ARL Position Description Bank ( ARL PD Bank ): User Guide

ARL PD Bank ( Related URL )
MISSING IMAGE

Material Information

Title:
ARL Position Description Bank ( ARL PD Bank ): User Guide
Physical Description:
Documentation
Language:
English
Creator:
Keith, Brian W.
Smith, Bonnie J.
Taylor, Laurie N.
Sullivan, Mark V.
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Subjects

Subjects / Keywords:
User Guide
Human Resources
Management

Notes

Summary:
User Documentation for the Association of Research Libraries (ARL) Position Description Bank (ARL PD Bank).
General Note:
The draft document was loaded on January 2, 2013. This early draft is available for use in beta testing. A new draft was released on February 1, 2013 and again on February 28, 2013. The document was again updated to support new system functionality on March 20, 2013, July 7, 2013, and August 23, 2013. Updated on January 14, 2014 to add contact information for ASERL Consortial Lead.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights reserved.
System ID:
AA00013455:00001

Full Text

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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ .......................... 3 Permissible Use and Appropriate Data ................................ ................................ ................... 3 Contact Information ................................ ................................ ................................ .............. 4 User Accounts ................................ ................................ ................................ ....................... 5 Create an Account ................................ ................................ ................................ .......................... 5 Log On ................................ ................................ ................................ ................................ ........... 6 Searching ................................ ................................ ................................ .............................. 7 Basic Search ................................ ................................ ................................ ................................ ... 7 Advanced Search ................................ ................................ ................................ ............................ 8 Search Results ................................ ................................ ................................ ................................ 9 Customizing th e View ................................ ................................ ................................ ................... 10 Sorting Results ................................ ................................ ................................ ............................. 10 Exporting Data ................................ ................................ ................................ ............................. 11 Adding a New Position ................................ ................................ ................................ ........ 11 Standard Data ................................ ................................ ................................ .............................. 12 Institution On ly Data ................................ ................................ ................................ .................... 13 Attach Documents ................................ ................................ ................................ ........................ 14 Submit a Position ................................ ................................ ................................ ......................... 15 Viewing and Maintaining a Position ................................ ................................ ..................... 15 Actions Sidebar ................................ ................................ ................................ ............................ 17 View Positio n ................................ ................................ ................................ ................................ ...... 17 View Position History ................................ ................................ ................................ .......................... 18 Edit Position ................................ ................................ ................................ ................................ ........ 19 Delete Position ................................ ................................ ................................ ................................ .... 19 Add New Position ................................ ................................ ................................ ................................ 20 Duplicate Position ................................ ................................ ................................ ............................... 20 Forwarding Documents ................................ ................................ ................................ ................ 20 My Positions ................................ ................................ ................................ ....................... 22 My Employees ................................ ................................ ................................ ..................... 23 Customizing the View ................................ ................................ ................................ ................... 25 Sorting Results ................................ ................................ ................................ ............................. 25

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ARL Position Description Bank Page 2 of 29 Exporting Data ................................ ................................ ................................ ............................. 25 Adding a New Employee ................................ ................................ ................................ ...... 26 Submit a New Employee ................................ ................................ ................................ ............... 26 Viewing and Maintaining an Employee ................................ ................................ ................ 26 Institutional Administration (Under Development) ................................ .............................. 29 Maintaining Users ................................ ................................ ................................ ........................ 29 Creating Custom Fields ................................ ................................ ................................ ................. 29

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ARL Position Description Bank Page 3 of 29 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Ca n ada and the United States The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports finda bility as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications d etermined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 r esponses are 'hit or miss' and not often distributed to the whole list, and neither the responses nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, an d retrieving) 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 docume nts vary from institution to institution. Permissible Use and Appropriate Data seek to preserve privacy. Though the ARL PD Bank is secure access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions s ubmitted data and documents must not include: Security Number or the comparable registration number, passport number, etc. credit or debit card information Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and complete birth dates. Please contact the system administrator should you have any questions or concerns regarding this.

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ARL Position Description Bank Page 4 of 29 Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Per sonnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Respo nsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), Head, Digital Development and Web Services, University of Florida George A. Smathers Libraries. Responsible for all technical aspects of the syst em development. Assists in user training to ensure the technical strength and ease of use for all tools and technologies.

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ARL Position Description Bank Page 5 of 29 User Account s Create an Account To create an account, go to the ARL PD Bank (linked from http://www.uflib.ufl.edu/arlpdbank/ ) and select Clicking on the R egister link takes you to the registration screen which is shown below. Once you register, you will receive an email message stating:

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ARL Position Description Bank Page 6 of 29 Thank you for registering to participate in the ARL Position Description Bank. Your registration will be reviewed shortly. If you have any questions regarding you r registration, feel free to contact us at arlpdbankhelp@uflib.ufl.edu or by phone at 352 273 2595. Log On Once your user account is activated go to the Log On page for the ARL PD Bank (linked from http://uflib.ufl.edu/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Password After successfully logging on the screen colors will update to colo rs for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 7 of 29 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field.

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ARL Position Description Bank Page 8 of 29 The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you c an change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed: The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 9 of 29 Se arch Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below: The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the s earch results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the acti ons listed at the bottom of the page (see next section) Actions: o B ottom of page o The Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata

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ARL Position Description Bank Page 10 of 29 Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Defau lt and Reordered Columns Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical charact er. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 11 of 29 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search re sult to an XLS Excel file named arlpdbank.xls The file can then be opened or saved: Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata

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ARL Position Description Bank Page 12 of 29 Institution Only D ata (if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future) 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Profe ssional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one)

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ARL Position Description Bank Page 13 of 29 a. Tenure accruing or permanent status eligible b. Regular (Recurring, ongoing appointments including non tenure accruing and non permanen t status eligible faculty or administrative personnel appointments) c. Temporary/time limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted) d. Residency/Fellowship/Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institution On ly Data for a sample institution.

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ARL Position Description Bank Page 14 of 29 In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents

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ARL Position Description Bank Page 15 of 29 At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the in stitutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as i n the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents. Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes:

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ARL Position Description Bank Page 16 of 29 o Standard D ata o Institution Only D ata (if applicable) o Public Documents o Private (Institution Only) Documents (if applicable) o Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 17 of 29 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 18 of 29 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 19 of 29 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Dele te Position actions are not reversible and, therefore require a confirmation : Clicking OK permanently deletes the position and all associated documents

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ARL Position Description Bank Page 20 of 29 Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on Duplication Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Si ngle R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 21 of 29 Clicking the F orward link brings up the Forward a Document screen : Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 22 of 29 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Se arch Results section above.

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ARL Position Description Bank Page 23 of 29 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searchin g the ARL PD Bank. The functionality described below is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Em ployees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 24 of 29 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the ac tions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employe e Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file. Add New E mployee takes you to the screen to enter the information for a new employee.

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ARL Position Description Bank Page 25 of 29 Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no da ta are sorted as the lowest number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 26 of 29 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you can review and edit the single record. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Empl oyee Record screen is shown below.

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ARL Position Description Bank Page 27 of 29 This record includes the Employee Data, Standard Data, and the Institution Only D ata

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ARL Position Description Bank Page 28 of 29 The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to r eturn to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available

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ARL Position Description Bank Page 29 of 29 o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title li nks to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only) Institutional A dministration (Under Development) Maintaining Users Creating Custom Fields



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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ .......................... 3 Permissible Use and Appropriate Data ................................ ................................ ................... 3 Contact Informati on ................................ ................................ ................................ ........... 4 User Accounts ................................ ................................ ................................ ....................... 4 Create an Account ................................ ................................ ................................ .......................... 4 Log On ................................ ................................ ................................ ................................ ........... 6 Searching ................................ ................................ ................................ .............................. 7 Basic Search ................................ ................................ ................................ ................................ ... 7 Advanced Search ................................ ................................ ................................ ............................ 8 Search Results ................................ ................................ ................................ ................................ 9 Customizing the View ................................ ................................ ................................ ................... 10 Sorting Results ................................ ................................ ................................ ............................. 11 Exporting Data ................................ ................................ ................................ ............................. 11 Adding a New Position ................................ ................................ ................................ ........ 12 Standard Data ................................ ................................ ................................ .............................. 12 Institution Only Data ................................ ................................ ................................ .................... 14 Attach Documents ................................ ................................ ................................ ........................ 15 Submit a Position ................................ ................................ ................................ ......................... 16 Viewing and Maintaining a Position ................................ ................................ ..................... 16 Actions Sidebar ................................ ................................ ................................ ............................ 18 View Position ................................ ................................ ................................ ................................ ...... 18 View Position History ................................ ................................ ................................ .......................... 19 Edit Position Data ................................ ................................ ................................ ................................ 19 Manage Documents ................................ ................................ ................................ ............................ 20 Delete Position ................................ ................................ ................................ ................................ .... 20 Add New Position ................................ ................................ ................................ ................................ 20 Duplicate Position ................................ ................................ ................................ ............................... 20 Forwarding Documents ................................ ................................ ................................ ................ 21 My Positions ................................ ................................ ................................ ....................... 23 My Employees ................................ ................................ ................................ ..................... 24 Custo mizing the View ................................ ................................ ................................ ................ 26

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ARL Position Description Ba nk Page 2 of 29 Sorting Results ................................ ................................ ................................ .......................... 26 Exporting Data ................................ ................................ ................................ ........................... 26 Adding a New Employee ................................ ................................ ................................ .. 27 Viewing and Maintaining an Employee ................................ ................................ .......... 27 Institutional Administration ................................ ................................ ................................ 29 Maintaining Users ................................ ................................ ................................ ........................ 29 Creating Custom Fields ................................ ................................ ................................ ................. 29

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ARL Position Description Ba nk Page 3 of 29 Introd uction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and se archable database that provides access to a collection (or bank) of PDs throughout Ca n ada and the United States The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that suppor ts findability as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specific ations determined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 lis t. The responses are 'hit or miss' and not often distributed to the whole list, and neither the responses nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, loca ting, and retrieving) 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 thes e documents vary from institution to institution. Permissible U se and A ppropriate D ata We seek to preserve privacy. Though the ARL PD Bank is secure access is restricted, and only very limited data is available to those outside of the individual institutions S ubmitted data and documents must not include: S ecurity N umber or the comparable registration number, passport number, etc. rmation Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and birth dates.

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ARL Position Description Ba nk Page 4 of 29 Please contact the system administrator should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: Brian W. Keith ( brikeit@ uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership T eam, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595) Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for eng agement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications and requirements. Supports system usability, creation and re finement of documentation for technical and user needs, gathering user feedback, user testing, and user training. Mark V. Sullivan ( marsull@uflib.ufl.edu ; 352.273.290 7), Head, Digital Development and Web Service s, 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. User Account s Create an Accou nt To create an account, go to the ARL PD Bank (linked from http://www.uflib.ufl.edu/arlpdbank/ ) and of the main screen.

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ARL Position Description Ba nk Page 5 of 29 Clicking on the register link takes you to the registration screen which is shown below. Once you register, you will receive an email message stating: Thank you for registering to participate in the ARL Position Description Bank. Your registration will be reviewed shortly. If you have any questions regarding your registration, feel free to contact us at arlpdbankhelp@uflib.ufl.edu or by phone at 352 273 2595.

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ARL Position Description Ba nk Page 6 of 29 Log On Once your user account is activated go to the main page for the ARL PD Bank (linked from http://uflib.ufl.edu/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Passw ord After successfully logging on the screen colors will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Ba nk Page 7 of 29 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position des criptions, vacancy announcements, etc.). Basic Search The initial Welcome or Home page for the ARL Position Description Bank is shown below. The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institutio n in the Search Scope field.

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ARL Position Description Ba nk Page 8 of 29 The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you can change this selection to one of the required data fields or your optional Institution Level data areas. Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed : The Advanced S earch extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region and/ or State/Province.

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ARL Position Description Ba nk Page 9 of 29 Example Advanced Search Search Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below: The search results screen is comprised of a number of elements. Each is described in turn in the following section.

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ARL Position Description Ba nk Page 10 of 29 Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page o The Actions bar allows you to perform actions against any posi tions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata o Open S elected P ositions opens the selected positions in separate windows. ( Please note up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) o Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column wid th The order of the columns can also be changed by clicking and dragging column header s Default and R eordered C olumns

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ARL Position Description Ba nk Page 11 of 29 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the searc h result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results. Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Ba nk Page 12 of 29 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata ( i f the institution opts to use ) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab.

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ARL Position Description Ba nk Page 13 of 29 From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in search ing the ARL PD Bank The required data is: 1. Working title 2. % FTE or Full Time Equivalent 3. Position status (select one) a. Active b. Inactive c. Pending 4. Position type (select one) a. Professional librarian b. Other professional c. Support or paraprofessional (exempt only) d. Su pport or paraprofessional (non exempt) e. None of the above 5. Appointment type (select one) a. Tenure accruing or permanent status eligible b. Regular c. Temporary/time limited d. Residency/Fellowship/Internship 6. Library type (select one) a. Law Library b. Medical Library c. All Oth er

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ARL Position Description Ba nk Page 14 of 29 7. Functional areas (check all that apply) Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only D ata fields, the submitted data will not be viewable to other ARL PD Bank users or us able by users outside of your institution in searching the ARL PD Bank. The Institution Only D ata is customizable by e ach institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre p rogrammed fields o Job classification o Employee ID o Employee name o Position number o Department o Supervi sor name o Effective date of edit/change o Notes Below is a screenshot of the Institution Only Data for a sample institution.

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ARL Position Description Ba nk Page 15 of 29 Here, you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field mandatory. If so, those fields are noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: P ublic P rivate ( I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private documents will only display for and may only be keyword searched by those within the submitting institution. Below is a screenshot of the Attach Documents ta b for a sample institution that has opted to use both Public and Private documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription mig ht include a variety of documents describing a position. For example, some institutions might use annual activity reports or assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the institutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your instit ution elects to permit the submission of I nstitution O nly

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ARL Position Description Ba nk Page 16 of 29 documents the submitted d ocuments will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Evaluations The types of Private ( I nstitution O nly) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as ad ding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents. Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ing documents, click S ubmit to complete the process, thereby creating a new position record You will then proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting an entry you can view the Single Record as shown in the screenshot below. The Single Record screen includes: o Standard D ata o Institution Only D ata (if applicable) o Public Documents o Private (Institution Only) Documents (if applicable) o Actions sidebar : o View Position o View Position History o Edit Position D ata o Manage Documents o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Ba nk Page 17 of 29 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position History, explained in the Actions Sidebar section below. C hanges are reflected immediately in the single record screen. Also note: T he backward arrow button, at the top right of the screen, allows access to previous vers ions of the record.

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ARL Position Description Ba nk Page 18 of 29 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single pos ition record and access any associated documents. In the upper right hand corner ( see screen shot below ) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new d ocument creates a historical record of the position.

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ARL Position Description Ba nk Page 19 of 29 View Position History The Vie w Position History screen shows prior versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it e xisted at the time of that change. Edit Position D ata The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data

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ARL Position Description Ba nk Page 20 of 29 Manage Documents The Manage Docume nts screen is similar to the Attach Documents screen for uploading the initial documents, d uring the Add New Position process described above. Delete Position The Delete Position link from the Actions Sidebar allows you to delete the position and all file s for the position. Delete Position actions are not reversible and, therefore require a confirmation : Clicking OK permanently deletes the position and all associated documents Add New Position The Add New Position link from the Actions Sidebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position link is included in the Actions Sidebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate of the ex isting position record This makes it easier to create multiple similar positions.

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ARL Position Description Ba nk Page 21 of 29 Clicking on Duplication Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screensho t below. Clicking on this F orward link brings up the Forward a Document screen :

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ARL Position Description Ba nk Page 22 of 29 Complete the form and click Submit to send an email with the selected file attached. Then, y ou will automatically return to the S ingle R ecord screen where you will receiv e a confirmation message : Email Sent Successfully

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ARL Position Description Ba nk Page 23 of 29 My Positions The My Positions tab opens a screen show ing all of the positions for your institution. The positions can then be filtered and organized using the facets and column headers, and the other fun ctions described in the search results screen section above.

