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Princeton University
Office of the Dean of the Faculty

Rules and Procedures of the Professional Library Staff of Princeton University and Other Provisions of Concern to These Staffs

Last printed Fall 1986; Last updated January 2013

III. THE PROFESSIONAL LIBRARY STAFF

A. Membership

The professional library staff consists of the University Librarian, the Deputy University Librarian, the Associate University Librarians and the members of the ranks of professional librarians. Members of the professional research and technical staffs employed in the Princeton University Library should consult the Rules and Procedures for the Professional Research and Technical Staffs at Princeton University.

B. Meetings

Meetings of the professional library staff are held as needed to provide a forum for the University Librarian to report to the professional library staff, to discuss issues of concern to the professional library staff and for staff members to report on important issues. The University Librarian, or in his or her absence, the Deputy University Librarian, serves as chair of the meetings. The agenda for the meeting is set by the University Librarian.

Within departments, there are regularly scheduled meetings of staff in which topics of importance to the department and the Library are discussed.

C. Committees

The standing committees of the professional library staff are: the University Librarian’s Advisory Committee, the Promotion, Continuing Appointment and Review Committee, and the Committee on Committees and Elections. Other committees may be established by the University Librarian to consider and investigate specific matters as the need arises.

1. The University Librarian’s Advisory Committee

The University Librarian’s Advisory Committee consists of members of the professional library staff or professional research and technical staffs appointed by the University Librarian, selected from a slate of candidates put forth by the Deputy and Associate University Librarians. The members are appointed for two-year terms. The University Librarian convenes this committee as needed and may charge this committee to meet, discuss, and make recommendations on a variety of matters of importance to the Library. In addition, the Committee may propose to the University Librarian various topics to be explored, and it may propose agenda items for professional staff meetings. The Committee acts in an advisory and consultative capacity to the University Librarian.

2. Promotion, Continuing Appointment and Review Committee

The Committee reviews the recommendations submitted by the Deputy and the Associate University Librarians and makes recommendations to the University Librarian regarding continuing appointment and promotion of the members of the ranks of professional librarians. It also periodically reviews the forms used for personnel review and the guidelines and procedures of the performance review process.

The Committee also reviews all requests for leaves associated with research, study, and other professional activities.

The University Librarian chairs the Committee and transmits to the Dean of the Faculty his or her own recommendations, those of the Committee, and also opinions submitted by individual members that differ from the majority opinion of the Committee.

The Promotion, Continuing Appointment and Review Committee consists of voting members and non-voting members. The Human Resources Librarian, the University Librarian, and the Associate Dean of Faculty are permanent non-voting members.

The voting members serving on the Committee are: five elected representatives of the professional library staff. To be elected to the Committee, one must have been a member of the professional library staff for three or more years, and be at a rank of Librarian III, Librarian or Senior Librarian, with continuing appointment.

The Committee's membership follows a pattern of staggered terms to provide continuity. For the professional library staff, two or three members will be elected every year for two-year terms. In order to encourage and ensure broad participation, no member may serve more than two consecutive terms. The Deputy University Librarian, the Associate University Librarians, and those Librarians seeking promotion to the rank of Senior Librarian should not accept nomination to the Committee.

The elected members of the professional library staff should represent each of the library departments. If in exceptional circumstances it is impossible to create a committee fitting the above criteria, it shall be possible to have more than two persons from the same department serving on the committee.

3. Library Committee on Committees and Elections

The Library Committee on Committees and Elections consists of five elected members of the professional library staff. Members of this Committee serve for one year and may not be nominated for any other elected position within the professional library staff for the duration of their terms. To avoid any conflict of interest, those librarians seeking promotion or pending review by the Promotion, Continuing Appointment and Review Committee may not serve on the Committee on Committees and Elections for the two years immediately preceding their promotion/review.

The Committee is responsible, under the direction of the Associate Dean of the Faculty, for the supervision of procedural matters pertaining to the election of new members of standing committees; the election of the CPUC representative; the filling of unexpected vacancies in elected offices; the election of members of new standing committees and ad hoc committees (if so directed by the University Librarian); and the holding of special elections as necessary. In drawing up slates of nominees, the Committee observes all prescribed restrictions governing the composition of staff committees with the goal of securing broad distribution and fair representation of all departments and ranks within the Library. All librarians, including those on part-time appointment, are eligible for membership on committees. The Committee conducts the elections, counts the ballots, and announces the results of the election to the Library Staff.

D. Representative to the Council of the Princeton University Community

A member of the professional library staff represents this group on the Council of the Princeton University Community (CPUC). An election is held annually, and the elected individual then serves as the alternate on CPUC for the next academic year and the representative on CPUC for the following year.