Integration One Year Later

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Title:
Integration One Year Later Integration of the University of Florida Health Science Center Libraries (HSCL) with the UF Smathers Libraries
Physical Description:
Mixed Material
Creator:
Russell, Judith
Botero, Cecilia
Keith, Brian W.

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Source Institution:
University of Florida
Holding Location:
University of Florida
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All rights reserved by the source institution.
System ID:
AA00004268:00001


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Page 4 RE: Integration One Year Later Another and more serious challenge of integration is maintaining the recognition within the Health Science Center that the core mission of the HSCL remains unchanged exemplary service to the six colleges and associated institutes and centers related to their specific information needs and tied to their goals. Additionally, it is important to convey the fact that through integration the HSCL has expanded its ability to support the clinical enterprise. We have found that integration need not, and should not, distract from that mission. Rather integration should facilitate accomplishment of that mission. This expectation of facilitation has been a constant factor in decision making about the allocation of resources and changes in library policies and procedures since integration. Although there is a consolidated master budget for the Smathers Libraries, we have maintained as separate the funding of the HSCL and developed detailed financial reporting and independent budget gathering for the HSCL. This eliminates any question of the fair and equitable treatment of the HSCL within the integrated system and supports the HSC accreditation processes. The standing of the HSCL and its orientation to the needs of the HSC has been supported by the decision of the Dean of Libraries to establish the HSCL Director at the rank of Associate Dean upon integration. This reflects the standing and autonomy of the HSCL within the integrated library system and assures the Director's participation in the highest level decisions Overall, and as a result of integration, the HSCL is now better equipped to serve its mission and partner with the six HSC colleges with their clinical, research, educational and outreach work. Sincerely, Dean of University Libraries cilia E. Associate Dean George A. Smathers Libraries and Director of Health Science Center Library The Foul/datiol1 for The Gator N(Jt iOIl \n I'lju,1t ll'I'"rlul1ll inslifllti.m



GeorgeA. Smathers Libraries 535Library West
Office oftheDean of University Libraries POBox 117000
Gainesville, FL 32611-7000
352-273-2505
352-392-7251 Fax
www.uflib.ufl.edu

INTEGRATIONONE YEARLATERJuly1, 2010
IntegrationoftheHealthScience CenterLibraries (HSCL), includingtheBorlandLibraryinJacksonville,intotheSmathers Libraries tookplaceonJuly1, 2009. Theintegrationwas implementedaccordingtoanOctober13,2008directivebyPresidentMachen. TheSmathersLibraries andtheHealthScience CenterLibraries (HSCL) wereinstructedto followthedesigndescribedintheFutureoftheLibraries Report: thelibraries integratetheir budgets andreportingstructures [while]HSCLretains autonomytoservetheneeds of its clients.Theintegratedlibrarysystems commongoalis to assurethat integrationimproves theabilityofHSCLto meet thegrowinginformationandresearchneeds ofHealthScience Centerstudents, faculty, researchers,andclinicians. Intheshort term, this has meant maximizingservices andresources throughtheuseofthecombinedassetsandavoidinganydiminutioninserviceasasideeffectofintegration. Inthelongterm, theestablishment ofan integratedlibrarysystemrequires aUniversityandHealthScience Center(HSC)commitment tobringthefundingoftheHSCLupto bothcampus andpeer standardsandtoprovidesustainablefundingfor theintegrateduniversitylibrarysystem.
Therehavebeen numerous accomplishments as aresult of libraryintegration, andtheoveralleffectof integrationhas beenanabilityto better targettheLibraries services in support ofthevariedandsometimescompetingstrategicdirectionsofourdiverseinstitution. Integrationallowedustopoolresources inthoseareas thatweserveincommon, whichallowedtheintegratedlibrarysystemtodevotemoretimeandresourcestotheareasthatweeachuniquelyserve. Historically,therehasbeenextensivecollaboration betweentheSmathers Libraries andHSCL, particularlyintheareaoftheacquisitionof libraryresources as exemplifiedby theTIP(TuitionIncreasefromtheProfessionalSchools)receivedbytheLibraries. Integrationprovidedsomeadditionalopportunitiesfor collaborationparticularlyfor theHSCL, whichwouldhaveneverbeenpossibleundertheprevious organizationalstructure. Anoutlineandthesignificanceoftheintegrationgeneratedchangesfollow:
Thecentralizationofthefiscal& humanresources management functions providedanet savings ofoneFTE that wasthenrepurposedtoserveinamoreessentialcapacitywithintheHSCL. Thatpersonnelchange,inreturn,freedonefulltimeprofessionallibrarianpositionthat was repurposedtoservethearea ofconsumerhealthandcommunityoutreach. This position is nowinplace andpoisedto helpfulfilltheUF&Shands strategicinitiativetoincreasetheir communityengagement andoutreachwork.
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Inaddition, at theBorlandLibrary, aSenior FiscalAssistant positionwas reclassifiedtoaLibraryAssistant II whenthejobresponsibilities werechangedfromstrictly fiscalprocessestoincludemoretimespentonthereferencedesk. ThispermitstheBorlandfacultyto domoreresearchandoutreach.

