers, the MSU Libraries’ P&T Committee chose a total of six
individuals to be contacted (three from the candidate’s list and three from the Committee’s list). The
candidate was not notified as to which of his/her suggested external reviewers were selected by the
Committee.
X.
PROCEDURES FOR FACULTY PROMOTION AND TENURE
A.
University Committee on Promotion and Tenure: see the online MSU Faculty
Handbook at http://www.msstate.edu/web/faculty_handbook/
B.
Library Committee on Promotion and Tenure
*Dates are subject to change in accordance with the University calendar.
1.
The University Library’s promotion and tenure policies adhere to and
reflect the University’s promotion and tenure policies. The Library
Promotion and Tenure Committee-of-the-Whole shall consist of all fulltime, tenured library faculty members with the rank of associate
professor or above, excluding the associate deans and the Dean of
Libraries. Coordinators will serve on the Committee but will recuse
themselves from all deliberations and voting on applications from
MSU Libraries P&T Document, Page 21
faculty members in their units. The elected Library faculty currently
serving on the University’s Promotion and Tenure Committee will also
serve on the Committee but will recuse him/herself from all
deliberations and voting on all promotion and tenure applications (e.g.
this person may participate in Third Year Reviews and any policy
and/or procedural changes to the Committee or P&T Document).
Committee members will deliberate and vote on promotion and tenure
applications only at their rank or below. An organizational committee
meeting will be called by the outgoing chairperson by June 15, at
which time a chairperson will be elected. A person shall not be
elected as chair for two consecutive years. In the event that a
committee member applies for promotion, he/she will inform the
committee chair and will remain on the Committee to consider
business other than the deliberations and votes on P&T applications.
2.
External professors will serve on the Library’s Promotion and Tenure
Committee for Full Professors until such time as there are three library
faculty with the rank of full professor. The term of office for the
external professor ends when the group of professors makes their
recommendation to the Dean of Libraries.
1)
Each candidate for promotion to professor submits two names
of academic faculty who are eligible to serve (i.e., are
professors and have tenure). Submissions are made to the
chair of the overall Library Promotion and Tenure Committee.
2)
Each candidate contacts their nominees before submitting the
names to verify their interest in actually being nominated.
3)
The overall Library Promotion and Tenure Committee submits
two names of academic faculty who are eligible to serve.
4)
The chair of the overall Library Promotion and Tenure
Committee contacts the Committee’s nominees before
submission of names to verify their interest in actually being
nominated.
5)
If nominated faculty are unwilling to serve, the candidate and/or
Committee will name additional academic faculty until the
candidate(s) and the Committee each have two names on the
ballot that are willing to serve if elected.
6)
It is possible that more than one candidate will unknowingly
nominate the same academic faculty. The nominees will stand
as submitted and the candidates will not be asked to nominate
additional faculty unless one or more of the nominees decline
the invitation to be nominated.
MSU Libraries P&T Document, Page 22
7)
The ballot (consisting of two nominees from each candidate
and two nominees from the overall Library Promotion and
Tenure Committee) will be distributed by the chair of the overall
Library Promotion and Tenure Committee to all full time library
faculty who are in a tenure track position. Each person will
vote for two people. The two people receiving the most votes
will be elected. The faculty receiving the remaining number of
votes will be recorded in case either of the two successful
nominees cannot serve at the last minute.
8)
In the instance where only one external professor is to be
elected, the library faculty will vote for only one nominee on the
ballot. The ballot shall consist of two nominees from each
candidate and two nominees from the overall Library
Promotion and Tenure Committee. The nominee receiving the
most votes will be elected. The faculty receiving the remaining
votes will be recorded in case the successful nominee can not
serve at the last minute
9)
The chair of the Promotion and Tenure Committee for
Professors will be a librarian. The chair will be responsible for
coordinating the external review letters, calling meetings,
conducting the vote and writing the letter to the Dean, etc.
10)
In the instance when there are no library faculty eligible to
serve on the Promotion and Tenure Committee for Professors,
the following procedure will be followed:
a.
Each candidate for professor will nominate two
academic faculty members as will the overall Library
Promotion and Tenure Committee as outlined in the
previous steps.
b.
The chair of the overall Library Promotion and Tenure
Committee will prepare the ballot. The library faculty
will vote for three academic faculty members. The
nominees receiving the most votes will be elected. The
faculty receiving the remaining votes will be recorded in
case the successful nominees cannot serve at the last
minute.
c.
The chair of the overall Library Promotion and Tenure
Committee will serve as an ex officio member of the
Promotion and Tenure Committee for Professors. The
ex officio member will act as a liaison and/or interpreter
of library promotion and tenure issues for the committee
of professors, and will be responsible for meeting
deadlines (e.g., writing letters, calling meetings, etc.).
The Promotion and Tenure Committee for Professors
MSU Libraries P&T Document, Page 23
would elect a chair from the three members. The chair
would be responsible for seeing that the group
evaluates the applications and recording the votes.
d.
3.
Only the three professors will discuss and evaluate the
actual applications. The ex-officio member will not
participate in the deliberations nor in the voting.
The Library Committee on Promotion and Tenure serves as an
advisory body to the Dean of Libraries. The Committee will annually
review all criteria, policies, and procedures followed by the Libraries to
insure that they are equitable and effective. An annual report is to be
sent to the Dean of Libraries, with a copy deposited in Archives.
The Committee reviews all third year reviews and promotion and
tenure packets and makes appropriate recommendations in writing.
Committee recommendations will be made on the basis of a simple
majority vote. At the close of each committee year, the chairperson
will submit all relevant documents to the Dean, who will then deposit
them in a confidential file.
4.
In order that the Committee may function more effectively, the Dean of
Libraries and appropriate supervisors will make available to committee
members all pertinent and available information (See Appendix E:
Checklist of Required Materials for Completed Dossier). It will be the
responsibility of all committee members to review all such information
before voting on any nomination for promotion or tenure.
5.
The applicant may withdraw his or her application at any time during
the review process.
6.
Committee recommendations, including written justifications, will
become part of the application dossier transmitted to the Dean of
Libraries. The Committee chairperson will inform the applicant of the
committee's recommendation, affirmative or negative. The Dean shall
inform the Committee and the applicant, in writing, with justification of
his/her recommendation by January 29th* of each year.
7.
The recommendations of both the Committee and the Dean of
Libraries (whether affirmative or negative) will be conveyed to the
Provost and Vice President for Academic Affairs. Reasons for a
denial of promotion or tenure at the Library level will be transmitted to
the library faculty member by the Dean.
8.
The Provost and Vice President for Academic Affairs will review the
recommendations of the Committee and the Dean of Libraries.
Reasons for denial of promotion or tenure at this level will be
transmitted by the Provost and Vice President for Academic Affairs to
the library faculty member directly or through the Dean.
MSU Libraries P&T Document, Page 24
9.
C.
D.
Provost and Vice President for Academic Affairs
1.
The Provost and Vice President for Academic Affairs, after reviewing
all recommendations, makes recommendations to the President, and
details of the recommendations are transmitted to the appropriate
dean or director and to the chairperson of any promotion and tenure
committee involved.
2.
The Provost and Vice President for Academic Affairs will, each year,
in consultation with the University Committee on Promotion and
Tenure, review all criteria, policies, and procedures related to
promotion and tenure, to insure that they are: (1) consistent with
regulations of the Board of Trustees and (2) internally consistent,
equitable, and understandable.
President
1.
XI.
The library faculty member will be officially notified of the transfer of
the application and the recommendation at each level of his/her
nomination for promotion or tenure in the library. Written notifications
of recommendations that come from each level in the process will be
placed in the applicant's Library personnel file.
These
recommendations will also become the basis for future discussions
between the library faculty member and supervisor on further
professional development or growth of the library faculty member.
