Librarian Case Review Instructions

Supervisor Line Review

Instructions for Supervisory Line

As someone in the supervisory line, you are asked to review candidate materials and external letter and prepare an evaluation and recommendation report on the candidate’s qualifications for promotion. Evaluations from former supervisors who have supervised the candidate within the previous year of application should also be requested by the Administrative Officer Responsible for Personnel. To access the materials, select Read Case on the Case Materials tab. You will be taken to a document viewer where all materials available for your review will appear in the menu on the left-hand side of the screen. If you cannot locate materials you believe you should have access to, please contact the Department Administrator charged with coordinating reviews for your unit.

When you have completed your evaluation/recommendation, it must be uploaded to RPT. Please email your letter as an accessible PDF to libhr@uw.edu. Resources for accessible documents can be found in the Accessibility portal in Staffweb.

Your evaluation/recommendation will be shared with the candidate, who will have an opportunity to provide a statement if they do not concur with the evaluation/recommendation. The statement will become part of the documentation, and a copy of the statement will be shared with the entire supervisory line.

Instructions for Department Administrators

• Upload/Confirm upload of the Supervisory Line Letters as each comes in
  1. Save the document as a PDF with the file name Candidate Last Name_Supervisory Line Last Name_Supervisory
  2. Load the PDF to the Reports and Recommendations section. Do NOT share this report with the candidate
• Share Supervisory Line Letters with candidate
  Follow these directions to compose a message and share the Supervisory Line Letters with the candidate.
  1. Set a due date of 7 calendar days from delivery of the message
  2.  Set the candidate’s response to load into the Responses to Summaries and Recommendations section
  3. Wait until the candidate responds or the candidate response window expires

Librarian Personnel Committee

Instructions for Librarian Personnel Committee Members

In accordance with the SEIU 925 Libraries Collective Bargaining, 18.3, Procedural Guidelines for Renewal of Appointments, Promotions, and Review for Permanent Status, you are asked to review candidate materials, supervisory line letter, references, and external letter.

You have been given access to documentation in this step only so you can begin reviewing documentation.

All materials available for your review should appear in the reviewer menu on the left-hand side of the screen. PLEASE NOTE: In this step you will not find the Review Committee recommendation. It will be loaded and shared with LPC in the next case review step. If you cannot locate materials you believe you should have access to, please contact the Department Administrator charged with coordinating reviews for your unit.

Review Committee

Instructions for Review Committee Members

In accordance with the SEIU 925 Libraries Collective Bargaining, 18.3, Procedural Guidelines for Renewal of Appointments, Promotions, and Review for Permanent Status, you are asked to review candidate materials, supervisory line letter, references and external letters, and prepare a recommendation on the candidate’s qualifications for promotion. All materials available for your review should appear in the reviewer menu on the left-hand side of the screen. If you cannot locate materials you believe you should have access to, please contact the Department Administrator charged with coordinating reviews for your unit.

Your recommendation will be shared with the candidate, who shall have an opportunity to respond.

Please review the Review Committee Recommendation document description under the Required Documents tab above.

When you have completed your recommendation, please email your report and a redacted version as accessible PDFs to libhr@uw.edu. Resources for accessible documents can be found in the Accessibility portal in Staffweb.

Instructions for Department Administrators

• Upload/Confirm upload of the Review Committee Recommendation
  1. Save the documents as PDFs with the file name Candidate Last Name_Review Committee Recommendation_[Review Committee number] and Candidate Last Name_Review Committee_Redacted_ Recommendation_[Review Committee number]
  2. Load the PDFs to the Evaluations and Recommendations section.
• Share Redacted Review Committee Recommendation with candidate
  Follow directions to compose a message and share the Review Committee Recommendation with the candidate. Be sure to:
  1. Set a due date of 7 calendar days from delivery of the message, and
  2. Set the candidate’s response to load into the Responses to Evaluations and

Librarian Personnel Committee Review

Instructions for Librarian Personnel Committee Members

In accordance with the SEIU 925 Libraries Collective Bargaining, 18.3, Procedural Guidelines for Renewal of Appointments, Promotions, and Review for Permanent Status, you are asked to review candidate materials, supervisory line letter, references, external letter, and Review Committee recommendation and prepare a recommendation on the candidate’s qualifications for promotion. All materials available for your review should appear in the reviewer menu on the left-hand side of the screen. If you cannot locate materials you believe you should have access to, please contact the Department Administrator charged with coordinating reviews for your unit.

