Transcript Professional Issues Committee Merit Presentation

MAUT Librarians Section
Professional Issues Committee
The Merit Review Process
in the McGill Libraries
Robert Clarke
Chair, 2002 & 2003
Merit Review Committee
Merit Review Annual Timetable
March-April: Director of Libraries appoints the
Chair of Merit Review Committee (for 2 years)
from among the members of the SMG
April-May: Librarians complete their activity
reports and submit them to their supervisors
May-June: Supervisors prepare evaluations,
meet with librarians to discuss performance
and to set goals and objectives for the next
year
June: completed activity reports submitted to
the APO Libraries
Merit Review Annual Timetable
(cont’d)
June-July: Director of Libraries invites MAUT
Librarians Section to appoint an observer to the
Committee
July-August: Merit Review Committee
members individually review the activity reports
and make a preliminary assessment
August-September: Merit Review Committee
convenes to review the reports
Mid-September: Recommendations of the
Merit Review Committee are submitted to the
Director of Libraries
Members of the 2003
Merit Review Committee
• All Administrative Librarians (who are all
members of the SMG)
• The Curator of Rare Books and Special
Collections (who is a member of the SMG)
• The Manager, Personnel and Administration (as
a resource person for the Committee)
• An observer from the MAUT Librarians Section
• The Trenholme Director of Libraries (ex officio)
How the Merit Review Committee
conducts its work
1. On his/her own time, each member reviews
a selection of the reports and makes a
preliminary evaluation of a) contributions
and b) work performance
2. With the MAUT observer present, the entire
Committee reviews each report, discusses
the proposed weighting assigned to
contributions, and discusses any anomalies.
3. With the MAUT observer present, the entire
Committee reviews each report, discusses
the proposed weighting assigned to work
performance, and discusses any anomalies.
How the Merit Review Committee
conducts its work (cont’d)
4. If and when necessary, a supervisor may be
asked to meet with the Committee to discuss
his/her evaluation of a particular librarian.
5. The Committee conducts a final, report-byreport review of the files and confirms its
recommendations.
6. The Chair of the Committee reviews the
recommendations for accuracy, and submits
the Committee’s final recommendations to the
Director of Libraries.
Some Important Points to Note
• Only the Contributions portion of the SMG
members’ dossiers are evaluated by the
Committee.
• For purposes of the evaluation of work
performance, all librarians are considered to
start with satisfactory work performance.
• The MAUT observer is there to ensure fairness
in the process, and does not partake in the
actual evaluation of dossiers.
• Sabbicants’ work performance is automatically
evaluated as satisfactory.
What’s Evaluated:
Contributions to the University
and to the Profession (20%)
(examples)
• Scholarly output (books, articles, book reviews,
conference presentations, etc.)
• Teaching activities (that not related to work
duties)
• Consultancies and other advisory activities
• … and many other things
What’s Evaluated:
Work Performance (80%)
(examples)
• Performance (poor, satisfactory or superior)
according to the supervisor's evaluation
• Involvement with system-wide or university-wide
activities, e.g. projects, task forces
• Significant extra duties during the reporting year,
e.g. moving a library, acting headship, launching
a new computer system.
• Work-related collaborations with other
departments or units in the university or in other
institutions.
The Librarian’s
Annual Report of Activities
Tips:
1. Information you forget to include in your
report won’t be evaluated. BE THOROUGH.
2. In the narrative section, focus on YOUR
achievements during the reporting period,
not your department’s or library’s.
3. Give complete details for all teaching and
guest lectures, e.g. course name, credit
value, duration of the teaching, and
name(s) of any fellow instructor(s).
The Librarian’s
Annual Report of Activities (cont’d)
4. Attach copies of all publications and
conference proceedings that are listed in your
report.
5. DO NOT attach thank-you letters relating to
activities in your report.
6. If you list membership in a committee or task
force (McGill or non-McGill) please state
whether the committee met or conducted any
activities during the reporting year.
The Librarian’s
Annual Report of Activities (cont’d)
7. Remember, the reporting year is June to
May. Avoid listing activities that took place
outside of the reporting period.
8. Publications: only publications that appeared
in the previous calendar year should be
reported, e.g. 2002 publications should have
been listed in your 2002-03 activity report.
9. Memberships in associations are not
considered by the Committee; only active
positions within those associations.
Preparing your
Annual Report of Activities