The President of the University makes a decision on all
recommendations for promotion and tenure. Once the decisions have
been made, the President transmits them to the Board of Trustees for
final action and to the faculty applicants and other appropriate
individuals. Board decisions will be transmitted to applicants and
other appropriate individuals.
SCHEDULE FOR PROMOTION AND TENURE DECISIONS
A calendar concerning promotion and tenure deadlines will be distributed by the
Library Promotion and Tenure Committee after the calendar has been established
by the Provost.
XII.
NOTICE OF NON-REAPPOINTMENT OR RESIGNATION
Refer to the on-line MSU Faculty Handbook, Section V, Section 11.0.
http://www.msstate.edu/web/faculty_handbook/v.html
MSU Libraries P&T Document, Page 25
XIII.
APPEALS PROCESS
Refer to the on-line MSU Faculty Handbook, Section V, Section 10.0.
http://www.msstate.edu/web/faculty_handbook/v.html
XIV. PROCEDURES FOR AMENDING MISSISSIPPI STATE UNIVERSITY LIBRARIES
PROMOTION AND TENURE POLICIES AND PROCEDURES
Any suggested change(s) in existing policies and procedures of the Mississippi State
University Libraries Academic Promotion and Tenure Policies and Procedures
(1988, currently revised) must be submitted in writing by April 1 of each year to the
Library Committee on Promotion and Tenure. The Committee will review all
suggested changes and, by May 1 of each year, make any recommendations to the
Dean of Libraries, who will present the changes and recommendations to the library
faculty by May 15. The library faculty will meet and vote on changes by June 1.
MSU Libraries P&T Document, Page 26
Appendix A
Suggested Accomplishments
I.
Librarianship
Librarianship and/or teaching (primary areas of performance)
Each department and/or unit will be responsible for developing job performance
standards that will be used to measure the library faculty member’s job performance
within his/her primary area of job responsibility. Documentation of activities should
include measures of quantity and quality. Qualitative measures may include client
evaluations, peer evaluations, supervisory evaluations of activities, and examples of
materials produced for teaching activities.
Selected examples of activities and supporting skills contributing to excellence:
•
Developmental activities (such as improvement in procedures of library
operations)
o Demonstrates leadership in strategic planning and development of innovative
approaches to problem solving and program development
o Develops new or innovative approaches to problem-solving in specific areas
of librarianship which will further enhance professional techniques and
services
o Cooperates with other libraries and institutions to facilitate research
o Cooperates with other libraries and institutions to develop regional and
national library services
o Reads professional literature and participates in discussion groups
o Develops an awareness of job assignments and issues which exist in library
units outside the area of responsibility
o Participates in policy formulation at the departmental and library-wide levels
o Pursues additional degree(s) beyond the MLS
•
Instructional materials used (for formal library instruction or training library
science graduate interns undertaking practica)
•
Development of teaching materials for use by others in addition to the author,
including texts, course syllabi, bibliographies, computer programs, guides and
educational displays
•
Design and implementation of library instruction programs including preparation
and delivery of orientation sessions and course-related instruction
o Works effectively with in-library committees to facilitate instruction
•
Preparation and presentation of seminars and workshops dealing with areas of
the library or academic expertise
MSU Libraries P&T Document, Page 27
•
Reference assistance and instruction on use of library resources, including
counseling on term papers and other course assignments
•
Instruction and supervision of other library personnel
•
Organization of knowledge by cataloging and classifying materials for use by
others, and by designing methods for retrieving information through systematic,
structured methods that can be applied to a variety of disciplines. Includes
analysis, development, organization, maintenance and quality control of
bibliographic records for effective use by students, faculty and community users
o Analyzes the organization of library materials and services to ensure they
meet the present and future needs of the University community
•
Identification, selection and acquisition of library materials to support teaching,
research and service activities of the library and the university
o Analyzes data relating to library collections, functions and use
•
Retrieve pertinent bibliographic information through computer-assisted services
to support research activities of the university community, including thesis,
dissertations, grant proposals and other projects
•
Develop an ongoing liaison relationship with constituents based on professional
expertise and library research-orientated pedagogy
•
Performs library liaison duties within parameters of the academic department(s)
•
Performs managerial duties with demonstrated abilities in:
o Leadership of the department or area as needed
o Implementation of Library policies and procedures
o Organizational skills
o Hiring, training and supervising effective staff
o Effective initiation, revision, and dissemination of departmental routines by
directing staff and determining work flow
o Ability to encourage staff to reach their highest potential by participation in
staff development and by creating an atmosphere of open communication
and receptiveness to suggestions and criticism
o Positive, constructive evaluations of staff performance
o Demonstrates effective report writing and analytical skills
o Writes policies and procedures for department
o Prepares substantial internal and external reports involving research or the
application of the librarian’s professional abilities
o Demonstrates leadership in management of assigned functional areas,
including personnel, operations and fiscal management
o Effectively applies organizational, managerial, and administrative skills with
impact beyond the departmental level
o Translates knowledge of the curriculum and University policies into effective
library services
o Competently manages the library resources under one’s supervision
MSU Libraries P&T Document, Page 28
II.
•
Performs administrative leadership role in the University
•
Being selected for a University or college award
•
Serves as thesis or dissertation committee member
•
Prepares grant proposals for submission to funding sources external to
Mississippi State University Libraries
•
Is awarded visiting appointments/fellowships
Research, Creative and/or Scholarly Contributions
Normally, scholarly and/or commercial publications are the hallmarks of success in
this area. Research encourages a contribution to the body of knowledge and is the
basis for most publications. Funding is not a prerequisite to research since
unfunded research offers significant contributions to the profession. Each
publication must be judged on its own merit. Work in progress or accepted for
publication, but not yet published, will not be counted in the promotion and/or tenure
application.
Examples or evidence of research, creative and/or scholarly contributions are listed
below in three categories. Generally, Category I will receive the most weight in
evaluations, and Category III the least weight. The list is meant to provide general
guidelines; it is not exhaustive and is not intended to assign absolute weights. Each
work will be evaluated on its substance and quality. Items of exceptional substance
and/or quality falling into Categories II or III might be given Category I or II weight,
while items of lesser substance and/or quality falling into Categories I or II might be
given Category II or III weight.
Category I (highest)
•
•
•
•
Publication of applied or theoretical research as an article in a refereed journal or
as a chapter in a monograph
Publication of book-length critical bibliographies or article-length critical
bibliographies published in a peer reviewed journal
Publication of scholarly book(s) and monographs presenting applied or
theoretical research of the highest quality
Presentation of refereed and invited papers/presentations at national and
international professional meetings or conferences
MSU Libraries P&T Document, Page 29
Category II
•
•
•
•
•
•
Publication/production and/or presentation of a piece of creative work such as an
exhibited artistic creation or published novel (for example, a fictional work)
Publication of an ARL SPEC Kit or ACRL CLIP Note
Presentation of a poster session at a professional conference
Publication of an article in a non-refereed journal
Refereed and non-refereed papers/presentations, workshops at regional
professional meetings or for professional groups
Publications in proceedings of conferences and professional meetings
Category III
•
•
•
•
•
•
Preparation of scholarly exhibits
Design/development of audiovisual materials or computer applications and/or
software and databases that achieves a significant impact on the profession
(commercial or non-commercial distribution within the profession)
Scholarly presentations other than at conferences, e.g. at educational
institutions, other organizations, or via the media
Non-refereed presentations at workshops, state and local professional meetings,
or for professional groups
Completion of evaluative publications such as book reviews.
Publication of an ERIC document
Comments:
Syllabi, reprints or readings, casebooks, and other similar material intended primarily
for classroom use, unpublished internal documents such as policy statements,
management studies, committee reports, procedure manuals, user guides and
handbooks, bibliographies and any other material prepared to facilitate the provision
of library services or to direct library operations should be evaluated as librarianship
and/or teaching.
