Merit and Evaluation Review Committee MINUTES February 5, 1999 North Miami Campus Library Present: Toni Downs, Ex-Officio; Valerie Edwards, Douglas Hasty, Mirtha Her- nandez, Nancy Hershoff, John Radencich, Elaine Winske, Chair. 1. Approval of minutes. Minutes of January 19, 1999 were approved as read. 2. The committee reviewed the following documents: A. Part I, position description forms. Mirtha described the minor changes that were made to the document. Toni suggested that in the future all versions of documents should be dated. The committee decided that this part of the merit form was ready to be presented to librarians. B. Part II. Doug presented a revised copy of Part II. The committee decided that the beginning of the document should have a small section referring to the of- ficial handbook of instructions on how to prepare merit documents. The committee decided the following should be added to Part II of the merit document: rank should be added to the beginning, a signature area for the sec- ond level supervisor should be added at the end. The committee specified that Part II contains the three levels: (I) Job performances; (II) Non-scheduled ac- tivities; (III) Affirmative action. C. Part III, the Performance Appraisal Form. The committee then considered the merit form Elaine and Nancy worked on. Elaine will correct the top to make it similar to the other parts of the merit document. She will also delete the in- structions to the supervisor, as they are already in the handbook of instructions for completing merit documents. 3. Discussion of instructions to the parts. A. Valerie presented her reworking of the instructions to Part II. The committee reviewed this document item by item: Add to #1 "Academic Support Units Planning and Accountability Report;" italicize all names of documents re- ferred to. Add to #3 the name of the form signed. Add to #5 information about the supervisor bringing these forms to the administrative office when they are completed. Also #5 was split, the second half creating an item #6. The committee decided that the numbering throughout this document should be continuous. Item #11 was split in two, with the second sentence becoming #12. B. The committee reviewed the instructions to Part III. Numbers 1 and 2 were reversed, so that the process for evaluation of performance is as follows: the supervisor does the evaluation; goes over it with the employee; possible changes are made. Other changes in the handbook were made and a 6th cate- gory was added. 4. The committee discussed the dates for completing the various documents. The Li- brarian Position Description Form and the Goals and Objectives Form are to be com- pleted by June 15. The Librarian Annual Report and the Performance Appraisal Form are to be completed by Aug. 1. These deadline dates are to be added to all the forms and instructions in the manner of "no later than." 5. The committee discussed what samples are to be provided when the draft forms are to be presented for all librarians to review. Following are the forms and the person(s) responsible for preparing them: A. Part I Librarian Position Description: 1. Template......................Mirtha 2. Sample: Bibliographic Control-supervisor.........Nancy 3. Sample: Cataloging-general.............Mirtha 4. Sample: Cataloging-supervisor.........................................Mirtha 5. Sample: Reference-general. ............................................Patty 6. Sample: Reference-interlibrary loan...................................Doug B. Part II Librarian Annual Report: 1. Template...........................................Doug 2. Sample goals and objectives: Cataloging............John and Mirtha 3. Sample goals and objectives: Reference-general...............Patty 4. Sample goals and objectives: Reference-interlibrary loan...Doug C. Part III Performance Appraisal Form: 1. Instructor Librarian...........................................................Elaine 2. Assistant University Librarian..........................................Elaine 3. Associate University Librarian.........................................Elaine 4. University Librarian.......................................................Elaine D. Instructional Handbook: 1. Part I 2. Part II..............................................................................Valerie 3. Part III..............................................................................Elaine 6. It was decided that all corrections are to be submitted to Elaine by Thursday, Feb. 11, following which she would provide Toni with clean copies and see that everything was posted on the library web site. She would then e-mail all librarians that the cop- ies were available for review. Meanwhile Toni would forward draft documents and other existing documents to Dr. Miller and Judy Blucker. 7. New business: John presented a merit scheme he worked out that is based on the ac- tual duties a librarian performs. He presented two versions, one based on goals, the other based on objectives. The scheme was tabled until the time came to discuss the subject of merit scoring. 8. The committee made tentative plans to meet at 10:00 a.m. on Feb. 17 at University Park Campus. Merit Committee Minutes, Feb. 5 1999 p. 2