Title: College and Center program review, 2005
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Title: College and Center program review, 2005
Physical Description: Book
Language: English
Creator: George A. Smathers Libraries
Publisher: Board of Trustees of the University of Florida
Publication Date: 2005
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Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
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Bibliographic ID: UF00087408
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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UNIVERSITY OF

FLORIDA

George A. Smathers Libraries 210 Smathers Library
Office of the Director of University Libraries PO Box 117001
Gainesville, FL 32611-7001
(352) 392-0342
Fax: (352) 392-7251
http://www.uflib.ufl.edu

College and Center Program Review: 2005
George A. Smathers Libraries

1. Please identify College progress in the past year to advance the University's strategic plan. In
particular, identify hiring done in the past year and the ways these faculty hires have
strengthened the College.

The mission of Smathers Libraries is to support the university community in its pursuit of
knowledge, thus contributing to the advancement of the University of Florida to a ranking
among the top 10 public universities. Our strategic goals aim at providing excellent
information resources and tools to faculty, students, and staff when and where they are
needed. We are committed to a service model that imbeds library resources in academic
programs, reaches out and collaborates with scholars and others within and beyond the
university and adapts quickly to take advantage of technology developments.

As Attachment I demonstrates, the libraries remain far from the top ten in being able to
support faculty and students because of restricted funding, inadequate staffing levels and
inadequate facilities. In our annual LibQual survey of faculty and students, UF receives
substantial criticism from faculty and graduate students regarding the breadth and depth of our
collections. Attachments I and II show that UFfalls far short of an adequate resources budget. In
considering the resources allocation, please note that in 2001, the Libraries received a boost from
the Legislature that got us up to $8.1 million, nearer to our peers than in a number of years. The
funds were cut almost immediately. We dropped to $7.5 million in 2002, $6.5 million in 2003 (this
includes a special $1 million allocation from the Provost's Office), and $6.3 million in 2004 (with
the continued provostial support). In the meantime, the cost of library materials purchased by
Smathers Libraries has risen by 21.2%. Thus, while costs went up by 21.2%, and the Provost's
Office supplemented the budget with $1 million each year, our resources budget dropped by 20%.
The resulting imbalance strikes hard at research support.
Over the past five years, the number of graduate students has increased substantially. UF
currently offers PhDs in 85 disciplines, all but six of them (93% of UF's PhD programs) are
supported by Smathers Libraries. However, the 85 degrees, represent 115 fields (for example,
Romance Languages provides doctorates in French and Spanish which require two different


An Equal Opportunity Institution









collections). Since 2000, five new PhD programs have been implemented Art History,
Biomedical Engineering, Criminology, Law & Society, Nursing Sciences and Religion. Four of the
five are primarily served by Smathers Libraries. Since the resources allocation has declined
during the period in which the number of PhD programs has increased, there is obviously less
money to allocate in support of any research program. Thus the poor showing UF makes on the
annual comparison with the top ten research libraries and the continued complaints of our
students and faculty on the lack of collection support for their work. To really support UF's
academic program at the level of quality that the University espouses will require a substantial
increase in the resource allocation. Since legislatively earmarked state funds are not an option
any more, the university needs to find a way to cover this infrastructure cost. Since resource
prices rise each year, the allocation must also rise. Assistance from the President and provost to
build a $100 million endowment for library resources would go a long way towards alleviating
this problem.
Attachment II has limitations in use of the data. The figures for Berkeley, UCLA and Michigan
are total university library figures because that is the available data. In comparing Smathers with
Michigan and UCLA, it must be noted that Michigan and UCLA figures include the cost of
supporting medical centers and law libraries while Smathers figures do not. However, a glance at
UC Berkeley's fourteen-year investment in science, humanities, social science and professional
school library support is eye opening. They have no medical center nor college of architecture
and a smaller student body yet they spent $170 million to Smathers' $76 million over 14 years.
Obviously, $94 million will purchase a lot of books, journals, electronic databases, and other
research resources. Michigan's $196 million to UF's $111 million (these are comparable figures
including all the libraries of both universities) is equally eye opening. The annual resources
budget makes a huge difference over the years and UF has to find a way to sustain a similar
investment if it wants to break into the top ten. The university should continue its current
$1,000,000 resources allocation and increase that by $1,000,000 for Fiscal 06.
In 2006, the library will have the opportunity to reopen an enlarged and updated main
library. Library staff are working hard on planning improved and effective services for faculty
and student needs primarily targeted at the College of Liberal Arts, one of the colleges the
university intends to improve, but also serving Business, Health and Human Performance, and
Journalism. In order to accomplish this, we will need to further integrate electronic information
into library operations and that will require substantial investment in equipment to utilize the
digitized materials we are creating and acquiring. In addition, we will require university
assistance in purchasing public furniture for the building. Library West seated 400 students when
it closed in 2004. When it reopens in 2006, there will be 1500 seats for students assuming that we
can purchase the chairs and tables for them to use. Because no storage space was available for
used furniture from Library West, most was disposed of at an auction in January, 2004 (to keep it
out of the landfill). Current estimates of the cost for public furniture are $1.8 million, even though
we will reuse some tables and chairs we were able to save. UF Facilities Management estimates









