ARL ® Position Description Bank Orientation Video

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

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

Acknowledgement o College of Charleston o Northwestern University o Ohio State University o Purdue University o Queens University o Rice University o Syracuse University o University at Buffalo, SUNY o University of Alabama o University of Alberta o University of Colorado o University of Florida o University of Guelph o University of Houston o University of Massachusetts Amherst o University of South Florida o University of Utah o Washington State University 18 institutions contributed to the design of the ARL PD Bank: ARL PD Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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

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

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

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 Bankwww.arl.org/pdbank

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

The System 3 possible components depending on institutional preferences ARL PD Bankwww.arl.org/pdbank

The System A.Collection of PD documents with limited anonymous descriptors 1.Working Title 2.FTE 3.Position Status 4.Position Type 5.Appointment Type 6.Library Type 7.Functional Areas ARL PD Bankwww.arl.org/pdbank

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

The System A.Collection of PDs with limited anonymous descriptors B.Optional Institutional-only data and documents for positions C.Optional Employee data and documents For example, employee name ARL PD Bankwww.arl.org/pdbank

Levels of Institutional Participation A.PD Bank depositor ARL PD Bankwww.arl.org/pdbank

Levels of Institutional Participation A.PD Bank depositor B.PD Bank depositor opting to use additional Position features to enhance the management of PDs ARL PD Bankwww.arl.org/pdbank

Levels of Institutional Participation A.PD Bank depositor B.PD Bank depositor opting to use additional Position features to enhance the management of PDs C.The Position features (B), plus opting to use Employee Data management features ARL PD Bank

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. ( Privacy ARL PD Bankwww.arl.org/pdbank

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. Permissible Use and Acceptable Data ARL PD Bankwww.arl.org/pdbank

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

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

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

Institutional Administration Menu driven Simple Intuitive No IT degree required ARL PD Bankwww.arl.org/pdbank

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

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

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

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 Bankwww.arl.org/pdbank

Establishment of Institutional Accounts Register for a Live Online Demonstration and Q&A session at ARL PD Bankwww.arl.org/pdbank

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

Thank you! and please contact us with any questions via ARL PD Bankwww.arl.org/pdbank