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ARL Position Description Ba nk Page 24 of 29 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, In stitution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The functionality described below is only available for institutions opting to use th e My Employees Please note: the My Employees module requires the institution to use an E mployee ID number for each employe e record The My Employees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution As with the Basic Search and Advanced S e arch, the search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Ba nk Page 25 of 29 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Te rms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns o Cli cking on a single employee will open the employee information, where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Act ions: o Bottom of page o The Actions bar allows you to perform actions against any employees in the results pane which have been selected o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee o Open Selected Employees opens the selected employees in separate windows. ( Please up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) o Export Data opens the full search result in an XLS E xcel file. o Add New Employee takes you to the screens to enter the information for a new employee.

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ARL Position Description Ba nk Page 26 of 29 Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be change d by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabeti cal character. Exporting Data E xport Data located in the Actions bar at the bottom of the page, exports the current set of result s in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Ba nk Page 27 of 29 Adding a New Employee From the bottom of the My Employees search results screen or from the Actions Sidebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee An example of the Employee Data is provided below Viewing and Maintaining an Employee Aft er creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by c lick ing on an employee from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Ba nk Page 28 of 29 The E mployee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard employee view) o View Employee History o Edit Employee o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is avail able o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Descript ion to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents)

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ARL Position Description Ba nk Page 29 of 29 Institutional A dministration Maintaining Users Creating Custom Fields



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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Information ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Log On ................................ ................................ ................................ ................................ ............. 5 Searching ................................ ................................ ................................ ................................ 7 Basic Search ................................ ................................ ................................ ................................ ..... 7 Advanced Search ................................ ................................ ................................ .............................. 7 Search Results ................................ ................................ ................................ ................................ .. 9 Customizing the View ................................ ................................ ................................ ..................... 11 Sorting Results ................................ ................................ ................................ ............................... 12 Exporting Data ................................ ................................ ................................ ............................... 13 Adding a New Position ................................ ................................ ................................ ........... 14 Standard Data ................................ ................................ ................................ ................................ 14 Institution Only Data ................................ ................................ ................................ ...................... 15 Attach Documents ................................ ................................ ................................ .......................... 16 Submit a Position ................................ ................................ ................................ ........................... 18 Viewing and Maintaining a Position ................................ ................................ ........................ 18 Actions Sidebar ................................ ................................ ................................ .............................. 20 View Position ................................ ................................ ................................ ................................ ......... 20 View Position History ................................ ................................ ................................ ............................. 21 Edit Position ................................ ................................ ................................ ................................ ........... 22 Delete Position ................................ ................................ ................................ ................................ ....... 23 Add New Position ................................ ................................ ................................ ................................ ... 24 Duplicate Position ................................ ................................ ................................ ................................ .. 24 Forwarding Documents ................................ ................................ ................................ .................. 24 My Positions ................................ ................................ ................................ .......................... 27 My Employees ................................ ................................ ................................ ........................ 28 Customizing the View ................................ ................................ ................................ ..................... 30 Sorting Results ................................ ................................ ................................ ............................... 30 Exporting Data ................................ ................................ ................................ ............................... 30

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ARL Position Description Bank Page 2 of 44 Adding a New Employee ................................ ................................ ................................ ......... 31 Submit a New Employee ................................ ................................ ................................ ................. 31 Assign Employee to a Position ................................ ................................ ................................ ........ 32 Viewing and Maintaining an Employee ................................ ................................ ................... 32 Institutional Adm inistration ................................ ................................ ................................ ... 35 Institutional Administration ................................ ................................ ................................ ........... 35 Review Pending User Registrations ................................ ................................ ................................ 36 View Institutional Users ................................ ................................ ................................ ................. 37 Institutional Options / Questions ................................ ................................ ................................ .... 39 Adding New Questions and Editing Questions ................................ ................................ ................. 40 Institution Only File Types ................................ ................................ ................................ .............. 43

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ARL Position Description Bank Page 3 of 44 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada and the United States. The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports finda bility as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications d etermined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, a nd retrieving) 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 docum ents vary from institution to institution. Permissible Use and Appropriate Data Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limi ted data is available to those outside of the individual institutions, submitted data and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home conta ct information, and complete birth dates.

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ARL Position Description Bank Page 4 of 44 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdb ankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Re sponsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, co mmunications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translati on of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), 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.

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ARL Position Description Bank Page 5 of 44 User Account s Log On Once your user account is activated, go to the main page for the ARL PD Bank (linked from http://uflib.ufl.edu/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Password. After successfully logging on the screen colors will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions th at have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 44

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ARL Position Description Bank Page 7 of 44 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Descri ption Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you c an change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed:

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ARL Position Description Bank Page 8 of 44 The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 9 of 44 Se arch Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 10 of 44 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positi ons and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 11 of 44 o The Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selec ted Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups fro m the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and Reordered Columns

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ARL Position Description Bank Page 12 of 44 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest nu mber/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 13 of 44 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 14 of 44 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata (if the institution opts to use) Attach Documents Standar d D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the fores eeable future)

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ARL Position Description Bank Page 15 of 44 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Professional positions which may or may not require an adv anced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determined time limit) [An employee (regardless of title) who has been hired for a position without a pre determined time limit. In cludes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative personnel appointments. This type differs from Term, Temporary or Time Limited employment, which have a pre determined period of e mployment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internship 6. Library type (select one) a. L aw Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will n ot be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 16 of 44 o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institution Onl y Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 17 of 44 P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL P D Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the in stitutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachm ent to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 18 of 44 Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicable) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 19 of 44 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 20 of 44 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Recor d sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 21 of 44 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 22 of 44 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 23 of 44 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation : Clicking OK permanently deletes the position and all associated documents

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ARL Position Description Bank Page 24 of 44 Add New Position The Add New Position link from the Actions s idebar o pens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate o f the existing position record This makes it easier to create multiple similar positions. Clicking on Duplication Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 25 of 44 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 26 of 44 Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 27 of 44 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Se arch Results section above.

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ARL Position Description Bank Page 28 of 44 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable b y users outside of your institution in searching the ARL PD Bank. The functionality described below is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search res ults for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 29 of 44 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Sh ows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 30 of 44 Add New E mployee takes you to the screen to enter the information for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowes t number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 31 of 44 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may selec t from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Sing le Record view for the employee record. Here, you can review and edit the single record.

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ARL Position Description Bank Page 32 of 44 Assign Employee to a Position The screen below shows the standard message when an employee is not currently assigned to a position. This screen includes a link to ass ign the employee to a position by editing an existing position or adding a new position. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Bank Page 33 of 44 This record includes the Employee Data, Standard Data, and the Institution Only D ata The Employee screen is comprised of a numb er of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee

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ARL Position Description Bank Page 34 of 44 o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 35 of 44 Institutional A dministration The Institutional Administration pages can be accessed by users with admi nistrative privileges. Institutional Administrators can review and approve other users for their institution as well as create and edit institution only questions. In addition to institutional customization, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.). Institutional Administration The Institutional Administration pages can be accessed by users with administrative privile ges from the "Ad min" link in the top, right hand corner. The main "Admin" screen is shown below and includes: Review Pending User Registrations View Institutional Users Institutional Options/Questions

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ARL Position Description Bank Page 36 of 44 Review Pending User Registrations The Review Pending User Registrations screen allows you to review and approve newly registered users for your institution. The main screen shows a list of newly registered users as shown in the screen below.

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ARL Position Description Bank Page 37 of 44 Click on one of the users to see the full review screen to edit user i nformation as well as to approve, assign roles and permissions, or reject the newly registered user. View Institutional Users The "View Institutional Users" option displays a list of all of the already registered and approved users, with basic informa tio n and roles and permissions.

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ARL Position Description Bank Page 38 of 44 Clicking on one of the individual users then brings up a new screen with the ability to edit the user and ch ange the roles and permissions.

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ARL Position Description Bank Page 39 of 44 Institutional Options / Questions The "Institutional Options / Quest ions" link shows the institutional questions in use for the institution only data as well as the options for setting Institution Only File Types. Each of the questions is listed along with type, whether or not the questio n is active, and other options. Al so, at the bottom of the list of questions is the option to add new questions. Additionally, clicking on any of the existing questions opens a new screen where that question can be edited. Below is one example for editing an institutional question. In the example below, the qu estion being edited is for a Position Number to add thi s as a standard question for the institution only data.

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ARL Position Description Bank Page 40 of 44 Adding New Questions and Editing Questions For adding new questions and editing questions, there are many options which are explained below. Please note: Not all of the elements below are available for each type of question.

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ARL Position Description Bank Page 41 of 44 Question Name This is term (or terms) which best describe the data you wish to collect. These words will appear before the specific entries when looking at results or single positions In addition, this will appear in the drop down for advanced searching if you choose to make this field searchable. Possible Examples: Classification Department Supervisor Complete Question The Complete Question appears when users from your institution are prompted to enter answers when entering a new position, or editing an existing PD. The Complete Question can provide more information for your users. This can also be left blank to default to the question name, followed by a colon. Possible Examples : Job Classification: Department: Supervisor Name: Question Type The Question Type sets the type of quest ion and thus the type of answers to be collected. The following types are available for institutional questions: 1. Free Text: o The user will enter information, without having any pre set options to select from, as opposed to a drop down menu. 2. Multiple Choice (One Selection): o The user will select one and only one of the possible pre set answers from a radio button list. The user c an only select ONE of the answers (or, none if the question is not required). 3. Multiple Choice (Multiple Answers): o The user will select one or more of the answers from the pre sets using a checklist. The user can select as many as they wish (or, none if th e question is not required). 4. Date:

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ARL Position Description Bank Page 42 of 44 o The user will enter a date, and will have a calendar box pop up to assist them with selecting a date. 5. Numeric Field: o The user will enter a value, which must be numeric. 6. Dropdown (Only One Answer): o The user will select fro m your controlled values by selecting one answer from a drop down list. The user can only select ONE of your answers. 7. Name ( First and Last ): o The user will enter a name, first name, followed by a separate last name field. 8. Employee o This option will enabl e the employee module. (See help section on the Employee Module). Options Is Active? This checkbox determines if the question is currently active and accepting answers when users edit or add a new position. Is Required? This checkbox determines if the user is required to enter or select a value for this question. Include As Facet? This option adds this question and answers to the facet bar on the left of the s. Include Help? Enabling this will result in an automatically created help page being available to your users when entering data into this question. below. Question Help This field can be used to enter any additional help you wish to provide to your institutional users when they are entering the data for this question. Length of Field This field can be left blank. When left blank, input boxes will default to a system determined length. However, if you wish to dictate the length of a field used to collect data from your users, you can enter values here. Values greater than 500 will re sult in a multi line input box. Controlled Values

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ARL Position Description Bank Page 43 of 44 Certain fields provide controlled values for your user to select. Those values should be entered into this box with each selection on a different line. If this is for a Dropdown question, leaving the firs t line blank will result in not having a default value. Otherwise, the first answer will be the default answer when entering new positions. For instance, if adding a question on tenure status, you could choose to enter these for possible answers, with eac h answer on a separate line: Tenured Tenure Track, Not Tenured Non Tenure Track This is shown in the image below. Institution O nly F i le Types In addition to setting institution only questions, institution only file types can be assigned from the main screen for "Institutional Options / Questions" as shown below.

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ARL Position Description Bank Page 44 of 44



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ARL Position Description Bank (ARL PD Bank) : User Guide Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Information ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Log On ................................ ................................ ................................ ................................ ............. 5 Lost Password ................................ ................................ ................................ ................................ .. 6 Searching ................................ ................................ ................................ ................................ 9 Basic Search ................................ ................................ ................................ ................................ ..... 9 Advanced Search ................................ ................................ ................................ .............................. 9 Search Resu lts ................................ ................................ ................................ ................................ 11 Customizing the View ................................ ................................ ................................ ..................... 13 Sorting Results ................................ ................................ ................................ ............................... 14 Exporting Data ................................ ................................ ................................ ............................... 15 Adding a New Position ................................ ................................ ................................ ........... 16 Standard Data ................................ ................................ ................................ ................................ 16 Institution Only Data ................................ ................................ ................................ ...................... 17 Attach Documents ................................ ................................ ................................ .......................... 18 Submit a Position ................................ ................................ ................................ ........................... 20 Viewing and Maintaining a Position ................................ ................................ ........................ 20 Actions Sidebar ................................ ................................ ................................ .............................. 22 View Position ................................ ................................ ................................ ................................ ......... 22 View Position History ................................ ................................ ................................ ............................. 23 Edit Position ................................ ................................ ................................ ................................ ........... 24 Delete Position ................................ ................................ ................................ ................................ ....... 25 Add New Position ................................ ................................ ................................ ................................ ... 26 Duplicate Position ................................ ................................ ................................ ................................ .. 26 Forwarding Documents ................................ ................................ ................................ .................. 26 My Positions ................................ ................................ ................................ .......................... 29 My Employees ................................ ................................ ................................ ........................ 30 Customizing the View ................................ ................................ ................................ ..................... 32 Sorting Results ................................ ................................ ................................ ............................... 32

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ARL Position Description Bank Page 2 of 55 Exporting Data ................................ ................................ ................................ ............................... 32 Adding a New Employee ................................ ................................ ................................ ......... 33 Submit a New Employee ................................ ................................ ................................ ................. 33 Assign Employee to a Position ................................ ................................ ................................ ........ 34 Viewing and Maintaining an Employee ................................ ................................ ................... 34 Institutional Administration ................................ ................................ ................................ ... 37 Institutional Administration ................................ ................................ ................................ ........... 37 Review Pending User Registrations ................................ ................................ ................................ 38 View Institutional Users ................................ ................................ ................................ ................. 41 Institutional Options / Questions ................................ ................................ ................................ .... 43 Adding New Questions and Editing Questions ................................ ................................ ................. 46 Institution Only File Types ................................ ................................ ................................ .............. 50 My Employees Module ................................ ................................ ................................ ................... 52

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ARL Position Description Bank Page 3 of 55 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada and the United States. The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports finda bility as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications d etermined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, a nd retrieving) 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 docum ents vary from institution to institution. Permissible Use and Appropriate Data Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limi ted data is available to those outside of the individual institutions, submitted data and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home conta ct information, and complete birth dates.

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ARL Position Description Bank Page 4 of 55 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Librari es. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Ass istant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surve ys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), Head, Digital Development and Web Services, University of Florida George A. Smathers Libraries. Responsible for all technical aspects of th e system development. Assists in user training to ensure the technical strength and ease of use for all tools and technologies.

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ARL Position Description Bank Page 5 of 55 User Account s Log On Once your user account is activated, log on by entering your account Username or associated Email address, and your ARL PD Bank Password at http://www.uflib.ufl.edu/arlpdbank/LogIn.aspx After successfully logging on the screen colors will update to col ors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 55 Lost Password After you have created an account, if you lose your password, go to the ARL PD Bank

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ARL Position Description Bank Page 7 of 55 Clicking on the lost password link takes you to the lost password screen which is shown below. Once you enter your email address, you will receive an email message from ARLPDBankHelp@uflib.ufl.edu stating: We received a request to reset your password for the Association of Research Libraries [ARL] Position Description Bank. This request was submitt ed via our online system. This password reset request will be valid for the next 24 hours. To reset your password, please select the link below: CUSTOM LINK FOR EACH PASSWORD REST You will be taken to a p age which will allow you to enter a new password for your account. Feel free to respond directly to this email if you have any questions about this request or the process ARL PD Bank Team After clicking on the link in the email message, you will see the Reset Password screen, which is shown below.

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ARL Position Description Bank Page 8 of 55 After entering your new password, and entering again to verify, you will be logged in and redirected to the ARL PD Bank system main page.

