creating a mega technical services department from smaller departments: the santa barbara experience...

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Reorganization The Santa Barbara Experience

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Charleston Conference Friday, November 5, 2010 3:10 - 4:00 PM

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Page 1: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

ReorganizationThe Santa Barbara Experience

Page 2: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

Prior to October 2009, Technical Services was composed of three departments, Acquisitions, Cataloging, and Serials

The Head of Acquisitions was planning on retiring in July or August of 2010. We hoped to recruit a replacement.

The Clerk responsible for reconciling the General Ledger was planning on retiring and we were still thinking about how we would cover her position.

In anticipation of a new library building and a badly needed seismic upgrade of the two story part of the library, the Serials department was moved from the first floor to the 3rd floor.

We were considering how we would begin new initiatives such as digitization with existing staffing levels.

Background

Page 3: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

The State of California was (and still is) experiencing one of the worst budget crises of its history.

In FY 2009-2010, the UC had a large deficit (800 million). UCSB’s portion of the deficit was a little over 50 million.

The deficit was to be covered by a number of means; furloughs, fee increases, and reduction in staff.

Budget woes

Page 4: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

A salary saving program that encouraged career employees to consider ending their employment with the University.

Targeted toward employees who were planning on retiring or leaving the University.

Voluntary Separation Option (VSO)

Page 5: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

The employee received a severance package and agreed not to be employed by the University for 3 years.

The Unit could not fill the position for 18 months.

The application period began on August 14 and completed applications had to be turned in by September 14. The separation date would be October 30.

VSO terms

Page 6: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

7 people at the Library took the VSO, 4 were in the Acquisitions department

◦ Head of Acquisition◦ Head of Monograph receiving◦ Monograph receiver◦ Clerk responsible for reconciling to the General

Ledger, monitoring deposits, maintaining codes and links between ILS and campus accounting

Page 7: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

The decision was made to merge the Serials and Acquisitions

The Head of the Serials Dept assumed most of the duties of the Head of the Acquisitions Dept

The Head of the Conservation Section added Monograph Receiving and Marking to his portfolio and was also made Assistant Dept Head

One of the monograph receivers trained to reconcile the budget, monitor deposits etc

What to do?

Page 8: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

Acquisition and Resource Management Services

Dept Head

Conservation and Mono Receiving

Mending

Bindery Prep

Marking

Mono Receiving

Mono Ordering

Gifts

Serials Ordering Serials Receiving Serials and E Resources

Cataloging and Maintenance

Serials Cataloging

Serials Maintenance

Book fund accounting

Page 9: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

On very short notice the Serials Dept head learned about Monograph acquisitions and accounting

The Clerk who does the General Ledger was given two months training by the previous incumbent

The head of the Conservation Section worked with staff in the Mono Receiving area to learn their procedures.

Training

Page 10: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

The current structure probably isn’t permanent◦ The Library is in flux both at local and consortial

level◦ We are searching for a new University Librarian◦ The new building and the seismic retrofit of the

two story building did make it into this years budget and we need find staff to vacate the two story building

What’s next?

Page 11: Creating a Mega Technical Services Department from Smaller Departments: The Santa Barbara Experience by Catherine Nelson, University of California Santa Barbara

Catherine Nelson Head Acquisitions & Resource Management Services University of California Santa Barbara [email protected]