Smathers Libraries 2011-2012 Budget Documents

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Smathers Libraries 2011-2012 Budget Documents
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Russell, Judith
Keith, Brian W.
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UF Libraries
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Smathers Libraries 2011 2012 Budget With Increased Funding Increased Budget Page 1 Increased Funding Smathers Libraries : Recurring: $ 5,222,056 Non Recurring: $ 704,600 The George A. Smathers Libraries have two main components under RCM, the Health Science Center Libraries (HSCL) and the University Libraries (UL). Under RCM, the HSCL is funded through units of the Health Sciences Center. research units, with the exception of the Lawton Chiles Legal Information Center which is supported by the Levin College of Law and, therefore, not included in this proposal. For the purpose of this RCM report, the Smathers Libraries are presented in a combined budget, but where appropriate, the data is also reported separately for the two components. Over the last several years, the Libraries have been extremely conservative in filling vacated staff and faculty positions in order to meet anticipated or actual budget cuts, and we have lost over 5.8% per year in purchasing power for materials As a result, t he Libraries are severely understaffed and materials available to support our students, faculty and researchers are contracting, rather than expanding. Accordingly, when modeling for an ideal budget for the next fiscal year, both collections (materials) a nd library faculty and staff are identified for significant increases in investment. Additional information about the Libraries that will be useful in considering this budget proposal has been provided separately. An overview of current library facilit ies and services is available at http://www.uflib.ufl.edu/pio/Smathers_Libraries/Smath ersLibraries2010.html A comparison of staffing levels and materials budgets for peer institutions in the Association for Research Libraries (ARL) is available at http://www. uflib.ufl.edu/pio/budget/budget narrative2010 2011.pdf The Materials Budget: Decreasing and tightly constrained budgets combined with high rate increases for academic journals and other library materials have caused the UF Libraries to lose over $3 mil lion in buying power since 2007 2008 Fiscal Year Inflation Rate Lost Buying Power Cumulative Loss 2007 2008 5.8623% $546,742 $ 546,742 2008 2009 5.8691% $579,464 $1,126,206 2009 2010 5.8759% $614,185 $1,740,391 2010 2011 5.8827% $651,032 $2,391,42 3 2011 2012 5.8896% $690,137 $3,081,560 As a result the Libraries have had no opportunity to maintain, much less develop, suitable collections. The Libraries are unable to purchase and licens e the range of print and electronic resources which are core The impact of this has been across the Smathers Libraries, affecting all disciplines Cumulative Lost Buying Power: UL HSCL Smathers Total $2,487,096 $594,465 $3,081,560

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Increased Budget Page 2 This lost buying power should be restored by increasing the Libraries base budget for materials. The restored materials funding would be allocated across material types as follows : P roposed Recurring Expenses: E Journals $ 630,000 Databases $ 1,300,000 E Books $ 300,000 Print Monographs $ 100,000 Electronic Back Files $ 750,000 Total: $ 3,080,000 Funding will be used for new and retroactive purchas ing and licensing to restore the collection to the depth it would currently have if the materials budget had been fully funded since 2007. A large increase is projected for electronic journals since journal publication remains at the core of research diss emination and it is essential that researchers across the university have access to a broad, diverse and current collection. E books are core to scientific research and are becoming increasingly important in both the Humanities and Social Sciences. Datab ases provide aggregation of additional journals and research publications and back files provide depth. Although back files are one time purchases the libraries have had so little opportunity to build collections that back files will require years of fun ding to build a collection worthy of a highly ranked institution, therefore it should be included as recurring funding. Planned growth in funding for materials is needed to maintain the purchasing power once restored and provide for an increase d materials budget over time to allow the Libraries to address the evolving needs of the academic and research units Future needs for sustainable funding for materials beyond 2011 2012 will be addressed in the zero based budget review to be presented to the budget r eview committee in December. The following are examples of how the restored materials funding would be spent in 2011 2012. Journals Individual Electronic Journal titles in direct consultation with faculty. Electronic Journal packages in direct consul tation with faculty. Likely journals and journal packages to be acquired include: Biology of Blood and Marrow Transplantation Cell Cycle Chinese Academic Journals/Century Journals Project Current Gene Therapy Endocr ine Practice Evidence Based Medicine Reviews Gastrointestinal Endoscopy Clinics of North America HFSP Journal Immunologic Research International Journal of pharmaceutical compounding International Review of Cytology Journal of American Academy of Audiolog y

