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ARL Position Description Bank ( ARL PD Bank ) Summary
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Permanent Link: http://ufdc.ufl.edu/AA00010861/00001
 Material Information
Title: ARL Position Description Bank ( ARL PD Bank ) Summary
Physical Description: Archival
Creator: Keith, Brian W.
Smith, Bonnie J.
Taylor, Laurie N.
Sullivan, Mark V.
Publisher: George A. Smathers Libraries
Place of Publication: Gainesville, FL
Publication Date: 4/18/2012
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution.
System ID: AA00010861:00001

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1 Contents 1. Narrative Introduction, Scope, and Outcomes ................................ ................................ ......................... 1 2. UF Project Team ................................ ................................ ................................ ................................ ........ 3 3. Proje ct Timeline ................................ ................................ ................................ ................................ ........ 3 4. Technical Narrative ................................ ................................ ................................ ................................ ... 4 Architecture ................................ ................................ ................................ ................................ .............. 4 Digital Preservation ................................ ................................ ................................ ................................ ... 4 1. Narrative Introduction, Scope a nd Outcomes Perhaps the most common collaboration between personnel officers from different academic libraries is the sharing of position descriptions. This is usually initiated by a request for samples over an electronic mailing list The responses are hit or miss and not often distributed to the whole list and neither the responses n or the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing ( archiving locatin g, and retriev ing ) and distributing position descriptions. These documents serve as important elements of effective human resources management and are only useful if maintained, organized and accessible. Techniques for and effectiveness in managing these documents vary from institution to institution. A central ized position description (PD) database for academic libraries will improve th e sharing of information through a browseable and search able database that provides access to a national collection (or bank) of PDs. This will also strengthen the management of PDs for individual institutions providing an effective organiz ational method and system that support s findability as well as archiving for long term digital preservation T he ARL PD Bank w ill be developed based on specifications determined by the ARL Personnel Officers through focus groups and other feedback channels. Once developed, the ARL PD Bank will be established through an initial call for the submission of current PDs. Then the PD Ban k will be maintained as the individual institutions use it to manage their documentation in instances such as when positions change, new positions are developed or positions are eliminated. Th e ARL PD Bank will thus provide a useful source for current PDs and w ill depict the evolution of positions and library functions and services as reflected over time in the PDs.

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2 The ARL PD Bank will allow i ndividual institutions to upload their position descriptions directly into the ARL PD Bank. For each PD the submitting institution would provide limited metadata and submit the document through a process akin to making an attachment to an email message. The metadata will likely include: % of FTE (Full Time Equivalent) Fair Labor Standard Act Status ( e xempt or n on exempt ) For exempt positions, submitters w ill select the category that best describes the position: o Professional Librarian, o Other Professional, or o Support or Paraprofessional Staff Job type (e.g.; Curator ) Working t itle (e.g.; Chemistry Librarian ) Institution type (Law, Medical Library, etc ) Department or Unit within the Institu tion Employment t ype ( temporary, regular or tenure accruing or permanent status eligible ) This information, along with keyword search capability will permit institutions to search the ARL PD Bank for position descriptions To enhance the effectiveness of the ARL PD Bank as a position description management system institutions could elect to use custom identifiers and other data fields that would not be externally viewable These c ould include name, position number, department /branch date reviewed/modified and other data identified by the institution as useful. Additionally, institutions could include notes for their own reference regarding individual PDs The metadata for the positions could be reviewed and updated by the institution as necessary when the position or some characteristic of the position changes over time. Examples of these changes mi ght be reporting structure or title changes. Also, t hrough the ARL PD Bank institutions will also be able to retain and access previous versions of position descriptions. In summary, the ARL PD Bank will provide enhanced processing of PDs for individual institutions through effective organizing for findability and access a s well as archiving for long term digital preservation. Increased usability will also offer institutions the opportunity to advance their maintenance activities for PD s. For example, the database w ill allow institutions to run reports enabling them to establish review schedules based on the last date a new version was posted or the review date in the record and to self monitor compliance with their schedule using that data. Also, th e keyword search w ill allow position de s criptions impacted by changes in unit names supervisor s software application s etc. to be easily identified and prioritized for updating In short, the ARL PD Bank will not only provide ease of collaboration between personnel officers from different academic libraries but will also provide each participating institution a sophisticated and customizable system for managing their own PDs.

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3 2. UF Project Team Brian W. Keith, Associate Dean for Adm inistrative Services and Faculty Affairs University of Florida George A. Smathers Libraries. Responsible f or overall project direction, implementation and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors Bonnie J. Smith, Assistant Program Director, Human Resources University of Florida George A. Smathers Libraries. Responsible for engageme nt with ARL Personnel Officers. P rimary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor, Digital Humanities Librarian University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specificatio ns and requirements. Supports system usability, creation and refinement of documentation for technical and user needs gathering user feedback, user testing, and user training Mark V. Sullivan, Head, Digital Development and Web Services, University of Florida George A. Smathers Libraries. Responsible for all technical aspects of the system development. Assists in user training to ensure the technical strength and ease of use for all tools and technologies. 3. Project Timeline Planning Ph ase April 2012 June 2012 1. Assess specific user needs within project scope through engagement of ARL Personnel Officers 2. Compile specifications of system 3. Vet specifications, including the presentation of a graphic mock up, with ARL and Personnel Officers 4. Finalize specifications based on feedback Implementation Phase June 2012 January 2013 1. Development of system; draft support documentation 2. Beta launch; feedback period opens 3. Beta testing; feedback period ends; finalize system and documentation Launch Phase January 2013 March 2013 1. System made available to all ARL member institutions 2. Marketing (with ARL) 3. User support 4. Any additional debugging 5. Evaluation

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4 4. Technical Narrative Architecture T he ARL Position Description Bank (ARL PD Bank) will run as a web application on a web server at the University of Florida The current ARL PD Bank proposal includes the following standard questions: % of FTE (Full Time Equivalent) Fair Labor Standard Act Status (exempt or non exempt) For exempt positions, submitters would select the category that best describes the position: o Professional Librarian, o Other Professional, or o Support or Paraprofessional Staff Job type (e.g.; Curator) Working title (e.g.; Chemistry Librarian) Institution type (Law, Medical Library, e tc.) Employment type (temporary, regular, or tenure accruing or permanent status eligible) Date posted The positions will also be identified and searchable by institution, institution type (private, public), and region. Two major features suppor t core functionality for the ARL PD Bank : 1. Ability to upload a position description as a text file, a PDF file, or Microsoft Word document, and subsequently perform a full text search against those position descriptions. 2. Ability for institutions to elect to customize a significant number of fields for subsequent search and retrieval or other data management purposes. This allows each institution to create custom identifiers and other data fields which would not be publicly viewable. These could include the reviewed/modified, and other data identified by the institution as useful. In addition, each institution will be able to modify the basic appearance of the sy stem, to provide local institution branding, as well as branding on the whole as the ARL PD Bank. Digital Preservation The Uni versity of Florida Libraries is committed to long term digita l preservation of all digital scholarship works sponsored by the Libraries. This includes in the UF Digital Collections, including the IR@UF, UF supported collaborative projects as with the Digital Library of the Caribbean (dLOC) and innovative digital sc holarship works like the ARL PD Bank Redundant digital archives, adherence to proven standards, and rigorous quality control methods protect digital objects. The UF Libraries provide a comprehensive approach to digital preservation, including technical su pports, reference services for both online and offline archived files, and support services by providing training and consultation for digitization standards for long term digital preservation. In practice consistent for all digital projects and materials supported by the UF Libraries, redundant copies are maintained for all online and offline files