Opinion pieces, including non-scholarly letters to editors and short responses to the
publications of others; editing which does not require special scholarly expertise;
documents resulting from campus or professional service on committees, task
forces, etc.; official documents deriving from office in professional/scholarly
associations, e.g., reports, minutes of meetings, presidents’ messages should be
evaluated as service.
III.
Service
Service activities enhance the educational mission and scholarly life of the
University community or its programs, improve the quality of life in society, and
MSU Libraries P&T Document, Page 30
promote the general welfare of the institution, the community, the state, or the
nation.
While service activities are not limited to participation in professional organizations
and related associations, these activities provide an important vehicle for the
fulfillment of a service obligation for librarians. The profession requires coordination
and consensus for implementation of the standards, guidelines, and programs that
strengthen the position of the university library in regional, national, and international
information systems.
Category I (highest)
Professional Service:
•
•
[1] Officer in state, regional, national or international professional
associations (See Category II for local level and Category III for only memberships)
[2] Officer in sections of regional, national or international professional
associations (See Category II for section officers of sections or roundtables of state
associations)
•
[3] Chair of regional, national or international committee or roundtable (See
Category II for state level roundtables)
•
[4] Organize workshops and meetings at national or international levels (See
Category II for state or regional levels and see Category III for local level)
•
•
Member of a review panel for a national research organization
[5] Moderator or panelist at a national or international professional meeting
(See Category II for regional level and Category III for state level)
•
•
[6] Participation in a panel discussion at a professional conference on the
international, national or regional level (See Category II for state level participation)
[7] Editorship of a monographic series or set, journal or monograph (See
Category II for other editorships)
•
•
•
•
•
Membership on an editorial board for a scholarly publication
Reviewer for major refereed journals
Ad hoc reviewer for national research organizations
Indexing a published journal
[8] Successful grant proposals on a national level (See Category II for local or
regional level proposals)
•
•
•
•
•
Reviewer for external grants
Appraisal of external grant proposals, fellowship applications or other awards
[9] Selection for a professional society award (depending on the nature of
the award) (See also Categories II and III)
Serve as an External Reviewer
[10] Serve as a Discussant for a national or international conference (See
Category II for local, state, and regional levels)
Library Related Community Service:
MSU Libraries P&T Document, Page 31
•
Leadership role in a major governmental commission, task force, or board
Category II
Library Service:
•
[11] Chair of Library committee or task force (See Category III for membership
only)
University Service:
•
[12] Membership on the University Promotion and Tenure Committee (See
Category III for other University committee memberships)
•
[12] Chair of a standing or ad hoc university committee (See Category III for
membership only)
•
•
•
[13] Officer in Faculty Senate (See Category III for Senate membership)
Moderator or panel member in university seminars, institutes, etc.
Advisor or sponsorship of student groups or activities, etc.
Professional Service:
•
[1] Officer in a local professional association (See Category I for state, regional,
national and international level officers and Category III for only membership)
•
[2] [3] Officer in a section or roundtable of state professional
associations/chapter (See Category I for section or roundtable officers of national or
international professional associations)
•
[3] Committee chair of a state professional association (See Category I for
regional, national or international committee chairs)
•
[4] Organize a workshop or meeting at a regional or state level (See Category I
for national or international levels and Category III for local level)
•
[5] Moderator or panelist at a regional professional meeting (See Category I for
national or international level and Category III for state level)
ƒ
•
[6] Participation in a panel discussion at a professional conference on the
state level (See Category I for regional, national or international participation)
[7] Editorship of a newsletter of a professional organization (See Category I for
other editorships)
•
[8] Successful grant proposals on a regional or local level (See Category I for
national level proposals)
•
•
•
[9] Selection for a professional society award (depending on the nature of
the award) (See also Categories I and III)
Moderator of an electronic list
[10] Serve as a Discussant for a local, state, or regional conference (See
Category I for national or international levels)
•
[14] Committee member of a regional or national professional organization
(See Category III for state level committee memberships)
•
Consultant related to the library profession
MSU Libraries P&T Document, Page 32
Library Related Community Service:
•
[15] Committee chair or officer for national organizations other than
library/professional organizations (See Category III for local, state, or regional levels)
Category III
Library Service:
•
[11] Active participation on library committees (See Category II if Chair of
committee)
University Service:
•
•
[12] Member of University committee or task force (See Category II for Chairs of
University Committees or membership on University P&T Committee)
[13] Member of Faculty Senate (See Category II for Senate officers)
Professional Service:
•
•
[1] Member of state, regional or national professional association
[4] Program or similar chair at local meetings or committees (See Category II
•
for regional or state levels and Category I for national or international levels)
[5] Moderator or panelist at a state professional meeting (See Category I for
national or international levels and Category II for regional level)
•
•
•
[9] Selection for a professional society award (depending on the nature of
the award) (See also Categories I and II)
Intern for a regional or national professional organization
[14] Committee member of state professional association (See Category II for
regional or national committee memberships)
Library Related Community Service:
•
•
•
•
[15] Committee chair or officer for local, state or regional organizations other
than library/professional organizations (See Category II for national level)
Member of committees in local organizations
Presentations to classes, groups, organizations, etc., or participation in a
specialized professional capacity in programs sponsored by student, faculty,
or community groups, beyond the faculty member’s primary area of
responsibility
Volunteer librarian or archivist for local organizations.
MSU Libraries P&T Document, Page 33
Appendix B
Faculty Performance Measures and Expectations
Mississippi State University is dedicated to providing the highest level of teaching/learning,
service, and research. Like faculty in other areas of the university, Library faculty are
expected to make significant contributions in all three areas on an annual basis. To
accomplish these goals, Library faculty must meet criteria that are both unique to the
academic library profession and similar to the activities of other faculty. Some productivity
metrics, such as student credit hours, student majors, and course load do not apply in this
environment.
This document provides benchmarks for assessing the unit and individual faculty member’s
contribution, as requested by the Provost’s Office.
Librarianship/Teaching
All library faculty, whatever their professional specialty, contribute to the teaching mission of
the University by selecting information, making information available through various
formats, and/or providing instruction on the access and use of information. These activities
extend beyond traditional classroom instruction and are not easily quantified across library
departments. Assessment of teaching will be conducted on an annual basis by the faculty
member’s supervisor, with reference to Appendix A.1, Librarianship in the MSU Libraries
Promotion and Tenure Document. Workload adjustments will be made, based on the
contributions in research and service.
Research/Creative Activities
All library faculty are expected to make a meaningful contribution to the professional
literature, including publications in refereed journals and monographs. Library faculty are
also encouraged to be active in other research, creative, and scholarly activities.
Untenured library faculty are expected to have one peer-reviewed research product (journal
article, review article, or scholarly monograph) accepted per calendar year; tenured library
faculty are expected to have one peer-reviewed research product accepted at least every
two calendar years. This research expectation constitutes the minimum necessary for a
“satisfactory” rating in research. Circumstances may preclude a faculty member’s ability to
meet this benchmark; exceptions to this benchmark must be negotiated in advance with the
faculty member’s supervisor.
The Research Committee will compile research productivity data on an annual basis,
producing the following metrics:
•
•
•
Publications per FTE faculty member
Publications per Library Department
Publications per Library Department FTE faculty member
MSU Libraries P&T Document, Page 34
where publications refers to peer-reviewed articles, review articles, and scholarly
monographs.
Continued research release time is contingent on the development of an active research
agenda. Tenured Library faculty members who fail to meet the recommended research
benchmarks two years in a row are subject to a workload adjustment. Exceptions to this
policy must be negotiated with the appropriate supervisor and the Dean of Libraries.
Additional information concerning research and the promotion and tenure process may be
found in Appendix A.2, entitled “Research, Creative and/or Scholarly Contributions” in the
MSU Libraries Promotion and Tenure Document.