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Increased Budget Page 3 Journal of Cardiovascular Computed Tomography Journal of Clinical Psychiatry Journal of Hospital Librarianship Journal of Knee Surgery Journal of Neuroradiology Journal of Pediatric Endocrinology and Metabolism Journal of the American Association for La boratory Animal Science Journal of Visualization Journal of Visualized Experiments Neurocritical Care Neuropsychopharmacology Pink Sheet: Prescription pharmaceuticals and biotechnology Reviews in the Neurosciences Veterinary Clinics of North America: Equi ne Practice Veterinary Clinics of North America: Exotic Animal Practice Veterinary Clinics of North America: Food Animal Practice Veterinary Clinics of North America: Small Animal Practice Databases ArtBibliographies Mo dern Black Abolitionist Papers Cabell's Directory of Educational Curriculum and Methods Cabell's Directory of Education Psychology and Administration Cabell's Directory of Educational Technology and Library Science Classical Scores Library Congressional Research Digital Collection Counseling and Therapy in Video CSH Protocols Current Protocols in Bioinformatics Current Protocols in Cytometry Current Protocols in Human Genetics Current Protocols in Immunology Current Protocols in Microbiology Current Prot ocols in Nucleic Acid Chemistry Current Protocols in Pharmacology Current Protocols in Stem Cell Biology Current Protocols in Toxicology Design and Applied Arts Index Dynamed Early European Books EdITLib (Education & Information Technology Digital Librar y Education in Video (Alexander Street Press) Embase Emedicine Facts and Comparisons Online Faculty of 1000 Medicine FirstConsult Gideon

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Increased Budget Page 4 Global GIS Database Goldfranks Toxicologic Emergencies Handbook of Injectable Drugs Harrison's Practice I ngenuity Pathway Analysis (IPA) JAMAEvidence Lexicomp MADCAD Materials Connexion Medicine Complete Micromedex Mosby's Nursing Consult Natural Standards NAXOS streaming audio Newsbank Access World News Research Collection Opera in Video Oxford University Press Archives Medicine Oxford University Press Archives Science Pediatric Care Online Pharmacy Library Procedures Consult Proquest Historic Newspapers RISM RIPM Scopus Up to Date Video on Demand through Films for the Humanities VisualDX Books Springer E Book annual packages Faculty driven monograph acquisition print and electronic Likely acquisitions would include: Access Emergency Medicine Briggs: Drugs in Pregnancy and Lactation Comprehensive Heterocyclic Chemis try III Encyclopedia of Biostatistics Foundation in Diagnostic Pathology Medicine and Dentistry Neuroscience Peer VII Physicians Evaluation and Educational Review in Emergency Medicine RedBook Online Synthesis Lectures, collection 4 Back Files Springer Historical Archive Elsevier journal back files. Sage journal back files American Geophysical Union Journal American Journal of Physiology (before 1997)

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Increased Budget Page 5 Annals of Behavioral Medicine (earlier than 1997) Biomedical and Life Sciences Journal Chemica l Engineering Journal Chemistry and Materials Science Journal Computer Science Journal Earth & Environmental Science Journal Earth and Planetary Sciences Journal Energy and Power Journal Engineering Journal High Energy/Nuclear Physics and Astronomy Journal Inorganic Chemistry Journal Journal of Chemical Ecology (earlier than 1997) JSTOR Arts & Sciences VI JSTOR Arts & Sciences VIII JSTOR Arts & Sciences IX JSTOR Business III LWW Nursing Archive Materials Science Journal Mathematics Journal Neuro science Journal Physical and Analytical Chemistry Journal Physics and Astronomy Journal Times Literary Supplement Historical Archive 1902 2005 Providing this restored funding to the L ibraries would strengthen the infrastructure and he lp increase Offering faculty, students, researchers and clinicians anywhere, any time access to information enhances their ability to carry out activities including successful research initiatives, distance learning initiatives, quality health care and increased patient safety initiatives and educational initiatives including the establ ishment of new programs. It is well documented that we are experiencing an explosion of information and it is the relevant information available, which in turn allows the u niversity to fulfill its mission. Lost purchasing power and flat materials budgets have hampered the ability of the Libraries to support these academic and research endeavors. The Salary Budget: Decreasing and tightly constrained budgets have caused the UF libraries to be extremely cons ervative over the last several years in filling vacated staff and faculty positions. Many librarians currently serve multiple departments or colleges. This problem cuts across disciplines, but the most sever e needs tend to fall in the Sciences and Social Sciences. At the same time, a number of new initiatives on campus and within the Libraries require increased staff effort and new types of staffing. A variety of positions are needed to bring the Libraries to full service a level permitting the approp riate support of the Proposed Recurring Expenses: UL HSCL Smathers Total $ 843 ,000 $ 130,000 $ 973 ,000