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ARL Position Description Bank Page 9 of 55 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you c an change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed:

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ARL Position Description Bank Page 10 of 55 The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 11 of 55 Se arch Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 12 of 55 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the s earch results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the acti ons listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 13 of 55 o The Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Defau lt and Reordered Columns

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ARL Position Description Bank Page 14 of 55 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical charac ter. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 15 of 55 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search re sult to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 16 of 55 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata (if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future)

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ARL Position Description Bank Page 17 of 55 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Profe ssional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determined time limit) [An employee (regardless of title) who has been hired fo r a position without a pre determined time limit. Includes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative personnel appointments. This type differs from Term, Temporary or Time Limite d employment, which have a pre determined period of employment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the next tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 18 of 55 o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Instituti on Only Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 19 of 55 P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a va riety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the institutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the s ubmission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the exampl e above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email me ssage. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 20 of 55 Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicable) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 21 of 55 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explai ned in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 22 of 55 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by sele cting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 23 of 55 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 24 of 55 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 25 of 55 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation :

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ARL Position Description Bank Page 26 of 55 Clicking OK permanently deletes the position and all associated documents If an employee is associated with a deleted position, the employee will not be deleted. Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease of use Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions Clicking on the Duplicate Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 27 of 55 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 28 of 55 Complete the form and click Submit to send an email with the selected document at tached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 29 of 55 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Se arch Results section above.

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ARL Position Description Bank Page 30 of 55 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searchin g the ARL PD Bank. The functionality described below is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Em ployees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standar dized screen. An example of search results is shown below:

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ARL Position Description Bank Page 31 of 55 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remo ve any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 32 of 55 Add New E mployee take s you to the screen to enter the information for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Exporting Data E xport Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 33 of 55 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fie lds. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you c an review and edit the single record.

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ARL Position Description Bank Page 34 of 55 Assign Employee to a Position The screen below shows the standard message when an employee is not currently assigned to a position. This screen includes a link to assign the employee to a position by editing an existi ng position or adding a new position. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Bank Page 35 of 55 This record includes the Employee Data, Standard Data, and the Institution Only D ata The Employee screen is comprised of a number of elements. Each is described in turn in the followin g section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee

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ARL Position Description Bank Page 36 of 55 o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 37 of 55 Institutional A dministration The Institutional Administration features can be accessed by users with administrative privileges. Institutional Administrators can review and approve other users for their institution as well as create and edit institution only data fields (or questions) and document settings. Please note the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in te rms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator Institutional Administration The Institutional Administration feature s can be accessed by users with administrative pri vile ges from the "Admin" link in the top, right hand corner. The Administrative Menu screen is shown below and includes: Review Pending User Registrations View Institutional Users Institutional Options/Questions My Employees Questions (if My Employees module activated)

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ARL Position Description Bank Page 38 of 55 Please note, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Admin istrator. Review Pending User Registrations Institutional users seeking access to the ARL PD Bank register through the system and provide identification and contact information, and identify the member institution to which they are affiliated. Upon the sub institution will receive an email notice like the following:

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ARL Position Description Bank Page 39 of 55 The Review Pending User Registrations screen allows the Institutional Administrator to review and appro ve newly registered users for thei r institution. The screen provides a list of newly registered users as shown in the screen below.

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ARL Position Description Bank Page 40 of 55 Click ing on one of the registered users opens the Edit User screen which provides information on the user as well as optio ns to approve the registered user or reject the newly registered user. The Edit User screen also allows the Institutional Administrator to assign roles and permission levels for the newly registered user. The progressive permission levels are: Can View Data Can Add/Edit Data Can Delete Positions Is Institutional Administrator

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ARL Position Description Bank Page 41 of 55 View Institutional Users The "View Institutional Users" option displays a list of all of the already registered and approved users, with basic informa tion and roles and permission s.

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ARL Position Description Bank Page 42 of 55 Clicking on one of the individual users then opens the Edit User screen ( described above ) and permits the Institutional Administrator to update user information and ch ange the institutional user roles and permissions. The following screenshot represents a user that will be authorized for all 4 user role levels: must Submit the change to the system. The approved roles will be effective immediately, and the user will re cei ve a system generated email alert ing them to the change and specif ying their approved user role(s). The following is an example of the notice a user would receive, if as in the above example, they were to be authorized for all 4 user role levels:

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ARL Position Description Bank Page 43 of 55 Insti tutional Options / Questions The "Institutional Options / Questions" link shows the institutional questions in use for the institution only data as well as the options for setting Institution Only File Types. Each of the questions is listed along with type whether or not the question is active, and other options cover in the following sections of this User Guide. Before there are institution only questions, this screen includes a link to add new questions ("Click here to add a new institution only question ") and the fields to complete the information for institution only file types.

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ARL Position Description Bank Page 44 of 55 Once questions have been added, clicking on any of the existing questions opens a new screen where the question can be edited. Also, at the bottom of the list of questions i s the option to add new questions. This is further described in a subsequent section.

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ARL Position Description Bank Page 45 of 55 Below is one example for editing an institutional question. In the example below, the question being edited is for a Position Number, to add this as a standard question for the institution only data.

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ARL Position Description Bank Page 46 of 55 Adding New Questions and Editing Questions For adding new questions and editing questions, there are many options which are explained below. Please note: Not all of the elements below are available for each type of question.

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ARL Position Description Bank Page 47 of 55 Question Name This is a short term (or terms) which best describe the data you wish to collect. These words will appear before the specific entries when looking at results or single positions. In addition, this will appear in the drop down fo r advanced searching if you choose to make this field searchable. Possible Examples: Classification Department Supervisor Complete Question The Complete Question appears when users from your institution are prompted to enter answers when entering a new p osition, or editing an existing PD. The Complete Question is longer than the brief Question Name terminology and can provide more information for your users. This can also be left blank to default to the question name, followed by a colon. Possible Examp les: Job Classification or Rank : Department Name : Supervisor Name: Question Type The Question Type sets the type of question and thus the type of answers to be collected. The following types are available for institutional questions: 1. Free Text: o The us er will enter information, without having any pre set options to select from, as opposed to a drop down menu. 2. Multiple Choice (One Selection): o The user will select one and only one of the possible pre set answers from a radio button list. The user can onl y select ONE of the answers (or, none if the question is not required). 3. Multiple Choice (Multiple Answers): o The user will select one or more of the answers from the pre sets using a checklist. The user can select as many as they wish (or, none if the ques tion is not required). 4. Date:

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ARL Position Description Bank Page 48 of 55 o The user will enter a date, and will have a calendar box pop up to assist them with selecting a date. 5. Numeric Field: o The user will enter a value, which must be numeric. 6. Dropdown (Only One Answer): o The user will select from your controlled values by selecting one answer from a drop down list. The user can only select ONE of your answers. 7. Name ( First and Last ): o The user will enter a name, first name, followed by a separate last name field. 8. Employee o This option will enable the employee module. (See help section on the Employee Module). Options Is Active? This checkbox determines if the question is currently active and soliciting input when users edit or add a new position. Is Required? This checkbox determines if the user is r equired to enter data or select a value for this question. Include As Facet? This option adds this question and answers to the facet bar on the left of the (See the earlier Search Results section for more on facets.) Include Help? Enabling this will result in an automatically created help page being available to your users when entering data into this question. below. Questi on Help This field can be used to enter any additional help explanation or clarification you wish to provide to your institutional users when they are entering the data for this question. Length of Field This field can be left blank. When left blank, in put boxes will default to a system determined length. However, if you wish to dictate the length of a field used to collect data from your users, you can enter values here. Values greater than 500 will result in a multi line input box.

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ARL Position Description Bank Page 49 of 55 Controlled Values Certain fields provide controlled values for your user to select. Those values should be entered into this box with each selection on a different line. If this is for a Dropdown question, leaving the first line blank will result in not having a default v alue. Otherwise, the first answer will be the default answer when entering new positions. For instance, if adding a question on department status, you could choose to enter these for possible answers, with each answer on a separate line: Department Catalo ging Digital Curation IT Special Collections This is shown in the image below. Below is a depiction of how the above example would result in a field for institutional users when in Add New Position.

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ARL Position Description Bank Page 50 of 55 Institution Only File Types In addition to setting institution only questions, institution only file types can be established from the main screen for "Institutional Options / Questions" as shown below.

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ARL Position Description Bank Page 51 of 55 The Label is a brief descriptive term (or terms) that will help your institutional users identify the File Type. The Description is a longer explanation of the File Type that will help institutional users understand the appropriate kind of documents to submit for the specific File Type.

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ARL Position Description Bank Page 52 of 55 My Employee s Module The My Employees module can be activated in the Institution Options / Questions by selecting "Employee Module" as the question type.

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ARL Position Description Bank Page 53 of 55 When the Employee Module question type is selected, the following screen will appear: The available data fields or questions for the My Employees module are : 1. Employee ID: 2. Name: o Title o First Name o Middle Initial o Last Name o Suffix

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ARL Position Description Bank Page 54 of 55 3. Other Names 4. Email 5. Phone o Phone1 (Home/Cell/Work) o Phone 2 ( Home/Cell/Work) 6. Office Address 7. Date of Birth o Month o Day o Year 8. Institution Hire Date 9. Library Start Date 10. Library Exit Date 11. Tenure Status 12. Tenure/Promotion Department 13. Tenure Track Start Date 14. Mandatory Tenure Review Year 15. Year Granted Tenure 16. Year of most recent sabbatical 17. Highest Degree 18. Mentor Name 19. Notes Any of these fields may be used or may remain inactive depending on the institution s preference. Fields are checked to be included, or can be left unchecked to leave them inactive. Adding or changing field selections will be implemented when the users clicks the Save button at the bottom of the screen. Please note not all of the subfi elds for topics must be active. For instance, an institution may elect to use Date of Birth to track the birth Month and Day, but elect to not activate the Year. Please also note that many of these fields may not be applicable to all institutions and that each institution using the fields may define and use these fields in different manners based on the local institution.

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ARL Position Description Bank Page 55 of 55 The "Employee Options" can be checked to be included as part of the employee data for each employee.



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ARL Position Description Bank (ARL PD Bank) : User Guide Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Informati on ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Log On ................................ ................................ ................................ ................................ ............. 5 Lost Password ................................ ................................ ................................ ................................ .. 6 Searching ................................ ................................ ................................ ................................ 9 Basic Search ................................ ................................ ................................ ................................ ..... 9 Advanced Search ................................ ................................ ................................ .............................. 9 Search Results ................................ ................................ ................................ ................................ 11 Customizing the View ................................ ................................ ................................ ..................... 13 Sorting Results ................................ ................................ ................................ ............................... 14 Exporting Data ................................ ................................ ................................ ............................... 15 Adding a New Position ................................ ................................ ................................ ........... 16 Standard Data ................................ ................................ ................................ ................................ 16 Institution Only Data ................................ ................................ ................................ ...................... 17 Attach Documents ................................ ................................ ................................ .......................... 18 Submit a Position ................................ ................................ ................................ ........................... 20 Viewing and Maintaining a Position ................................ ................................ ........................ 20 Actions Sidebar ................................ ................................ ................................ .............................. 22 View Position ................................ ................................ ................................ ................................ ......... 22 View Position History ................................ ................................ ................................ ............................. 23 Edit Position ................................ ................................ ................................ ................................ ........... 24 Delete Position ................................ ................................ ................................ ................................ ....... 25 Add New Position ................................ ................................ ................................ ................................ ... 26 Duplicate Position ................................ ................................ ................................ ................................ .. 26 Forwarding Documents ................................ ................................ ................................ .................. 26 Send an Email to the Institution ................................ ................................ ................................ ...... 28 My Positions ................................ ................................ ................................ .......................... 31 My Employees ................................ ................................ ................................ ........................ 32 Customizing the View ................................ ................................ ................................ ..................... 34

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ARL Position Description Bank Page 2 of 57 Sorti ng Results ................................ ................................ ................................ ............................... 34 Exporting Data ................................ ................................ ................................ ............................... 34 Adding a New Employee ................................ ................................ ................................ ......... 35 Submit a New Employee ................................ ................................ ................................ ................. 35 Assign Employee to a Position ................................ ................................ ................................ ........ 36 Viewing and Maintaining an Employee ................................ ................................ ................... 36 Institutional Administration ................................ ................................ ................................ ... 39 Institutional Administrat ion ................................ ................................ ................................ ........... 39 Review Pending User Registrations ................................ ................................ ................................ 40 View Institutional Users ................................ ................................ ................................ ................. 43 Institutional Options / Questions ................................ ................................ ................................ .... 45 Adding New Questions and Editing Questions ................................ ................................ ................. 48 Institution Only File Types ................................ ................................ ................................ .............. 52 My Employees Module ................................ ................................ ................................ ................... 54

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ARL Position Description Bank Page 3 of 57 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada and the United States. The ARL PD Bank supports the ma nagement of PDs for individual institutions, providing an effective organizational method and system that supports findability as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications determined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Ban k provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: Perhaps the most common collaboration between personnel officers from differ ent 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 nor t he requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, and retrieving) and distributing position descriptions. These documents serve as important elements of ef fective 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. Permissible Use and Appropriate Data ivacy and actively seek to preserve privacy. Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions, submitted data and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions and any other document s that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and complete birth dates.

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ARL Position Description Bank Page 4 of 57 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regardin g this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leade rship Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), 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. ASERL Consortial Lead Tiffany Allen, ( twallen@email.unc.edu ; 919.843.5078), Director of Library Human Resources, University of North Carolina at Chapel Hill. Responsible for engagement with ASERL Institutional Leads. Primary contact for ASERL member institutions.

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ARL Position Description Bank Page 5 of 57 User Account s Log On After registering (contact arlpdbankhelp@uflib.ufl.edu ) and o nce your user account is activated, log on by entering your account Username or associated Email address, and your ARL PD Bank Password After successfully logging on the screen colors will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 57 Lost Password After you have created an account, if you lose your password, go to the ARL PD Bank

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ARL Position Description Bank Page 7 of 57 Clicking on the lost password link takes you to the lost password screen which is shown below. Once you enter your email address, you will receive an email message from ARLPDBankHelp@uflib.ufl.edu stating: We received a request to reset your password for the Association of Research Libraries [ARL] P osition Description Bank. This request was submitted via our online system. This password reset request will be valid for the next 24 hours. To reset your password, please select the link below: CUSTOM L INK FOR EACH PASSWORD REST You will be taken to a page which will allow you to enter a new password for your account. Feel free to respond directly to this email if you have any questions about this request or the process ARL PD Bank Team After clicking on the link in the email message, you will see the Reset Password screen, which is shown below.

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ARL Position Description Bank Page 8 of 57 After entering your new password, and entering again to verify, you will be logged in and redirected to the ARL PD Bank system main page.

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ARL Position Description Bank Page 9 of 57 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word (s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you can change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Ad vanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed:

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ARL Position Description Bank Page 10 of 57 The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter sea rch results by institutional characteristics such as Region State/Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 11 of 57 Search Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 12 of 57 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matc hes to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 13 of 57 o Th e Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( Ple up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and Reordered Columns

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ARL Position Description Bank Page 14 of 57 Sorting Results The results can be sorted from lea st to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the se arch results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 15 of 57 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 16 of 57 Adding a New Position Click on the Add New Position tab to add a new position. T his p rocess is divided into three tabs: Standard D ata Institution Only D ata (if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future)

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ARL Position Description Bank Page 17 of 57 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advan ced degree or equivalent years of experience) b. Other professional (Professional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessi onal (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determin ed time limit) [An employee (regardless of title) who has been hired for a position without a pre determined time limit. Includes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative person nel appointments. This type differs from Term, Temporary or Time Limited employment, which have a pre determined period of employment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. Ma y be benefitted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the next tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data w ill not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 18 of 57 o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institutio n Only Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 19 of 57 P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the in stitutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the insti tution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 20 of 57 Submit a P osition When y ou have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicabl e) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) Bottom links o Email Position (from the documents at the bottom, using the forward link) o Send an email to the institution about this position (bottom of the page) The screenshot s below are of a single record with Public Documents and Private Do cuments and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 21 of 57 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 22 of 57 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You ca n always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 23 of 57 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 24 of 57 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 25 of 57 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation :

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ARL Position Description Bank Page 26 of 57 Clicking OK permanently deletes the position and all associated documents If an employee is associated with a deleted position, the employee wi ll not be deleted. Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s i debar for ease of use Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on the Duplicate Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Document s From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 27 of 57 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 28 of 57 Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully. Send an Email to the Institution From the Single Record screen, there is a "Send an email to the institution about this position" link at the bottom of the page, as shown in the screenshot below.