Prior to integration, theHSCL hadneverparticipatedintheUniversitys dualcareer program. AsanintegratedpartoftheUniversityLibraries,theHSCLwasabletoplaceaBasicBiomedicalScienceslibrarian. Thisfilledalongstandingandcriticalneedfor theHSCL.


Inpartnership, Smathers andtheHSCL haverealizedachangeto theDSRfundingmethodthat provides theLibraries withapercentage ofcampus IDC ratherthanafixeddollaramount, therebyallowingfor futuregrowthinpacewithUniversityresearchgrowth. TheincreasedfundingwasaddedtothebaseHSCLmaterialbudget, bringingHSCLs shareoftheDSR allocationto 21% (upfrom16%) whichbettercorresponds withthe20% HSCLcontributes towards theoverallsharedacquisitions ofresources.


IntegrationallowedHSCLstaffto participatefor thefirst timeintheSmathers minigrant programacompetitiveinternalawardprogramthat supports projects benefitingpatrons. RecentlytheBorlandstaffreceivedanawardtofundthecreationofadatabaseofmobileapplicationsusefulinclinicalpractice. Thismobileapplication is intendedtobeanauthoritativeonestopshopfor healthprofessionals.


TheMedical/HealthLibraries of Floridareceiveda PlanningGrant fromtheNationalNetworkofLibraries ofMedicine/SoutheasternAtlanticRegion inordertopursuefurthercollaborationstrategiesamongthemedicallibrariesinFlorida. Thereceiptof this grant was largelydueto thesupport andcounseloftheSmathers Grants manager. TheHSCL hadno suchresource prior to integration.


HSCL, includingtheBorlandLibrary, integratedinterlibraryloanservices (ILLIad)andelectroniccoursereserveservices (Ares) withtheSmathersLibraries operations, openingthepotential for sharingtheworkloadamongallthelibraries. Thefinancialprocesses aresupportedbytheintegratedfiscalservices unit.


TheHSCLibraries receivedoneoftheProvosts jumpstartpositions andhas successfullyrecruitedandhiredaClinicalResearchLibrarian fromVanderbiltthepreeminentprograminthisarea.Thislibrarianwillworkcloselywithclinicalresearchersand,inparticular,thoseinvolvedintheUniversitysCTSI. Assuch,shewillserveasacriticalbridgebetweentheclinicalandresearchenterprises. Shewillalso haveprimaryresponsibilityfor theinformationneeds ofresidents;apopulationbasethathadnotbeenservedbytheHSCLbefore.Thispositioniscriticallyimportant for theHSC, andit seems much less likelyto havebeen fundedhadnot theHSCLs request beenpartoftheproposalsubmittedbytheintegratedlibrarysystem.