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Increased Budget Page 6 The application of these increases is represented in the table below: Fa culty 8 @ $65,000* Visiting Faculty 1 @ $55,000* Staff 2 @ $45,000* and 4 @ $65,000* OPS 2 FTE @ $15,000 Contracted Services Security Guard @ $18,000 Total: $ 973 ,000 includes benefits Additional recurri ng positions needed to bring the Libraries up to a full service staff: Liaison librarians for underserved colleges and departments (4 faculty) Bio informatics Librarian supporting the scientific intersection of biology, computer science, and information te chnology (1 faculty) New programs and initiatives made possible by additional staffing include: Establishment of a campus Data Curation program, comparable to the Johns Hopkins University ( http://ldp.library.jhu.edu/dkc ), providing support for researchers in meeting federal mandates and enhancing curation and accessibility of their research product. (1 faculty and 2 staff) Continuation of support for VIVO ( http://vivo.ufl.edu/about ) beyond the end of the grant in August 2011 when the program is left unstaffed. (1 faculty and 1 staff) Expanded library hours in Library West to 24/5 (open to patrons from Sunday morning thr ough Friday evening, as well as during the day on Saturday ) as repeatedly requested by Student Government. (2 staff 2 FTE OPS and expanded contract security services for overnight shifts) Expanded web services and mobile applications to enhance access to library materials and research assistance, comparable to those at North Carolina State University libraries ( http://www.lib.ncsu.edu/dli/ ) (1 staff) Establishment of a Digital Scholarship Unit, c omparabl e to those at the University of Virginia ( http://www2.lib.virginia.edu/scholarslab/index.html ) the University of Nebraska Lincoln ( http://cdrh.unl.ed u/ ) and Brown University ( http://library.brown.edu/cds/ ). The unit will support area specific needs as with E Science and the Digital Humanities, develop new digital projects with faculty, developing new for ms of digital scholarly publis hing, and build tools and systems that support digital information and scholarly activity. (1 faculty preparing for implementation in 2012 2013.) Establishment of a long sought Post MLS Fellowship position to be used to suppor t special projects. (1 Visiting Faculty) The Operations Budget : Maintenance : Proposed Recurring Expenses: UL HSCL Smathers Total $ 726,690 $ 110,633 $837,323 The library facilities are extensive (nearly 475,000 square fe et of usable space containing 3,800 upholstered chairs, and over 41,000 square feet of shelving for materials) and amongst the most heavily used on campus ( 3 million in person visitors each year) Student spaces include open areas, restricted

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Increased Budget Page 7 study gradu ate student areas, group meeting rooms and individual study carrels. The current funding for operations is inadequate to maintain these spaces and the amount of upkeep services provided by UF Physical Plant has been historically inadequate and is now furt her reduced. Increased recurring funding would be used to paint and repair walls, clean upholstery, and dust and clean library stacks. None of this upkeep is funded or routinely handled at present. The estimated annual expenses for this $837,323. R otating repair and painting of walls with an average service of once every 5 years. $ 712,272 U pholstery cleaning for public seating with an average service every other year. $28,163 S helving and materials to be dusted and cleaned once pe r year. $96,888 Technology : Proposed Recurring Expenses: UL HSCL Smathers Total $ 286,708 $ 43,464 $330,172 The University of Florida Libraries are technol ogy hubs that are among the most frequented student spaces on campus. The Libraries maintain over 1,000 workstations, 110 scanners, and 50 networked Hardware Support Unit(s). Smathers Libraries utilize ove r 90 terabytes of server space for archival and operational purposes. C osts for virtualization and back up with CNS are $150,120 in 2010 2011. It is anticipated that costs for virtual CNS hosting and back up will be an additional $67,200 for 2011 2012 giv en current growth patterns. Based on volume increases for digital collections, including electronic theses and dissertations this trend will continue in successive years. The Libraries maintain the largest number of public workstations on campus (511), but receive no centralized IT funding. Instead, the Libraries have relied heavily on technology funding provided by the Florida Center for Library Automation (FCLA) to sustain its technology. At the direction of the SUS provosts, FCLA is now phasing out its direct support for technology at the SUS libraries. The table below shows that the Libraries have lost $112,972 through 2011 2012 and will lose the remaining balance by 2014 2015.

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Increased Budget Page 8 FCLA Technology Funds for the Smathers Libraries: UL HSCL Smathers Total Change in Total from Prior Year Cumulative Change from 2007 2008 2007 2008 $316,826 $52,808 $369,634 $0 $0 2008 2009 $320,031 $53,981 $374,012 $4,378 $4,378 2009 2010 $268,651 $45,587 $314,238 ($59,774) ($55,396) 2010 2011 $265,023 $47,980 $313,003 ($1,235) ($56,631) 2011 2012* $217,319 $39,344 $256,662 ($56,341) ($112,972) 2012 2013* $162,989 $29,508 $192,497 ($64,166) ($177,137) 2013 2014* $108,659 $19,672 $128,331 ($64,166) ($241,303) 2014 2015* $54,330 $9,836 $6 4,166 ($64,166) ($305,468) 2015 2016 $0 $0 $0 ($64,166) ($369,634) FCLA technology funds are allocated based on student FTE at each SUS. The amounts to be received by UF and the shares for UL and HSCL are estimates based on current allocatio ns I f enrollment at the other institutions continues to outpace UF, this decline in funding will be steeper T he FCLA funding must be replaced in the Libraries budget or funded from the central IT budgets or student technology fee in order to sust ain the current level of service including periodic replacement of public access computers and peripherals Similarly, the CNS charges for hosting the Libraries digital collections and other data is increasing steadily, so an annual increase in fundin g to cover these expenses is necessary For the Libraries these are equivalent to utility charges that must be adequately supported through the Libraries budget or incorporated into the central IT budgets. The Libraries are also requesting $150,000 ann ual to upgrade technology in group study rooms. Non R ecurring Investments : The Libraries have identified essential non recurring investments, including support for special projects associated with the BOG Funded SUS High Density Storage Facility that w ill be constructed next year. While these are projects that can be supported with non recurring funds, some of them are multi year projects and will need to be supported beyond 2011 2012. The expenses provided below are the estimated cost for the coming ye ar only. Proposed Expenses: UL HSCL Smathers Total $ 644 ,600 $60,000 $ 704 ,600 Time Limited Staff 2 @ $65,000* and 7 @ $45,000* OPS Staff 5 FTE @ $15,000 and 8 FTE @ $20,000 Operation al Expenses $ 24,600 Total: $ 704 ,600 includes benefits Start up funding for the preparation and transfer of thousands of the already digitized rare, visually striking, and out of copyright items held by the Libraries, includin books and antique maps, for print on demand which will generate a sustainable revenue stream

