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RCM Comprehensive Budget Review

George A. Smathers Libraries


February


23,


2011


I I


SGeorge A. Smathers
SLibraries
UNIVERSITY of FLORIDA






RCM and the UF Libraries

The George A. Smathers Libraries have two
main components under RCM:
* Health Science Center Libraries (HSCL) -
funded through the academic & research units
of the Health Sciences Center
* University Libraries (UL) - funded through the
other academic & research units, excluding the
College of Law*

* The Lawton Chiles Legal Information Center is not part of the George A.
Smathers Libraries and, therefore, is not included in this review.

F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 2






Value of the Libraries


Libraries uniquely embody the distinct
characteristics of the whole university and
support its mission across all disciplines.


SGeorge A. Smathers
SLibraries
UNIVERSITY of FLORIDA







Value to Stakeholders*

* Student Enrollment, Retention and Graduation
* Student Achievement and Learning
* Student Experience, Attitude and Perception of
Quality
* Faculty Research Productivity and Teaching
* Faculty Grants
* Institutional Reputation and Prestige


* Association of College and Research Libraries. Value of Academic
Libraries: A Comprehensive Research Review and Report. 2010.


F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 4











George A. Smathers Libraries

University of Florida

Including Faculty/Staff FTE


Dean of
University Libraries
(1 Faculty)
Associate Dean Associate Dean Assistant Dean Associate Dean Associate Dean &
Technology & Scholarly Resources & Human & Financial Development & Director. Health Science
Support Services Research Services Resources Advancement Center Libraries
(1 Faculty) (1 Faculty) (1 Faculty) (1 Faculty) (1 Faculty)


& Special & Ae S d Fiscal Services Development HSCL
Acquisitions & Special Area SUSShared Academic & (6 StaIff) (1 Staff) (13 Facuty/23 Staff)
Licensing - Studies Collections Collection & Storage- - Scholarly Outreach
(2 Faculty/13.3 Staff) (18 Faculty/11Staff) (.5 Faculty) A E(2 Faculty) i

es onGovernment Auxiliary Library (1 Facul Stanformaton (3 Facuty2. Stff)
Conservation Documents/Maps Facility Kuali OLE Proj (2 Staff)
(.5 Faculty/6 Staff) (4 Faculty/8 Staff) c 2 Staff)
Grants -- Vet Med
S Cataloging& LiraryWest(H&SSS ( Staff) Reading Room -
5 ea( Fooulty,,Stfj mergin0
(68 Flty2 Staff) 1Admin Support Te es
(2 Staff)
S(2 staff) (1 Faculty)
Access Support Marston (Sciences)
(1 Faculty/7 5 Staff) (11 Faculty/16 Staff)

Departmental Advisory Group for Health Science I
bareDigital Services - Libraries Research Services & I Center Libranes I .......................
(2 Faculty/10 Staff) Scholarly Resources I I Advisory Committee
._ (AGRSSR)_ I I_ (HSCL-AC)_
Information Architecture & Education
Technology Fine Arts Library - Library
(1 Faculty/ 16.Staff) (2 Faculty/3 Staff) (2 Facuy/ Staff)Teur homes for the Smather Libraries are
*Tenure homes for the Smathers Libraries are:
* Technology & Support Services,
Facilities Se itJournalism M y * Special & Area Studies Collections,
SFai Se ity LibrarySta) Government Documents,
(1 Faculty/2 Staff) Humanities & Social Sciences (Library West),
* Marston Science Library,
* Departmental Libraries, and
S Health Science Center Libraries.

Comprehensive Budget Review 2010 in support of 2011-2012 Budget





I|ip George A. Smathers
Libraries
UNIVER Y of FLORIDA
UNIVERSITY of FLORIDA






Facilities
The library facilities are extensive and heavily
used:
* nearly 475,000 square feet of public space;
* public seating for almost 4,500;
* 56 group study rooms and 6 instruction labs;
* over 41,000 square feet of shelving;
* over 650 public hours per week and remote
online services 24/7; and
* 3 million in-person visitors each year.

F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 6






Library Technology

The University of Florida Libraries are
technology hubs offering 541 public
workstations; 50 loaner laptops; and 9 media-
equipped study and instruction rooms

All equipment is supported by the Libraries'
Information Technology Hardware Support Units

The Libraries maintain the largest number of
public workstations on campus, but receives
no centralized IT funding