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ARL Position Description Bank Page 29 of 57 Clicking the Send link brings up the Email screen:

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ARL Position Description Bank Page 30 of 57 Complete the form and click Submit to send an email to the institution regarding the position. You will then see a Thank You message screen with a link to return to the ARL PD Bank.

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ARL Position Description Bank Page 31 of 57 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized u sing the facets and column headers, and the other functions described in the Search Results section above.

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ARL Position Description Bank Page 32 of 57 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this syste m feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The functionality described bel ow is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to s earch for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 33 of 57 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the b ottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Emplo yees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full s earch result in an XLS Excel file.

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ARL Position Description Bank Page 34 of 57 Add New E mployee takes you to the screen to enter the information for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sort ed as the lowest number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 35 of 57 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatica lly proceed to the Single Record view for the employee record. Here, you can review and edit the single record.

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ARL Position Description Bank Page 36 of 57 Assign Employee to a Position The screen below shows the standard message when an employee is not currently assigned to a position. This screen includes a link to assign the employee to a position by editing an existing position or adding a new position. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Bank Page 37 of 57 This record includes the Employee Data, Standard Data, and the Institution Only D a ta The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History

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ARL Position Description Bank Page 38 of 57 o Edit Employee o Disassociate from Position o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed i f no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 39 of 57 Institutional A dministration The Institutional Administration features can be accessed by users with administrative privileges. Institutional Administrators can review and approve other users for their institution as well as create and edit institution only data fields (or questions) and document setti ngs. Please note the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator Insti tutional Administration The Institutional Administration feature s can be accessed by users with administrative privile ges from the "Admin" link in the top, right hand corner. The Administrative Menu screen is shown below and includes: Review Pending Use r Registrations View Institutional Users Institutional Options/Questions My Employees Questions (if My Employees module activated)

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ARL Position Description Bank Page 40 of 57 Please note, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of locatio n with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator. Review Pending User Registrations Institutional users seeking access to the ARL PD Bank register through the system and provide identification and contact information, and identify the member institution to which they are affiliated. institution will receive an email notice like th e following:

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ARL Position Description Bank Page 41 of 57 The Review Pending User Registrations screen allows the Institutional Administrator to review and approve newly registered users for thei r institution. The screen provides a list of newly registered users as shown in the screen below.

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ARL Position Description Bank Page 42 of 57 Click ing on one of the registered users opens the Edit User screen which provides information on the user as well as options to approve the registered user or reject the newly registered user. The Edit User screen also allows the Institutional Administrat or to assign roles and permission levels for the newly registered user. The progressive permission levels are: Can View Data Can Add/Edit Data Can Delete Positions Is Institutional Administrator

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ARL Position Description Bank Page 43 of 57 View Institutional Users The "View Institutional Users" opt ion displays a list of all of the already registered and approved users, with basic informa tion and roles and permissions.

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ARL Position Description Bank Page 44 of 57 Clicking on one of the individual users then opens the Edit User screen ( described above ) and permits the Institutional Administrat or to update user information and ch ange the institutional user roles and permissions. The following screenshot represents a user that will be authorized for all 4 user role levels: must Submit the change to the system. The approved roles will be effective immediately, and the user will re ceive a system generated email alert ing them to the change and specif ying t heir approved user role(s). The following is an example of the notice a user would receive, if as in the above example, they were to be authorized for all 4 user role levels:

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ARL Position Description Bank Page 45 of 57 Institutional Options / Questions The "Institutional Options / Questions" lin k shows the institutional questions in use for the institution only data as well as the options for setting Institution Only File Types. Each of the questions is listed along with type, whether or not the question is active, and other options cover in the following sections of this User Guide. Before there are institution only questions, this screen includes a link to add new questions ("Click here to add a new institution only question") and the fields to complete the information for institution only file types.

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ARL Position Description Bank Page 46 of 57 Once questions have been added, clicking on any of the existing questions opens a new screen where the question can be edited. Also, at the bottom of the list of questions is the option to add new questions. This is further described in a subsequent section.

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ARL Position Description Bank Page 47 of 57 Below is one example for editing an institutional question. In the example below, the question being edited is for a Position Number, to add this as a standard question for the institution only data.

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ARL Position Description Bank Page 48 of 57 Adding New Questions and Editing Questions For adding new questions and editing questions, there are many options which are explained below. Please note: Not all of the elements below are available for each type of question.

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ARL Position Description Bank Page 49 of 57 Question Name This is a short term (or terms) which best describe the data you wish to collect. These words will appear before the specific entries when looking at results or single positions. In addition, this will appear in the drop down for advanced searching if you choose to make this field searchable. Pos sible Examples: Classification Department Supervisor Complete Question The Complete Question appears when users from your institution are prompted to enter answers when entering a new position, or editing an existing PD. The Complete Question is longer than the brief Question Name terminology and can provide more information for your users. This can also be left blank to default to the question name, followed by a colon. Possible Examples: Job Classification or Rank : Department Name : Supervisor Name : Question Type The Question Type sets the type of question and thus the type of answers to be collected. The following types are available for institutional questions: 1. Free Text: o The user will enter information, without having any pre set options to sele ct from, as opposed to a drop down menu. 2. Multiple Choice (One Selection): o The user will select one and only one of the possible pre set answers from a radio button list. The user can only select ONE of the answers (or, none if the question is not required ). 3. Multiple Choice (Multiple Answers): o The user will select one or more of the answers from the pre sets using a checklist. The user can select as many as they wish (or, none if the question is not required). 4. Date:

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ARL Position Description Bank Page 50 of 57 o The user will enter a date, and will have a calendar box pop up to assist them with selecting a date. 5. Numeric Field: o The user will enter a value, which must be numeric. 6. Dropdown (Only One Answer): o The user will select from your controlled values by selecting one answer from a drop down list. The user can only select ONE of your answers. 7. Name ( First and Last ): o The user will enter a name, first name, followed by a separate last name field. 8. Employee o This option will enable the employee module. (See help section on the Employee Module). Optio ns Is Active? This checkbox determines if the question is currently active and soliciting input when users edit or add a new position. Is Required? This checkbox determines if the user is required to enter data or select a value for this question. Include As Facet? This option adds this question and answers to the facet bar on the left of the (See the earlier Search Results section for more on facets.) Include Help? Enabling this will result in an automatically created help page being available to your users when entering data into this question. below. Question Help This field can be used to enter any additional help e xplanation or clarification you wish to provide to your institutional users when they are entering the data for this question. Length of Field This field can be left blank. When left blank, input boxes will default to a system determined length. However, if you wish to dictate the length of a field used to collect data from your users, you can enter values here. Values greater than 500 will result in a multi line input box.

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ARL Position Description Bank Page 51 of 57 Controlled Values Certain fields provide controlled values for your user to selec t. Those values should be entered into this box with each selection on a different line. If this is for a Dropdown question, leaving the first line blank will result in not having a default value. Otherwise, the first answer will be the default answer w hen entering new positions. For instance, if adding a question on department status, you could choose to enter these for possible answers, with each answer on a separate line: Department Cataloging Digital Curation IT Special Collections This is shown in the image below. Below is a depiction of how the above example would result in a field for institutional users when in Add New Position.

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ARL Position Description Bank Page 52 of 57 Institution Only File Types In addition to setting institution only questions, institution only file types can be established from the main screen for "Institutional Options / Questions" as shown below.

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ARL Position Description Bank Page 53 of 57 The Label is a brief descriptive term (or terms) that will help your institutional users identify the File Type. The Description is a longer explanation of the File Type that will help institutional users understand the appropriate kind of documents to submit for the specific File Type.

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ARL Position Description Bank Page 54 of 57 My Employee s Module The My Employees module can be activated in the Institution Options / Questions by selecting "Employee Module" as the question type.

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ARL Position Description Bank Page 55 of 57 When the Employee Module question type is selected, the following screen will appear: By enabling the Employee Module, the questions for Employee ID and Employee Name(s) are automatically selected and are required. The available data fields or questions for the My Employees module are: 1. Employee ID: 2. Name: o Title o First Name

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ARL Position Description Bank Page 56 of 57 o Middle Initial o Last Name o Suffix 3. Other Names 4. Email 5. Phone o Phone1 (Home/Cell/Work) o Phone 2 ( Home/Cell/Work) 6. Office Address 7. Date of Birth o Month o Day o Year 8. Institution Hire Date 9. Library Start Date 10. Library Exit Date 11. Tenure Status 12. Tenure/Promotion Department 13. Tenure Track Start Date 14. Mandatory Tenure Review Year 15. Year Granted Tenure 16. Year of most recent sabbatical 17. Highest Degree 18. Mentor Name 19. Notes Other than the required Employee ID and Employee Name(s), a ny of these fields may be used or may remain inactive depending on the institutions preference. Fields are checked to be included, or can be left unchecked to leave them inactive. Adding or changing field selec tions will be implemented when the users clicks the Save button at the bottom of the screen. Please note not all of the subfields for topics must be active. For instance, an institution may elect to use Date of Birth to track the birth Month and Day, but elect to not activate the Year. Please also note that many of these fields may not be applicable to all institutions and that each institution using the fields may define and use these fields in different manners based on the local institution.

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ARL Position Description Bank Page 57 of 57 The "Empl oyee Options" can be checked to be included as part of the employee data for each employee.



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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Informati on ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Create an Account ................................ ................................ ................................ ............................ 5 Log On ................................ ................................ ................................ ................................ ............. 6 Searching ................................ ................................ ................................ ................................ 7 Basic Search ................................ ................................ ................................ ................................ ..... 7 Advanced Search ................................ ................................ ................................ .............................. 8 Search Results ................................ ................................ ................................ ................................ .. 9 Customizing the View ................................ ................................ ................................ ..................... 11 Sorting Results ................................ ................................ ................................ ............................... 12 Exporting Data ................................ ................................ ................................ ............................... 13 Adding a New Position ................................ ................................ ................................ ........... 14 Standard Data ................................ ................................ ................................ ................................ 14 Institution Only Data ................................ ................................ ................................ ...................... 15 Attach Documents ................................ ................................ ................................ .......................... 16 Submit a Position ................................ ................................ ................................ ........................... 17 Viewing and Maintaining a Position ................................ ................................ ........................ 18 Actions Sidebar ................................ ................................ ................................ .............................. 20 View Position ................................ ................................ ................................ ................................ ......... 20 View Position History ................................ ................................ ................................ ............................. 21 Edit Position ................................ ................................ ................................ ................................ ........... 22 Delete Position ................................ ................................ ................................ ................................ ....... 23 Add New Position ................................ ................................ ................................ ................................ ... 24 Duplicate Position ................................ ................................ ................................ ................................ .. 24 Forwarding Documents ................................ ................................ ................................ .................. 24 My Positions ................................ ................................ ................................ .......................... 27 My Employees ................................ ................................ ................................ ........................ 28 Customizing the View ................................ ................................ ................................ ..................... 30 Sorting Results ................................ ................................ ................................ ............................... 30

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ARL Position Description Bank Page 2 of 34 Exporting Data ................................ ................................ ................................ ............................... 30 Adding a New Employee ................................ ................................ ................................ ......... 31 Submit a New Employee ................................ ................................ ................................ ................. 3 1 Viewing and Maintaining an Employee ................................ ................................ ................... 32 Institutional Adm inistration (Under Development) ................................ ................................ 34 Maintaining Users ................................ ................................ ................................ .......................... 34 Creating Custom Fields ................................ ................................ ................................ ................... 34

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ARL Position Description Bank Page 3 of 34 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Ca n ada and the United States The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports finda bility as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications d etermined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 r esponses are 'hit or miss' and not often distributed to the whole list, and neither the responses nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, an d retrieving) 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 docume nts vary from institution to institution. Permissible Use and Appropriate Data seek to preserve privacy. Though the ARL PD Bank is secure access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions s ubmitted data and documents must not include: Security Number or the comparable registration number, passport number, etc. credit or debit card information Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and complete birth dates. Please contact the system administrator should you have any questions or concerns regarding this.

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ARL Position Description Bank Page 4 of 34 Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Per sonnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Respo nsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), Head, Digital Development and Web Services, University of Florida George A. Smathers Libraries. Responsible for all technical aspects of the syst em development. Assists in user training to ensure the technical strength and ease of use for all tools and technologies.

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ARL Position Description Bank Page 5 of 34 User Account s Create an Account To create an account, go to the ARL PD Bank (linked from http://www.uflib.ufl.edu/arlpdbank/ ) and select Clicking on the R egister link takes you to the registration screen which is shown below. Once you register, you will receive an email message stating:

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ARL Position Description Bank Page 6 of 34 Thank you for registering to participate in the ARL Position Description Bank. Your registration will be reviewed shortly. If you have any questions regarding you r registration, feel free to contact us at arlpdbankhelp@uflib.ufl.edu or by phone at 352 273 2595. Log On Once your user account is activated go to the Log On page for the ARL PD Bank (linked from http://uflib.ufl.edu/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Password After successfully logging on the screen colors will update to colo rs for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 7 of 34 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab

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ARL Position Description Bank Page 8 of 34 The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you c an change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed: The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership.

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ARL Position Description Bank Page 9 of 34 Example Advanced Search Se arch Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 10 of 34 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the s earch results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the acti ons listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 11 of 34 o The Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Defau lt and Reordered Columns

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ARL Position Description Bank Page 12 of 34 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical charact er. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 13 of 34 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search re sult to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 14 of 34 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata (if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future)

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ARL Position Description Bank Page 15 of 34 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Profe ssional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenure accruing or permanent status eligible b. Regular (Recurring, ongoing appointments including non tenure accruing and non permanen t status eligible faculty or administrative personnel appointments) c. Temporary/time limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted) d. Residency/Fellowship/Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID o Employee name o Position number o Department o Supervisor name

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ARL Position Description Bank Page 16 of 34 o Effective date of edit/change o Notes Below is a screenshot of the Institution On ly Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public P rivate (I nstitution O nly)

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ARL Position Description Bank Page 17 of 34 Public documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the in stitutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as i n the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents. Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will

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ARL Position Description Bank Page 18 of 34 then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: o Standard D ata o Institution Only D ata (if applicable) o Public Documents o Private (Institution Only) Documents (if applicable) o Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 19 of 34 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 20 of 34 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 21 of 34 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 22 of 34 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 23 of 34 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Dele te Position actions are not reversible and, therefore require a confirmation : Clicking OK permanently deletes the position and all associated documents

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ARL Position Description Bank Page 24 of 34 Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on Duplication Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Si ngle R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 25 of 34 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 26 of 34 Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 27 of 34 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Se arch Results section above.

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ARL Position Description Bank Page 28 of 34 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searchin g the ARL PD Bank. The functionality described below is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Em ployees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 29 of 34 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the ac tions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employe e Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 30 of 34 Add New E mployee takes you to the screen to enter the information for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no da ta are sorted as the lowest number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 31 of 34 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you can review and edit the single record.