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Increased Budget Page 9 comparable to that received by the Cornell University Libraries (2 time limited staff for 12 months and operating expenses for equipment s oftware and CNS storage. ) Year 1 of a 2 year project to de duplicate and catalog materials already in the Auxiliary Library Facility (ALF) for transfer to the H igh D ensity Facility (HDF) (3 time limited staff and 6 FTE OPS) Year 1 of a 2 year project to inventory print journals in ALF for move into the HDF (1 time limited staff and 1 FTE OPS ) Year 1 of multi year project to prepare print journals for move to be in the HDF. The result is the eventual conversion approximately 11,000 square feet in HSCL i nto public spaces for students (1 time limited staff plus 1 FTE OPS) Year 1 of multi year project to prepare print journals and government documents to be moved into the HDF. The result is the eventual conversion approximately 23,000 square feet in Marsto n into public spaces for students. (2 time limited staff plus 5 FTE OPS)

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Smathers Libraries 2011 2012 Budget With Flat Funding Flat Budget Page 1 Flat Funding Smathers Libraries The George A. Smathers Libraries have two main components under RCM, the Health Science Center Libraries (HSCL) and the University Libraries (UL). Under RCM, the HSCL is funded through units of the Health Sciences Center. research units, with the exception of the Lawton Chiles Legal Information Center which is supported by the Levin College of Law and, therefore, not inc luded in this proposal. For the purpose of this RCM report, the Smathers Libraries are presented in a combined budget, but where appropriate, the data is also reported separately for the two components. Over the last several years, the Libraries have be en extremely conservative in filling vacated staff and faculty positions in order to meet anticipated or actual budget cuts, and have historically cut materials last and/or least when facing budget reductions. As a result, the Libraries are severely under staffed. The operational budgets of the Libraries, particularly the HSCL, are inadequate to address facilities and patron needs. Price increases well above the rate of inflation chronically deplete purchasing power for library materials. Accordingly, in planning for a flat budget, operations and, to an even greater extent, collections are negatively impacted. Additional information about the Libraries that will be useful in considering this budget proposal has been provided separately. An overview of current library facilities and services is available at http://www.uflib.ufl.edu/pio/S mathers_Libraries/SmathersLibraries2010.html A comparison of staffing levels and materials budgets for peer institutions in the Association for Research Libraries (ARL) is available at http://www.uflib.ufl.edu/pio/budget/budget narrative2010 2011.pdf The Materials Budget: Despite protecting the materials budget through the past budget reductions, lost buying power due to high rate increases for library materials, which will t otal nearly $700,000 in 2011 2012 alone, is extremely problematic. The 2011 2012 erosion will be in addition to $2.4 million in lost purchasing power from 2007 2008 through 2010 2011, as shown in the table below. Fiscal Y ear Inflation R ate Lost B uying P ower Cumulative L oss 2007 20 08 5.8623% $546,742 $ 546,742 2008 20 09 5.8691% $579,464 $1,126,206 2009 20 10 5.8759% $614,185 $1,740,391 2010 20 11 5.8827% $651,032 $2,391,423 2011 20 12 5.8896% $690,137 $3,081,560 2011 2012 Lost Buying P ower: UL HSCL Smathers Total $55 6 ,13 8 $133,999 $69 0 ,137 As a result the Libraries have had no opportunity to maintain, much less develop, suitable collections. The Libraries are unable to purchase and licens e the range of print and electronic resources which are support a research enterprise with the breadth and depth of

