Revised Organization Chart as of October 28, 2009

A link has been posted for the Smathers Libraries organization chart as of October 28, 2009, showing Brian Keith as an Assistant Dean, repositioning the list of tenure homes and relocating the boxes for AGRSSR and the HSCL Advisory Committee, which now has dual reporting to the Dean and the Director of HSCL.

Revised Orhganization Chart Effective July 1, 2009

A link has been posted for the Smathers Libraries organization chart effective July 1, 2009, showing the integration of the Health Science Center Libraries and Ben Walker's new assignment as head of Access Support, as well as correcting the name of the Departmental Libraries.

Revised Organization Chart, Effective March 30, 2009

The organization chart for the Smathers Libraries has been updated and posted in anticipation of Rachel Schipper joining us as Associate Dean for Technology and Support Services.

Rachel will begin work on Monday, March 30th. Please join me in giving her a warm welcome.

Tenure & Promotion Units

Recently a joint committee of the Library Faculty Assembly and the Smathers Libraries administration was appointed to review the 17 existing tenure and promotion units for the faculty in light of the reorganization, with the expectation that there should be fewer small tenure homes. That committee has now made its report and its recommendation has been approved by the Smathers Libraries faculty. Earlier this week, the University Library Committee accepted the plan approved by the faculty. The recommendation still needs to be accepted by the Academic Policy Council and the Faculty Senate before it can be implemented.

The committee's report is provided below. An organization chart with the recommended Tenure and Promotion Units noted is available at: http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg_TenureHomes111808.pdf.

Report of the Tenure Homes Committee, November 17, 2008

The Tenure Homes Committee is pleased to present the final results of the faculty poll on tenure and promotion units. The Committee held its final meeting the morning of November 14th to address non returned ballot issues and finalize the results of the votes.

A majority of the Collection Management and Humanities and Social Sciences Services faculty voted in the affirmative to create a new tenure and promotion unit called Humanities and Social Sciences that combines current tenure and promotion units of Collection Management and Humanities and Social Sciences Services. Departmental Libraries faculty from Humanities and Social Sciences Services voted in the affirmative to create a tenure and promotion unit called Departmental Libraries. Lastly, there was a majority affirmative vote in each current tenure and promotion unit under Technology and Support Services to create a combined tenure and promotion unit called Technology and Support Services.

42 ballots were sent out. 5 ballots were not returned. One of those not returned was due to a resignation and another to an agreed assignment transfer to a non-faculty position. Therefore there were only 40 ballots to consider. One non returned ballot we believe was due to travel or leave. The remaining 2 non returns were considered by the Committee as abstaining votes since a specific vote was not recorded. We had one type written note requesting to change a vote from yes to no, but since no unit was specified in the note and no one knew who wrote the note the Committee felt it could not change any votes after submission. The results are summarized in a table on the next page.

As you may recall, tenure and promotion units for Marston Science Library, Special and Area Studies, and Government Documents did not require a vote as there was no change to those units for the purpose of tenure and promotion.

The results have been presented the Dean Russell. The next phase of the process is to report the results to the Senate's University Libraries Committee. The ULC will then transmit the results to the appropriate policy council and the Senate Steering Committee for review. After appropriate Senate policy council review the results will be presented to the Faculty Senate for their consideration as either an information item or and information and action item, depending on Senate Steering Committee recommendation. Most likely the process will be completed some time in March or April. Until the process clears Senate review in the spring it is my understanding that our tenure and promotion units remain as they are.

On behalf of the Tenure Homes Committee, Joe Aufmuth, Chair

Committee Members: Blake Landor; Brian Keith; Christopher Vallandingham - LL; Denise Bennett; Ellie Bushhousen - HCL; Jimmie Lundgren; Joe Aufmuth; LeiLani Freund; Patrick Reakes; Peter Malanchuk; Steve Carrico

The table summarizing the balloting on the tenure and promotion units is available at: http://www.uflib.ufl.edu/pio/Smathers_Librariestenure-homes-final.pdf.

Advisory Group for Research Services and Scholarly Resources (AGRSSR)

This is proposal for the new advisory group, identified on the organization chart as Scholarly Resources and Research Services Advisory Group. It has been renamed to make a pronounceable, positive acronym. We intend to be aggressive in building excellent collections and providing outstanding services to support our students, faculty and researchers.

Charge:

The scale and scope of the UF Libraries scholarly resources (content) and the evolving nature of research services challenge both unified management on the one hand and adequate participative involvement on the other. Fiscal and personnel issues related to the provision of scholarly resources to our users by our research services staff are additional components of the complex nature of an effective academic research library. To achieve a balance between administrative oversight and library-wide investment, the Advisory Group for Research Services and Scholarly Resources (AGRSSR) will draw its membership from a wide range of constituencies.