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ARL Position Description Bank Page 32 of 34 Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Empl oyee Record screen is shown below. This record includes the Employee Data, Standard Data, and the Institution Only D ata

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ARL Position Description Bank Page 33 of 3 4 The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to r eturn to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data

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ARL Position Description Bank Page 34 of 34 The Working Title li nks to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only) Institutional A dministration (Under Development) Maintaining Users Creating Custom Fields



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ARL Position Description Bank (ARL PD Bank) : User Guide Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Information ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Log On ................................ ................................ ................................ ................................ ............. 5 Lost Password ................................ ................................ ................................ ................................ .. 6 Searching ................................ ................................ ................................ ................................ 9 Basic Search ................................ ................................ ................................ ................................ ..... 9 Advanced Sear ch ................................ ................................ ................................ .............................. 9 Search Results ................................ ................................ ................................ ................................ 11 Customizing the View ................................ ................................ ................................ ..................... 13 Sorting Results ................................ ................................ ................................ ............................... 14 Exporting Data ................................ ................................ ................................ ............................... 15 Adding a New Position ................................ ................................ ................................ ........... 16 Standard Data ................................ ................................ ................................ ................................ 16 Institution Only Data ................................ ................................ ................................ ...................... 17 Attach Documents ................................ ................................ ................................ .......................... 18 Submit a Position ................................ ................................ ................................ ........................... 20 Viewing and Maintaining a Position ................................ ................................ ........................ 20 Actions Sidebar ................................ ................................ ................................ .............................. 22 View Position ................................ ................................ ................................ ................................ ......... 22 View Position History ................................ ................................ ................................ ............................. 23 Edit Position ................................ ................................ ................................ ................................ ........... 24 Delete Position ................................ ................................ ................................ ................................ ....... 25 Add New Position ................................ ................................ ................................ ................................ ... 26 Duplicate Position ................................ ................................ ................................ ................................ .. 26 Forwarding Documents ................................ ................................ ................................ .................. 26 Send an Email to the Institution ................................ ................................ ................................ ...... 28 My Positions ................................ ................................ ................................ .......................... 31 My Employees ................................ ................................ ................................ ........................ 32 Customizing the View ................................ ................................ ................................ ..................... 34

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ARL Position Description Bank Page 2 of 57 Sorting Results ................................ ................................ ................................ ............................... 34 Exporting Data ................................ ................................ ................................ ............................... 34 Adding a New Employee ................................ ................................ ................................ ......... 35 Submit a New Employee ................................ ................................ ................................ ................. 35 Assign Employee to a Position ................................ ................................ ................................ ........ 36 Viewing and Maintaining an Employee ................................ ................................ ................... 36 Institutional Adm inistration ................................ ................................ ................................ ... 39 Institutional Administration ................................ ................................ ................................ ........... 39 Review Pending User Registrations ................................ ................................ ................................ 40 View Institutional Users ................................ ................................ ................................ ................. 43 Institutional Options / Questions ................................ ................................ ................................ .... 45 Adding New Questions and Editing Questions ................................ ................................ ................. 48 Institution Only File Types ................................ ................................ ................................ .............. 52 My Employees Module ................................ ................................ ................................ ................... 54

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ARL Position Description Bank Page 3 of 57 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada and the United States. The ARL PD Bank supports the ma nagement of PDs for individual institutions, providing an effective organizational method and system that supports findability as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications determined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Ban k provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: Perhaps the most common collaboration between personnel officers from differ ent 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 nor t he requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, and retrieving) and distributing position descriptions. These documents serve as important elements of ef fective 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. Permissible Use and Appropriate Data ivacy and actively seek to preserve privacy. Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions, submitted data and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions and any other document s that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and complete birth dates.

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ARL Position Description Bank Page 4 of 57 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regardin g this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leade rship Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), 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.

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ARL Position Description Bank Page 5 of 57 User Account s Log On After regi st ering (contact arlpdbankhelp@uflib.ufl.edu ) and o nce your user account is activated log on by entering your account Username or associated Email address, and your ARL PD Bank Password After successfully logging on the screen colors will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes the following tabs : Basic Search Advanced Search Add New Position My Positions My Employe es (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 57 Lost Password After you have created an account, if you lose your password, go to the ARL PD Bank

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ARL Position Description Bank Page 7 of 57 Clicking on the lost password link takes you to the lost password screen which is shown below. Once you enter your email address, you will receive an email message from ARLPDBankHelp@uflib.ufl.edu stating: We received a request to reset your password for the Association of Research Libraries [ARL] Position Description Bank. This request was submitted via our online system. This password reset request will be valid for the next 24 hours. To reset your password, please select the link below: CUSTOM LINK FOR EACH PASSWORD REST You will be taken to a page which will allow you to enter a new password for your account. Feel free to respond directly to this email if you have any questions about this request or the process ARL PD Bank Team After clicking on the link in the email message, you will see the Reset Password screen, wh ich is shown below.

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ARL Position Description Bank Page 8 of 57 After entering your new password, and entering again to verify, you will be logged in and redirected to the ARL PD Bank system main page.

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ARL Position Description Bank Page 9 of 57 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., p osition descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. B y clicking on the drop down to the right of the text box, you can change this selection to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full adv anced search screen is displayed:

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ARL Position Description Bank Page 10 of 57 The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State /Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 11 of 57 Search Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 12 of 57 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to ea ch of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 13 of 57 o The Actions bar allows you to perform actions against any selected positions in the results pa ne which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and Reordered Columns

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ARL Position Description Bank Page 14 of 57 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s th at include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 15 of 57 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 16 of 57 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata ( if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future)

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ARL Position Description Bank Page 17 of 57 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Profe ssional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determined time limit) [An employee (regardless of title) who has been hired fo r a position without a pre determined time limit. Includes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative personnel appointments. This type differs from Term, Temporary or Time Limite d employment, which have a pre determined period of employment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the next tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data w ill not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 18 of 57 o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institutio n Only Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 19 of 57 P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the in stitutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachm ent to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 20 of 57 Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicable) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) Bottom links o Email Position (from the documents at the bottom, using the forward link) o Send an email to the institution about this position (bottom of the page) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 21 of 57 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 22 of 57 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a sin gle position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 23 of 57 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 24 of 57 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 25 of 57 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation :

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ARL Position Description Bank Page 26 of 57 Clicking OK permanently deletes the position and all associated documents If an employee is associated with a deleted position, the employee will not be deleted. Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease of use Duplicate Position Duplicate Posi tion allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on the Duplicate Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 27 of 57 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 28 of 57 Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully. Send an Email to the Institution From the Single Record screen, there is a "Send an email to the instituti on about this position" link at the bottom of the page, as shown in the screenshot below.

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ARL Position Description Bank Page 29 of 57 Clicking the Send link brings up the Email screen:

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ARL Position Description Bank Page 30 of 57 Complete the form and click Submit to send an email to the institution regarding the position. You will then se e a Thank You message screen with a link to return to the ARL PD Bank.

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ARL Position Description Bank Page 31 of 57 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Search Results section above.

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ARL Position Description Bank Page 32 of 57 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this syste m feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The functionality described bel ow is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to s earch for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An example of search results is show n below:

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ARL Position Description Bank Page 33 of 57 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to p erform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( p up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 34 of 57 Add New E mployee takes you to the screen to enter the infor mation for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The result s can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 35 of 57 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you can review and edit the single record.

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ARL Position Description Bank Page 36 of 57 Assign Employee to a Position The screen below shows the standard message when an employee is not currently assigned to a position. This screen includes a link to assign the employee to a position by editing an existing position or adding a new p osition. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Emp loyee Record screen is shown below.

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ARL Position Description Bank Page 37 of 57 This record includes the Employee Data, Standard Data, and the Institution Only D ata The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History

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ARL Position Description Bank Page 38 of 57 o Edit Employee o Disassociate from Position o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working T itle links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 39 of 57 Institutional A dministration The Institutional Administration features can be accessed by users with administrative privileges. Institutional Administrators can review and appr ove other users for their institution as well as create and edit institution only data fields (or questions) and document settings. Please note the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator Institutional Administration The Institutional Administration feature s can be accessed by users with administrative privile ges from th e "Admin" link in the top, right hand corner. The Administrative Menu screen is shown below and includes: Review Pending User Registrations View Institutional Users Institutional Options/Questions My Employees Questions (if My Employees module activated )

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ARL Position Description Bank Page 40 of 57 Please note, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator. Review Pending User Registrations Institutional users seeking access to the ARL PD Bank register through the system and provide identification and contact information, and identify the member institution to which they are affiliated. Upon the submission of the u institution will receive an email notice like the following:

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ARL Position Description Bank Page 41 of 57 The Review Pending User Registrations screen allows the Institutional Administrator to review and approve newly registered users for thei r institution. The screen provides a list of newly registered users as shown in the screen below.

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ARL Position Description Bank Page 42 of 57 Click ing on one of the registered users opens the Edit User screen which provides information on the user as well as options to approve the registered user or reject the newly registered user. The Edit User screen also allows the Institutional Administrator to assign roles and permission levels for the newly registered user. The progressive permission l evels are: Can View Data Can Add/Edit Data Can Delete Positions Is Institutional Administrator

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ARL Position Description Bank Page 43 of 57 View Institutional Users The "View Institutional Users" option displays a list of all of the already registered and approved users, with basic informa tion and roles and permissions.

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ARL Position Description Bank Page 44 of 57 Clicking on one of the individual users then opens the Edit User screen ( described above ) and permits the Institutional Administrator to update user information and ch ange the institutional user roles and permissions. The follo wing screenshot represents a user that will be authorized for all 4 user role levels: must Submit the change to the system. The approved roles will be effective immediately, and the user will re ceive a system generated email alert ing them to the change and specif ying their approved user role(s). The following is an example of the notice a user would receive, if as in the above example, they were to be authorized for all 4 user role levels:

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ARL Position Description Bank Page 45 of 57 Institutional Options / Questions The "Institutional Options / Questions" link shows the institutional questions in use for the institution only data as well as the options for setting Institution Only File Types. Each of the questions is liste d along with type, whether or not the question is active, and other options cover in the following sections of this User Guide. Before there are institution only questions, this screen includes a link to add new questions ("Click here to add a new institut ion only question") and the fields to complete the information for institution only file types.

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ARL Position Description Bank Page 46 of 57 Once questions have been added, clicking on any of the existing questions opens a new screen where the question can be edited. Also, at the bottom of the list of questions is the option to add new questions. This is further described in a subsequent section.

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ARL Position Description Bank Page 47 of 57 Below is one example for editing an institutional question. In the example below, the question being edited is for a Position Number, to add this as a standard question for the institution only data.

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ARL Position Description Bank Page 48 of 57 Adding New Questions and Editing Questions For adding new questions and editing questions, there are many options which are explained below. Please note: Not all of the elements below are available for e ach type of question.

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ARL Position Description Bank Page 49 of 57 Question Name This is a short term (or terms) which best describe the data you wish to collect. These words will appear before the specific entries when looking at results or single positions. In addition, this will appear in the drop down for advanced searching if you choose to make this field searchable. Possible Examples: Classification Department Supervisor Complete Question The Complete Question appears when users from your institution are prompted to enter answers when ente ring a new position, or editing an existing PD. The Complete Question is longer than the brief Question Name terminology and can provide more information for your users. This can also be left blank to default to the question name, followed by a colon. Possible Examples: Job Classification or Rank : Department Name : Supervisor Name: Question Type The Question Type sets the type of question and thus the type of answers to be collected. The following types are available for institutional questions: 1. Fre e Text: o The user will enter information, without having any pre set options to select from, as opposed to a drop down menu. 2. Multiple Choice (One Selection): o The user will select one and only one of the possible pre set answers from a radio button list. Th e user can only select ONE of the answers (or, none if the question is not required). 3. Multiple Choice (Multiple Answers): o The user will select one or more of the answers from the pre sets using a checklist. The user can select as many as they wish (or, no ne if the question is not required). 4. Date:

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ARL Position Description Bank Page 50 of 57 o The user will enter a date, and will have a calendar box pop up to assist them with selecting a date. 5. Numeric Field: o The user will enter a value, which must be numeric. 6. Dropdown (Only One Answer): o The user will select from your controlled values by selecting one answer from a drop down list. The user can only select ONE of your answers. 7. Name ( First and Last ): o The user will enter a name, first name, followed by a separate last name field. 8. Employee o This option will enable the employee module. (See help section on the Employee Module). Options Is Active? This checkbox determines if the question is currently active and soliciting input when users edit or add a new position. Is Required? This checkbox determines if the user is required to enter data or select a value for this question. Include As Facet? This option adds this question and answers to the facet bar on the left of the (See the earlier Search Results section for more on facets.) Include Help? Enabling this will result in an automatically created help page being available to your users when entering data into this question. x below. Question Help This field can be used to enter any additional help explanation or clarification you wish to provide to your institutional users when they are entering the data for this question. Length of Field This field can be left blank. When left blank, input boxes will default to a system determined length. However, if you wish to dictate the length of a field used to collect data from your users, you can enter values here. Values greater than 500 will result in a multi line input box.

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ARL Position Description Bank Page 51 of 57 Con trolled Values Certain fields provide controlled values for your user to select. Those values should be entered into this box with each selection on a different line. If this is for a Dropdown question, leaving the first line blank will result in not hav ing a default value. Otherwise, the first answer will be the default answer when entering new positions. For instance, if adding a question on department status, you could choose to enter these for possible answers, with each answer on a separate line: De partment Cataloging Digital Curation IT Special Collections This is shown in the image below. Below is a depiction of how the above example would result in a field for institutional users when in Add New Position.

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ARL Position Description Bank Page 52 of 57 Institution Only File Types In addition to setting institution only questions, institution only file types can be established from the main screen for "Institutional Options / Questions" as shown below.

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ARL Position Description Bank Page 53 of 57 The Label is a brief descriptive term (or terms) that will help your instituti onal users identify the File Type. The Description is a longer explanation of the File Type that will help institutional users understand the appropriate kind of documents to submit for the specific File Type.

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ARL Position Description Bank Page 54 of 57 My Employee s Module The My Employees m odule can be activated in the Institution Options / Questions by selecting "Employee Module" as the question type.

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ARL Position Description Bank Page 55 of 57 When the Employee Module question type is selected, the following screen will appear: By enabling the Employee Module, the questions for Employee ID and Employee Name(s) are automatically selected and are required. The available data fields or questions for the My Employees module are: 1. Employee ID: 2. Name: o Title o First Name

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ARL Position Description Bank Page 56 of 57 o Middle Initial o Last Name o Suffix 3. Other Names 4. Email 5. Phone o Phone1 (Home/Cell/Work) o Phone 2 ( Home/Cell/Work) 6. Office Address 7. Date of Birth o Month o Day o Year 8. Institution Hire Date 9. Library Start Date 10. Library Exit Date 11. Tenure Status 12. Tenure/Promotion Department 13. Tenure Track Start Date 14. Mandatory Tenure Review Year 15. Year Granted Te nure 16. Year of most recent sabbatical 17. Highest Degree 18. Mentor Name 19. Notes Other than the required Employee ID and Employee Name(s), a ny of these fields may be used or may remain inactive depending on the institutions preference. Fields are checked to be included, or can be left unchecked to leave them inactive. Adding or changing field selections will be implemented when the users clicks the Save button at the bottom of the screen. Please note not all of the subfields for topics must be active. For inst ance, an institution may elect to use Date of Birth to track the birth Month and Day, but elect to not activate the Year. Please also note that many of these fields may not be applicable to all institutions and that each institution using the fields may de fine and use these fields in different manners based on the local institution.

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ARL Position Description Bank Page 57 of 57 The "Employee Options" can be checked to be included as part of the employee data for each employee.