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Flat Budget Page 2 Cumulative Lost Buying Power: UL HSCL Smathers Total $2,487,096 $59 4,465 $3,081,560 Though the lost buying power impacts the entire collections budget, the majority of the Electronic Resources budget is for materials licensed and purchased through consortia and, therefore, cannot be cut by UF independently. As a result Print Monographs (books) and Print Serials (journals) experience a highly disproportionate reduction when we adjust for lost purchasing power. In the event of a flat materials budget for the Smathers Libraries, the reductions from 2011 2012 lost purchas ing power will be attributed as follows: UL HSCL Smathers Total Print Serials $200,000 $0 $200,000 Print Monographs $200,000 $100,000 $300,000 Electronic Resources $156,138 $33,999 $190,137 Total: $ 690,137 A $200,000 loss in Print Serials represents a 12% decrease. While many serials are now available electronically, a large number of important titles, i ncluding many foreign language journals are still available only in print To manage these cuts, library subject selectors would work with the academic faculty and units to identify the specific materials to be forfeited. A $300,000 loss in Print Monographs represents a 28.5% decrease in the number of volumes added to This loss will primarily affect the Humanities, and to a lesser degree the Social Sciences, as these disciplines are still h eavily dependent on print monographs. In all likelihood these titles will never be added to the collections, since print runs for academic titles are so small that most academic books go out of print within the year and future purchasing will be focused on current, rather than retrospective, acquisition. For the HSCL, however, this represents a 100% loss of monograph acquisitions as this eliminates the entire print monograph budget. A $190,137 loss in Electronic Resources (ER) is a small percentage of th e overall materials budget, but the choices for what can be cancelled in ER are tightly constrained by statewide consortial licenses and purchasing agreements. As a result the cuts would have to come from databases and journal packages purchased or licens ed by UF alone. The Sciences and Health Sciences are heavily dependent on electronic access and would be deeply impacted by these losses. Again, subject selectors would work in direct consultation with academic faculty to identify cuts from the following list of databases and journal packages likely to be eliminated: Digital Campus Emerald Full Text Optics infobase CAB abstracts National Research Council of Canada journal package PsycBooks Springer Protocols Current Content STAT! Ref Mental Measurements Y earbook Karger Publishing Package sample titles

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Flat Budget Page 3 American Journal of Nephrology Cytogenetic and Genome Research Mary Ann Liebert Publisher Package sample titles Human Gene Therapy Journal of Neurotrauma Thieme Publisher Package sample titles Seminars in Respiratory & Critical Care Synlett Synthesis Continued lost buying power for 2011 2012, resulting from a flat budget, will further compromise a materials budget already weakened by past lost purchasing power and budget cuts. The cumulative effect would amount to a 5.89 % decrease in materials for 2011 2012. The Salary Budget: As noted above, the Libraries have hired conservatively in the past three years and have given up funding for vacant positions rather than take cuts in the Materials Budget. As a result, the Libraries are severely understaffed. In the event of a flat budget for the Smathers Libraries, we will fill some of the critical vacancies, with particular emphasis on subject specialists and liaisons with academic departments, in order to restore essential services for faculty and students. The Operations Budget: Maintenance: The library facilities are extensive (nearl y 475,000 square feet of usable space containing 3,800 upholstered chairs, and over 41,000 square feet of shelving for materials) and amongst the most heavily used on campus ( 3 million in person visitors each year) Student spaces include open areas, res tricted study graduate student areas, group meeting rooms and individual study carrels. The current funding for operations is inadequate to maintain these spaces and the amount of upkeep services provided by UF Physical Plant has been historically inadequate and is now further reduced. While the Libraries attempt to mitigate the impact, the students and researchers suffer from unclean and inadequately maintained facilities and the lack of periodic cleaning of the shelving damages the library materials over time. The current operations budget permits limited repainting and cleaning of upholstery, primarily to address extreme situations. It does not allow for routine, scheduled cleaning and maintena nce of public spaces. With a flat budget for 2011 2012, t he estimated shortfall in annual expenses required for maintenance is $837,323. T echnology : The University of Florida Libraries are technology hubs The Libraries maintain over 1,000 workstations 110 scanners, and 50 networked printers with 300 individual printers. All equipment is supported by the s Smathers Libraries utilize over 90 terabytes of server space for archival and operational purposes. Costs for virtualization and back up with CNS are $150,120 in 2010 2011 It is anticipated that costs for virtual

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Flat Budget Page 4 CNS hosting and back up will be an additional $67,200 for 2011 2012, given current growth patterns. Based on volume increases for digital collections, including electronic theses and dissertations, this trend will continue in successive years. The Libraries maintain the largest number of public workstations on campus (511) but receive no centralized IT funding. Instead, the Librar ies have relied heavily on technology funding provided by the Florida Center for Library Automation (FCLA) to sustain its technology. At the direction of the SUS provosts, FCLA is now phasing out its direct support for technology at the SUS libraries The table below shows that the Libraries have lost $112,972 through 2011 2012 and will lose an estimated total of $ 369,634 by 2014 2015. FCLA Technology Funds for the Smathers Libraries : UL HSCL Smathers Total Change in Total from Prior Year Cumulative Change from 2007 2008 2007 2008 $316,826 $52,808 $369,634 $0 $0 2008 2009 $320,031 $53,981 $374,012 $4,378 $4,378 2009 2010 $268,651 $45,587 $314,238 ($59,774) ($55,396) 2010 2011 $265,023 $47,980 $313,003 ($1,235) ($56,631) 2011 2012* $217,319 $39,344 $256,662 ($56,341) ($112,972) 2012 2013* $162,989 $29,508 $192,497 ($64,166) ($177,137) 2013 2014* $108,659 $19,672 $128,331 ($64,166) ($241,303) 2014 2015* $54,330 $9,836 $64,166 ($64,166) ($305,468) 2015 2016 $0 $0 $0 ($64,166) ($369,634) FCLA technology funds are allocated based on student FTE at each SUS. The amounts to be received by UF and the shares for UL and HSCL are estimates based on current allocations. If enrollment at the other institutions contin ues to outpace UF, this decline in funding will be steeper. Even i f the Libraries budget is flat, the FCLA funding must be replaced in the Libraries budget or funded from the central IT budgets or student technology fee in order to sustain the current level of service including periodic replacement of public access computers and peripherals Similarly, the CNS charges for hosting the Libraries digital collections and other data is increasing steadily, so without an annual increase in funding to cover these expenses, indefinite future funding by the Libraries is not possible For the Libraries these are equivalent to utility charges that must b e