Service/Outreach
Service and outreach activities are a core function of a service profession such as
academic librarianship. The profession requires coordination and consensus for the
implementation of standards, guidelines, and programs which strengthen the position of the
Mississippi State University Libraries in regional, national, and international information
systems. The field of library and information science places a significant emphasis on the
area of service; national prominence in the field often requires an active service agenda.
Library faculty are expected to participate in state, regional, and/or national activities as
appropriate to their specialized area of librarianship.
Additional information concerning service/outreach and the promotion and tenure process
may be found in Appendix A.3, entitled “Service” in the MSU Libraries Promotion and
Tenure Document.
Annual Reviews
Library faculty will complete an annual evaluation, which will serve as the Faculty Activity
Report. Supervisors will make appropriate adjustments in teaching/librarianship
assignments based on performance and reaffirmation of an ongoing research agenda.
Library faculty will provide research productivity data when requested to the Research
Committee, which will compile the Faculty Research Productivity Report for the Dean of
Libraries and the Office of Institutional Research.
Submitted January 5, 2006 by the 2005/2006 Research Committee:
Dr. Deborah Lee (Associate Professor), Chair
Dr. Michael Ballard (Professor)
Patrick Carr (Assistant Professor)
Karen Davidson (Assistant Professor)
June Garner (Associate Professor)
Melanie Thomas (Assistant Professor)
Dr. Bob Wolverton (Assistant Professor)
Adopted by the MSU Library Faculty January 5, 2006.
MSU Libraries P&T Document, Page 35
Appendix C
Suggested Activities Appropriate to Progress to the Rank of
Associate Professor and/or for Tenure
1.
Measures of excellent performance in librarianship can be found in Appendix A.
2.
Research, creative and/or scholarly:
The research, creative and/or scholarly activity of an associate professor must
exemplify worthwhile contributions to professional librarianship or related scholarly
fields.
Measures of excellence in research:
A minimum of at least six contributions; four of which must be from Category
I, with one from Category I or II and one from any Category.
Measures of satisfactory performance in research:
A minimum of at least five contributions; three of which must be from
Category I, with one from Category I or II and one from any Category.
3.
Service:
Measures of excellence in service:
A minimum of at least four contributions; one of which must be from Category
I, with two from Category I or II and one from any Category.
Measures of satisfactory service:
A minimum of at least three contributions; one of which must be from
Category I or II, and two from any Category.
MSU Libraries P&T Document, Page 36
Appendix D
Suggested Activities Appropriate to Progress to the Rank of
Professor and/or for Tenure at the Rank of Professor
1.
Demonstrated excellence in librarianship can be found in Appendix A.
2.
Research, creative, and/or scholarly activity:
The research, scholarly and creative activity of a full professor must make significant
contributions to the body of ideas that constitute professional librarianship or related
scholarly fields.
Measures of excellence in research:
A minimum of ten contributions; seven of which must be from Category I, with
three from Category I or II.
Measures of satisfactory research:
A minimum of seven contributions; five of which must be from Category I,
with two from Category I or II.
3.
Service:
Measures of excellence in service:
A minimum of five contributions; three of which must be from Category I, with
two from Category I or II.
Measures of satisfactory service:
A minimum of four contributions; two of which must be from Category I, with
two from Category I or II.
MSU Libraries P&T Document, Page 37
Appendix E
(As adapted from MSU’s Promotion and Tenure
Policies and Procedures, Section 9.2. Chronology)
Checklist of Required Materials for Completed Dossier
A. Materials to be provided by the candidate on October 1st:
1. All materials required by the Library's and University’s procedural guidelines.
a. Completed Promotion and Tenure Application which will contain:
– Goes to Department Head – not in 3-ring binder
(1) Cover Letter – maximum 2 pages in length
(2) Table of Contents - optional
(3) Completed Application
(4) Tabbed Section for Department Head’s Recommendation
(5) Tabbed Section for Library Associate Dean’s Recommendation – if needed
(6) Tabbed Section for Dean’s Recommendation
(7) Tabbed Section for Library P&T Committee’s Recommendation
(8) Current Vita
(9) Original Offer Letter
(10) Tabbed Section for External Review Letters
(a) Summary of How External Reviews Were Conducted
(b) Applicant’s Log Sheet
(c) Library P&T Committee’s Log Sheet
(d) Sample Letter Sent to each External Reviewer
(e) External Reviews
(f) External Reviewers Vitas
(11) Tabbed Section for Supporting Letters – optional (do not mix with Ex. Reviews)
(12) Tabbed Section for Summary Information on Teaching Evaluations – this has
been requested by Provost Rabideau every year since 2003. Include summaries of
evaluations for any Bibliographic Instructions sessions, any classes taught, workshops,
training sessions, evaluations by peers or other faculty, etc. If you have no written
evaluations because you have not taught any such sessions, then write a statement to that
fact. You may also include any e-mails, cards, letters, etc. where someone says that you
have done a good job on some “teaching” element.
b. Six copies of their External Review Packets which will contain:
– Goes to appropriate Library P&T Committee Chair
(1) MSU Promotion and Tenure Policies and Procedures (a paper copy or an
electronic copy via an e-mail attachment or enclosed CD per ER’s request)
(2) MSU Libraries’ Academic Promotion and Tenure Policies and Procedures (a
paper copy or an electronic copy via an e-mail attachment or enclosed CD per External
Reviewer’s request)
(3) Current Job Description
(4) Completed Promotion and Tenure Application
[only numbers (1) through (4) listed in a.]
MSU Libraries P&T Document, Page 38
(5) Representative samplings of productivity from Teaching, Research and
Service
(a) Copies of Refereed Articles
2. All supportive documentation desired by the candidate
– Goes to Department Head – in separate 3-ring Binder
Candidates may not add information to their files after a recommendation has been
made by the appropriate Coordinator. However, the Library Promotion and Tenure
Committee may request clarification or additional information.
B. Materials to be provided by the Library Department Head by October 15th.
– Goes to appropriate Library Associate Dean
1. All materials listed above in A.1.a. for each applicant.
2. A completed Department Head’s Recommendation.
Must include an evaluation of each applicant’s collegiality/professionalism, teaching effectiveness,
research and/or creative achievement, and service including professional service.
C. Materials to be provided by the Library Associate Dean by October 29th.
– Goes to appropriate Library P&T Committee Chair
1. All materials listed above for B for each applicant.
2. A completed Library Associate Dean’s Recommendation.
Must include an evaluation of each applicant’s collegiality/professionalism, teaching effectiveness,
research and/or creative achievement, and service including professional service.
D. Materials to be provided by the Library Promotion and Tenure Committee by Nov. 15th.
– Goes to the Dean of Libraries.
1. All materials listed above in C for each applicant.
2. Each candidate's complete dossier, organized in an appropriate format and
including the following additional documents:
a. A Library P&T Committee’s Letter of Recommendation including:
(1) An evaluation of each applicant’s collegiality/professionalism, teaching effectiveness,
research and/or creative achievement, and service including professional service.
(2) A single vote and appropriate explanation
The six original External Reviews – placed in appropriate tabbed space
b.
c. The Office of the Provost’s Committee on Promotions and Tenure Voting Sheet
E. Materials to be supplied by the Dean of Libraries by January 15th.
– Goes to the Provost and Vice President for Academic Affairs
1. All materials listed above in E. for each applicant except for the notebook containing
the Supplemental Documentation.
2. A completed Library Dean’s Recommendation including:
MSU Libraries P&T Document, Page 39
a. An evaluation of each applicant’s collegiality/professionalism, teaching effectiveness, research
and/or creative achievement, and service including professional service.
b. The summary vote and written recommendation of the Library’s P&T Committee.
c. A summary of the procedures followed by the Library.