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ARL Position Description Bank (ARL PD Bank) : User Guide Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Information ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Log On ................................ ................................ ................................ ................................ ............. 5 Searching ................................ ................................ ................................ ................................ 7 Basic Search ................................ ................................ ................................ ................................ ..... 7 Advanced Search ................................ ................................ ................................ .............................. 7 Search Results ................................ ................................ ................................ ................................ .. 9 Customizing the View ................................ ................................ ................................ ..................... 11 Sorting Results ................................ ................................ ................................ ............................... 12 Exporting Data ................................ ................................ ................................ ............................... 13 Adding a New Position ................................ ................................ ................................ ........... 14 Standard Data ................................ ................................ ................................ ................................ 14 Institution Only Data ................................ ................................ ................................ ...................... 15 Attach Documents ................................ ................................ ................................ .......................... 16 Submit a Position ................................ ................................ ................................ ........................... 18 Viewing and Maintaining a Position ................................ ................................ ........................ 18 Actions Sidebar ................................ ................................ ................................ .............................. 20 View Position ................................ ................................ ................................ ................................ ......... 20 View Position History ................................ ................................ ................................ ............................. 21 Edit Position ................................ ................................ ................................ ................................ ........... 22 Delete Position ................................ ................................ ................................ ................................ ....... 23 Add New Position ................................ ................................ ................................ ................................ ... 24 Duplicate Position ................................ ................................ ................................ ................................ .. 24 Forwarding Documents ................................ ................................ ................................ .................. 24 My Po sitions ................................ ................................ ................................ .......................... 27 My Employees ................................ ................................ ................................ ........................ 28 Customizing the View ................................ ................................ ................................ ..................... 30 Sorting Results ................................ ................................ ................................ ............................... 30 Exporting Data ................................ ................................ ................................ ............................... 30

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ARL Position Description Bank Page 2 of 53 Adding a New Employee ................................ ................................ ................................ ......... 31 Submit a New Employee ................................ ................................ ................................ ................. 31 Assign Employee to a Position ................................ ................................ ................................ ........ 32 Viewing and Maintaining an Employee ................................ ................................ ................... 32 Institutional Administration ................................ ................................ ................................ ... 35 Institutional Administration ................................ ................................ ................................ ........... 35 Review Pending User Registrations ................................ ................................ ................................ 36 View Institutional Users ................................ ................................ ................................ ................. 39 Institutional Options / Questions ................................ ................................ ................................ .... 41 Adding New Questions and Editing Questions ................................ ................................ ................. 44 Institution Only File Types ................................ ................................ ................................ .............. 48 My Employees Module ................................ ................................ ................................ ................... 50

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ARL Position Description Bank Page 3 of 53 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada a nd the United States. The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports findability as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications determined by Library Personnel Officers through focus groups and other feedback cha nnels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: 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 neithe r the responses nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, and retrieving) and distributing position descriptions. These documents serve as imp ortant 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. Permissible Use and Appropriate Data We Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions, submitted da ta and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions a nd any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such as employee names, home contact information, and complete birth dates.

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ARL Position Description Bank Page 4 of 53 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordinatio n of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Librar ies. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications and requirements. Supports system us ability, creation and refinement of documentation for technical and user needs, gathering user feedback, user testing, and user training. Mark V. Sullivan ( marsull@uflib.ufl.edu ; 352.273.290 7), Head, Digital Dev elopment 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.

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ARL Position Description Bank Page 5 of 53 Us er Account s Log On Once your user account is activated, log on by entering your account Username or associated Email address, and your ARL PD Bank Password at http://www.uflib.ufl.edu/arlpdbank/LogIn.aspx After successfully logging on the screen colo rs will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes the following tabs : Basic Search Advanced Search Add New Position My Po sitions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 53

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ARL Position Description Bank Page 7 of 53 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Search tab The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is dr iven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you can change this selecti on to one of the standard data fields or your optional Ins titution Level data fields, if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed:

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ARL Position Description Bank Page 8 of 53 The Advanced Search extends the functionality fou nd in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership. Example Advanced Search

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ARL Position Description Bank Page 9 of 53 Search Results Regardles s of the search type (Basic or Advanced), the search results a re depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 10 of 53 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen S earch results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position w ill open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 11 of 53 o The Actions bar allows you to perform actions against any selected positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( Plea up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and Reordered Columns

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ARL Position Description Bank Page 12 of 53 Sorting Results The results can be sorted from least t o greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 13 of 53 Exporting Data Export D ata loca ted in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 14 of 53 Adding a New Position Click on the Add New Position tab to add a new position. T his proce ss is divided into three tabs: Standard D ata Institution Only D ata (if the institution opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled p osition) b. Open (Position in recruitment process) c. Discontinued (Vacant position not slated to be filled in the foreseeable future)

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ARL Position Description Bank Page 15 of 53 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Professional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exem pt only salaried position) d. Support or paraprofessional (non exempt hourly or overtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determined time li mit) [An employee (regardless of title) who has been hired for a position without a pre determined time limit. Includes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative personnel appoin tments. This type differs from Term, Temporary or Time Limited employment, which have a pre determined period of employment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. May be benef itted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internship 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you will be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your m ouse. Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the next tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use t he Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their ne eds. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 16 of 53 o Employee name o Position number o Department o Supervisor name o Effective date of edit/ change o Notes Below is a screenshot of the Institution Only Data for a sample institution. In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 17 of 53 P rivate (I nstitution O nly) Pub lic documents are searchable and accessible by ARL PD Bank users. Private (institution only) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Docum ents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement P lease note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the institutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this typ e might include Org Charts (as in the example above) or Annual Goals The types of Private (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same m anner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 18 of 53 Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the d ocuments, click S ubmit to complete the process, thereby creating a new position record You will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Posit ion After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicable) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o Vie w Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and wi th multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 19 of 53 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected immediately in the single record screen.

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ARL Position Description Bank Page 20 of 53 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return t o the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 21 of 53 View Position History The Vie w Position History screen shows all versions of the position the date, and username for the edits. By clicking on one of the versions, you will see the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 22 of 53 Edit Position The Edit Position D ata screen s are very similar to the in itial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Attach Documents

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ARL Position Description Bank Page 23 of 53 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position Delete Position actions are not reversible and, therefore require a confirmation :

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ARL Position Description Bank Page 24 of 53 Clicking OK permanently deletes the position and all associated documents If an employee is associated with a deleted position, the employee will not be deleted. Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease of use Dup licate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on the Duplicate Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated position. Forward ing Documents From the Single R ecord s creen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 25 of 53 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 26 of 53 Complete the form and click Submit to send an email with the selected document attached. You wil l then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 27 of 53 My Positions The My Positions tab opens a screen show ing all of the positions for your institution (see example below) T he positions can then be filtered and organized using the facets and column headers, and the other functions described in the Search Results section above.

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ARL Position Description Bank Page 28 of 53 My Employees Institutions may elect to use the My Emp loyees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects t o use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The functionality described below is only available for institutions op ting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to search for employees b y Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 29 of 53 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the mat ches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will open the employee record where you can view all the data. Checkboxes ne xt to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar allows you to perform actions against any selected employees in the re sults pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( up blocker may prevent these windows from opening. Yo u can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 30 of 53 Add New E mployee takes you to the screen to enter the information for a new employee. Customizing the View The ta ble headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Exporting Data Export Data located in the Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 31 of 53 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Actions s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Employee When you have finished entering the employee data, click Submit t o complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you can review and edit the single record.

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ARL Position Description Bank Page 32 of 53 Assign Employee to a Position The screen below shows th e standard message when an employee is not currently assigned to a position. This screen includes a link to assign the employee to a position by editing an existing position or adding a new position. Viewing and Maintaining an Employee After creating a n ew employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Bank Page 33 of 53 This record includes the Employee Data, Standard Data, and the Institution Only D ata The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee

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ARL Position Description Bank Page 34 of 53 o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields wit h data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 35 of 53 Inst itutional A dministration The Institutional Administration features can be accessed by users with administrative privileges. Institutional Administrators can review and approve other users for their institution as well as create and edit institution only da ta fields (or questions) and document settings. Please note the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be se t by the Institutional Administrator Institutional Administration The Institutional Administration feature s can be accessed by users with administrative privile ges from the "Admin" link in the top, right hand corner. The Administrative Menu screen is s hown below and includes: Review Pending User Registrations View Institutional Users Institutional Options/Questions My Employees Questions (if My Employees module activated)

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ARL Position Description Bank Page 36 of 53 Please note, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.) so these do not need to be set by the Institutional Administrator. Review Pending User Registrations Institutional users seeking access to the ARL PD Bank re gister through the system and provide identification and contact information, and identify the member institution to which they are affiliated. institutio n will receive an email notice like the following:

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ARL Position Description Bank Page 37 of 53 The Review Pending User Registrations screen allows the Institutional Administrator to review and approve newly registered users for thei r institution. The screen provides a list of newly registered user s as shown in the screen below.

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ARL Position Description Bank Page 38 of 53 Click ing on one of the registered users opens the Edit User screen which provides information on the user as well as options to approve the registered user or reject the newly registered user. The Edit User screen also al lows the Institutional Administrator to assign roles and permission levels for the newly registered user. The progressive permission levels are: Can View Data Can Add/Edit Data Can Delete Positions Is Institutional Administrator

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ARL Position Description Bank Page 39 of 53 View Institutional Users The "View Institutional Users" option displays a list of all of the already registered and approved users, with basic informa tion and roles and permissions.

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ARL Position Description Bank Page 40 of 53 Clicking on one of the individual users then opens the Edit User screen ( described above ) and per mits the Institutional Administrator to update user information and ch ange the institutional user roles and permissions. The following screenshot represents a user that will be authorized for all 4 user role levels: ined, the Institutional Administrator must Submit the change to the system. The approved roles will be effective immediately, and the user will re ceive a system generated email alert ing them to the change and specif ying their approved user role(s). The fo llowing is an example of the notice a user would receive, if as in the above example, they were to be authorized for all 4 user role levels:

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ARL Position Description Bank Page 41 of 53 Institutional Options / Questions The "Institutional Options / Questions" link shows the institutional question s in use for the institution only data as well as the options for setting Institution Only File Types. Each of the questions is listed along with type, whether or not the question is active, and other options cover in the following sections of this User Gu ide. Before there are institution only questions, this screen includes a link to add new questions ("Click here to add a new institution only question") and the fields to complete the information for institution only file types.

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ARL Position Description Bank Page 42 of 53 Once questions have been added, clicking on any of the existing questions opens a new screen where the question can be edited. Also, at the bottom of the list of questions is the option to add new questions. This is further described in a subsequent section.

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ARL Position Description Bank Page 43 of 53 Below is one examp le for editing an institutional question. In the example below, the question being edited is for a Position Number, to add this as a standard question for the institution only data.

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ARL Position Description Bank Page 44 of 53 Adding New Questions and Editing Questions For adding new questions and editing questions, there are many options which are explained below. Please note: Not all of the elements below are available for each type of question.

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ARL Position Description Bank Page 45 of 53 Question Name This is a short term (or terms) which best describe the data you wish to collect. Thes e words will appear before the specific entries when looking at results or single positions. In addition, this will appear in the drop down for advanced searching if you choose to make this field searchable. Possible Examples: Classification Department Supervisor Complete Question The Complete Question appears when users from your institution are prompted to enter answers when entering a new position, or editing an existing PD. The Complete Question is longer than the brief Question Name terminology and can provide more information for your users. This can also be left blank to default to the question name, followed by a colon. Possible Examples: Job Classification or Rank : Department Name : Supervisor Name: Question Type The Question Type sets the t ype of question and thus the type of answers to be collected. The following types are available for institutional questions: 1. Free Text: o The user will enter information, without having any pre set options to select from, as opposed to a drop down menu. 2. Mul tiple Choice (One Selection): o The user will select one and only one of the possible pre set answers from a radio button list. The user can only select ONE of the answers (or, none if the question is not required). 3. Multiple Choice (Multiple Answers): o The u ser will select one or more of the answers from the pre sets using a checklist. The user can select as many as they wish (or, none if the question is not required). 4. Date:

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ARL Position Description Bank Page 46 of 53 o The user will enter a date, and will have a calendar box pop up to assist them with selecting a date. 5. Numeric Field: o The user will enter a value, which must be numeric. 6. Dropdown (Only One Answer): o The user will select from your controlled values by selecting one answer from a drop down list. The user can only select ONE of your answers. 7. Name ( First and Last ): o The user will enter a name, first name, followed by a separate last name field. 8. Employee o This option will enable the employee module. (See help section on the Employee Module). Options Is Active? This checkbox determines if the question is currently active and soliciting input when users edit or add a new position. Is Required? This checkbox determines if the user is required to enter data or select a value for this question. Include As Facet? This option adds this question and answers to the facet bar on the left of the (See the earlier Search Results section for more on facets.) Include Help? Enabling this will result in an automatically created help page being available to your users when entering data into this question. below. Question Help This field can be used to enter any additional help explanation or clarification you wish to provide to your institutional users when they are entering the data for this question. Length of Field This field can be left blank. When left blank, input boxes will default to a system determined length. However, if you wish to dictate the length of a field used to collect data from your users, you can enter values here. Values greater than 500 will result in a multi line input box.

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ARL Position Description Bank Page 47 of 53 Controlled Values Certain fields provide controlled values for your user to select. Those values should be entered into this box wi th each selection on a different line. If this is for a Dropdown question, leaving the first line blank will result in not having a default value. Otherwise, the first answer will be the default answer when entering new positions. For instance, if adding a question on department status, you could choose to enter these for possible answers, with each answer on a separate line: Department Cataloging Digital Curation IT Special Collections This is shown in the image below. Below is a depiction of how the above example would result in a field for institutional users when in Add New Position.

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ARL Position Description Bank Page 48 of 53 Institution Only File Types In addition to setting institution only questions, institution only file types can be established from the main screen for "Institutional Options / Questions" as shown below.

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ARL Position Description Bank Page 49 of 53 The Label is a brief descriptive term (or terms) that will help your institutional users identify the File Type. The Description is a longer explanation of the File Type that will help institutional users understand the appropriate kind of documents to submit for the specific File Type.

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ARL Position Description Bank Page 50 of 53 My Employee s Module The My Employees module can be activated in the Institution Options / Questions by selecting "Employee Module" as the question type.

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ARL Position Description Bank Page 51 of 53 When the Employee Module question type is selected, the following screen will appear: The available data fields or questions for the My Employees module are: 1. Empl oyee ID: 2. Name: o Title o First Name o Middle Initial o Last Name o Suffix

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ARL Position Description Bank Page 52 of 53 3. Other Names 4. Email 5. Phone o Phone1 (Home/Cell/Work) o Phone 2 ( Home/Cell/Work) 6. Office Address 7. Date of Birth o Month o Day o Year 8. Institution Hire Date 9. Library Start Date 10. Library Exit Date 11. Tenure Status 12. Tenure/Promotion Department 13. Tenure Track Start Date 14. Mandatory Tenure Review Year 15. Year Granted Tenure 16. Year of most recent sabbatical 17. Highest Degree 18. Mentor Name 19. Notes Any of these fields may be used or may remain inactive depending on the institutions prefer ence. Fields are checked to be included, or can be left unchecked to leave them inactive. Adding or changing field selections will be implemented when the users clicks the Save button at the bottom of the screen. Please note not all of the subfields for topics must be active. For instance, an institution may elect to use Date of Birth to track the birth Month and Day, but elect to not activate the Year. Please also note that many of these fields may not be applicable to all institutions and that each ins titution using the fields may define and use these fields in different manners based on the local institution.

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ARL Position Description Bank Page 53 of 53 The "Employee Options" can be checked to be included as part of the employee data for each employee.



