Staff Competencies Training Matrix

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 LevelLevel DescriptionClassificationFeedback  
Area-Specific Category
Public Services
Course Reserves
View Resources Level 4 Conducts Ares training for faculty and library staff. Troubleshoots Ares client with Atlas systems representatives. Ability to manage Ares software. Assists with Ares policy formation and...   more
Instruction
View Resources Level 1 Ability to assist in a library instructions sessions and lead library orientations. Ability to serve as backup to the library instructor. Ability to answer questions from instruction participants...   more Ast1 -Aso3
View Resources Level 2 Ability to plan or lead a library instruction session. Ability to identify topics for specific audiences. Ability to modify course material based on needs of the group and feedback.   Ast1-Aso3
View Resources Level 3 Ability to create and lead a bibliographic instruction session as a subject specialist. Ability to create subject specific online guides and finding aids.   Aso2-Aso3
Information & Research Assistance
View Resources Level 1 Ability to politely answer basic directional questions. Ability to look up items using the library catalog and assist the patron in locating that material.   Ast1 -Aso3
View Resources Level 2 Ability to answer most reference questions and who to refer all other questions to. Ability to refer patrons to subject specific databases within and outside of their branch’s subject area. Ability...   more Ast1 -Aso3
View Resources Level 3 Ability to answer more in depth questions relating to specialized features within databases and specialized reference software and resources within one’s branch. May serve as a subject specialist in...   more Ast1-Aso3
Inter-Library Loan
View Resources Level 1 Knowledge of basic Interlibrary Loan policies and ability to help patrons using the Interlibrary Loan Web site (ILLiad); ability to inform patron of the status of their ILL request by searching...   more
View Resources Level 2 Ability to assist with Interlibrary Loan processing such as paging materials, scanning articles and preparing materials for shipping. Ability to open and sort incoming mail for ILL.  
View Resources Level 3 Borrowing/ Document Delivery o Ability to perform basic functions in the ILLiad client. o Ability to use intermediate searching skills in OCLC to locate requested materials and verify patron submitted...   more Ast3-Aso3
View Resources Level 4 Liaison with other university ILL offices. Ability to communicate effectively with patrons concerning all aspects of the ILL system. Borrowing/ Document Delivery o Ability to perform advanced...   more Ast1-Aso3
View Resources Level 5 Ability to customize ILLiad software. Ability to run reports within ILLiad. Plays a role in Interlibrary Loan policy formation and documentation.          Ast2-Aso3
Policies, Procedures and Reports
View Resources Level 1 Knows all basic borrowing policies and procedures regarding patron statuses. Ability to understand and calmly communicate policies to patrons at service desks. Knowledge of and ability to answer...   more Ast1-Aso3
View Resources Level 2 Possesses knowledge of all advanced policies and procedures and ability to implement them. Knowledge of what standard reports the library receives. ...   more Aso1 -Aso3
View Resources Level 3 Ability to run circulation reports on an as needed basis.   Aso1 -Aso3
View Resources Level 4 Mastery of all advanced circulation policies and procedures and knowledge of all circulation reports run on a regular basis. Ability to weigh in on and create new policies and policy revisions....   more Aso1 -Aso3
Stack Management
View Resources Level 1 Knowledge of the stack layout and organization within one’s department or branch. Proficiency in call number ordering systems within one’s branch. Ability to put items in order, find and shelve...   more Ast1 -Aso3
View Resources Level 2 Ability to identify and fix problems within the stacks. Ability to process loose-leafs.*   Ast1 -Aso3
View Resources Level 3 Ability to plan for long term growth within the stacks.   Ast1 -Aso3
Cataloging
Authority Records
View Resources Level 1 Understands the purpose of authority records. Ability to determine from an authority record whether a heading is correct, how it is classed, etc. Ability to make simple corrections of headings in the...   more Ast1-Aso3
View Resources Level 2 Ability to create original series authorities for series without LC authority records for the national database through the NACO program with review. Ability to readily identify problems and works...   more Ast3-Aso3
View Resources Level 3 Ability to create original name authority records for the national database through the NACO program with review. Ability to identify the need for new or changed LC Subject Headings and refer for...   more Aso1-Aso3
View Resources Level 4 Ability to create original name authority records for the national database through the NACO program without review. Understands when annotation of all types of authority records is necessary and...   more Aso2-Aso3
Cataloging Management
View Resources Level 1 Understands the core purpose of catalog and the needs of users. Understands the purpose of the OPAC. Understands the structure and interrelationship of the parts (bib, holdings, and item) of an Aleph...   more Ast1-Aso3
Database Maintenance
View Resources Level 1 Understands procedures for the withdrawal and transfer of items owned by the library.   Ast1-Aso3
View Resources Level 2 Ability to assist with large reclassification projects, such as working with large excel files, liaising with other libraries etc. Ability to use GenLoad by following step-by-step directions to load...   more Aso1-Aso3
View Resources Level 3 Ability to conceptualize and build new loading profiles for file loading and deduping purposes. Ability to load and trouble-shoot large and/or complex record sets such as Marchive, table of contents...   more Aso2-Aso3
Library of Congress Classification and Subject Headings
View Resources Level 1 Understands what LC classification is and the linkage to LCSH (Library of Congress Subject Headings). Ability to recognize when a call number is incomplete or in an incorrect form. Knows how to check...   more Ast1-Aso3