SGeorge A. Smathers
UF Libraries
UNIVERSITY of FLORIDA 7









Acquisitions
SMATHERS LBRARIES
2009-2010 LIBRARY RESOURCES EXPENDITURES BY SOURCE OF FUNDS
TOTAL = $10,911,660








" APPROPRIATION $9,234,905
" CARRY FORWARD FUNDS $198,250
o DEVELOPMENT $128,505
" DSR $1,350,000


U iF George A. Smathers
SLibraries
UNIVERSITY of FLORIDA










Acquisitions

UNIVERSITY LIBRARIES
2009-2010 UBRARY RESOURCES EXPENDITURES BY COLLEGE
TOTAL $9,023,430




A Ag & Ufe Sciences IFAS $135,867

SBusne $886,428

SDeign, Constuction & Plannin $344,814

0 Education $407,204

SEngineering $959,023

0 Fine Arts $370.030

O Health & Human Performance $407,06S

fJournalism & Communication $323,671

SLiberal Arts & Sciences $4,789,328









Libraries
UNIVERSITY of FLORIDA










Acquisitions

HEALTH SCIENCE CENTER LIBRARIES
2009-2010 EXPENDITURES
TOTAL $1,888,230







Coqe of MedkD Sl6Ul

SCollege of Nurs SIS9,S11
SCollege o Phoarmac 280.613
GCoIege of Pbick Hefth & HKeth Prossi.
$20S,704
0 Colle of Vel�ernary Mediine $197.733


Ufi George A. Smathers
SLibraries
UNIVERSITY of FLORIDA






Benchmarks

"The Future of the Library" report presented to
the UF Provost in December 2006 by a
committee of faculty from across the
campus:
* Smathers Libraries described as "stressed"
and underfunded
* HSCL described as "even more stressed"
and more severely under funded


F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 11






Benchmarks

"The Future of the Library" Principal
Recommendations
* Increase library funding to levels necessary to
support programs, including new IT and digital
functions
* Revisit space issues, as current space does not
appear adequate for collection growth or to create
the "social-collaborative" workspaces




F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 12






Benchmarks

"Assessment of UF Libraries Compared to
Peer Academic Institutions" developed in
2010 to compare the resources of the UF
Libraries and the demand measures for UF
to eight similar academic institutions


SGeorge A. Smathers
SLibraries
UNIVERSITY of FLORIDA






Benchmarks

Criteria for selecting similar entities:
* University is an AAU member and a large,
public, research university in the US News &
World report Top 30, with 4 or more health
colleges and a law school
* Library system is an ARL member





SGeorge A. Smathers
UF Libraries
UNIVERSITY of FLORIDA 14










University of


Benchmarks

US News Ranking
Michigan 4


University of North Carolina, Chapel


University of Wisconsin,


University of


Washington


University of Florida
Ohio State University
University of Pittsburgh
University of Minnesota
Michigan State University


Madison


11
15
18
20
22
29


SGeorge A. Smathers
SLibraries
UNIVERSITY of FLORIDA


Hill






Benchmarks

Findings:
* When scaled to other institutions' resources
and populations, the UF Libraries are under
funded and under staffed


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Library Budgets

The Libraries' budgets) fall into 3 categories:
* Materials
* Staffing
* Operations, Essentially Maintenance/Upkeep
and Technology


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Requested Scenarios for
Comprehensive Budget Review


* Flat Budget
* 5% Reduction
* With Increases


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA







Flat Budget

Materials
Despite protecting the materials budget through
the recent budget reductions, lost purchasing
power due to high rate increases for library
materials is substantial:
Fiscal Year Rate Lost Buying Cumulative
Increase Power Loss
2007-2008 5.86% $546,742 $546,742
2008-2009 5.87% $579,464 $1,126,206
2009-2010 5.88% $614,185 $1,740,391
2010-2011 5.88% $651,032 $2,391,423
2011-2012 5.89% $690,137 $3,081,560


U|F George A. Smathers
UNLibraries
UNIVERSITY of FLORIDA 19







Flat Budget



Lost Purchasing Power (FY 2012):


UL


Print Serials
Print Monographs
Electronic Resources


$200,000
$200,000
$156,138


HSCL

$0
$100,000
$33,999
Total:


Smathers
Total
$200,000
$300,000
$190,137
$690,137


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Flat Budget

Maintenance/Upkeep

Routine, scheduled cleaning and maintenance
of public spaces are not provided by Physical
Plant


The estimated shortfall in
required for maintenance


annual expenses
is $837,323


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Flat Budget
Technology

Smathers Libraries utilize over 90 terabytes of
server space for archival and operational purposes

CNS Hosting Expenses:
FY 2011 $150,120
FY 2012 $217,320
Based on volume increases for digital collections,
including electronic theses and dissertations,
this trend will continue in successive years

