ACRL News Issue (B) of College & Research Libraries 672 / C&RL N ew s ■ N o v e m b e r 2003 ACRL STANDARDS & GUIDELINES A guideline for the screening and appointment of academic librarians using a search committee Final draft by ACRL's C o m m itte e on th e Status o f A ca d e m ic Libra ria n s I. P e r s o n n e l o f f i c e r The role o f the personnel officer, if there is one, is to administer the search for the search committee. The personnel officer may serve as a regular or ex-officio member of all search committees. II. F o r m a tio n o f s e a r c h c o m m itte e s The primary goal in the formation o f a search com m ittee, e lected or appointed, should b e to create a body representative of the constituencies affected by the position. Persons accepting appointment to the com ­ mittee disqualify themselves as candidates for the position. The administrator to whom the commit­ tee reports should give the following written information at the first meeting: 1. approximate date for submission of a list o f nom inees and proposed date of ap­ pointment; 2. n u m b e r o f fin a lists to b e re c o m ­ mended; 3. affirmative action/equal opportunity requirements; 4. arrangements for payments, reimburse­ ments, and clerical assistance; 5. standards for documenting committee actions and preserving those records; 6. importance o f confidentiality and dis­ cretion; 7. concerns specific to the position; and 8. copy of the position description. I I I . D e v e l o p m e n t a n d u s e o f t h e p o s i t i o n d e s c r i p t i o n o r p o s i t i o n a n ­ n o u n c e m e n t At the outset of the search, the supervi­ sor of the position should write (or approve) a position description with equal opportu­ nity and affirmative action considerations in mind. The description should serve as the standard against which the candidates are judged. It should list the responsibilities of the position in detail and describe the edu­ cation, experience, and com petencies that are required, preferred, and desired o f can­ didates. IV. P o s tin g th e p o s iti o n The library should advertise the p o si­ tion w ithin the cam pus com m unity and in appropriate regional and national pu b­ lications, taking care to notify all p o ten ­ tial gro u p s o f ca n d id a te s p ro te c te d by equ al opportunity/affirmative action leg ­ islation. The advertisem ent should include a b rie f d escription o f the responsibilities, qualifications, salary, and other benefits. It should also sp ecify the date the p o si­ tio n is a v a ila b le , a p p lic a tio n d e a d lin e , nam e o f the p erson to w hom to submit applications, and a list o f item s each ca n ­ didate must submit. T he library should ad­ vertise in print pu blication s, on electro n ic d iscu ssion lists, and on the W eb; it may con sid er using placem en t centers. C&RL News ■ N o ve m b e r 2003 / 673 About the guidelines This final draft of “A guideline for the screening and appointment of academic librarians using a search committee” will replace the “Model state­ ment for the screening and appointment of aca­ demic librarians using a search committee,” adopted by the ACRL Board in 1992. The Stan­ dards and Accreditation Committee has deter- V. R e fe re n c e s The search committee should solicit ref­ erences only for qualified candidates under active consideration and from the list sup­ plied by the candidate. The search commit­ tee may only contact additional referees with a candidate’s permission. The search com­ mittee must hold all references in strict con­ fidence and should advise each referee what information will be made available to the candidate in accordance with local practice. Each candidate should list only referees who can provide substantive information about his or her professional qualifications and should also list an administrator in the direct reporting line. VI. S e l e c ti o n , i n te r v ie w , a n d a d ­ m in istra tiv e p ro ce d u re s A. Selection p r o c e d u r e s Each committee should screen and evalu­ ate applicants according to library and insti- tution-wide policies. All applications will undergo an initial screening for compliance with the qualifications and requirements stated in the position description. Unquali­ fied candidates will not receive further con­ sideration. Fair, objective, and consistent procedures should be used to narrow the field of candi­ dates to the desired number of finalists, whom the committee will invite for interviews. The search committee should be aware of institutional guidelines and all applicable laws when developing questions to ask the can­ didates selected for interviews. B. Interview p ro c e d u res The committee and the appropriate ad­ ministrative officer shall determine the inter­ view agenda. All parties should adhere to this schedule in the interest of time and fairness. Candidates invited for an interview should receive a copy of the interview schedule and mined that all draft guidelines must be pub­ lished in C&RL Neivs, but no public hearing for these guidelines will be held. All suggestions and comments should be directed to tire chair of ACRL’s Committee on the Status of Academic Li­ brarians. Sharon McCaslin, Longwood University (smccasli @ longwood. edu). information about the library and its parent organization in advance of the interview. Such information could include guides to the library, promotion and tenure guidelines, organizational charts, and bylaws. The expenses of travel, meals, and lodg­ ing for the candidates should be borne by the inviting institution whether the interviews are held on or off campus. When this is not the practice, the candidate should be so apprised when an invitation is issued. If a presentation is required of the candi­ dates, that requirement should be clearly communicated to each candidate when the interview is first scheduled. C. A dm inistrative p ro ce d u res The responsible administrator should in­ struct the com m ittee chairperson in the prompt and accurate com pletion o f all search-related reports. Sensitive files relating to the search should be treated in accor­ dance with laws, regulations, and local prac­ tices. VII. C o m m u n ic a tio n s w ith c a n d i ­ d a te s A. Successful c a n d id a te Only the proper administrator should contact the successful candidate after the interview. The initial notification of selec­ tion may be oral, but the official offer should be in writing and should include the spe­ cific terms of employment. B. Unsuccessful c a n d id a tes A letter should be sent to all unsuccess­ ful applicants thanking them for their inter­ est and indicating that the search has con­ cluded. Special acknowledgment should be accorded all interviewees. C. M iscellaneou s All active candidates should be notified if the decision is made to close or extend the search. ■