Smathers Libraries Reorganization Proposal Accepted

On April 3rd, the Faculty Senate Steering Committee accepted the Smathers Libraries reorganization proposal. It will be presented to the Faculty Senate at the April 17th meeting as an information item, with no action required.

Thank you all for your active participation in the process. We have a better structure as a result of this process.

We can now proceed with implementation planning, knowing that we have concurrence from the University Libraries Committee, the Academic Infrastructure Council and the Faculty Senate -- and most importantly from our own faculty and staff.

Anwering Some Questions/Responding to Some Rumors

IMPLEMENTATION SCHEDULE AND PROCESS:

At this time, we are planning to implement organizational changes at the beginning of the new fiscal year (July 1, 200). We are continuing to work to obtain the necessary concurrence for the reorganization through the University Library Committee and the Faculty Senate and hope to complete that process in April.

Meanwhile, we will continue to work with the faculty and staff who will be part of the new units on the preferred structure for those units. For example, the employees who will be part of the new Humanities & Social Sciences Branch Library (Library West) will continue to participate in discussions about the organizational structure that will provide the best service to the users and the most productive environment for the faculty and staff. Once a proposed structure is identified, the faculty and staff will be polled about their concurrence, much as we did for the overall organization structure.

TENURE CHANGES:

Although faculty and staff reporting will change July 1st, we will not implement changes to tenure homes until the Library Faculty Assembly has identified and approved an acceptable model.

RELOCATION OF PERSONNEL AND REUSE OF SPACE:

Some individuals may be relocated, space permitting, but we do not anticipate major shifts in the locations of people when the reporting structure changes. We do not have sufficient space or money to do that. We will address the feasibility and desirability of specific moves if recommendations arise in the process of consultation with the faculty and staff about organizing the new units.

We are not planning to convert the Access Services space on the 2nd floor in Library West into group study rooms or other public spaces. We have recently completed minor renovations to allow the bathrooms and elevator that were inside the Access Services suite to be available to all library users. This will alleviate congestion on the main elevators and the bathrooms on the west side of the building.

TITLE CHANGES AND RELATED SALARIES AND STIPENDS:

Dale Canelas was a director, so the senior managers reporting to her were assistant directors. Since my title is dean, the senior managers reporting to me will be associate deans. The change in title from assistant director to associate dean does not, in and of itself, result in a change in salary. John Ingram's title changed to Senior Associate Dean several months ago in recognition of his role as my deputy, with no change in salary. At that time, I decided not to change the titles of the interim directors, preferring to make the title changes as the positions became permanent.

Part of the continued discussion about the details for the implementation of the new organization will be to determine the appropriate titles for the various units and unit managers. I hope in that processes to establish clear criteria for the use of stipends and appropriate amounts for various levels of responsibility. The Library Faculty Assembly has been asked to work with us on criteria for market equity adjustments for faculty salaries. Brian Keith, who led the initiative for market equity adjustments for staff, will be working closely with the LFA on that effort. Obviously, the current fiscal environment may not give us the flexibility to implement those adjustments immediately, but it should prepare us address the most serious inequities first and then implement market equity across the board as money becomes available.

EMERGING TECHNOLOGIES AND THE VIRTUAL BUSINESS LIBRARY

A proposed organization chart prepared by Stephanie Haas and Betsy Simpson identified emerging technologies as a unit or function under the Associate Dean for Technology and Support Services. I absolutely agree with the comment that knowledge of emerging technologies is the responsibility of every one of us. The emerging technologies group on the proposed organization chart is envisioned as a small unit that will lead a number of cross-organizational teams and task forces to explore and facilitate the rapid implementation of new technologies to improve our services to our users. The group can only be effective with the participation of faculty and staff from throughout the Libraries. I have placed emerging technologies reporting to me because I feel it is critical to our strategic initiatives and to remove it from day-to-day operational responsibilities that could make it less effective. Operational responsibility will remain with the appropriate units.

The Virtual Business Library is highlighted as a test bed for some of these emerging technologies and as a model for service, particularly to remote high-level users such as executive MBA candidates. That does not preclude -- nor is it intended to discourage -- other disciplines from working with the emerging technologies group to enhance their virtual library services. It may not always remain as part of the emerging technologies group, but there are distinct advantages to having it there at the inception.