F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 22







Flat Budget

Declining FCLA Technology Funds:


fIf George A. Smathers
Libraries
UNIVERSITY of FLORIDA


UL HSCL Smathers Total Change in Total Cumulative
from Prior Year Change from
2007-2008
2007-2008 $316,826 $52,808 $369,634 $0 $0
2008-2009 $320,031 $53,981 $374,012 $4,378 $4,378
2009-2010 $268,651 $45,587 $314,238 ($59,774) ($55,396)
2010-2011 $265,023 $47,980 $313,003 ($1,235) ($56,631)
2011-2012* $217,319 $39,344 $256,662 ($56,341) ($112,972)
2012-2013* $162,989 $29,508 $192,497 ($64,166) ($177,137)
2013-2014* $108,659 $19,672 $128,331 ($64,166) ($241,303)
2014-2015* $54,330 $9,836 $64,166 ($64,166) ($305,468)
2015-2016 $0 $0 $0 ($64,166) ($369,634)








Flat Budget


Committed Recurring Funding:
UL


HSCL


Smathers Total


UF Archives & Records
Management (Salary, OPS, OE):
Scholarly Communications (Salary)
Clinical Research (Salary)
Distance Learning Fees (OE)

Committed Non-Recurring Funding:


$172,846
$73,131
$0
$15,600


$115,370
$0
$57,510
$62,400


$288,216
$73,131
$57,510
$76,000


Graham Center Archivist (Salary)
Trailing Spouse - Basic Sciences
Librarian, HSCL (Salary)


UL
$49,120


HSCL
$0


$40,200


Smathers Total
$49,120

$40,200


U1 George A. Smathers
Libraries
UNIVERSITY of FLORIDA








Budget Reduction


Smathers Total


-5% Budget Cut:
FY 2012 Lost
Purchasing Power:
TOTAL:


$750,000


$556,138
$1,306,138


$113,000


$133,999
$246,999


$863,000


$690,137
$1,553,137


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA


5%


Materials:


UL


HSCL








5%


Budget Reduction


Print Serials
Print Monographs
Electronic Resources
Total:


-5% Budget Cut
$300,000
$300,000
$263,000
$863,000


2011-2012 Lost
Purchasing Power
$200,000
$300,000
$190,137
$690,137


Smathers Total
$500,000
$600,000
$453,137
$1,553,137


1If George A. Smathers
Libraries
UNIVERSITY of FLORIDA


Materials:






5%


Budget Reduction


Staffing:

Presumed Salary Cuts:


HSCL


Smathers Total


$415,000


$70,000


$485,000


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA


UL







Budget Reduction


Staffing:

Presumed Application of Cuts:

Elimination of staff positions
Unfilled vacant tenure track positions
Anthropology
Political Science
Emerging Technologies
Clinical
Unfilled vacant staff positions
Exhibits Coordinator
Cataloging Staff
Total:


$100,000 (2 positions)
$280,000 (4 positions)




$105,000


$485,000


SGeorge A. Smathers
SLibraries
UNIVERSITY of FLORIDA


5%






5% Budget Reduction

Anticipated Results:

* Loss of $1.5 million in content (from $9.2
million in appropriated funds)
* Reduction in library operating hours, except
HSCL, by 16 hours per weekend (15%
reduction in hours)
* Inability to provide library liaison services to
large academic departments



SGeorge A. Smathers
UFLibraries
UNIVERSITY of FLORIDA 29






Budget With Proposed Increases

Restore Cumulative Lost Buying Power:


UL
$2,487,096


HSCL
$594,465


Smathers Total
$3,081,560


Resulting Acquisitions:
E-Journals
Databases
E-Books
Print Monographs
Electronic Back Files
Total:


$ 630,000
$1,300,000
$ 300,000
$ 100,000
$ 750,000
$3,080,000


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Budget With Proposed

Maintenance/Upkeep

Proposed Recurring Expenses:


Increases


UL
$726,690


HSCL
$110,633


Smathers Total
$837,323


Resulting Maintenance:
Rotating repair and painting of walls
Upholstery cleaning for public seating
Cleaning shelving and materials


$712,272
$ 28,163
$ 96,888


I George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Budget With Proposed Increases

Opportunities With Additional Funding:
* Expanded Library Liaison Program
* Bio-lnformatics
* Data Curation
* VIVO continuation
* Newell Hall Student Learning Commons
* 24/5 Access to Library Facilities




F George A. Smathers
U NLibraries
UNIVERSITY of FLORIDA 32






Budget With Proposed Increases

Opportunities (continued):
* Expanded web services and mobile
applications
* Digital Scholarship Unit
* Post-MLS Fellowship
* Print On Demand
* Repurposing On Campus Library Space




Iff George A. Smathers
Libraries
UNIVERSITY of FLORIDA






Alternative Funding Sources


* Increased DSR Funding
* Dedicated Library Allocation from the
Student Technology Fee
* Dedicated Library Allocation from Annual
Tuition Increases
* Establish a Student Library Fee






SGeorge A. Smathers
UFLibraries
UNIVERSITY of FLORIDA 34