3. The Departmental Promotion and Tenure Checklist.
MSU Libraries P&T Document, Page 40
Appendix F
Calendar for
Mississippi State University Libraries
Covering
Promotion, Tenure, External Review and Third Year Review
Deadlines
If any deadline falls on a weekend, the following Monday is the deadline.
NOTE: External P&T dates are subject to change. Consult University Calendar.
June 15
Promotion and Tenure Committee of the Whole meets and elects new
chair.
July 1
Applicants declare their intention to apply for promotion and/or tenure to
the Chair of the Promotion and Tenure Committee. Deliberations
regarding the need for the Committee for Promotion to Professor should
begin. If the Committee for Promotion to Professor is necessary, a chair
will be elected at this time according to guidelines outlined in Section
X.B.2.
August 1
Applicants submit a copy of their “Record of External Review Letters…”
(Appendix G log sheet) listing five potential external reviewers and copies
of each person’s vita to the Chair of the appropriate Promotion and/or
Tenure Committee using the appropriate form.
August 15
Applicants for promotion to professor submit two names to the Chair of
the Promotion and Tenure Committee for the ballot for the Committee for
Promotion to Professor.
August 22
Members of the Promotion and Tenure Committee submit names of
potential candidates for the Committee for Promotion to Professor.
September 1
Ballot for the Committee for Promotion to Professor is distributed to library
faculty by the Chair of the Promotion and Tenure Committee. Ballot is
formed following procedures outlined in Section X.B.2.
September 8
Chair of the Promotion and Tenure Committee confirms election results
with successful nominees and alternate(s). The Chair issues letters of
appreciation to all nominees.
September 15
Appropriate Promotion and Tenure Committee identifies and confirms six
external reviewers for each declared applicant. The appropriate
Committee Chair uses the relevant form to compile a list of eleven
external reviewers (six from the Committee and five from the applicant).
The Chair gives a copy of this form to the applicant.
MSU Libraries P&T Document, Page 41
September 20
Applicants must notify the appropriate Committee Chair by this date if
they wish to exclude one name from the Committee’s list of external
reviewers.
October 1
Appropriate Promotion and Tenure Committee will select six external
reviewers for each applicant, three names from the applicant’s list and
three names from the Committee’s list. The six names are designated on
the external review selection chart.
Applicants turn in their completed promotion and/or tenure applications
and supplemental materials to their immediate supervisor.
All
supervisors, coordinators, and administrators must supply clearly written
recommendations regarding promotion and tenure by the respective
stated deadlines.
Applicants also turn in six copies of the external review packet to the
appropriate Committee Chair. The Chair sends the external review
packets to the selected external reviewers.
October 15
Promotion and/or tenure applications, recommendation and supplemental
materials are due to the appropriate Associate Dean.
October 22
Completed external review letters are returned to the appropriate
Committee Chair. The Chair sends letters of appreciation to external
reviewers.
October 28
Appropriate Committee Chair will remove any identifying information from
the external review letters and make the content available to the
respective applicant(s) by this date.
October 29
Promotion and/or tenure applications, recommendations and
supplemental material are due to the appropriate Promotion and Tenure
Committee. The appropriate Chair receives the packet of material.
November 1
Appropriate Committee Chair adds the external review letters to the
official promotion and/or tenure packet. Appropriate Promotion and
Tenure Committee begins review of applications and related materials.
November 15
Promotion and/or tenure applications, recommendations, external review
letters (along with the external review selection chart), and supplemental
material are due to the Dean of Libraries from the appropriate Promotion
and Tenure Committee. The appropriate Chair notifies applicants of the
Committee’s decision.
December 1
Third year review documents are due to the Chair of the Promotion and
Tenure Committee. Send one paper copy to the Chair and an electronic
copy via an e-mail attachment to all P&T Committee members.
MSU Libraries P&T Document, Page 42
January 15
Dean of Libraries submits promotion and/or tenure applications,
recommendations, and external review letters (along with the external
review selection chart) to the Provost. The Dean notifies applicants of
decision. Supplemental material is retained in the Dean’s office.
January 31
Promotion and Tenure Committee submits written recommendation to
third year review faculty (copies to appropriate coordinator and associate
dean).
Spring
The Chair of the Libraries’ P&T Committee will convene a meeting with
each faculty who has just completed their third year reviews and his/her
supervisor to discuss a plan of action for further progress toward tenure.
March 10
Recommendations are due from the Provost to the President. Notices
should be transmitted to applicants regarding the Provost’s
recommendation.
March 20
Recommendations of the President will be transmitted to the applicants.
April 1
Proposed amendments to the Libraries’ Promotion and Tenure document
are due to the Promotion and Tenure Committee.
April/May
Official notification, in writing, will be sent by the President, or on behalf of
the President, to applicants as soon as possible after the May IHL Board
meeting.
Appeals are held if necessary.
The appropriate Committee Chair removes the external review letters
before the promotion and/or tenure packet is returned to the applicant.
Letters are retained in the Dean’s Office (but not in the applicant’s
personnel file).
May 1
Promotion and Tenure Committee must send proposed amendments to
the Libraries’ Promotion and Tenure document to the Dean of Libraries.
May 15
Promotion and Tenure Committee presents proposed changes and
revisions to the library faculty. Issues are discussed as needed and
motions and/or amendments are made.
June 1
Library faculty must vote on any proposed motions and/or amendments
by this date.
MSU Libraries P&T Document, Page 43
Appendix G
Record of External Review Letters for MSU Libraries’ Promotion and/or Tenure Applications
Faculty Member’s Name:
Name of Reviewer
1.
Selected by
P/T Comm.
Rejected
by FM
2.
Selected by
P/T Comm.
Rejected
by FM
3.
Selected by
P/T Comm.
Rejected
by FM
4.
Selected by
P/T Comm.
Rejected
by FM
5.
Selected by
P/T Comm.
Rejected
by FM
Date Submitted:
Affiliation, Position, and Contact Info.
Reason for Invitation, Professional Qualifications,
Relationship to Candidate
Suggested
By:
FM
Comm.
Verify
info. in
App G
MSU Libraries P&T Document, Page 44
Record of External Review Letters for MSU Libraries’ Promotion and/or Tenure Applications
Faculty Member’s Name:
Name of Reviewer
6.
Selected by
P/T Comm.
Rejected
by FM
7.
Selected by
P/T Comm.
Rejected
by FM
8.
Selected by
P/T Comm.
Rejected
by FM
9.
Selected by
P/T Comm.
Rejected
by FM
10.
Selected by
P/T Comm.
11.
Rejected
by FM
Selected by
P/T Comm.
Rejected
by FM
Date Submitted:
Affiliation, Position, and Contact Info.
Reason for Invitation, Professional Qualifications,
Relationship to Candidate
Suggested
By:
FM
Comm.
