ARL ® Position Description Bank

1. ARL® Position Description Bank Orientation Video

2. Topics Background on the ARL PD Bank Overview of the System Information on Institutional Administration Support for the Establishment of Institutional Accounts ARL PD Bank www.arl.org/pdbank

3. Background ARL has contributed to and served as a catalyst for the development of a system to establish a national bank of job descriptionsand help institutions manage these documents. ARL PD Bank www.arl.org/pdbank

4. Acknowledgement 18 institutions contributed to the design of the ARL PD Bank: ARL PD Bank www.arl.org/pdbank

5. The Purpose The ARL PD Bank, as a collective work of academic and research libraries, can inform us about our industry and benefit libraries. ARL PD Bank www.arl.org/pdbank

6. PD Bank Concepts An ongoing resource – not simply a one time effort to collect documents. ARL PD Bank www.arl.org/pdbank

7. PD Bank Concepts Submission of a position description requires the institutions to provide limited Standard Data to complement keyword search capabilities and ensure findability. ARL PD Bank www.arl.org/pdbank

8. PD Bank Concepts The ARL PD Bank as a database can enhance the management of position descriptions and improve their usefulness to the submitting institution, through effective archiving and accession. ARL PD Bank www.arl.org/pdbank

9. PD Bank Concepts • In addition to archiving and accession benefits… • Institutions may opt to use the system to store data and documents associated with the positions they submit. • Institutions may also opt to use the system to store limited data about employees and the positions they hold. ARL PD Bank www.arl.org/pdbank

10. PD Bank Concepts The institutional level ROI comes from the improved document findability, access, and archiving which enhances PD usefulness and maintenance. The resulting use of the system by institutions to manage their PDs can result in better maintenance of the data and documents in the long run. ARL PD Bank www.arl.org/pdbank

11. Sustainability Use will result in a better industry level collection of job descriptions… which better informs us about our industry and benefits libraries. ARL PD Bank www.arl.org/pdbank

12. Cost The ARL PD Bank system is available to ARL’s at no cost. ARL PD Bank www.arl.org/pdbank

13. Design Elements Web application featuring: secure, restricted, credential-based access remote back up and encryption of data and documents ARL PD Bank www.arl.org/pdbank

14. Design Elements A simple, intuitive, easy to use interface for a variety of potential users… that takes as little time as possible! ARL PD Bank www.arl.org/pdbank

15. Design Elements • Highly effective keyword searchability • Data submitted and maintained by institutions • A combination of: • viewable to all registered users • (essentially anonymous) • institution’s eyes only • (optional and limited) ARL PD Bank www.arl.org/pdbank

16. Design Elements Customizable for your institution based on your specific needs (without a degree in IT) ARL PD Bank www.arl.org/pdbank

17. The System • 3 possible components depending on institutional preferences ARL PD Bank www.arl.org/pdbank

18. The System • Collection of PD documents with limited anonymous descriptors • Working Title • FTE • Position Status • Position Type • Appointment Type • Library Type • Functional Areas ARL PD Bank www.arl.org/pdbank

19. The System • Collection of PDs with limited anonymous descriptors • Optional Institutional-only data and documents for positions • For example, department name or organizational chart ARL PD Bank www.arl.org/pdbank

20. The System • Collection of PDs with limited anonymous descriptors • Optional Institutional-only data and documents for positions • Optional Employee data and documents • For example, employee name ARL PD Bank www.arl.org/pdbank

21. Levels of Institutional Participation • PD Bank depositor ARL PD Bank www.arl.org/pdbank

22. Levels of Institutional Participation • PD Bank depositor • PD Bank depositor opting to use additional Position features to enhance the management of PDs ARL PD Bank www.arl.org/pdbank

23. Levels of Institutional Participation • PD Bank depositor • PD Bank depositor opting to use additional Position features to enhance the management of PDs • The Position features (B), plus opting to use Employee Data management features ARL PD Bank www.arl.org/pdbank

24. Privacy Individual privacy is paramount. The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida. All data and system security comply with the UF IT Data Security Standard. (http://www.it.ufl.edu/policies/security/uf-it-sec-data.html) ARL PD Bank www.arl.org/pdbank

25. Permissible Use and Acceptable Data Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted, and only very limited data is available to those outside of the individual institution, submitted data and documents must not include restricted information, such as Social Security Number or the comparable, driver's license number, alien registration number, passport number, or bank account, credit or debit card information. ARL PD Bank www.arl.org/pdbank

26. Permissible Use and Acceptable Data PDs made viewable to other bank users should not include other personal identifiers, such as employee names, home contact information, and complete birth dates. ARL PD Bank www.arl.org/pdbank

27. Permissible Use and Acceptable Data • So what data is acceptable at the institutional level? • Information likely available online already or in existing shadow system(s) ARL PD Bank www.arl.org/pdbank

28. Permissible Use and Acceptable Data • Likely examples: • Employee ID Name (legal and preferred) • Phone Office Address • Email Address User Name • Library Hire Date Library Exit Date • Tenure Status Tenure/Promotion Home • Tenure Track Start Date Tenure Review Year • Year Granted Tenure ARL PD Bank www.arl.org/pdbank

29. Institutional Administration • Menu driven • Simple • Intuitive • No IT degree required ARL PD Bank www.arl.org/pdbank

30. Individual User Permission Levels • View Data • Add/Edit Data and Documents • Delete Positions and Employees • Institutional Administrator ARL PD Bank www.arl.org/pdbank

31. Institutional Administrator • Basic • Validate institutional user requests • Assign individual user permission levels (privileges) ARL PD Bank www.arl.org/pdbank

32. Institutional Administrator • Depending on level of institutional use, would also manage the settings for: • Institutional-level data and documents for positions • Employee data and documents ARL PD Bank www.arl.org/pdbank

33. Establishment of Institutional Accounts • The project team is now helping institutions establish access and successfully orient to the system. • Each institution has been asked to identify a lead point of contact. ARL PD Bank www.arl.org/pdbank

34. Establishment of Institutional Accounts • These institutional leads are invited to participate in a Live Online Demonstration and Q&A session. • 13 will be offered in February and March. ARL PD Bank www.arl.org/pdbank

35. Establishment of Institutional Accounts • Register for a Live Online Demonstration and Q&A session at • www.uflib.ufl.edu/arlpdbanktraining ARL PD Bank www.arl.org/pdbank

36. Resources • Online help documents, including a full user guide, are available at • www.arl.org/pdbank ARL PD Bank www.arl.org/pdbank

37. Thank you! and please contact us with any questions via ARLPDBank@uflib.ufl.edu ARL PD Bank www.arl.org/pdbank