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Theintegrationprovides theHSCL access totheSmathersLibraries DevelopmentOffice. TheLibraries AssociateDean for Development has workeddiligentlyinpursuingdevelopmentopportunitiesforus. Inthecomingyear,wewillestablishFriends oftheLibrarygroups in bothGainesvilleandJacksonvilleto furtherassist us inour work.


FollowingintegrationtheSmathers Libraries providedfunds to theHSCLto contractwithanarchitecttobeginplanningforaphasedrenovationproject. TheHSCListheonlymajor libraryoncampus that has neverbeenremodeledor renovatedsince its construction, so this assessment andplanningprepares us for muchneededimprovementsshouldtheresourcesbecomeavailable. Atthesametime,theDeanof Libraries has tirelesslypursuedrenovation funds.


Duringtheintegrationplanningprocess weidentifiedpayinequities inHSCLstaff salaries whencomparedtotheLegalInformationCenterandtheSmathersLibraries. Thisrepresentedamajorobstacletoasuccessfulintegration. WeworkedwithSmathers HR andUFs ClassificationandCompensationpostintegrationto address thisissue. WesuccessfullycompletedandimplementedastaffmarketequityplaninApril2010.


BecausetheintegratedLibrarySystemis geographicallydispersed, wehavebeenresourcefulinestablishingcommunication. Smathershasinstalledteleconferencingequipment inoneofthelargemeetingrooms toaccommodatecommunicationwiththeHSCLinGainesvilleandBorlandLibraryinJacksonville. Thisservicealsoimproves remoteaccessibilityfor theSmathers Branches andoperations across campus. Overthecomingyearwewill increasethe teleconference capabilities inordertofurtherfacilitatecommunication.


Intheinterestofcandor, it is necessaryto notesomechallenges that resultedfromintegration.
Theneedtoincludeall libraryemployees regardless of location whenplanningmeetings,specialeventsandotheractivitiesisaclearchallenge. Whiledistancecanbesolvedbyusingtechnologies suchas teleconferencing, thetimedemands relatedtobeingpartofalargeintegratedlibrarysystemareconsequential. Inparticular,facultyandstaffat theHSCL haveafullcomplement of localresponsibilities college levelcurriculumcommittee meetings, instructionat thelocallevel, housecalls to their constituents. TheadditionofcommitteeandotherresponsibilitieswithintheSmathers system(includingtraveltime)isfeltacutely. Thisinvestmentoftimecanbeworthwhilebecauseit increases thesenseofcommunityandrealopportunities for collaboration. Wewillcontinuetomonitorthissituationtoensurethatbenefits receivedareworththetimeinvestedineachsituation.
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Another and more serious challenge of integration is maintaining the recognition within the Health Science Center that the core mission of the HSCL remains unchanged -exemplary service to the six colleges and associated institutes and centers related to their specific information needs and tied to their goals. Additionally, it is important to convey the fact that through integration the HSCL has expanded its ability to support the clinical enterprise. We have found that integration need not, and should not, distract from that mission. Rather integration should facilitate accomplishment of that mission. This expectation of facilitation has been a constant factor in decision making about the allocation of resources and changes in library policies and procedures since integration. Although there is a consolidated master budget for the Smathers Libraries, we have maintained as separate the funding of the HSCL and developed detailed financial reporting and independent budget gathering for the HSCL. This eliminates any question of the fair and equitable treatment of the HSCL within the integrated system and supports the HSC accreditation processes. The standing of the HSCL and its orientation to the needs of the HSC has been supported by the decision of the Dean of Libraries to establish the HSCL Director at the rank of Associate Dean upon integration. This reflects the standing and autonomy of the HSCL within the integrated library system and assures the Director's participation in the highest level decisions.
Overall, and as a result of integration, the HSCL is now better equipped to serve its mission and partner with the six HSC colleges with their clinical, research, educational and outreach work.
Sincerely,
J:.~~:I ~~ Dean of University Libraries cilia E. Bot?~ Associate Dean George A. Smathers Libraries and Director of Health Science Center Library