Verify
info. in
App G
MSU Libraries P&T Document, Page 45
Appendix H
Carnegie Research Universities
(very high research activity and high research activity)
Academic Libraries with Tenure Track Positions
As of June 2009
State
Institution
Alabama
Alabama
Alabama
Auburn University
University of Alabama
University of Alabama at Birmingham
Alaska
University of Alaska – Fairbanks
Arizona
Arizona
Arizona State University Main
University of Arizona
Arkansas
ARL - ASERL
Tenure
BOTH
BOTH
ASERL
Y
Y
N
MSU
Peer
Y
SUG
Private
Y
Y
Y
Y
ARL
ARL
N
Y
Y
University of Arkansas Main Campus
Y
Y
California
California
California
California
California
California
California
California
California
California
California
California
California
California Institute of Technology
Claremont Graduate University
San Diego State University
Stanford University
University of California-Berkeley
University of California-Davis
University of California-Irvine
University of California-Los Angeles
University of California-Riverside
University of California-San Diego
University of California-Santa Barbara
University of California-Santa Cruz
University of Southern California
N
N
Y
N
N
N
N
N
N
N
N
N
Y
Y
Colorado
Colorado
Colorado
Colorado
Colorado State University
University of Colorado at Boulder
U of Colorado at Denver / Health Sciences Center
University of Denver
ARL
ARL
Y
Y
Y
N
Y
Connecticut
Connecticut
University of Connecticut
Yale University
ARL
ARL
N
N
Y
Delaware
University of Delaware
ARL
N
District of Columbia
District of Columbia
District of Columbia
District of Columbia
Catholic University of America
George Washington University
Georgetown University
Howard University
ARL
ARL
ARL
N
N
N
N
Florida
Florida
Florida
Florida
Florida
Florida
Florida International University
Florida State University
University of Central Florida
University of Florida
University of Miami
University of South Florida
ASERL
BOTH
ASERL
BOTH
BOTH
ASERL
Y
N
N
Georgia
Georgia
Georgia
Emory University
Georgia Institute of Technology
Georgia State University
BOTH
BOTH
ASERL
N
N
N
ARL
ARL
ARL
ARL
ARL
ARL
ARL
ARL
N
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
MSU Libraries P&T Document, Page 46
Carnegie Research Universities
(very high research activity and high research activity)
Academic Libraries with Tenure Track Positions
As of June 2009
State
Institution
ARL - ASERL
Tenure
BOTH
N
ARL
Y
MSU
Peer
Georgia
University of Georgia
Hawaii
University of Hawaii at Manoa
Idaho
University of Idaho
Y
Illinois
Illinois
Illinois
Illinois
Illinois
Illinois
Illinois
Loyola University of Chicago
Northern Illinois University
Northwestern University
Southern Illinois University at Carbondale
University of Chicago
University of Illinois at Chicago
University of Illinois at Urbana-Champaign
N
Y
N
Y
N
Y
Y
Indiana
Indiana
Indiana
Indiana
Indiana University at Bloomington
Ind. Un – Purdue U. at Indianapolis
Purdue University Main Campus
University of Notre Dame
ARL
ARL
ARL
Y
Y
Y
N
Iowa
Iowa
Iowa State University
University of Iowa
ARL
ARL
Y
N
Y
Kansas
Kansas
Kansas
Kansas State University
University of Kansas Main Campus
Wichita State University
Y
Y
Y
Y
ARL
Kentucky
Kentucky
University of Kentucky
University of Louisville
BOTH
BOTH
Y
Y
Louisiana
Louisiana
Louisiana
Louisiana
Louisiana State University
Tulane University
University of Louisiana – Lafayette
University of New Orleans
BOTH
BOTH
Maine
University of Maine
Maryland
Maryland
Maryland
Johns Hopkins University
University of Maryland Baltimore County
University of Maryland - College Park
Massachusetts
Massachusetts
Massachusetts
Massachusetts
Massachusetts
Massachusetts
Massachusetts
Massachusetts
Boston College
Boston University
Brandeis University
Harvard University
Massachusetts Institute of Technology
Northeastern University
Tufts University
University of Massachusetts
ARL
N
N
N
N
N
N
N
N
Michigan
Michigan
Michigan
Michigan State University
University of Michigan-Ann Arbor
Wayne State University
ARL
ARL
ARL
N
N
N
ARL
ARL
ARL
ARL
ARL
SUG
Private
Y
Y
Y
Y
Y
Y
Y
Y
N
Y
Y
Y
N
ARL
ARL
ARL
ARL
ARL
ARL
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
MSU Libraries P&T Document, Page 47
Carnegie Research Universities
(very high research activity and high research activity)
Academic Libraries with Tenure Track Positions
As of June 2009
State
Institution
ARL - ASERL
Tenure
Michigan
Western Michigan University
Minnesota
University of Minnesota-Twin Cities
Mississippi
Mississippi
University of Mississippi
University of Southern Mississippi
Missouri
Missouri
Missouri
Saint Louis University
University of Missouri - Columbia
Washington University – St. Louis
Montana
Montana State University – Bozeman
Nebraska
University of Nebraska - Lincoln
Nevada
Nevada
University of Nevada – Las Vegas
University of Nevada, Reno
New Hampshire
New Hampshire
Dartmouth College
University of New Hampshire
ARL
N
Y
New Jersey
New Jersey
Princeton University
Rutgers
ARL
ARL
N
Y
New Mexico
New Mexico
New Mexico State University Main Campus
University of New Mexico Main Campus
ARL
Y
Y
New York
New York
New York
New York
New York
New York
New York
New York
New York
New York
New York
New York
New York
New York
City University of New York Graduate Center
Columbia University in the City of New York
Cornell University
Fordham University
New York University
Rensselaer Polytechnic Institute
State University of New York at Albany
State University of New York at Binghamton
State University of New York at Buffalo
State University of New York at Stony Brook
Syracuse University
Teachers College, Columbia University
University of Rochester
Yeshiva University
North Carolina
North Carolina
North Carolina
North Carolina
North Carolina
North Carolina
Duke University
North Carolina A&T State University
North Carolina State University
University of North Carolina at Chapel Hill
University of North Carolina at Greensboro
Wake Forest University
Ohio
Ohio
Ohio
Case Western Reserve University
Kent State University Main Campus
Ohio State University Main Campus, The
MSU
Peer
SUG
Private
Y
ARL
YN6
ASERL
Y
Y
ARL
ARL
N
N
N
?
Y
ARL
Y
Y
Y
Y
Y
Y
Y
ARL
ARL
ARL
ARL
ARL
ARL
ARL
ARL
BOTH
Y
Y
Y
N
N
N
Y
N
Y
Y
Y
Y
N
N
N
N
BOTH
BOTH
ASERL
ASERL
N
Y
N
N
Y
N
ARL
ARL
ARL
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
MSU Libraries P&T Document, Page 48
Carnegie Research Universities
(very high research activity and high research activity)
Academic Libraries with Tenure Track Positions
As of June 2009
State
Institution
ARL - ASERL
Tenure
MSU
Peer
SUG
Private
Ohio
Ohio
Ohio
Ohio
Ohio
Ohio University Main Campus
University of Cincinnati Main Campus
University of Akron
University of Dayton
University of Toledo
ARL
ARL
N
Y
Y
Y
Y
Oklahoma
Oklahoma
Oklahoma State University Main Campus
University of Oklahoma Norman Campus
ARL
ARL
Y
N
Y
Oregon
Oregon
Oregon State University
University of Oregon
Y
N
Y
ARL
Pennsylvania
Pennsylvania
Pennsylvania
Pennsylvania
Pennsylvania
Pennsylvania
Carnegie Mellon University
Lehigh University
Pennsylvania State University, University Park
Temple University
University of Pennsylvania
University of Pittsburgh, Pittsburgh Campus
Y
Y
ARL
ARL
ARL
ARL
N
N
Y
N
N
Y
Rhode Island
Rhode Island
Brown University
University of Rhode Island
ARL
N
Y
Y
South Carolina
South Carolina
Clemson University
University of South Carolina - Columbia
ASERL
BOTH
Y
Y
Tennessee
Tennessee
Tennessee
University of Memphis, The
University of Tennessee, Knoxville
Vanderbilt University
ASERL
BOTH
BOTH
Y
Y
N
Texas
Texas
Texas
Texas
Texas
Texas
Texas
Rice University
Texas A&M University
Texas Tech University
University of Houston
University of North Texas
University of Texas at Arlington
University of Texas at Austin
ARL
ARL
ARL
ARL
N
Y
N
N
N
N
N
Utah
Utah
Utah
Brigham Young University
University of Utah
Utah State University
ARL
ARL
Vermont
University of Vermont
Virginia
Virginia
Virginia
Virginia
Virginia
Virginia
College of William and Mary
George Mason University
Old Dominion University
University of Virginia
Virginia Commonwealth University
Virginia Polytechnic Institute and State University
Washington
Washington
University of Washington
Washington State University
ARL
Y
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
ASERL
ASERL
BOTH
ASERL
BOTH
N
N
N
N
N
N
Y
ARL
ARL
N
Y
Y
Y
Y
MSU Libraries P&T Document, Page 49
Carnegie Research Universities
(very high research activity and high research activity)
Academic Libraries with Tenure Track Positions
As of June 2009
State
Institution
West Virginia
West Virginia University
Wisconsin
Wisconsin
Wisconsin
Marquette University
University of Wisconsin-Madison
University of Wisconsin-Milwaukee
Wyoming
University of Wyoming
ARL - ASERL
Tenure
N
ARL
N
N
N
MSU
Peer
SUG
Private
Y
Y
Y
The listings of ARL, ASERL, MSU Peers, and SUG members are up-to-date as of June 2009.