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Flat Budget Page 5 Recurring Increases to the Base Budget Already Authorized : UL HSCL Smathers Total UF Archives & Records Management (Salary, OPS, OE): $172,846 $115,370 $ 288,216 1 Scholarly Communications (Salary) $73,131 $0 $73,131 2 Clinical Research (Salary) $0 $57,510 $57,510 2 Distance Learning Fee s (OE) $15,600 $62,400 $76,000 3 Committed Non Recurring Funding: UL HSCL Smathers Total Graham Center Archivist (Salary) $49,120 $0 $49,120 4 Trailing Spouse Basic Sciences Librarian, HSCL (Salaries) $40,200 $40,200 5 1 $ 241,470 in Salaries, $12,789 in OPS; and $33,967 in Operating Expenses. In addition, $263,000 is committed for archival shelving in 2012 2013. (Authorized by the Provost and the Sr. Vice President of Health Affairs. ) 2 Jump start positions. (Authorized by the President) 3 Student fee formerly passed through by DOCE to be added to the base budget. (Authorized by the Provost) 4 Time limited position funded by the Graham Center. 5 $20,100 from the Provost; $ 20,100 from CLAS

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Smathers Libraries 2011 2012 Budget With 5% Less Funding 5% Budget Page 1 5% Less Funding Smathers Libraries $1.348 Million The George A. Smathers Libraries have two main components under RCM, the Health Science Center Libraries (HSCL) and the University Libraries (UL). Under RCM, the HSCL is funded through units of the Health Sciences Center. The University Libraries are funded through the university s other academic and research units, with the exception of the Lawton Chiles Legal Information Center which is supported by the Levin College of Law and, therefore, not included in this proposal. For the purpose of this RCM report, the Smathers Libraries are presented in a combined budget, but where appropriate, the data is also reported separately for the two components. Over the last several years, the Libraries have been extremely conservative in filling vacated staff and faculty positions in order to meet anticipated or actual budget cuts, and have historically cut materials last and/or least when facing budget reductio ns. As a result, the Libraries are severely understaffed. Accordingly, when modeling for a 5% cut for the next fiscal year, collections (materials) and library hours bear the brunt of the cuts. Additional information about the Libraries that will be u seful in considering this budget proposal has been provided separately. An overview of current library facilities and services is available at http://www.uflib.ufl.edu/pio/Smathers_Libraries/SmathersLibraries2010.html A comparison of staffing levels and materials budgets for peer institutions in the Association for Research Libraries (ARL) is available at http://www.uflib.ufl.edu/pio/budget/budget narrative2010 2011.pdf The Materials Budget: The impact of material cuts on library patrons is intensified by lost buying power due to high rate increases for library materials. These increases will total nearly $700,000 in 2011 2012 alone. This is in addition to $2.4 million in lost purchasing power from 2007 2008 through 2010 2011. Fiscal Y ear Inflation R ate Lost B uying P ower Cumulative L oss 2007 20 08 5.8623% $546,742 $ 546,742 2008 20 09 5.8691% $579,464 $1,126,206 2009 20 10 5.8759% $614,185 $1,740,391 2010 20 11 5.8827% $651,032 $2,391,423 2011 20 12 5.8896% $690,137 $3,081,560 As a result the Libraries have had no opportunity to maintain, much less develop, suitable collections. The Libraries are unable to purchase and licens e the range of print and electronic resources which are erprise with the breadth and depth of Cumulative Lost Buying Power: UL HSCL Smathers Total $2,487,096 $594,465 $3,081,560 Although the lost buying power impacts the entire collections budget, the majority of the Electronic Resources budget is for materials licensed and purchased through consortia and, therefore, cannot be