Your recommendation will be shared with the candidate, who shall have an opportunity to respond.

Please review the Librarian Personnel Committee Recommendation description under the Required Documents tab above.

When you have completed your evaluation/recommendation, please email your report summary as an accessible PDF to libhr@uw.edu. Resources for accessible documents can be found in the Accessibility portal in Staffweb.

Instructions for Department Administrators

• Upload/Confirm upload of the Librarian Personnel Committee Recommendation
  1. Save the document as a PDF with the file name Candidate Last Name_Librarian Personnel Committee Recommendation
  2. Load the PDF to the Evaluations and Recommendations section.
• Review the report summary for confidentiality and redact any text candidate should not be privy to (i.e. identifying information from references or external reviewer) and save redacted recommendation
• Share Librarian Personnel Committee Recommendation with candidate
  Follow directions to compose a message and share the Librarian Personnel Committee Report Summary with the candidate. Be sure to:
  1. Set a due date of 7 calendar days from delivery of the message, and
  2. Set the candidate’s response to load into the Responses to Evaluations and Recommendations section.

Dean Review

Add required documents to be completed as part of the work for this committee. All documents must be uploaded before the case can advance to the next step.

Administrator Sign-Off

In this step of the review process, you will complete the following tasks to prepare the case for submission to APF:

• Complete the Candidate Data Sheet
  1. Go to APF’s website and follow directions to generate a Candidate Data Sheet
  2. Check pre-populated data for accuracy
  3. Add information where requested
  4. Click Add to Case
• Review case documents and forms for completeness and accuracy
• Complete the Administrator Sign-Off form
• Download the case for retention at the local level, if desired
• If the case is a MANDATORY action and the candidate has requested it be WITHDRAWN from further consideration, contact AHR to discuss next steps; otherwise continue to FINAL ACTION bullet.
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

APF Check

In this step of the review process, cases will be assigned to APF Specialists who will prepare cases for APF review.

Instructions for Lead Coordinator

• Assign APF Specialist numbers to APF personnel
• Assign cases to APF Specialists
  1. Go to Cases on the left menu
  2. Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select the applicable APF Specialist number from the drop-down menu

Instructions for APF Specialists

• If the case is a NON-MANDATORY ACTION that is DENIED by the SCC leader, complete the following; otherwise, skip to next bullet
  1. Go to Cases on the left menu
  2. Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select SCC Non-Mandatory Denial
  6. Skip to FINAL ACTION bullet
• Review case for completeness
  1. Go to the APF Wiki to review the completeness checklist
• If the case is incomplete or more information is needed, contact the administrator for follow-up
  1. Select Share from the case’s menu bar
  2. Select With Committee Members
  3. At the top of the pop up window, select the User tab
  4. From the Search for Users drop-down menu, select the administrator you would like to email. You can add and remove users as needed.
  5. If you want to share a document, select Share Files at the bottom of the window and add the document
  6. If you are requesting a new/revised document, go to the File Response box on the right-hand side of the window and check the Enable box.
  7. Select a due date by which a response should be received and identify which Internal Section the response should be added to when submitted.
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To APF Review
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

APF Review

In this step of the review process, cases will be assigned to an APF Reviewer who will preview the case on behalf of the provost.

