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.
Wednesday, November 19, 2008
Monday, June 23, 2008
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:
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.
Wednesday, June 18, 2008
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:
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.
Smathers Libraries Reorganization Update
A revised organization chart reflecting the structure for the Smathers Libraries effective July 2008 has been posted on the blog site and at: http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg061608.pdf.
As noted on the chart, until the Associate Dean for Technology & Support Services is hired, Bill Covey and Michele Crump will continue to serve as Interim Director, Support Services, and Interim Director, Technical Services, reporting to me. The new Access Support unit, headed by Lori Driscoll, will report to Bill Covey during this interim period.
A number of changes in responsibility and/or reporting for positions on this organization chart become effective June 27 or July 11, 2008:
- Lori Driscoll, Head, Access Support
- Rich Bennett, Chair, Special & Area Studies Collections, with Jim Cusick as Associate Chair
- Shelley Arlen, Chair, Library West, with LeiLani Freund as Associate Chair
- Tara Cataldo, Chair, Marston Science Library, with Vernon Kisling as Associate Chair
- Patrick Reakes, Chair, Departmental Branches
- Brian Keith, Director, Human & Financial Resources
- Ben Walker, Head, SUS Shared Collection Facility, including ALF
Several open positions are noted on the organization chart. Searches are underway for the Associate Dean, Technology & Support Services, the grants manager and a human resources manager. The emerging technologies coordinator will be appointed after the Associate Dean is hired.
Tenure homes for faculty are unchanged pending the LFA recommendation for a new structure and its acceptance.
Friday, April 11, 2008
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.
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.
Saturday, March 15, 2008
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.
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.
Monday, March 10, 2008
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.
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.
Friday, February 15, 2008
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
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
Thursday, February 7, 2008
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.
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.
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.
Friday, February 1, 2008
Introduction
Last week I shared with Libraries staff a proposed reorganization for the Smathers Libraries. The most current version of the anticipated structure is available here: http://www.uflib.ufl.edu/pio/Smathers_Libraries_Reorg_01242008.pdf.
As I promised in the Town Hall meeting last Friday, I am setting up this blog to share information about the proposed reorganization, seek input and answer questions. Please feel free to share your comments and ask questions. If you have a question, it is very likely that others have the same question and will benefit from the fact that you ask it. If the answer is known or knowable, I will provide it. If the answer is not yet known, I will tell you that and let you know, to the best of my ability, how and when that question will be addressed.
The UF library structure has continuously changed since its inception, enabling us to improve and expand our services and take advantage of new technology. The libraries must continue to evolve and improve even during these challenging budget times. This current reorganization will realign our human resources to help us transition into a more efficient and effective twenty-first century library system. Its implementation should be seamless for all external stakeholders: students, faculty and other library patrons.
While it is uncertain how much the Florida Legislature will reduce the 2008-2009 budget, it is almost certain that there will be a reduction. The libraries are planning for a reduction comparable to the one for 2007-2008, just under $1 million. The reorganization is not being driven by the budget, but it will improve our ability to focus on critical services and functions and that, in turn, will help us allocate the available budget, whatever it is. We will need to act strategically, eliminating unnecessary projects and reallocating people and financial resources to support our highest priorities. The reorganization will help us to identify critical vacancies that must be filled immediately as well as less critical ones that may remain unfilled.
There will be three associate deans in the new structure. The Associate Dean for Development, Sam Huang, has already been hired and will begin work on February 20th. He will report directly to me. The other associate deans will report to me through John Ingram, who is our Senior Associate Dean. One will be responsible for special collections and area studies. The other will be responsible for technology and support services. As Senior Associate Dean, John will also be responsible for the public services and collection management activities that are provided by our branch libraries. I expect to begin recruitment for the associate deans by mid-February, in hopes that we can fill them by early June. I do not expect to change the reporting structure for the interim Library Directors until we fill the associate dean positions.
The proposed structure for the libraries is a work in progress and will continue to evolve. Some details will not be worked out until the new associate deans are here and have an opportunity to participate in determining the final structure for their own areas of responsibility.
We are engaged with the Provost, UF Human Resources and Academic Personnel regarding timing and processes to make sure we comply with all requirements as we implement the reorganization. I have also asked the Library Faculty Assembly to recommend ways to establish tenure homes in the new organization. As many of you have pointed out, this is an excellent opportunity to remedy some of the long-standing issues and inconsistencies associated with the current tenure home structure.
During the coming week, I will post additional information to the blog on each of the five columns on the organization chart. This will not be the only means of communication about the reorganization, but I hope it will be a helpful one. I know it will help me and the library directors to have your comments and questions. I look forward to the dialog through the blog, in meetings and through other communications.
Judy
As I promised in the Town Hall meeting last Friday, I am setting up this blog to share information about the proposed reorganization, seek input and answer questions. Please feel free to share your comments and ask questions. If you have a question, it is very likely that others have the same question and will benefit from the fact that you ask it. If the answer is known or knowable, I will provide it. If the answer is not yet known, I will tell you that and let you know, to the best of my ability, how and when that question will be addressed.
The UF library structure has continuously changed since its inception, enabling us to improve and expand our services and take advantage of new technology. The libraries must continue to evolve and improve even during these challenging budget times. This current reorganization will realign our human resources to help us transition into a more efficient and effective twenty-first century library system. Its implementation should be seamless for all external stakeholders: students, faculty and other library patrons.
While it is uncertain how much the Florida Legislature will reduce the 2008-2009 budget, it is almost certain that there will be a reduction. The libraries are planning for a reduction comparable to the one for 2007-2008, just under $1 million. The reorganization is not being driven by the budget, but it will improve our ability to focus on critical services and functions and that, in turn, will help us allocate the available budget, whatever it is. We will need to act strategically, eliminating unnecessary projects and reallocating people and financial resources to support our highest priorities. The reorganization will help us to identify critical vacancies that must be filled immediately as well as less critical ones that may remain unfilled.
There will be three associate deans in the new structure. The Associate Dean for Development, Sam Huang, has already been hired and will begin work on February 20th. He will report directly to me. The other associate deans will report to me through John Ingram, who is our Senior Associate Dean. One will be responsible for special collections and area studies. The other will be responsible for technology and support services. As Senior Associate Dean, John will also be responsible for the public services and collection management activities that are provided by our branch libraries. I expect to begin recruitment for the associate deans by mid-February, in hopes that we can fill them by early June. I do not expect to change the reporting structure for the interim Library Directors until we fill the associate dean positions.
The proposed structure for the libraries is a work in progress and will continue to evolve. Some details will not be worked out until the new associate deans are here and have an opportunity to participate in determining the final structure for their own areas of responsibility.
We are engaged with the Provost, UF Human Resources and Academic Personnel regarding timing and processes to make sure we comply with all requirements as we implement the reorganization. I have also asked the Library Faculty Assembly to recommend ways to establish tenure homes in the new organization. As many of you have pointed out, this is an excellent opportunity to remedy some of the long-standing issues and inconsistencies associated with the current tenure home structure.
During the coming week, I will post additional information to the blog on each of the five columns on the organization chart. This will not be the only means of communication about the reorganization, but I hope it will be a helpful one. I know it will help me and the library directors to have your comments and questions. I look forward to the dialog through the blog, in meetings and through other communications.
Judy
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