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5% Budget Page 2 cut by UF independently. As a result, Print Monograph s (books) and Print Serials (journals) experience a highly disproportionate reduction when we adjust for lost purchasing power or budget cuts. In the event of a 5% cut in the budget for the Smathers Libraries, the proposed reductions in the materials budg et for 2011 2012, including those made as a result of lost purchasing power, are: Proposed Materials Cuts : UL HSCL Smathers Total 5% Budget Cut: $750,000 $113,000 $863,000 2011 2012 Lost Purchasing Power : $556,138 $133,999 $690,137 TOTAL: $1,306,138 $246,999 $1,553,137 The application of these reductions by material type is represented in the table below: 2011 2012 Lost 5% Budget Cut Purchasing Power Smathers Total Print Serials $300,000 $200,000 $500,000 Print Monographs $300,000 $300,000 $600,000 Electronic Resources $263,000 $ 1 90,137 $453,137 Total: $863,000 $690,137 $1,553,137 A $500,000 cut in Print Serials represents a 30 % dec rease. While many serials are now available electronically, a large number of important titles in the Humanities and Social Sciences, including many foreign language journals, are still available only in print. To implement this cut, library subject selectors would work with the academic faculty and units, directly or through the Faculty Senate, to identify the specific materials to be forfeited. A $600,000 cut in Print Monographs represents a 57 % decrease in the number of volumes added to the Social Sciences, as they are still heavily dependent on print monographs. In all likelihood these titles will neve r be added to the collections, since print runs for academic titles are so small that most academic books go out of print within the year and future purchasing will be focused on current, rather than retrospective, acquisition. For the HSCL, however, this represents a 100% loss of monograph acquisitions as this eliminates the entire print monograph budget. A $453,137 cut in Electronic Resources 1 (ER) is a comparatively low 6% decrease, but the options for what can be cancelled in ER are tightly constraine d by statewide consortial licenses and purchasing agreements. These cuts would have to come from databases and journal packages purchased or licensed by UF alone. The Sciences and Health Sciences are heavily dependent on electronic access and would be dee ply impacted by these cuts. Again, subject selectors would work in direct consultation with academic faculty, or through the Faculty Senate, to identify cuts from the following list of databases and journal packages likely to be eliminated: American Physical Society journal package American Society of Civil Engineers journal package CAB abstracts Digital Campus 1 The total Electronic Resources budget is $7.48 million, of which $1.4 million is funded by DSR.

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5% Budget Page 3 Emerald Full Text EBMR (Evidence Based Medicine Reviews) JAMA & Archives (Journal of the American Medical Association) Journal Citation Report s Web Karger Publishing Package s ample titles American Journal of Nephrology Cytogenetic and Genome Research Lippincott Wilkins a nd Williams Publisher Package s ample titles: Academic Medicine American Journal of Nursing Medicine & Science in Sports & Exercise Neurosurgery Plastic & Reconstructive Surgery Spine Mary Ann Liebert Publisher Package sample t itles: Human Gene Therapy Journal of Neurotrauma Mental Measurements Yearbook National Research Council of Canada journal package Optics infob ase OVID Journals Oxford University Press journals PsycBooks Royal Society of Chemistry journal package Science Online Springer Protocols Current Content STAT! Ref Thieme Publisher Package sample t itles Seminars in Respiratory & Critical Care Synlett Synthesis These proposed cuts, when combined with the 2011 2012 lost buying power, would result is a loss of $1.5 million from a materials budget already weakened by prior lost purchasing power and budget cuts. The cumulative effect would amount to a 17% decrease in materials for 2011 2012. The Salary Budget: As noted above, the Libraries have hired conservatively in the past three years and have given up funding for vacant positions rather than take cuts in the Materials Budget. As a result, the Lib raries are severely understaffed. In the event of a 5% cut in the budget for the Smathers Libraries, the proposed reductions in the salary budget for 2011 2012 are: Proposed Salary Cuts : UL HSCL Smathers Total $415,000 $70, 000 $485,000

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5% Budget Page 4 The application of these reductions is represented in the table below: Elimination of staff positions $100,000 (2 positions) Unfilled vacant tenure track positions $280,000 (4 positions) Anthropology Librarian Political Science Librarian Emerging Technologies Librarian Clinical Librarian Unfilled vacant staff positions $ 105,000 Exhibits Coordinator Cataloging Staff T otal: $485,000 A key consequence of eliminating two staff positions w ould be a reduction in the University Libraries operating hours. The current plan, subject to input from the University Administration, Faculty Senate and Student Government, would be for all branches (excluding Health Science) to be closed from Friday ni ght at 6 p.m. until Sunday afternoon at 2 p.m. Students would lose access to the Libraries for 16 hours per weekend: 4 hours Friday night (from 6 until 10 p.m.); 8 hours on Saturday (from 10 a.m. until 6 p.m.) and 4 hours on Sunday (10 a.m. until 2 p.m.). This would affect primarily Library West and Marston, but AFA, Education and Government Documents/Maps also have weekend hours during this time frame that would be eliminated. This is a 15% reduction in overall hours, and at Library West alone would affec t approximately 3,000 students each weekend. As a result of unfilled library faculty vacancies, the disciplines of Anthropology and Political Science are currently being serviced on a temporary basis by a part time graduate student and another liaison l ibrarian with other subject specialization and assignments. Neither situation is acceptable for the long term: the graduate student can only handle basic services, and the liaison librarian is continually pulled between multiple departments. As a result basic services are provided, at best, and limited instruction and research services are available to these departments. Our current Emerging Technologies librarian was reassigned to cover a crucial service position, Interlibrary Loan, which was previo usly staffed by two librarians. Technologies are constantly changing in libraries, and without the position we will miss opportunities to provide the best services for our faculty and students and to enhance their access to library materials. The exhib its coordinator would provide services across the Smathers Libraries, shoring up a good, but underfunded and understaffed program of outreach to the campus and to the community. One of the core services identified by the HSC in their strategic planning i s the clinical mission : providing the highest quality patient care and patient safety. Clinical librarians are becoming increasingly common in health sciences libraries and this Clinical Librarian position is key to assisting the HSC in attain ing their pat ient care goals Studies have found that there are numerous benefits to having a librarian as part of a clinical team : saving clinicians time, supporting evidence based patient care at the bedside and developing future information systems. Other studie s have found that online literature searches provided during morning report result in a reduction in the length of stay for patients. The inability to hire a C linical L ibrarian will adversely impact the ability to help provide the highest quality patient care and safety.