Revised Organization Chart as of 3/6/2008

On Friday I presented a revised organization chart to the joint reorganization committee. I want to thank them for their intense and very productive efforts during the past few weeks. I also want to thank each of you who took the time to participate, through the LFA, the reorganization committee, this blog or by conversations with me and the directors. It has been a very helpful and constructive process.

The revised organization chart that I posted this morning has several changes that reflect your advice and conversations. It is available on the blog site and at http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg03062008.pdf.

It proposes one new associate dean, responsible for technology and support services. As the chart shows, this includes acquisitions (including the current CM support unit), preservation and conservation, metadata/cataloging, access support (which includes those parts of Access Services that are not specific to Library West or the storage facility), digital services, IT and facilities.

Special and Area Studies Collections, Government Documents (including maps/GIS), Library West (as the H&SS branch library), Marston and the other branches report directly to the Sr. Associate Dean, John Ingram. The major change in this column is the creation of Library West as a branch library, incorporating elements of collection management, H&SS reference services, and access services. The other branches (AFA, Education, Journalism and Music) will select a rotating chair from among their faculty and report through that individual.

As in the earlier proposal, the Associate Dean for Development, Sam Huang, reports directly to me, with development, public information and grants reporting to him. Also as in the earlier chart, the SUS shared storage facility, which will be created from our auxiliary library facility, reports to me. Brian Keith, as our financial and human resources officer, will report to me as will a new emerging technologies group. This group will lead a number of cross-organizational teams and task forces to explore and rapidly implement new technologies to improve our services to our users.

This proposal does not require any changes to tenure homes. The Library Faculty Assembly is evaluating two proposals, one for a single tenure home for the Libraries and the other for two tenure homes, one for the technology and support services and the other for the collections and branches. They will also consider other models. They will present their recommendation to me and to the Libraries faculty. No changes in tenure homes will occur until the LFA makes its recommendation and the appropriate faculty votes are taken.

This reorganization will not be implemented immediately, although planning and preparations will continue. The current reporting structure will remain in place until the successful completion of the search for that new Associate Dean for Technology and Support Services.

Later this week, we will poll the faculty and staff of the Libraries to determine your opinion of the proposed reorganization. I encourage you to fill out and return the questionnaire that you receive. The administration of the Libraries and Library Faculty Assembly value your opinion.

As the next level of reorganization occurs, we expect to use a similar process to consult with the faculty and staff in each area. For example, the faculty and staff who will be part of the new Library West Branch will participate in determining the organizational structure of the branch and the faculty and staff reporting to the new Associate Dean for Technology and Support Services will participate in establishing the structure for that division.

Again, my sincere thanks for your active participation and for the hard work of the Library Faculty Assembly officers and the joint reorganization committee. I believe that we have an improved proposal because of your efforts.

Joint Administration and Faculty Assembly Committee on University Library Reorganization

Judy Russell, Dean ofUniversity Libraries, and Joe Aufmuth, Chair of the Library Faculty Assemby, wish to annouce the creation of a jointly appointed and reporting committee concerning the Smathers Libraries reorganization. As the process progresses you will be hearing more from the committee. We hope you will give the committee your full support as they go through a very difficult and time consuming task. Your comments and suggestions to date have greatly guided the formation of the committee and are influencing the path the process is taking. We look forward to your continued participation in the process. Please continue to provide those professional comments, suggestions, and ideas, through every communication channel available to you.

As you may know, the Library Faculty Assembly was directed by its members to form a committee on reorganization and to appoint 2 faculty members from each Library Division where Faculty currently reside, and 1 member of staff from each of those divisions. Those divisions were Collections, Public Services, Technical Services, and Support Services. The consensus of the LFA was that faculty members who serve already be tenured. Patrick Reakes is not tenured, but his packet has passed through the Library process; he is willing to serve, has the full support of the LFA, and is a Faculty Senator. Also, there is only 1 member from Technical Services and not 2. There are only 3 TS tenured or Associate In faculty, 2 of them declined for various reasons. Consequently we looked towards an alternate individual from the Collections Division to fill the TS seat. Dean Russell has concurred with the names submitted.