that we will have $900,000 left in the building project that can be applied to furnishings. That
leaves a shortfall of $900,000.
The libraries have been saving money for the past two years for Library West implementation
costs. Moving the collections and staff back to Library West and moving the contents of the Maas
Brothers storage facility to a temporary location and then on to the Auxiliary Library Facility
(ALF) near the airport, will cost about $600,000 based on the ball park estimates we have received
from several movers. That figure may reduce as we go to bid, but including, as it does, moving
about a million volumes to West from 15 foot high shelves into compact shelving in West, moving
about 450,000 volumes from Maas Brothers to a temporary location and from there to ALF,
moving several million microforms from drawers to a new shelving configuration, and moving
staff from three buildings back into Library West, it is not likely to come down by much.
Furniture for library staff (many in reduced office space require smaller furniture) will cost about
$300,000. Equipping the public Information Commons will cost about $300,000. We will also
need to purchase some library equipment (gates to prevent books from walking out the doors, a
new telephone system the one we had does not meet new specs, security equipment for isolated
parts of West that are far from staff where individual students could be in danger, checkout
computers, and some facility costs for the other six libraries), approximately $300,000. We believe
that we can allocate $400,000 to public furniture and would like a commitment from the
University to cover the remaining $500,000.
The most widely requested change for Library West, one that is supported by students at all
levels of the university and in all of the colleges we serve, is the extension of library hours. More
and more, we see other universities going to a 24 X 5 service week for their main library open
Sunday noon through Friday 10pm. We would like to do this for UF students, it would make
good use of a facility in which the university has invested a considerable amount of its building
money -- with its group study rooms, comfortable seating, and user-centered technology, it will
be a haven for students to study, conduct research, and use technology to support their academic
work. However, this would be an 8-hour addition to the library's work day and a 5-day work
week. Thus it would require a complete shift of employees to manage. The new facility will be
140,000 square feet. We will need two FTE for the main circulation desk on the second floor
where all entering and leaving traffic is managed as well as book checkout. One will be the
Building Manager, the other an assistant. There will be 150 public computers on the third floor
and another 15 or 20 scattered on other floors for quick collection look-ups. We will need two
FTE to provide technical support and ready reference assistance for the Information Commons on
the third floor. Finally, we will need one security guard (hired from and supervised through the
UF Police Department) to rove the building between midnight and 8 am a total of 5 FTE. With
this major and brightly lit six-floor building (no staff on four of the floors) on University Avenue
combined with a substantial homeless population in Gainesville, it seems prudent to have
adequate security during the lonely hours of the night. But from a student perspective, no more
loved improvement could be made.









