Welcome to the reappointment and promotion resource page for Librarians (SEIU 925 Libraries represented). Your unique contributions as librarians are vital to our university’s success. Our office is here to provide you with the guidance and resources you need for success. Together, we can ensure a bright future for you and our entire academic community.
Dr. Fred Nafukho
Vice Provost, Office for Academic Personnel & Faculty
Preparing Your Case
A Guide to Reappointment & Promotion at UW Libraries
Librarian Promotions and Reviews
Under Article 18.3 of the SEIU 925 Libraries contract, the process for librarian promotions, permanent status, and appointment renewals is clearly defined—from eligibility requirements and required documentation to review procedures and timelines. The contract underscores the importance of excellence in job performance, ongoing professional development, and meaningful service to the Libraries and the University. A strong understanding of these expectations lays the groundwork for a successful review.
Crafting Your CV
Your Curriculum Vitae (CV) is a comprehensive record of your academic and professional contributions. It should be updated regularly, reflecting your evolving expertise and achievements. As you prepare for reappointment or promotion, ensure your CV is current, well-organized, and consistent with the rest of your review materials. Seek feedback from mentors, supervisors, or trusted colleagues who can offer valuable perspectives and suggest refinements that strengthen your case. For step-by-step guidance, see the Guide to Crafting an Effective CV.
Case Contents
Essential Documents for Your Portfolio
A UW Libraries promotion or reappointment case includes specific documents that together present your professional achievements and impact. The sections below outline each required component and offer guidance to help you prepare them effectively.
Cover letter
The cover letter should be addressed to the Administrative Officer Responsible for Personnel and clearly state the action being requested.
In addition to naming the promotion or appointment under consideration, it can serve as an opportunity to frame your CV for reviewers—highlighting select achievements, milestones, and contributions since your last review. Rather than restating your CV in full, consider drawing connections between your work and the Libraries’ and University’s priorities, illustrating impact, and providing brief context for accomplishments that may not be immediately apparent from the CV alone. A concise, well-structured letter can help reviewers see the significance and progression of your contributions within the broader academic setting.
Position Descriptions
Position descriptions for each position held at the UW Libraries should be submitted. The current position description should be dated and signed by the candidate and candidate’s immediate supervisor.If the position held is less than full-time, the position description should so indicate. If previous position descriptions are not available, a general description of responsibilities for each position should be provided.
Curriculum Vitae
As noted in Crafting Your CV above, your curriculum vitae is among the first documents reviewers consider when assessing your impact and productivity. It should be a comprehensive record of your academic activities and accomplishments, which—for most librarian appointments at UW—encompasses the full range of academic responsibilities: position expectations, professional development, and service contributions.
Structure and format your CV to make it easy for reviewers to navigate the full breadth of your work, and be sure to indicate the date it was last updated.
Summary Document
A candidate should use the summary document to write about the candidate’s entire career in whatever style or manner the candidate chooses. It is recommended that the document be at least five hundred (500) words, but no more than one thousand (1,000). There are no guidelines or suggestions. This is the unique part of the documentation. Candidates are advised to have several colleagues (e.g., supervisors and mentors) read drafts of the summary document.
Position Expectations
Candidates should provide evidence of excellence in position responsibilities and effectiveness in performance. Consult Article 18.3 D Guidelines for Activities Supporting Reappointment, Promotion, and Permanent/Continuing Status) for examples.
Professional Development
Candidates should include copies of scholarly and library-related publications, articles, bibliographies, and other writings. Consult (Article 18.3 D) Guidelines for Activities Supporting Reappointment, Promotion, and Permanent Status) for a list of sample activities.
Service Contributions
Candidates should list and describe service to the University Libraries, the University, and the Community. Candidates should refer to (Article 18.3 D) Guidelines for Activities Supporting Reappointment, Promotion, and Permanent Status) for examples of contributions.
Additional Materials
In this section a candidate may include any other materials that will enhance the documentation. Candidates are urged to use good judgment and common sense as to the types and quantities of material.
External Reviewer
If appropriate to the rank, candidates should submit three (3) names of people outside the Libraries who could serve as the external reviewer. The three (3) individuals will be from outside the University of Washington, and need to be able to provide a candid, arm’s length (non-conflicted) review of the candidate’s qualifications.
An external reviewer receives a copy of the documentation and is asked to comment on the documentation. Based on the results of consultations with the supervisor and the candidate, the Administrative Officer Responsible for Personnel is the decision-maker who selects the external reviewer.
The external reviewer is chosen for the reviewer’s ability to evaluate the candidate’s professional accomplishments and activities. In identifying three (3) proposed external reviewers, the candidate should consider these guidelines:
- The reviewer should be from (or have worked recently at) a comparable institution (e.g., size and scope) in order to understand and evaluate the UW position responsibilities and the appropriateness and value of the candidate’s professional activities and
- Candidates do not need to know the external reviewer nor is it a concern if they do know the proposed
- If the candidate knows the proposed reviewer, they should document for how long they have known the reviewer and the nature of their relationship.
- An external reviewer means the individual has the perspective of someone not familiar with the UW Libraries (i.e., not a former UW librarian).
- The reviewer should hold a comparable position or formerly held a comparable position or serve as a head of a unit/department that oversees librarians who carry out comparable
- If possible, the reviewer is serving or has formerly served at an institution that has a relatively similar personnel system (i.e., academic status).
Form 1460
Include all Form 1460s approved since your last appointment or promotion, whichever is most recent.
The Outside Professional Work Policy, UW Executive Order 57, establishes the procedures through which faculty, librarians and other academic personnel may be approved to engage in professional activities for compensation (such as consulting) outside of their University duties. The information accessible through this page provides details of the relevant policies and procedures.