Reporting:
The Committee will jointly report to Dean of the Libraries, Judy Russell and to the Chair of the LFA, Joe Aufmuth.

Charge:
The Committee's charge as approved by the LFA membership and in consultation with Library Administration is: To solicit and collect proposals and comments from faculty, staff, and administration; to analyze and synthesize organizational functions and structure; and, to make recommendations on reorganization to the Dean and the Chair of the Library Faculty Assembly.

Chair:
To be elected by the committee members.

Membership:
James Cusick, Collections
Carl Van Ness, Collections
Blake Landor, Collections
Jana Ronan, Public Services
Patrick Reakes, Public Services
Stephanie Haas, Support Services
Jimmie Lundgren, Technical Services
Priscilla Williams, Technical Services
Adrian Zeck, Collections
Jim Stevens, Public Services
Amy Polk, Support Services
Raimonda Margjoni, Technical Services

Brian Keith, Ex Officio

Background:
Several factors are contributing to the need for reorganization which you will discover as you proceed. But the greatest pressure on the timing of the process, not the reason for the process, is the impending budgetary difficulties the University faces. If deeper budget cuts are required in fiscal year 2008-2009, there may be more hiring freezes, or a continuation of current freezes. Since there are no written hiring guarantees, Dean Russell desires to complete, or have in the hiring process new Associate Dean positions. We have a choice to either try and hire ADs with no specific organizational structure or have an agreeable structure which is supported by administration, faculty, staff, and the UF Faculty Senate. It was recognized by the LFA membership that having a structure would make hiring the new ADs easier.

In order to achieve UF Senate approval this spring the following schedule must be met. For both information and action items to be presented for approval at a single Senate meeting on April 17th we will need to present at the Senate Steering Committee meeting on April 3rd, which in turn means presenting at the March 17th Infrastructure Policy Council meeting for approval. Prior to the IPC meeting the Senate’s University Library Committee will have to meet and approve a proposal as would the LFA and any Library units that are proposed for elimination, aggregation, or creation.

Proposed Schedule and Deliverables:
March 5th Participate in Town Hall meeting concerning Reorganization
March 6th Dean Russell and LFA Chair Aufmuth present progress report to Senate Steering Committee
March 11th Present/distribute final reorganization proposal for consideration
March 13th Vote by affected faculty and LFA membership, Special Called LFA meeting
March 14th Consideration by University Library Committee, Special Called ULC meeting
March 17th Consideration by Infrastructure Policy Council
April 3rd Consideration by Senate Steering Committee
April 17th Presentation to UF Faculty Senate for information and consideration

We recognize the schedule is very aggressive. There are 13 work days until March 5th and 17 work days until March 11th. The Sunshine Law meeting notice requirements that guide LFA Officers and the committee appointment process has also impacted the schedule. While the LFA membership did not agree to this schedule, there was an LFA consensus that any reorganization committee should work in good faith to meet the schedule. We and the committee will keep you informed of their progress.

Thank you for your efforts, comments, and suggestions in the reorganization process.

Judy Russell, Dean of Libraries
Joe Aufmuth, Chair LFA

Branch Libraries

The middle column in the chart (http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg_01242008.pdf) represents the branch libraries and reflects several proposed changes from our current structure.

The first significant change is acknowledgment of Library West as the Humanities and Social Science Branch Library. At the present time, there is no single individual with overall responsibility for scholarly resources and research services delivered by Library West. For example, reference services are coordinated through H&SS Reference department; circulation is managed by the Access Services department; collection development and the related faculty liaison functions are handled by the Collection Management department. In addition, there are services that support all of the Smathers Libraries that are integrated with the operation of Library West. For example, inter-library loan services, e-reserves, the auxiliary storage facility report to Access Services, but support all of our libraries.

In addition, Library West has several “tenants,” including the Smathers Libraries administrative offices (dean’s suite, human resources, business services, facilities) and the Price Judaica collection. The administrative offices need to be acknowledged as tenants and not become involved in the day to day operation of Library West to a greater extent than the involvement in other branches merely because of co-location.

The reorganization as presented would establish a chair for Library West, comparable to the chair for Marston Science Library, and establish within Library West responsibility for its own scholarly resources and research services. It would transfer to Technology and Support Services (the far left column) the services that support the libraries as a whole, such as inter-library loan. This would have the effect of dissolving the Public Services division as it is currently constituted, though most of its functions would remain in Library West and the other branches and, as explained below, the faculty from the Collections Management department would be merged into Library West or Marston.

