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
Friday, February 15, 2008
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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