The AGRSSR is advisory to the Senior Associate Dean in the following areas:

• preparation and allocation of the scholarly resources (collections) budget for Smathers Libraries individually and in collaboration with other libraries at UF and in the SUS;
• review of other budgetary matters that relate to research services and scholarly resources, including OPS distributions and external funding opportunities;
• evaluation of technical operations and procedures necessary to support research services and delivery of scholarly resources;
• development of shared principles and future directions for building UF’s scholarly resources and providing research services;
• definition and implementation of standards for managing UF’s scholarly resources;
  review and implementation of commonly understood expectations and methods of assessment for research services, including outreach and instruction;
• collaboration among UF-wide selector groups to identify and prioritize digital initiatives with significant impacts and expectations for enhanced research services;
• creation of library-wide policies and procedures that encompass research services and scholarly resources (perhaps via a sub-committee or task force); and
• identification and, where appropriate, implementation of national trends that relate to effective content development and research services theory and practice (perhaps via a sub-committee or task force).

AGRSSR conducts its business in open meetings, held once or twice a month. Its activities are recorded in minutes that are distributed, immediately upon their formal approval, to the entire library staff.

Membership:

Chaired by the Senior Associate Dean, the Advisory Group for Research Services and Scholarly Resources (AGRSSR) is composed of representatives from each of the branch libraries (including SASC and Government Documents); Access Support; Acquisitions/Licensing; Cataloging/Metadata; the Development Office; the Digital Library Center; Emerging Technologies; HSCL; LIC; the Preservation Unit; and the SUS Shared Collections Facility. The Associate Dean for Technology and Support Services will serve as an ex officio member of the Advisory Group.

Systems Department Reorganization

A revised organization chart for the Systems Department effective July 2008 has been posted on this site and at http://www.uflib.ufl.edu/pio/Systems_Dept_061808.pdf.

As we have discussed in many of our meetings on the reorganization of the Smathers Libraries, we need to consolidate our information technology support in the Smathers Libraries. In addition to the twelve staff in the Systems Department, we currently have nine staff outside Systems with primary information technology support assignments. Most of these individuals have IT titles in the University staff classification scheme, even though they may also have significant non-IT assignments. There are also many other individuals with more limited IT Liaison assignments who are not being reassigned as part of this reorganization.

In order to be more efficient and effective, we are incorporating the nine external IT staff into the Systems Department effective June 27, 2008. These individuals will remain in their current locations initially, and will report to the department head directly or through one of the three units in the Systems Department:

• Michael Jay will join the Software Unit.
• Laurie Brennan, Scott Fagen, Michael Howell, Paul McDonough, Patricia Ruwell and Evan Wack will join the Network/Hardware Unit.
• Matthew Daley will join Tom Minton to form the Web Unit.
• Jason Fleming will report to the Department Head when he completes his assignment as interim Chair of Acquisitions and Licensing.

Bill Covey and Will Chaney are committed to a smooth transition and will work with each of the nine individuals and their current departments to ensure an orderly transfer of service responsibilities. Over time, as the cross-training necessary to familiarize the new Systems staff with operations throughout the Libraries takes place, the primary support positions will rotate to provide backup and redundancy for all areas.

The Systems Department is committed to sustaining the high level of service provided through the current structure and to improving service as the integration and cross training progress.

Library West Branch Organization

An organization chart for the Library West Branch has been posted on this site and at http://www.uflib.ufl.edu/pio/Lib_West_Reorg061708.pdf. This chart reflects the new structure effective June 27, 2008.

Shelley Arlen will serve as Chair and LeiLani Freund will serve as Associate Chair. There will be four coordinators to oversee the major service functions of the branch. Coordinators for Collections Services and Circulation & Stack Maintenance Services will report to the Chair. Coordinators for Research Services and Instruction & Outreach Services will report to the Associate Chair. Circulation and stack maintenance staff will report to the Chair, as will the collection support staff. Reference support staff will report to the Associate Chair.

Once the Coordinators are appointed, the remaining faculty will be assigned to report to either the Chair or Associate Chair. Tenure homes for faculty are unchanged pending the LFA recommendation for a new structure and its acceptance.

Other changes that will be effective June 27th include the following:

• Adrian Zeck will relocate to Marston, reporting to Vernon Kisling.
• Aimee Barrett will remain in Library West, reporting to Patrick Reakes.
• Paul McDonough and Evan Wack will remain in Library West, reporting to Will Chaney.

The Library West building will continue to serve as the home for other Smathers Libraries offices that are not part of the Library West Branch. This includes Facilities, Business Services & Human Resources, and the Smathers Libraries Administration. Library West will also remain the home for some faculty from Special & Area Studies Collections and for the new Access Support unit that provides system-wide services such as inter-library loan, e-reserves and copyright, as well as circulation policy and procedures.