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5% Budget Page 5 The jeopardized cataloging position would catalog federal documents in preparation for the SUS high density facility and generate catalog records for UF electronic theses and dissertations, foreign language materials, maps, music scores and rare books. The loss of this position would substantially affect these areas and delay readiness of UF materials for the high density facility. The Operations Budget: Although the Libraries are not proposing cuts in the Operations Budget, we are experiencing increasing costs and eroding funding in both maintenance and technology, which have the same effect as budget reductions of over $1 millio n. Even by allocating the entire 5 percent cut to materials and staff Maintenance: The library facilities are extensive (nearly 475,000 square feet of usable space conta ining 3,800 upholstered chairs, and over 41,000 square feet of shelving for materials) and amongst the most heavily used on campus ( 3 million in person visitors each year) Student spaces include open areas, restricted study graduate student areas, group meeting rooms and individual study carrels. The current funding for operations is inadequate to maintain these spaces and the amount of upkeep services provided by UF Physical Plant has been historically inadequate and is now further reduced. While the L ibraries attempt to mitigate the impact, the students and researchers suffer from unclean and inadequately maintained facilities and the lack of periodic cleaning of the shelving damages the library materials over time. The current operations budget permi ts limited repainting and cleaning of upholstery, primarily to address extreme situations. It does not allow for routine, schedule cleaning and maintenance of the public spaces. There is already an estimated shortfall of $837,323 in annual expenses require d for maintenance. T echnology : The University of Florida Libraries are technology hubs The Libraries maintain over 1,000 workstations, 110 scanners, and 50 networked printers with 300 individual printers. All equipment is supported by the Smathers Libraries utilize over 90 terabytes of server space for arch ival and operational purposes. Costs for virtualization and back up with CNS are $150,120 in 2010 2011 It is anticipated that costs for virtual CNS hosting and back up will be an additional $67,200 for 2011 2012, given current growth patterns. Based on v olume increases for digital collections, including electronic theses and dissertations, this trend will continue in successive years. The Libraries maintain the largest number of public workstations on campus (511) but receive no centralized IT funding. Instead, the Libraries have relied heavily on technology funding provided by the Florida Center for Library Automation (FCLA) to sustain its technology. At the direction of the SUS provosts, FCLA is now phasing out its direct support for technology at th e SUS libraries The table below shows that the Libraries have lost $112,972 through 2011 2012 and will lose an estimated total of $ 369,634 by 2014 2015 as shown in the table below

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5% Budget Page 6 FCLA Technology Funds for the Smathers Libraries : UL HSCL Smathers Total Change in Total from Prior Year Cumulative Change from 2007 2008 2007 2008 $316,826 $52,808 $369,634 $0 $0 2008 2009 $320,031 $53,981 $374,012 $4,378 $4,378 2009 2010 $268,651 $45,587 $314,238 ($59,774) ($55,396) 2010 2011 $265,023 $47,980 $313,003 ($1,235) ($56,631) 2011 2012* $217,319 $39,344 $256,662 ($56,341) ($112,972) 2012 2013* $162,989 $29,508 $192,497 ($64,166) ($177,137) 2013 2014* $108,659 $19,672 $128,331 ($64,166) ($241,303) 2014 2015* $54,330 $9,836 $64,166 ($64,166) ($305,468) 2015 2016 $0 $0 $0 ($64,166) ($369,634) FCLA technology funds are allocated based on student FTE at each SUS. The amounts to be received by UF and the shares for UL and HSCL are estimates based on current allocations. If enrollment at the other institutions continues to outpace UF, this decline in funding will be steeper. Even i f the Libraries technology budget is protected by cuts to other areas the reduced FCLA funding must be replaced in the Libraries budget or funded from the central IT budgets or student technology fee or the current level of service will suffer, including periodic replacement of public access computers and peripherals Similarly, the CNS charges for hosting the Libraries digital collections and other data is increasing steadily, so without an annual increase in funding to cover these expenses, indefinite future funding by the Libraries is not possible For the Librari es these are equivalent to utility charges that must be adequately supported through the Libraries budget or incorporated into the central IT budgets.