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George A. Smathers Libraries: Semester Library Faculty Assignment Report

I. Policy:

A Semester Library Faculty Assignment Report form is completed and submitted to respective department chairs no later than ten days prior to the first day of class each semester (fall, spring and summer). Five days prior to the close of each semester, department chairs submit the Semester Library Faculty Assignment Report forms to the Library Personnel Office.

II. Date: August 3, 1998

III. Ref. Form: Semester Library Faculty Assignment Report (AA Form 001, Rev 1/98)

IV. Procedure: Library faculty are to complete a Semester Library Faculty Report each semester (Fall, Spring, Summer).

    A. For full time library faculty, 1 FTE (40 hours per week) equals a 100% appointment. One hour per week equals 2.5%; a 10% assignment represents 4 hours per week.
      1. Assign percentages to categories only if significant time will be devoted to these activities. Significant time is interpreted as 5% or more, equal to 2 hrs per week.

      2. For the purpose of calculating percentages on a semester basis, Fall and Spring semesters each equal 19.5 weeks; summer semester equals 13 weeks.

      3. If the assignment changes during the semester another form indicating revisions must be completed.

    B. Categories nos. 1, 2, 5A, 5B, 6, 8, 9 and 10 on the Semester Library Faculty Assignment Reports form may be used to report librarian assignments:
      # 1. Instructional Assignment:

      This category is used only if the librarian is teaching a credit course (i.e. the librarian is fully responsible for the course and assignment of grades). This must be reported as a "loan/borrow" with an academic department. The account number for the academic department to which the faculty member is "loaning" time must be indicated. This category corresponds to the area encompassed by "Performance of Professional Responsibility and Working Relationships" in the Career Development Handbook (pp.17 & 18).

      #2. Instructional Activities:

      This category is only used if the librarian is teaching a credit course, completing #1.

      #5A. Department Research:

      This category corresponds to the section "Professional Development and Scholarship" in the Career Development Handbook. The appropriate percentage should be determined by the librarian and his/her supervisor. The scope and complexity of the project(s), the needs of the department, and other professional service commitments will determine the appropriate allocation of time for department research. A research assignment greater than 10% must be approved at the director level. A research assignment should result in a product (publication, presentation, etc.). A brief description of project(s) is to be included under "Description of Duties". Department chairs are authorized to assign and approve up to 10% (4 hours per week)of departmental research to department librarians. Research assignments greater than 10% fall under the procedures outlines in the Career Development Handbook , page 33.Librarians should use this category as assigned time while on sabbatical.

      #5B. Organized Research:

      This category only applies to separately budgeted research. Activity in this category may correspond to both " Performance of Professional Responsibility and Working Relationships" and "Professional Development and Scholarship" in the Career Development Handbook. Administrative grant activity, or activity required to accomplish grant-funded projects is recorded in this category. This must be reflected as a loan/borrow on the semester activity report. The account number (grant, etc.) to which the librarian is "loaning" time is to be included.

      #6. Public/Clinical or State Mandates Service (Librarianship):

      This category includes most of the scheduled activities assigned in the department required to accomplish library operations. This category corresponds to the area encompassed by "performance of Professional Responsibilities and Working Relationships" in the Career Development Handbook. A librarian without an administrative assignment would normally have 85% to 90% of their assignment in this category.

      #8. Departmental Administration:

      Librarians with administrative responsibility at the chair level and above are to record the appropriate percentage of effort in this category. This category corresponds to "Performance of Professional Responsibility and Working Relationships" in the Career Development Handbook.

      #9. Governance:

      This percentage reflects all significant UF committee assignments (ad hoc and search). The time allotted for search committee assignments is estimated as a standard 15 hours for committee members (2%) and 22 hours for chairs (3%). If the sum of all committee assignments is less than 5% include that activity in #6, with a brief description of activities under "Description of Duties".

      #10. Other:

      Follow directions as indicated on the Semester Faculty Assignment Report. Librarians will most often indicate Professional Development Leaves (sabbaticals) or use of annual/sick leave in excess of 20 consecutive days.

    C. Semester assignments are retained in the department until the end of the semester.
      1. On the last week of the semester the Department Chair reviews each assignment, indicating "complete" or "continuing" on the form. If "complete" a brief statement (i.e. "article accepted for publication," "conference attended." "committee report submitted," etc.) is needed. The chair should initial and date the form indicating the review, and submit it to the Library Personnel Office.

      2. If a librarian has been absent for 20 consecutive work days or more in the semester, the Library Personnel Office recalculates percentages to reflect the change in assignment as directed by the Office of Academic Affairs.

V. Responsibility:
    A. Library faculty members are responsible for completing the Semester Library Faculty Assignment Report each semester.

    B. Department Chair's are responsible for submitting all Semester Assignment Activity Reports for the department to the Library Personnel Office no later than five days prior to the end of each semester.

    C. The Library Personnel Office staff enters the information provided into the Faculty Activity Reporting System. The Semester Library Faculty Assignment Report is filed in the librarian's personnel file.

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