Instructions for APF Review Coordinator

• Assign APF Reviewer numbers to Executive Team personnel
• Assign cases to APF Reviewers
  1. Go to Cases on the left menu
  2.  Select the checkbox next to each case that you want to assign to a particular individual
  3. Select More Options from the menu bar at the top of the case list
  4. Choose Add Status
  5. Select the applicable FAP Reviewer number from the drop down menu

Instructions for APF Reviewers and Vice Provost

• Review the case by selecting the Read Case button toward the top of the case landing page
• Complete the APF Reviewer Summary
• If the case is incomplete or more information is needed, contact the administrator or APF Specialist for follow-up
  1. Select Share from the case’s menu bar
  2. Select With Committee Members
  3. At the top of the pop up window, select the User tab
  4. From the Search for Users drop-down menu, select the administrator or APF Specialist who you would like to email. You can add and remove users as needed.
  5. If you want to share a document, select Share Files at the bottom of the window and add the document
  6. If you are requesting a new/revised document, go to the File Response box on the right-hand side of the window and check the Enable box.
  7. Select a due date by which a response should be received and identify which Internal Section the response should be added to when submitted.
• When finished reviewing and edits are completed, reassign the case to the Vice Provost
  1. Find the Status field in the upper right section of the window
  2. Select Ready for VP Review
• Vice Provost Review conducts thorough review of the case by selecting the Read Case button toward the top of the Case Materials tab.
• FINAL ACTION for the VICE PROVOST: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To Provost Review
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Provost Review

In this step of the review process, you or your designee will complete/coordinate the following, which are necessary in order to complete the review process.

• Review the case
• Complete the Provost Decision form
• If your initial decision is to deny or postpone the case, share the Provost Decision form with candidate, the appointing unit leader, and the SCC leader
  This will take two steps which must be executed on the same day in the following sequence:
  1. Follow these directions to compose a message and share the Provost Decision with the appointing unit leader and SCC leader
     • Set a appointing unit leader and SCC unit leaders response due date of 5 calendar days from delivery of the message
     • Set the responses to load into the Responses to Summaries and Recommendations section.
     • Instruct the appointing unit leader and SCC unit leader, when sending their response to the Provost Decision, to include the candidate in the “Send to” field so the candidate sees the appointing unit leader’s and SCC leader’s response
  2. Follow these directions to compose a message and share the Provost Decision with the candidate.
     • Set a candidate response due date of 7 calendar days from delivery of the message (NOTE: this is a longer deadline than for the appointing unit leader and SCC leader, and is intended to allow time for the candidate to review the appointing unit leader’s response)
     • Set the candidate’s response to load into the Responses to Summaries and Recommendations section.

If the candidate response warrants a revision to the original Provost Decision form to POSTPONE, follow these additional instructions; otherwise skip to the FINAL ACTION bullet:

• Revise Provost Decision form
  1. Navigate to the Case Details page and scroll down to the Required Items section
  2. Click Edit Submission next to the Provost Decision document under the Forms heading
  3. Edit the form as necessary
  4. Click Submit Form
• Share revised Provost Decision with candidate AND the appointing unit leader AND the SCC leader
  Follow these directions to compose a message and share the Provost Decision with the candidate, appointing unit leader and SCC leader.
• Do not set a due date and do not enable a candidate response; policy does not provide for a candidate response at this step
• FINAL ACTION for the PROVOST: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To Decision Letter
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Decision Letter & Case Close

In this step, a letter will be generated which officially notifies the candidate of the outcome of their case.

• Change status to match Provost Decision form either Approved, Denied, or Postponed
• Generate decision letter
• Save the decision letter to the APF Review section
• Notify the SCC leader of the official decision; go to the APF Wiki for guidance
• Share letter with the candidate, 7 days after notifying the SCC leader of the decision
• If the case is a MANDATORY ACTION that was DENIED by the provost, contact the unit to ensure the candidate submits a resignation letter
• Close the case
  1. Select Close Case under Case Options in the upper right corner
  2. Select the status code Approved, Denied, or Postponed from the Decision drop down menu; make sure the Close Case status matches the Provost Decision form
• FINAL ACTION: Send the case forward only after all of the above has been completed
  1. Find the Send Case button in the upper right corner
  2. From the drop-down menu, select Forward To
  3. A customized message can be included, if desired
  4. Click Continue to move the case forward

Case Completion

In this step, the case will be officially closed and archived in the candidate’s personnel file.

• Remove the APF Reviewer Summary form
• Download the case
• Upload the case to the EDM
• Delete the case from RPT