The libraries have lost a significant number of staff positions this year to compensate for
university-mandated increases. The 11/2% TEAMS increase cost the libraries $68,000,
approximately 3 FTE LTA's. The Student Assistance increase cost $75,000, about 4 LTA's to
maintain the same number of student hours. We need students to reshelve books, work at
circulation desks, digitize print materials, unpack book shipments, check in journals, and perform
the myriad tasks that keep the libraries running. Given our small staff size and the large student
body in comparison with other universities (see Attachment I), we cannot further reduce our
student assistant workforce. Hence, the increase came at the expense of former positions. Thus,
in order to increase library hours, the libraries will need the additional staff outlined above.
With the opening of the renovated Library West, the Libraries will have approximately 800
desktop computers and servers, spread over nine locations. Some of these operate specialized
services which require broad access by the general public through the Internet (e.g., interlibrary
loan request tracking, electronic collections), while others are more generic network services (e.g.,
Web sites, email, bulletin board). Some of these are portables that literally go all over the world
with Library travelers, and require secure access to Library campus facilities while on the road.
We also operate a large number of computers that must be available for anyone to walk in and
use. Although most use Microsoft operating systems, Linux is required for some of the servers.
There is a considerable security burden associated with the myriad patches and strategic choices
which must be made. It is not currently possible to do the kind of daily log file analysis and
network monitoring which is recommended to keep the networked resources safe. Time taken to
track down problems that are reported as coming from our area disrupts normal work as well.
We need to appoint a full-time security officer for computer operations. This position will be
charged with monitoring network security; backup procedures; workstation security; and
intrusion detection/response. The skills required to do this kind of work are increasingly
specialized and beyond those needed for normal data operations, and keeping those skills current
requires a great deal of time as well. This position will also be charged with enhancing and
communicating security awareness in the Libraries, since one of the weakest links in most security
schemes is the susceptibility of computer users to sophisticated confidence schemes.

Positions hired this year are:
Assistant Librarian Chelsey Dinsmore, Government Documents, Foreign Documents Specialist
Assistant Librarian Jenna Miller, Marston Science Library, Biological Sciences Bibliographer
Assistant Librarian Merrie Davidson, Collection Management, Social Sciences Specialist
Assistant Librarian Florence Turcott, Special Collections, Assistant Archivist


2. Last year we discussed your strongest departments/programs and an outline of a plan to place
them in the top 10 among publics. What steps have you taken in the intervening year to
facilitate their advancement?







5

Digital initiatives are critical to redefining the library's 21st century role. Over the past
five years, the Libraries have transferred nine positions from other units into the Digital Library
Center and the Center has not only brought in a considerable amount of grant funding to the
libraries about $450,000 so far this year but also has positioned UF as a leader in library
digitization. Library grants are given to accomplish a project which generally results in a product
that serves scholars. A visit to http://palmm.fcla.edu/index.html provides access to major
collections of works on Florida (environment, cities, growth, maps, history, politics), the
Caribbean, works by UF faculty, and collections including children's literature and historical
photographs from Special Collections libraries. Although this is a project of the SUS libraries,
more than 90% of the materials in this collection were developed and digitized at UF and many of
them (such as the children's literature collection) were funded by grants. The evaluative
comments on our recent $350,000 NEH grant were clear recognition of the respect for our
program nationally. Despite FCLA's best efforts, there are hundreds of thousands of digitized
pages that have not been ingested into the server yet. UF must have it's own library server to
provide access to the materials we are providing to faculty and students in much the same way
that FSU and USF do.
As it stands, the Digital Library Center has committed virtually all its resources to cost-
share on current or pending grants. Augmented funding is now required to provide the technical
support for our integrated digital library. As the libraries have given up seven positions in the
past few months to fund TEAMS and student assistance increases, there are no positions to
transfer. The success and recognition from state and national funding agencies warrant that the
library and the university raise the institutional commitment to match these endeavors. We need
three TEAMS staff members with strong technical skills to support the work of this unit. The
addition of Florida newspapers to the other collections of Floridiana is high priority this year as is
providing digital services on demand to UF faculty. We surveyed UF faculty over the past year to
determine the need for an institutional repository here. We have neither the funding nor the
staffing to embark on one in the near future, but we will begin to try and archive materials that
are produced by UF scholars to serve some programmatic need, which would be lost to
scholarship if the libraries did not step in and preserve them. We need additional staffing to pull
this off.
Smathers Libraries manage a substantial collection conservation program. Because of
Florida's high heat and humidity, and the very large numbers of students using our collections,
books and journals can become badly worn very rapidly and require repairs such as recasing and
rebinding of materials that cannot or should not go to the commercial library bindery, as well as
evaluating and monitoring environmental conditions in the stack areas of all nine Smathers
locations. This support staff position would work directly for the Conservation Officer, doing a
large part of the reasonably difficult work and supervising and training staff in branch and
circulation areas who make minor repairs to the circulating collections. The Conservator (who
has unique book conservation skills) would then be able to focus on conservation needed for
Special Collections materials. The wait time for non-emergency treatments is now several









months. There are over 150 items in the conservation Registry waiting to be treated as well as
many special projects not yet on the list.