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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ .......................... 3 Permissible Use and Appropriate Data ................................ ................................ ................... 3 Contact Information ................................ ................................ ................................ ........... 4 User Accounts ................................ ................................ ................................ ....................... 4 Create an Account ................................ ................................ ................................ .......................... 4 Log On ................................ ................................ ................................ ................................ ........... 4 Searching ................................ ................................ ................................ .............................. 6 Basic Search ................................ ................................ ................................ ................................ ... 6 Advanced Search ................................ ................................ ................................ ............................ 6 Search Results ................................ ................................ ................................ ................................ 8 Customizing the View ................................ ................................ ................................ ..................... 9 Sorting Results ................................ ................................ ................................ ............................... 9 Exporting Data ................................ ................................ ................................ ............................. 10 Adding a New Position ................................ ................................ ................................ ........ 10 Standard Data ................................ ................................ ................................ .............................. 11 Institution Only Data ................................ ................................ ................................ .................... 12 Attach Documents ................................ ................................ ................................ ........................ 13 Submit a Position ................................ ................................ ................................ ......................... 14 Viewing and Maintaining a Position ................................ ................................ ..................... 15 Actions Sidebar ................................ ................................ ................................ ............................ 16 View Position ................................ ................................ ................................ ................................ ...... 17 View Position History ................................ ................................ ................................ .......................... 17 Edit Position Data ................................ ................................ ................................ ................................ 18 Manage Documents ................................ ................................ ................................ ............................ 18 Delete Position ................................ ................................ ................................ ................................ .... 19 Add New Position ................................ ................................ ................................ ................................ 19 Duplicate Position ................................ ................................ ................................ ............................... 19 Forwarding Documents ................................ ................................ ................................ ................ 19 My Positions ................................ ................................ ................................ ....................... 21 My Employees ................................ ................................ ................................ ..................... 22 Customizing the View ................................ ................................ ................................ ................ 24

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ARL Position Description Bank Page 2 of 27 Sorting Results ................................ ................................ ................................ .......................... 24 Exporting Data ................................ ................................ ................................ ........................... 24 Adding a New Employee ................................ ................................ ................................ .. 25 Viewing and Maintaining an Employee ................................ ................................ .......... 25 Institutional Adm inistration ................................ ................................ ................................ 27 Maintaining Users ................................ ................................ ................................ ........................ 27 Creating Custom Fields ................................ ................................ ................................ ................. 27

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ARL Position Description Bank Page 3 of 27 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that p rovides access to a collection (or bank) of PDs throughout Ca n ada and the United States The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method and system that supports findability as well a s archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was developed based on specifications determined by Lib rary Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and services as reflected over time in the PDs. The opportunity: Perhaps the most common collaboration between personnel officers from different academic libraries is the sharing of position descriptions. This is usually i nitiated 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 nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort managing (archiving, locating, and retrieving) and distributing position descriptions. These documents serve as important elements of effective human resources management and are only useful if maintained, organized a nd accessible. Techniques for and effectiveness in managing these documents vary from institution to institution. Permissible U se and A ppropriate D ata We seek to preserve privacy. Though the ARL PD Bank is secure access is restricted, and only very limited data is available to those outside of the individual institutions S ubmitted data and documents must not include: S ecurity N umber or the comparable registration number, passport number, etc. Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other perso nal identifiers, such as employee names, home contact information, and birth dates.

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ARL Position Description Bank Page 4 of 27 Please contact the system administrator should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: Br ian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida George A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.edu ; 352.273.2595) Assistant Program Director, Human Resources, Unive rsity of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analysis, synthesis, and translation of user needs into technical specifications 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 ( mars ull@uflib.ufl.edu ; 352.273.290 7), 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. User Account s Create an Account Pending Log On Once your user account is activated go to the main page for the ARL PD Bank (linked from http://uflib.ufl.e du/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Password

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ARL Position Description Bank Page 5 of 27 After successfully logging on the screen colors will update to colors for your institution and the name of your institution will appear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees module)

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ARL Position Description Bank Page 6 of 27 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The initial Welcome or Home page for the ARL Position Description Bank is shown below. The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the Search Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you can change this selection to one of the required data fields or your optional Institution Level data areas. Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed :

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ARL Position Description Bank Page 7 of 27 The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionally, you may filter search results by institutional characteristics such as Region and/ or State/Province. Example Advanced Search

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ARL Position Description Bank Page 8 of 27 Search Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a s tandardized screen. An example of search results is shown below: The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to remove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes next to each of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page o The Actions bar allows you to perform actions against any positions in the results pane which have been selected o Actions include: Open Selected Position s and Export D ata

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ARL Position Description Bank Page 9 of 27 o Open S elected P ositions opens the selected positions in separate windows. ( Please note up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) o Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and R eordered C olumns Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 10 of 27 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result to an XLS Excel file named arlpdbank.xls The file can then be opened or saved: Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata

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ARL Position Description Bank Page 11 of 27 Institution Only D ata ( if the institution opts to use ) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. % FTE or Full Time Equivalent 3. Position status (select one) a. Active b. Inactive c. Pending 4. Position type (select one) a. Professional librarian b. Other professional c. Support or paraprofessional (exempt only) d. Support or paraprofessional (non exempt) e. None of the above 5. Appointment type (select one) a. Tenure accruing or permanent status eligible b. Regular

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ARL Position Description Bank Page 12 of 27 c. Temporary/time limited d. Residency/Fellowship/Internship 6. Library type (select one) a. Law Library b. Medical Library c. All Other 7. Functional areas (check all that apply) Institution Only D ata Once all of the required Standard Data has been submitted, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only D ata fields, the submitted data will not be viewable to other ARL PD Bank users or us able by users outside of your institution in searching the ARL PD Bank. The Institution Only D ata is custo mizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modify fields as they deem useful. Pre p rogrammed fields o Job classification o Employee ID o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institution Only Data for a sample institution.

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ARL Position Description Bank Page 13 of 27 Here, you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field mandatory. If so, those fields are noted on the page with asterisks. Attach Documents After entering the Institution Only Data (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categor ies: P ublic P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private documents will only display for and may only be keyword searched by those within the submitting institution. Below is a screenshot of t he Attach Documents tab for a sample institution that has opted to use both Public and Private documents

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ARL Position Description Bank Page 14 of 27 At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a position. For example, some institutions might use annual activity reports or assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those docu ments may be submitted if they are the institutional document s which best reflect t he duties, qualifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents the submitted d ocuments will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Evaluations The types of Private ( I nstitution O nly) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents. Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ing documents, click S ubmit to complete the process, thereby creating a new position record You will then proceed to the Single Record view for the position record Here, you can review and edit the single r ecord.

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ARL Position Description Bank Page 15 of 27 Viewing and Maintaining a Position After submitting an entry, you can view the Single Record as shown in the screenshot below. The Single Record screen includes: o Standard D ata o Institution Only D ata (if applicable) o Public Documents o Private (Institution Only) Documents (if applicable) o Actions sidebar : o View Position o View Position History o Edit Position D ata o Manage Documents o Delete Position o Add New Position o Duplicate Position o Email Position (from the docu ments at the bottom, using the forward l ink) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 16 of 27 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position History, explained in the Actions Sidebar section below. C hanges are reflected immediately in the single record screen. Als o note: T he backward arrow button, at the top right of the screen, allows access to previous versions of the record. Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position

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ARL Position Description Bank Page 17 of 27 View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner ( see screen shot below ) you can access historical records of this same positio n by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position. View Position History The Vie w Position History screen shows prior versions of the position, the date, and username for the edits. By clicking on one of the versions, you will see the record as it existed at the time of that change.

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ARL Position Description Bank Page 18 of 27 Edit Position D ata The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Institution Only Data Manage Documents The Manage Documents screen is similar to the Attach Documents screen for uploading the initial documents, d uring the Add New Position process described above.

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ARL Position Description Bank Page 19 of 27 Delete Position The Delete Position link from the Actions Sidebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation : Clicking OK permanently deletes the position and all associated documents Add New Position The Add New Position link from the Actions Sidebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Positio n link is included in the Actions Sidebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on Duplication Position acti on prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save the duplicated po sition. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 20 of 27 Clicking on this F orward link brings up the Forward a Document screen : Complete the form and click Submit to send an email with the selected file attached. Then, y ou will automatically return to the S ingle R ecord screen where you will receive a confirmation message : Email Sent Successfully

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ARL Position Description Bank Page 21 of 27 My Positions The My Positions tab opens a screen show ing all of the positions for your institution. The positions can then be filtered and organized using the facets and column headers, and the other functions described in the search results screen section above.

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ARL Position Description Bank Page 22 of 27 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the institution opts to use this syste m feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The functionality described bel ow is only available for institutions opting to use th e My Employees Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to search f or employees by Employee Name or Employee ID number A blank search will return all employees for your institution As with the Basic Search and Advanced S earch, the search results for My Employees are depicted in a standardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 23 of 27 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search T erms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o M iddle of screen o Displays list of all the matches to your search criteria in the form of a sortable table with customizable columns o Cl icking on a single employee will open the employee information, where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Ac tions: o Bottom of page o The Actions bar allows you to perform actions against any employees in the results pane which have been selected o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee o Open Selected Employees opens the selecte d employees in separate windows. ( Please up blocker may prevent these windows from opening. You can change in your browser preferences to accept pop ups from the ARL PD Bank. ) o Export Data opens the full search result in an XLS Excel file. o Add New Employee takes you to the screens to enter the information for a new employee.

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ARL Position Description Bank Page 24 of 27 Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowes t number/alphabetical character. Exporting Data E xport Data located in the Actions bar at the bottom of the page, exports the current set of result s in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 25 of 27 Adding a New Employee From the bottom of the My Employees search results screen or from the Actions Sidebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee An example of the Employee Data is provided below Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by c lick ing on an employee from the Employee Search results. An example of the Single Employee Record screen i s shown below.

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ARL Position Description Bank Page 26 of 27 The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard employee view) o View Employee History o Edit Employee o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and ID o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes link to forward the documents)

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ARL Position Description Bank Page 27 of 27 Institutional A dministration Maintaining Users Creating Custom Fields



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ARL Position Description Bank (ARL PD Bank) : User Documentation Table of Contents Introduction ................................ ................................ ................................ ............................ 3 Permissible Use and Appropriate Data ................................ ................................ ..................... 3 Contact Information ................................ ................................ ................................ ................ 4 User Accounts ................................ ................................ ................................ ......................... 5 Create an Account ................................ ................................ ................................ ............................ 5 Log On ................................ ................................ ................................ ................................ ............. 6 Searching ................................ ................................ ................................ ................................ 7 Basic Search ................................ ................................ ................................ ................................ ..... 7 Advanced Search ................................ ................................ ................................ .............................. 8 Search Results ................................ ................................ ................................ ................................ .. 9 Customizing the View ................................ ................................ ................................ ..................... 11 Sorting Results ................................ ................................ ................................ ............................... 12 Exporting Data ................................ ................................ ................................ ............................... 13 Adding a New Position ................................ ................................ ................................ ........... 14 Standard Data ................................ ................................ ................................ ................................ 14 Institution Only Data ................................ ................................ ................................ ...................... 15 Attach Documents ................................ ................................ ................................ .......................... 16 Submit a Position ................................ ................................ ................................ ........................... 18 Viewing and Maintaining a Position ................................ ................................ ........................ 18 Actions Sidebar ................................ ................................ ................................ .............................. 20 View Position ................................ ................................ ................................ ................................ ......... 20 View Position History ................................ ................................ ................................ ............................. 21 Edit Position ................................ ................................ ................................ ................................ ........... 22 Delete Position ................................ ................................ ................................ ................................ ....... 23 Add New Position ................................ ................................ ................................ ................................ ... 24 Duplicate Position ................................ ................................ ................................ ................................ .. 24 Forwarding Documents ................................ ................................ ................................ .................. 24 My Positions ................................ ................................ ................................ .......................... 27 My Employees ................................ ................................ ................................ ........................ 28 Customizing the View ................................ ................................ ................................ ..................... 30 Sorti ng Results ................................ ................................ ................................ ............................... 30

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ARL Position Description Bank Page 2 of 40 Exporting Data ................................ ................................ ................................ ............................... 30 Adding a New Employee ................................ ................................ ................................ ......... 31 Submit a New Employee ................................ ................................ ................................ ................. 31 Assign Employee to a Position ................................ ................................ ................................ ........ 32 Viewing and Maintaining an Employee ................................ ................................ ................... 32 Institutional Administration ................................ ................................ ................................ ... 35 Institutional Administrat ion ................................ ................................ ................................ ........... 35 Review Pending User Registrations ................................ ................................ ................................ 36 View Institutional Users ................................ ................................ ................................ ................. 37 Institutional Options / Questions ................................ ................................ ................................ .... 39

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ARL Position Description Bank Page 3 of 40 Introduction The Association of Research Libraries Position Description Bank (ARL PD Bank) is a collection of position descriptions (PDs) from major academic and research libraries. The ARL PD Bank fosters the sharing of information through a browseable and searchable database that provides access to a collection (or bank) of PDs throughout Canada and the United States. The ARL PD Bank supports the management of PDs for individual institutions, providing an effective organizational method an d system that supports findability as well as archiving for long term digital preservation. The ARL PD Bank is accessible online: http://www.uflib.ufl.edu/arlpdbank Background: The ARL PD Bank was develop ed based on specifications determined by Library Personnel Officers through focus groups and other feedback channels. The ARL PD Bank provides a more useful source for current PDs and will depict the evolution of positions, and library functions and servic es as reflected over time in the PDs. The opportunity: 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 e lectronic mailing list. The responses are 'hit or miss' and not often distributed to the whole list, and neither the responses nor the requests are archived. Additionally, library human resources management staff spends a considerable amount of effort mana ging (archiving, locating, and retrieving) 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 effective ness in managing these documents vary from institution to institution. Permissible Use and Appropriate Data Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted and only very limited data is available to those outside of the individual institutions, submitted data and documents must not include: Social Security Number or the comparable Driver's license number, alien registration number, passport number, etc. Bank account, credit or debit card information Further, institutions should review position descriptions and any other documents that will be accessible by other ARL PD Bank institutions to ensure they do not include other personal identifiers, such a s employee names, home contact information, and complete birth dates.

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ARL Position Description Bank Page 4 of 40 The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida, with all data and system security complying to the UF IT Data Security Standard Please contact us should you have any questions or concerns regarding this. Contact Information For assistance or any questions, please contact: ARL PD Bank Team: arlpdbankhelp@uflib.ufl.edu or 352 273 2595. Brian W. Keith ( brikeit@uflib.ufl.edu ; 352.273.2595), Associate Dean for Administrative Services and Faculty Affairs, University of Florida Geo rge A. Smathers Libraries. Responsible for overall project direction, implementation, and high level coordination of the UF Leadership Team, ARL Project Liaison, and Contributors. Bonnie J. Smith ( bonniesmith@ufl.e du ; 352.273.2595), Assistant Program Director, Human Resources, University of Florida George A. Smathers Libraries. Responsible for engagement with ARL Personnel Officers. Primary coordinator and director for all communication with ARL Personnel Officers for focus groups, surveys, communications, and evaluations. Dr. Laurie N. Taylor ( laurien@ufl.edu ; 352.273.2902), Digital Humanities Librarian, University of Florida George A. Smathers Libraries. Responsible for analy sis, synthesis, and translation of user needs into technical specifications 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 ( marsull@uflib.ufl.edu ; 352.273.290 7), 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.

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ARL Position Description Bank Page 5 of 40 User Account s Create an Account To create an account, go to the ARL PD Bank (linked from http://w ww.uflib.ufl.edu/arlpdbank/ ) and select Clicking on the R egister link takes you to the registration screen which is shown below. Once you register, you wi ll receive an email message stating:

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ARL Position Description Bank Page 6 of 40 Thank you for registering to participate in the ARL Position Description Bank. Your registration will be reviewed shortly. If you have any questions regarding your registration, feel free to contact us at arlpdbankhelp@uflib.ufl.edu or by phone at 352 273 2595. Log On Once your user account is activated, go to the main page for the ARL PD Bank (linked from http://uflib.ufl.e du/arlpdbank/ ) and log on by entering your account Username or associated Email address, and your ARL PD Bank Password. After successfully logging on the screen colors will update to colors for your institution and the name of your institution will ap pear in the top left corner of the screen The Welcome or H ome page for the ARL PD Bank includes for the following tabs : Basic Search Advanced Search Add New Position My Positions My Employees (for institutions that have elected to use the My Employees m odule)

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ARL Position Description Bank Page 7 of 40 Searching The ARL PD Bank allows you to search the records and/or submitted documents (e.g., position descriptions, vacancy announcements, etc.). Basic Search The Home page for the ARL Position Description Bank ( shown below ) is the Basic Searc h tab

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ARL Position Description Bank Page 8 of 40 The default Basic Search is for all records and all institutions. This Scope can be narrowed to your institution in the s earch Scope field. The Basic Search is driven by keyword(s) entered into the text box. This search by default will look for instances of the word(s) Anywhere in Record all submitted data and all documents. By clicking on the drop down to the right of the text box, you can change this selection to one of the standard data fields or your optional Ins titution Level data fields if applicable Advanced Search By clicking on t he Advanced Search tab, the full advanced search screen is displayed: The Advanced Search extends the functionality found in the Basic Search by allowing you to add multiple search criteria. Additionall y, you may filter search results by institutional characteristics such as Region State/Province and/or ARL membership.