MSU Libraries P&T Document, Page 50
Appendix I
Applicant uses this Template to create Letter Requesting
an Individual to Agree to Serve as an External Reviewer
[Date]
Ms./Mr./Dr. ____________________
[Address]
[Address]
[City, State, Zip]
Dear Ms./Mr./Dr. _______:
I am applying for [choose one: tenure and promotion to Associate Professor
promotion to Professor] at Mississippi State University (MSU) Libraries.
-or-
You have been identified as a potential external reviewer in my case, and I am writing to
ask if you would agree to serve in this capacity. If you agree to serve, your name will be
added to a pool of potential external reviewers from whom the Promotion and Tenure
Committee will select individuals to evaluate my overall dossier and my regional, national
and/or international reputation as you see it.
According to Mississippi State University’s and the Libraries’ Academic Promotion and
Tenure Policies and Procedures, an external reviewer should have tenure and an
appointment with faculty status at or above the rank for which I am applying. According to
our policy, the external reviewer should not have a conflict of interest in reference to the
applicant. In your response to this letter, will you please verify that you meet these
qualifications. Also include a copy of your current vita. Lastly in your response,
please let us know if you would prefer a paper copy of our promotion documents or would
an electronic copy via an e-mail attachment or CD suffice.
If you are chosen as one of my external reviewers, you should be aware of the following:
ƒ
ƒ
ƒ
Your external review will become a part of my [choose one: promotion -or- tenure
and promotion] application packet.
Those who will have access to your review include:
o the MSU Libraries’ Promotion and Tenure Committee
o the MSU Libraries’ Dean
o the University Provost
o the University President
o any and all other relevant administrators who participate in MSU’s promotion
and tenure process
Your review will be held in confidence from me during the review process.
MSU Libraries P&T Document, Page 51
ƒ
ƒ
When all deliberations by the University have been completed, the essential content
of your external review will be shared with me after every effort has been made to
ensure your anonymity.
Mississippi laws relating to “Public Access to Public Records” (MS Code 25-59-27
and 25-61) (See: http://www.mssc.state.ms.us/)
The opinions of external reviewers are a valuable part of the promotion and tenure process
at Mississippi State University Libraries and I hope that you will agree to be considered as a
potential reviewer for my application. If you have any questions, please contact me at
[Applicant’s telephone number including area code] or [Applicant’s e-mail address]. Please
respond directly to me by [ date ] via my e-mail address above or via regular mail at:
[Applicant’s name]
[Applicant’s department]
P. O. Box 5408
Mitchell Memorial Library
Mississippi State University
Mississippi State, MS 39762-5408
Sincerely yours,
[Applicant’s name]
MSU Libraries P&T Document, Page 52
Appendix J
P&T Committee Uses This Template To Create Letter Requesting
An Individual To Agree To Serve As An External Reviewer
[Date]
Ms./Mr./Dr. ____________________
[Address]
[Address]
[City, State, Zip]
Dear Ms./Mr./Dr. _______:
[Candidate’s name] is applying for [choose one: tenure and promotion to Associate
Professor -or- promotion to Professor] at Mississippi State University (MSU) Libraries.
You have been identified as a potential external reviewer in Ms./Mr./Dr. [candidate’s last
name]’s case and I am writing to ask if you would agree to serve in this capacity. If you
agree to serve, your name will be added to a pool of potential external reviewers from
whom the Promotion and Tenure Committee will select individuals to evaluate Ms./Mr./Dr.
[candidate’s last name]’s overall dossier and his/her regional, national and/or international
reputation as you see it.
According to Mississippi State University’s and the Libraries’ Academic Promotion and
Tenure Policies and Procedures, an external reviewer should have tenure and an
appointment with faculty status at or above the rank proposed for the candidate, and should
be an individual who has no conflict of interest with the candidate. In your response to
this letter, will you please verify that you meet these qualifications. Also include a
copy of your current vita. Lastly in your response, please let us know if you would prefer
a paper copy of our promotion documents or would an electronic copy via an e-mail
attachment or CD suffice.
If you are chosen as one of the external reviewers, you should be aware of the following:
ƒ
ƒ
Your external review will become a part of Ms./Mr./Dr. [candidate’s name]’s [choose
one: promotion -or- tenure and promotion] application packet.
Those who will have access to your review include:
o the MSU Libraries’ Promotion and Tenure Committee
o the MSU Libraries’ Dean
o the University Provost
o the University President
o any and all other relevant administrators who participate in MSU’s promotion
and tenure process
MSU Libraries P&T Document, Page 53
ƒ
ƒ
ƒ
Your review will be held in confidence from Ms./Mr./Dr. [candidate’s name] during
the review process.
When all deliberations by the University have been completed, the essential content
of your external review will be shared with Ms./Mr./Dr. [candidate’s name] after
every effort has been made to ensure your anonymity.
Mississippi laws relating to “Public Access to Public Records” (MS Code 25-59-27
and 25-61) (See: http://www.mssc.state.ms.us/)
The opinions of external reviewers are a valuable part of the promotion and tenure process
at Mississippi State University Libraries and we hope that you will agree to be considered
as a potential reviewer for [Candidate’s name]. If you have any questions, please contact
me at [Chair’s telephone number including area code] or [Chair’s e-mail address]. Please
respond directly to me, the Chair of the MSU Libraries’ P&T Committee, by [ date ] via my
e-mail address above or via regular mail at:
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
P. O. Box 5408
Mitchell Memorial Library
Mississippi State University
Mississippi State, MS 39762-5408
Sincerely yours,
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
MSU Libraries P&T Document, Page 54
Appendix K
Request for Review From External Reviewer
[External Reviewer’s Name]
[Address]
[City, State, Zip]
[Today’s Date --> Should be October 1, 20XX]
Dear Mr./Ms./Dr. [External Reviewer’s Last Name]:
I am writing to ask for your professional assistance in the review of Mr./Ms./Dr. [name of
candidate] who is an [assistant/associate] professor at Mississippi State University Libraries
and who is being considered for [tenure and promotion to associate professor/promotion to
full professor]. She/he currently has an appointment with ____% teaching, ____%
research, and ____% service responsibilities. I would appreciate your help in evaluating
[her/his] overall dossier. Candidates for promotion and tenure at MSU Libraries are
expected to demonstrate excellence in teaching/librarianship. Promotion to associate
professor requires satisfactory performance in research and service while promotion to
professor requires excellence in either service or research. According to the MSU
University Promotion and Tenure Policies and Procedures, candidates for promotion to the
level of Associate Professor should show the potential for “developing a national reputation,
and [are] showing potential for sustained contributions to the university and to his/her
profession or field.” Candidates for promotion to the level of Professor are “expected to
have a national reputation in the person’s area of expertise.” The following materials are
enclosed to assist you in completing the review: the MSU Libraries’ Promotion and Tenure
Policies and Procedures document, the candidate’s application and job description, a
representative sampling of contributions from his/her dossier, and a response form. In your
review, please provide the following information:
Describe your relationship, if any, with the candidate stating how you know him/her, for how
long and in what context.
Please cover the quality and quantity of the candidate’s research work.