3. How many faculty searches are being conducted in the college this year and what progress has
occurred to date in filling those positions? In particular, please indicate how authorized lines
are being filled this year and how many authorized lines will not befilled this year.

Positions currently in search are:
Assistant Librarian: Inter-Library Loan Librarian regrouping after being turned down by two
selected candidates
Assistant Librarian: East Asian Cataloger beginning stages of search
Assistant Librarian: Digital Metadata Librarian beginning stages of search
Assistant Librarian: Reference/Selection specialist to serve the needs of IFAS users of Marston
Library beginning stages of search
Assistant/Associate-In: Library Personnel Officer beginning stages of search

Planned Searches After July 1, 2004:
Assistant Librarian- Geo-Information System Specialist in Documents

It is very difficult to say how many authorized positions will not be filled this year because
PeopleSoft does not provide a listing of vacant positions. It simply lists filled positions and gives
a dollar amount for other funds. In the mid-1990's, the libraries were urged by the then Provost to
put funds needed for Expense and Equipment into positions that we intended to hold vacant
because of the Legislature's habit of frequently cutting Expense and Equipment to reduce the
recurring drain on the State Budget. They only cut positions in times of real exigency. As a result
Smathers had numerous unfilled positions in various parts of the library budget. However, as a
result of the TEAMS 11/2% and student assistance increases, we know that we have effectively
eliminated at least 7 LTA positions. We intend to develop in house controls over the coming
year that will permit us to track our budget much more closely.
The libraries need about $1.7 million in operating budget to manage nine facilities (three
stand alone campus buildings, four branches in other campus buildings, one rental storage facility
and one off site UF storage facility) that serve the needs of 40,700 students (according to the 2004
Fall Enrollment Table) and about 350 employees. We have been informed by Computing and
Networking Services that they expect us to pick up a $3.50 per month, per wall-plate charge for
every public (and staff) computer we have. There is no problem with the staff computers we
will convert the phone expense to VOIP and wall plate expense. However, we do not have the
$72,000 cost to activate all of the wall plates installed in the new Library West where students
can use either library computers or plug in their own. There will also be greatly increased
maintenance costs for the compact shelving. Since all of the library's book collections will be in
compact shelving, a breakdown demands a rapid response from a service provider and we must









have maintenance contracts for this purpose. Our two current installations of compact shelving in
Marston and Smathers library cost $64,000 per year. These two installations are less than half the
size of the new Library West installation. We will need at least $120,000 annually to pay for the
additional compact shelving maintenance. We have also been advised by Physical Plant that we
will have to pay escalator maintenance. We do not yet know that figure.
This year Smathers will close the Maas Brothers offsite storage facility. We have had a
$200,000 allocation from the Provost's Office since the mid-1990's to pay for the rent on this
facility. Our increased expenses owing to the much larger size of Library West, the delivery
system required to maintain it, maintenance on computers, shelving, escalators, and the fact that
we may have to move the contents of Maas Brothers twice once to another off site rental and
then finally to ALF because our landlord has told us that she may need us to vacate the premises
to raze the buildings for a new tenant before we will return the contents of ALF to Library West.
We request that the Provost's office leave that $200,000 in the Smathers' budget to cover the
increased costs of operating the new West plus the storage facility.


ISSUES FOR DISCUSSION ONLY:

1. What are your goals for undergraduate education in the next 3 to 5 years?
Not Applicable

2. What are your goals for graduate education in the next 3 to 5 years?
Not Applicable

3. What Distance/Continuing/Executive Education programs do you have in place and what new
ones are you considering. Will you request on-book or off-book status?
Not Applicable

4. How have you gone about diversifying the faculty and staff in the past 12 months?

5. How well do your departments track Ph.D. students post-graduation?
Not Applicable




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