RCM Comprehensive Budget Review

George A. Smathers Libraries

February 23, 2011

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RCM and the UF LibrariesThe 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.

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Value of the Libraries

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

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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.

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FacilitiesThe 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.

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Library TechnologyThe 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

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Acquisitions

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Acquisitions

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Acquisitions

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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 under funded

• HSCL described as “even more stressed” and more severely under funded

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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

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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

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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

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BenchmarksUS News

Ranking University of Michigan 4 University of North Carolina, Chapel Hill 5 University of Wisconsin, Madison 9 University of Washington 11 University of Florida 15 Ohio State University 18 University of Pittsburgh 20 University of Minnesota 22 Michigan State University 29

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Benchmarks

Findings:

• When scaled to other institutions’ resources and populations, the UF Libraries are under funded and under staffed

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Library Budgets

The Libraries’ budget(s) fall into 3 categories:

• Materials

• Staffing

• Operations, Essentially Maintenance/Upkeep and Technology

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Requested Scenarios for Comprehensive Budget Review

• Flat Budget • 5% Reduction • With Increases

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Flat BudgetMaterialsDespite 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 Increase

Lost Buying Power

Cumulative 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

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Lost Purchasing Power (FY 2012):

UL HSCL Smathers

Total

Print Serials $200,000 $0 $200,000

Print Monographs $200,000 $100,000 $300,000

Electronic Resources $156,138 $33,999 $190,137

Total: $690,137

Flat Budget

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Maintenance/Upkeep

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

The estimated shortfall in annual expenses required for maintenance is $837,323

Flat Budget

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Technology

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

CNS Hosting Expenses:FY 2011 $150,120FY 2012 $217,320

Based on volume increases for digital collections, including electronic theses and dissertations, this trend will continue in successive years

Flat Budget

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Declining FCLA Technology Funds:

Flat Budget

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Committed Recurring Funding: UL HSCL Smathers Total

UF Archives & Records

Management (Salary, OPS, OE): $172,846 $115,370 $288,216

Scholarly Communications (Salary) $73,131 $0 $73,131

Clinical Research (Salary) $0 $57,510 $57,510

Distance Learning Fees (OE) $15,600 $62,400 $76,000

Committed Non-Recurring Funding: UL HSCL Smathers Total

Graham Center Archivist (Salary) $49,120 $0 $49,120

Trailing Spouse – Basic Sciences

Librarian, HSCL (Salary) $40,200 $40,200

Flat Budget

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5% Budget Reduction

Materials:UL HSCL Smathers Total

-5% Budget Cut: $750,000 $113,000 $863,000

FY 2012 Lost

Purchasing Power: $556,138 $133,999 $690,137

TOTAL: $1,306,138 $246,999 $1,553,137

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5% Budget Reduction

Materials:2011-2012 Lost

-5% Budget Cut Purchasing Power Smathers Total

Print Serials $300,000 $200,000 $500,000

Print Monographs $300,000 $300,000 $600,000

Electronic Resources $263,000 $190,137 $453,137

Total: $863,000 $690,137 $1,553,137

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Staffing:

Presumed Salary Cuts:

UL HSCL Smathers Total$415,000 $70,000 $485,000

5% Budget Reduction

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Staffing:

Presumed Application of Cuts:

Elimination of staff positions $100,000 (2 positions) Unfilled vacant tenure track positions $280,000 (4 positions)

AnthropologyPolitical ScienceEmerging TechnologiesClinical

Unfilled vacant staff positions $105,000 Exhibits Coordinator Cataloging Staff

Total: $485,000

5% Budget Reduction

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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

5% Budget Reduction

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Restore Cumulative Lost Buying Power:

UL HSCL Smathers Total$2,487,096 $594,465 $3,081,560

Resulting Acquisitions: E-Journals $ 630,000 Databases $1,300,000 E-Books $ 300,000 Print Monographs $ 100,000 Electronic Back Files $ 750,000 Total: $3,080,000

Budget With Proposed Increases

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Maintenance/Upkeep

Proposed Recurring Expenses:

UL HSCL Smathers Total$726,690 $110,633 $837,323

Resulting Maintenance:Rotating repair and painting of walls $712,272Upholstery cleaning for public seating $ 28,163Cleaning shelving and materials $ 96,888

Budget With Proposed Increases

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

Budget With Proposed Increases

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Opportunities (continued):• Expanded web services and mobile

applications• Digital Scholarship Unit• Post-MLS Fellowship• Print On Demand• Repurposing On Campus Library Space

Budget With Proposed Increases

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• Increased DSR Funding• Dedicated Library Allocation from the

Student Technology Fee• Dedicated Library Allocation from Annual

Tuition Increases• Establish a Student Library Fee

Alternative Funding Sources

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