Please cover the impact of this work on the field.
Overall how does this candidate’s career compare to others in this field at a similar point in
their careers?
How would you evaluate the quality of the candidate’s service to MSU, to MSU Libraries
and to the library profession?
Please provide any additional insights that may be helpful in evaluating the candidate for
[tenure and promotion to associate professor/promotion to full professor].
MSU Libraries P&T Document, Page 55
Your external review will be provided to the MSU Libraries’ Promotion and Tenure
Committee and appropriate Library and University administrators. The essential content of
the external reviews will be shared with the promotion and/or tenure candidate after every
effort has been made to ensure the anonymity of the authors.
The opinions of outside reviewers are a valuable part of the promotion and tenure process
at Mississippi State University Libraries. In order to complete the candidate’s total review in
a timely fashion, please send your response to me, the Chair of the MSU Libraries’ P&T
Committee, by [ date ] via regular mail or my email address. Do not hesitate to contact
me if you need further information. I greatly appreciate your time and effort in completing
this review.
Sincerely yours,
[P&T Chair’s Name, address, phone, email, fax]
Enclosures
MSU Libraries P&T Document, Page 56
Appendix L
Confirmation of Delivery
[Date]
Dear Ms./Mr./Dr. _______:
An external review packet was mailed via Federal Express to you on Friday, September 1,
2008, for [applicant’s name].
I am writing to verify that you did receive this material and are in the process of conducting
your review. Would you kindly respond to this e-mail to let me know that the packet did
arrive?
As a reminder, the deadline to return your review to me is Friday, October 21, 2008. If you
did not receive this packet, need additional information, or are going to be unable to meet
this deadline, please contact me as soon as possible at [Chair’s telephone number] or at
[Chair’s e-mail address].
Sincerely,
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
MSU Libraries P&T Document, Page 57
Appendix M
Reminder of Deadline
To External Reviewer
[Date]
Dear Ms./Mr./Dr. _______:
I am writing to follow up on a letter sent to you on [ date ]. In that message, appended
below, the MSU Libraries’ Promotion and Tenure Committee requested that you review the
scholarly accomplishment of [candidate’s name]. As of this date, your review has not been
received and we would like to remind you of the approaching deadline of [ date ].
If you need additional information, or are going to be unable to meet this deadline, please
contact me as soon as possible at [Chair’s telephone number] or at [Chair’s e-mail
address].
Sincerely,
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
[Append a copy of the earlier letter which was created using Appendix K]
MSU Libraries P&T Document, Page 58
Appendix N
P&T Committee Uses This Template
To Send Final Thank You Letter
To An Individual Who Served As An External Reviewer
[Date]
Ms./Mr./Dr. ____________________
[Address]
[Address]
[City, State, Zip]
Dear Ms./Mr./Dr. _______:
Thank you for taking the time to serve as an external reviewer for Ms./Mr./Dr. [Candidate’s
last name] who is being considered for [choose one: tenure and promotion to Associate
Professor -or- promotion to Professor] at Mississippi State University Libraries.
External reviews are an important element of MSU’s promotion and tenure review process
and your unbiased appraisal of Ms./Mr./Dr. [Candidate’s last name]’s overall dossier will be
extremely helpful in determining the success of his/her application.
On behalf of the MSU Libraries and the Libraries’ Promotion and Tenure Committee, please
accept our sincere gratitude for your participation as an external reviewer. Knowing that
everyone’s schedules are very full and that this was a time-consuming task, your effort has
been especially appreciated.
Sincerely,
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
MSU Libraries P&T Document, Page 59
Appendix O
P&T Committee Uses This Template
To Send Final Thank You Letter
To An Individual Who WAS NOT CHOSEN
to Served As An External Reviewer
[Date]
Ms./Mr./Dr. ____________________
[Address]
[Address]
[City, State, Zip]
Dear Ms./Mr./Dr. _______:
Thank you for allowing your name to be added to the pool of potential external reviewers to
evaluate Ms./Mr./Dr. [candidate's last name]'s application for [choose one: tenure and
promotion to Associate Professor -or- promotion to Professor] at Mississippi State
University (MSU) Libraries. The Promotion and Tenure Committee has selected
Ms./Mr./Dr. [candidate's last name]'s external reviewers and will not be taking advantage of
your expertise at this time.
The Committee sincerely appreciates your willingness to participate in the MSU Libraries'
promotion and tenure process. We hope that you will allow us to call upon your service to
be an external reviewer in the future.
Sincerely,
[Chair’s name]
Chair of the MSU Libraries’ P&T Committee
MSU Libraries P&T Document, Page 60
Appendix P
MISSISSIPPI CODE of 1972 ANNOTATED
Copyright © 2004 by THE STATE OF MISSISSIPPI
All rights reserved.
*** CURRENT THROUGH THE 2003 REGULAR SESSION ***
*** STATE COURT ANNOTATIONS CURRENT THROUGH DECEMBER 11, 2003 ***
TITLE 25. PUBLIC OFFICERS AND EMPLOYEES; PUBLIC RECORDS
CHAPTER 59. ARCHIVES AND RECORDS MANAGEMENT
GO TO CODE ARCHIVE DIRECTORY FOR THIS JURISDICTION
Miss. Code Ann. § 25-59-27 (2004)
§ 25-59-27. Records to be open for public use; exceptions; disposal of closed and restricted records
All records for which title has been transferred to the Mississippi Department of Archives and History
shall be open for public use at a reasonable time and place under rules and regulations adopted by the
Board of Trustees of the Mississippi Department of Archives and History with the exception of those
records specifically prohibited from being opened to inspection by state law, federal law, court order, by
contractual agreement with a private third party or by agency request consistent with law. Records such
as income tax returns, medical records, scholastic records, adoption records and other records which by
law are required to be closed to the public shall not be deemed to be made open to the public under the
provisions of this chapter, nor shall the definition of public records include those records which it is shown
that the public interest is best served by not disclosing to the public. For purposes of records
management closed and restricted records may be disposed of in accordance with the provisions of this
chapter for the disposal of public records.
HISTORY: SOURCES: Laws, 1981, ch. 501, § 14; Laws, 1990, ch. 406, § 1, eff from and after July 1,
1990.
NOTES:
CROSS REFERENCES. --Promulgation of rules and regulations by Department of Archives and History, see
§
25-59-9.
Disclosure of tax returns and return information, see § 27-7-83.
Disclosure of estate tax returns and information, see § 27-9-55.
Public inspection of the reports and records of the commissioner of insurance, see § 83-1-21.
RESEARCH REFERENCES
ALR. Validity, construction and application of statutory provisions relating to public access to police
records. 82 A.L.R.3d 19.
Restricting public access to judicial records of state courts. 84 A.L.R.3d 598.
What constitutes legitimate research justifying inspection of state or local public records not open to
inspection by general public. 40 A.L.R.4th 333.
Freedom of Information Act exemption (5 USCS § 552(b)(5)) for inter-agency and intra-agency
memorandums or letters as applicable to communications to or from attorneys for the government. 54
A.L.R. Fed. 280.
What are matters "related solely to the internal personnel rules and practices of an agency" exempted
from disclosure under Freedom of Information Act (5 USCS § 552(b)(2)). 141 A.L.R. Fed. 531.
AM JUR. 66 Am. Jur. 2d, Records and Recording Laws §§ 12-31.
21 Am. Jur. Pl & Pr Forms (Rev), Records and Recording Laws, Forms 1 et seq.
MSU Libraries P&T Document, Page 61
Appendix Q
Dates of Revisions
August 3, 1984
October 15, 1999
September 15, 2000
May 10, 2001
May 1, 2003
June 15, 2005
April 26, 2006
June 4, 2008
June 12, 2009
Adopted by the Library Faculty
Revised
Revised
Revised
Revised
Revised
Revised
Revised
Revised