In addition, the proposed reorganization places the Government Documents department, including maps/GIS, with Special and Area Studies Collections (the second column from the left) because its collections and services are more comparable to a special collection than to a branch library.

Currently, collection management is largely a distributed activity. Much of the work goes on in individual branches or with the faculty responsible for specific special and area studies collections. There are two exceptions. Two faculty members who provide collection management services for the sciences have their offices in Marston, but report to the Interim Chair for Collection Management, who is located in Library West. Collection management for the sciences is also done by other Marston faculty. Seven other faculty members with offices in Library West provide collection management services for the humanities and social sciences collections in the building.

The reorganization as presented would dissolve the Collection Management department and reassign the faculty to the branches in which they reside and for which they have collection management responsibility. The placement of the collection support unit is yet to be determined. If it is retained as a unit, it would move under Technology and Support Services because it supports multiple branches and collections. Alternatively, the staff could be reassigned to the branches that they serve. I am waiting for recommendations from the group that is working on a more complete definition of Library West as a branch library.

Another change represented in this proposal is the aggregation of the “other” branches, that is, the branches other than Library West and Marston, under a rotating chair elected from among the branch managers. At the same time, a new virtual branch would be created for business. This activity is already well developed and represents a service model that we may wish to expand into other disciplines over time. Acknowledging it as a branch library at this time allows us to further develop this specific library and to evaluate it as a model for other disciplines.

Because the proposed organization results in only three chairs for the scholarly resources and research services managed by and through the branch libraries, it seems reasonable to have each of the chairs report directly to the Senior Associate Dean, John Ingram, rather than creating an additional, intermediate associate dean.

Associate Dean for Development

The second column from the right in the organization chart (http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg_01242008.pdf) presents the responsibilities of the Associate Dean for Development, Sam Huang. He is the Senior Development Officer for the Smathers Libraries. As such he is responsible for all fund raising for the libraries, including the capital campaign.


Reporting to him are the development staff, the public information officer and the grants management staff.

The development staff includes a development officer (the position formerly held by Lane Jimison) and the program assistant who supports our development activities. A search for a new development officer is underway.

Public information remains part of the development group because it plays a key role in promoting the visibility and reputation of the libraries.

Grants are included in the group because they are an alternative source of funds for library priorities and projects.

The Associate Dean for Development has dual reporting to the Dean of University Libraries and the Foundation. He is also a member of the Library Leadership Board.

Because of the need to focus on development activities, he will not have other operational responsibilities. However, he will be intereacting frequently with all parts of the Smathers Libraries to identify priorities and projects for funding, to evaluate collections that may be offered to the Libraries, and for assistance in presenting the Libraries' collections and services to donors and potential donors.

SUS Shared Storage Facility

The column on the far right in the organization chart (http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg_01242008.pdf) is entitled SUS Shared Storage Facility.

As most of you know, last September the Board of Governors (BOG) approved a shared use storage facility for the State University System (SUS). This project will transform the Smathers Libraries' medium-density Auxiliary Storage Facility (ALF) into an SUS high-density storage facility with a capacity of approximately 3 million volumes.

The new facility will be built adjacent to the current one. Smathers Libraries will operate and staff the facility on behalf of all the SUS Libraries, including the health and law libraries. The UF collections currently in ALF will be transferred to the new facility and additional materials will be transferred from other SUS libraries. Parts of the existing building will be renovated to house the storage processing unit that will receive and retrieve materials as well as a small reference/reading room. Space in the current building will also be renovated to allow us to expand our digital library and preservation and conservation services.

The project is scheduled to be submitted to the Legislature for funding in 2010-2011, but the Council of State University Libraries (CSUL) will be asking the BOG to submit it for funding in the 2008-2009 fiscal year.

A CSUL task force is already working to develop policies and procedures for the new facility. Once funding is approved, it will be come a major construction project as well.

Because this is an SUS facility, I believe that the manager will need to report to me at least from the point at which funding is approved by the Legislature. ALF is shown as subordinate to the SUS facility since it will become an integral part of it.