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ARL Position Description Bank Page 9 of 40 Example Advanced Search Search Results Regardless of the search type (Basic or Advanced), the search results a re depicted in a stand ardized screen. An example of search results is shown below:

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ARL Position Description Bank Page 10 of 40 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o T op of page o Shows current search terms and allows you to rem ove any of your current search terms Narrow Results By (search facets): o Left panel o The facets allow you to narrow your search while you are in the search results screen Search results: o M iddle of screen o Displays list of all the matches to your search cr iteria in the form of a sortable table with customizable columns (see Customizing the View below) o Clicking on a single position will open the position, where you can view all the data and documents Checkboxes nex t to each of the results allow you to select a number of positions and perform the actions listed at the bottom of the page (see next section) Actions: o B ottom of page

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ARL Position Description Bank Page 11 of 40 o The Actions bar allows you to perform actions against any selected positions in the res ults pane which have been selected o Actions include: Open Selected Position s and Export D ata Open S elected P ositions opens the selected positions in separate windows. ( up blocker may prevent these windows from opening. Y ou can change in your browser preferences to accept pop ups from the ARL PD Bank. ) Export D ata opens the full search result in an XLS Excel file. Customizing the View The table headers can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Default and Reordered Columns

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ARL Position Description Bank Page 12 of 40 Sorting Results The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the col umn headers. Cells with no data are sorted as the lowest number/alphabetical character. Additionally, the search facets on the left can be used to further narrow the search results. Clicking on one of the facets will narrow to only the search result s that include the selected information. The facet information is then added to the top search terms and can be removed to expand the results.

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ARL Position Description Bank Page 13 of 40 Exporting Data Export D ata located in the Actions bar at the bottom of the page exports the current search result t o an XLS Excel file named arlpdbank.xls The file can then be opened or saved:

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ARL Position Description Bank Page 14 of 40 Adding a New Position Click on the Add New Position tab to add a new position. T his process is divided into three tabs: Standard D ata Institution Only D ata (if the instituti on opts to use) Attach Documents Standard D ata Below is a screenshot of the top portion of the Standard D ata tab. From this tab, you can enter the required S tandard D ata. This data is viewable to other ARL PD Bank users for use in searching the ARL PD Bank The required data is: 1. Working title 2. FTE (Full Time Equivalent) the acceptable range is any number above 0 up to 1.0 3. Position status (select one) a. Active (Filled position) b. Open (Position in recruitment process) c. Discontinued (Vacant position not sl ated to be filled in the foreseeable future)

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ARL Position Description Bank Page 15 of 40 4. Position type (select one) a. Professional librarian (Positions requiring an MLS, MLIS, or other directly relevant advanced degree or equivalent years of experience) b. Other professional (Professional positions which may or may not require an advanced degree and might serve in field such as human resources, grants, fiscal, information technology, etc.) c. Support o r paraprofessional (exempt only salaried position) d. Support or paraprofessional (non exempt hourly or ove rtime eligible position ) e. None of the above 5. Appointment type (select one) a. Tenured, Tenure Accruing, Permanent or Permanent Status Eligible b. Regular (No pre determined time limit) [An employee (regardless of title) who has been hired for a position without a pre determined time limit. Includes recurring, ongoing appointments including non tenure accruing, non permanent status eligible faculty or administrative personnel appointments. This type differs from Term, Temporary or Time Limited employment, which hav e a pre determined period of employment.] c. Term / Temporary / Time Limited (Appointments with specific durations including project based or seasonal employment. May be benefitted or non benefitted, and regardless of title.) d. Residency / Fellowship / Internsh ip 6. Library type (select one) a. Law Library University b. Medical Library University c. All Other University d. Non University Library 7. Functional areas (check all that apply) There are over 25 functional areas. By clicking on the to the left of question 7 you wil l be taken to a document with a definition of each functional area. A description of each functional area is also provided by hovering over the functional area with your mouse. Institution Only D ata Once all of the required Standard Data has been submitte d, click Next to proceed to the tab. Institution Only Data is only collected if the institution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. The Institution Only Data is customizable by each institution based on their needs. Some common data fields will be pre programmed, but institutions may create or modi fy fields as they deem useful. Pre programmed fields o Job classification o Employee ID

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ARL Position Description Bank Page 16 of 40 o Employee name o Position number o Department o Supervisor name o Effective date of edit/change o Notes Below is a screenshot of the Institution Only Data for a sample institution In this tab you can enter I nstitution O nly D ata The institution may opt to make some of the I nstitution O nly D ata field s mandatory. If so, those fields will be noted on the page with asterisks. Attach Documents After entering the Institution Only D ata (if applicable) click Next to Attach Documents The ARL PD Bank will accept documents falling into two broad categories: Public

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ARL Position Description Bank Page 17 of 40 P rivate (I nstitution O nly) Public documents are searchable and accessible by ARL PD Bank users. Private (institution o nly) documents will only display for and may only be keyword searched by those users from within the submitting institution. Below is a screenshot of the Attach Documents tab for a sample institution that has opted to use Private documents in addition to the standard Public Documents At the Attach Documents screen you can upload two types of Public Documents: Position Description Position Vacancy Announcement Please note : Position D escription might include a variety of documents describing a positi on. For example, some institutions might use annual assignments to describe the work of the ir staff. In lieu of a traditional p osition d escription, those documents may be submitted if they are the institutional document s which best reflect t he duties, qual ifications etc. for the position. The Private ( I nstitution O nly) documents are optional and can only be submitted if the institution opts to use this system feature. If your institution elects to permit the submission of I nstitution O nly documents, the submitted documents will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Documents of this type might include Org Charts (as in the example above) or Annual Goals The types of Priva te (Institution Only) documents can be customized by the institution. Regardless of the category of document (Public or Private) documents are submitted in the same manner as adding an attachment to an email message. The attachments can be PDF, Word (DOC and DOCX), and TEXT (TXT) documents.

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ARL Position Description Bank Page 18 of 40 Submit a P osition When you have finished entering the Standard Data and Institution Only D ata (if applicable) and attach ed the documents, click S ubmit to complete the process, thereby creating a new position record Y ou will then automatically proceed to the Single Record view for the position record Here, you can review and edit the single record. Viewing and Maintaining a Position After submitting a position you can view the Single Record The Single Record screen includes: Standard D ata Institution Only D ata (if applicable) Public Documents Private (Institution Only) Documents (if applicable) Actions S idebar : o View Position o View Position History o Edit Position o Delete Position o Add New Position o Duplicate Position o Ema il Position (from the docu ments at the bottom, using the forward link) The screenshot s below are of a single record with Public Documents and Private Documents and with multiple versions of the record which can be accessed using the arrow buttons

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ARL Position Description Bank Page 19 of 40 Please n ote : T he system automatically tracks the date and username when documents and data are added and /or modified This logged information can be accessed in View Position His tory, explained in the Actions s idebar section below. C hanges are reflected i mmediately in the single record screen.

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ARL Position Description Bank Page 20 of 40 Actions Sidebar Clicking on one of the options in the Actions sidebar will bring up a new screen. You can always return to the Single Record sc reen by clicking View Position View Position From this screen you can view a single position record and access any associated documents. In the upper right hand corner (see screen shot below) you can access historical records of this same position by selecting the directional arrows Each change to the position data or submission of a new document creates a historical record of the position.

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ARL Position Description Bank Page 21 of 40 View Position History The Vie w Position History screen shows all versions of the position, the date, and username for the edits. By clicking on one of the versions, you will se e the record as it exi sted at the time of that change, including the then current documents.

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ARL Position Description Bank Page 22 of 40 Edit Position The Edit Position D ata screen s are very similar to the initial Add New Position screen s introduced above in that they include : Standard Data Instit ution Only Data Attach Documents

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ARL Position Description Bank Page 23 of 40 Delete Position The Delete Position link from the Actions s idebar allows you to delete the position and all files for the position. Delete Position actions are not reversible and, therefore require a confirmation : Clic king OK permanently deletes the position and all associated documents

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ARL Position Description Bank Page 24 of 40 Add New Position The Add New Position link from the Actions s idebar opens the standard process for adding a new position covered earlier in this guide. The process is identical, and the Add New Position l ink is included in the Actions s idebar for ease. Duplicate Position Duplicate Position allows you to create a duplicate of the existing position record This makes it easier to create multiple similar positions. Clicking on Duplicati on Position action prompts a confirmation : Clicking OK then brings up the Add New Position screens with all of the information from the duplicated position already filled in. You can then edit the new position data, attach documents, and submit to save t he duplicated position. Forward ing Documents From the Single R ecord screen, there is a F orward link next to the documents, as shown in the screenshot below.

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ARL Position Description Bank Page 25 of 40 Clicking the F orward link brings up the Forward a Document screen :

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ARL Position Description Bank Page 26 of 40 Complete the form and click Submit to send an email with the selected document attached. You will then automatically be return ed to the Single Record screen where you will receive a confirmation message : Email Sent Successfully.

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ARL Position Description Bank Page 27 of 40 My Positions The My Positions tab opens a screen sho w ing all of the positions for your institution (see example below) The positions can then be filtered and organized using the facets and column headers, and the other functions described in the Search Results sect ion above.

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ARL Position Description Bank Page 28 of 40 My Employees Institutions may elect to use the My Employees module. This module expands the syste to support data management functions for I nstitution Only Data Please recall, Institution Only Data is only collected if the insti tution opts to use this system feature. If your institution elects to use the Institution Only Data fields, the submitted data will not be viewable to other ARL PD Bank users or usable by users outside of your institution in searching the ARL PD Bank. Th e functionality described below is only available for institutions opting to use the My Employees module Please note: the My Employees module requires the institution to use an E mployee ID number for each employee record The My Employees tab launches a screen which allows you to search for employees by Employee Name or Employee ID number A blank search will return all employees for your institution The search results for My Employees are depicted in a standardized screen. An exam ple of search results is shown below:

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ARL Position Description Bank Page 29 of 40 The search results screen is comprised of a number of elements. Each is described in turn in the following section. Search Terms: o Top of page o Shows current search terms and allows you to remove any of your current search terms Search results: o Middle of screen o Displays all the matches to your search criteria in the form of a sortable table with customizable columns (described below in Customizing the View and Sorting Results) o Clicking on a single e mployee will ope n the employee record where you can view all the data. Checkboxes next to each of the results allow you to select a number of employees and perform the actions listed at the bottom of the page (see next section) Actions: o Bottom of page o The Actions bar a llows you to perform actions against any selected employees in the results pan e o Actions include: Open Selected Employee s ; Export Data ; and Add New Employee Open Selected Employees opens the selected employee ( s ) in separate window ( s ) ( Please note that you up blocker may prevent these windows from opening. You can change your browser preferences to accept pop ups from the ARL PD Bank. ) Export Data opens the full search result in an XLS Excel file.

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ARL Position Description Bank Page 30 of 40 Add New E mployee takes you to the screen to e nter the information for a new employee. Customizing the View The table headers for My Employees can be adjusted to increase or decrease the column width The order of the columns can also be changed by clicking and dragging column header s Sorting Resu lts The results can be sorted from least to greatest or alphabetical to reverse alphabetical by clicking on any one of the column headers. Cells with no data are sorted as the lowest number/alphabetical character. Exporting Data Export Data located in t he Actions bar at the bottom of the page, exports the current set of results in to an XLS Excel file named arlpdbank.xls. The file can be opened or saved:

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ARL Position Description Bank Page 31 of 40 Adding a New Employee From the bottom of the My Employees search resu lts screen or from the Action s s idebar when viewing a S ingle E mployee Record c lick on the Add New Employee link to add a new employee. An example of the Employee Data is provided below Institutions may select from a variety of preprogrammed employee data fields. Submit a New Emplo yee When you have finished entering the employee data, click Submit to complete the process, thereby creating a new employee record. You will then automatically proceed to the Single Record view for the employee record. Here, you can review and edit the si ngle record.

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ARL Position Description Bank Page 32 of 40 Assign Emplo yee to a Position The screen below shows the standard message when an employee is not currently assigned to a position. This screen inc ludes a link to assign the employee to a position by editing an existing position or adding a new position. Viewing and Maintaining an Employee After creating a new employee record you will see the Single Employee Record screen. This screen can also be accessed by selecting employee (s) from the Employee Search results. An example of the Single Employee Record screen is shown below.

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ARL Position Description Bank Page 33 of 40 This record includes the Employee Data, Standard Data, and the Institution Only D ata The Employee screen is comprised of a number of elements. Each is described in turn in the following section. Breadcrumbs to return to the Employee Search o Top left of page Actions Sidebar o Left panel o View Employee (standard E mployee Record view) o View Employee History o Edit Employee

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ARL Position Description Bank Page 34 of 40 o Terminate Employee o Add New Employee View Employee Main Section o Middle of page o Employee Name and I D o Employee Data E dit link to edit this data directly Data fields with data are shown; data fields are not displayed if no information is available o Arrows and Numbers for different versions of the data for this employee o Standard Data The Working Title links to the Position Description. Clicking on the Working Title takes you to the Position Description where you can update the Position Description to remove or link an Employee record to that Position. o Institution Only Data o Public Documents (includes lin k to forward the documents) o Private Documents (Institution only)

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ARL Position Description Bank Page 35 of 40 Institutional A dministration The Institutional Administration pages can be accessed by us ers with administrative privile ges. Institutional Administrators can review and approve other users for their institution as well as create and e dit institution only questions. In addition to institutional customization, the ARL PD Bank already includes the relevant factual data on all ARL institutions (e.g., in terms of location with Region, State/Province; private or public; etc.). Institutional Administration The Institutional Administration pages can be accessed by users with administrative privile ges from the "Admin" link in the top, right hand corner. The main "Admin" scre en is shown below and includes: Review Pending User Registrations View Institutional Users Institutional Options/Questions

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ARL Position Description Bank Page 36 of 40 Review Pending User Registrations The Review Pending User Registrations screen allows you to review and approve newly registered users for your institution. The main screen shows a list of newly registered users as shown in the s creen below.

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ARL Position Description Bank Page 37 of 40 Click on one o f the users to see the full review screen to edit user information as well as to approve, assign roles and permissions, or reject the newly registered user. View Institutional User s The "View Institutional Users" option displays a list of all of the already registered and approved users, with basic informa tion and roles and permis sions.

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ARL Position Description Bank Page 38 of 40 Clicking on one of the individual users then brings up a new screen with the ability to edit the user and ch ange the roles and permissions.

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ARL Position Description Bank Page 39 of 40 Institutional Options / Questions The "Institutional Options / Questions" link shows the institutional questions in use for the institution only data. Each of the questions is listed along with type, whether or not the questio n is active, and other options. Also, at the bottom of the list of questions is the option to add new questions. Additionally, clicking on an y of the existing questions opens a new screen whe re that question can be edited. Below is one example for editing an institutional question. In the example below, the question being edited is for a Position Number to add this as a standard question for the instituti on only data.

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ARL Position Description Bank Page 40 of 40