View Resources Level 2 Understands in a general way the correspondence between LC (Library of Congress) class numbers and LCSH. Ability to recognize when a call number is incomplete or in an incorrect form. Knows how to...   more Ast2-Aso3
View Resources Level 3 Ability to create full call numbers by inspection of item or subject analysis. Has a detailed understanding of LC call number SH correlation. Ability to add call numbers to a Connexion record and...   more Ast3-Aso3
Monographic Cataloging
View Resources Level 1 Ability to make a limited number of modifications to item records. Ability to make minor changes to bibliographic and holdings records. Ability to create a brief provisional record from a template.   Ast1-Aso3
View Resources Level 2 Basic copy cataloging of DLC/PCC print material: o Ability to match item in hand to bibliographic record and evaluate the accuracy and completeness of the existing access points. o Understands how to...   more Ast1-Aso3
View Resources Level 3 Shared copy (with call number) print and most types of non-print material: o Understands the differences between records for different material formats (007s, etc). o Ability to create monographic...   more Ast1-Aso3
View Resources Level 4 Shared copy without call number for most formats o Ability to troubleshoot and fix a large number of potential problems in monographic bib, holdings and items without supervision. o Ability to derive...   more Ast3-Aso3
View Resources Level 5 Original cataloging: Ability to create original bibliographic records (w/ review) for all monographic formats and in all subjects in most languages in Connexion. Ability to provide subject analysis...   more Aso1-Aso3
View Resources Level 6 Original cataloging o Ability to create original bibliographic records (w/o review) for all monographic formats and in all subjects in most languages in Connexion. o Ability to coordinate with other...   more Aso2-Aso3
Physical Processing
View Resources Level 1 Ability to correctly barcode, stamp, label and tattle-tape books. Understands procedures determining what material is sent to Preservation. Understands procedures for the treatment of supplemental...   more Ast1-Aso3
Problem Solving
View Resources Level 1 Ability to utilize record history, order record and knowledge of library workflows to effectively problem solve. Ability to assist student assistants and other staff with cataloging-related...   more Ast2-Aso3
Searching
View Resources Level 1 Understands the difference between a keyword and a browse search. Ability to determine when one type of search is preferred to another. Ability to search in Aleph, Connexion and the OPAC (online...   more Ast1-Aso3
Serial Cataloging
View Resources Level 1 Ability to work with serial holdings and add items records to existing serial records.   Ast1-Aso3
View Resources Level 2 Ability to determine serial/monographic title treatment. Ability to do DLC/PCC and member-level cataloging of serial records. Ability to create serial holdings and item records with multiple levels of...   more Ast3-Aso3
View Resources Level 3 Ability to create original CONSER-level serial bibliographic records following all AACR2 and CONSER standards in Connexion with or without supervision.   Aso1-Aso3
Web Tools
View Resources Level 1 Ability to use on line searching and translation tools. Ability to use dictionaries and on line translation tools for cataloging and searching in foreign languages.   Ast1-Aso3
View Resources Level 2 Ability to use OCLC Bib Formats. MARC code lists for language and country.   Ast1-Aso3
View Resources Level 3 Ability to use LC’s Classification Web both for checking and creating LC call numbers. Ability to use Classification Web to check LC subject headings.   Ast3-Aso3
WorldCat via Connexion Client
View Resources Level 1 Ability to do various types of keyword and numeric searches. Ability to do keyword searches to find authority records. Ability to update a record and export it from Connexion to Aleph. Ability to...   more Ast1-Aso3
View Resources Level 2 Ability to use control headings function to verify and correct SHs. Ability to replace master record. Ability to batch load small sets of records from Connexion to Aleph.   Ast3-Aso3
View Resources Level 3 Ability to create original records in Connexion. Ability to batch load large, complex sets of records from Connexion to Aleph.   Aso1-Aso3
Digital Services
AV Digital Conversion
View Resources Level 1 Knowledge of basic analog equipment in digital conversion (VHS, SVHS, Betacam, Betamax, Umax, compact cassette, reel-to-reel , phonograph, turntable, legacy computer formats, etc.). Knowledge of the...   more Aso2-Aso3
View Resources Level 2 Ability to use a variety of analog equipment types for digital conversion (VHS, SVHS, Betacam, Betamax, Umax, compact cassette, reel-to-reel , phonograph, turntable, legacy computer formats,...   more Aso2-Aso3
View Resources Level 3 Familiar with microfilm standards and evaluative methods to select for digitization. Ability to identify, procure, maintain, troubleshoot, recommend upgrades, and recommend repair agents for analog...   more Aso2-Aso3
Digital Collections
View Resources Level 1 Understanding of the principles and terminology of the Internet. Basic knowledge of metadata and its uses. Knowledge of DLC workflow and final product of...   more Ast2-Aso3
View Resources Level 2 Proficiency with content management and/or Web site management systems. Ability to apply methods and use tools (standards, Web...   more Aso2-Aso3
View Resources Level 3 Working knowledge of Web-based publishing tools and coding. Defines and implements policies related to...   more Aso2-Aso3
View Resources Level 4 Ability to define, select, and manage a digital asset infrastructure that supports access to digital content for research and teaching. ...   more
Digitization for Digital Preservation
View Resources Level 1 Knowledge of digitization processes for preservation and access. Understanding of the tools and methodologies employed in the digital reproduction of primary source materials. Understanding of...   more Ast1-Aso3
View Resources Level 2 Understanding of DLC work policies and student/OPS work policies. Understanding of Imaging’s queue organization, milestones, and the workflow. Ability to differentiate and appropriately employ a...   more Ast2-Aso3
View Resources Level 3 Ability to carry out digital imaging processes (scanning, manipulation, image correction, and editing) while following industry standards without supervision. Ability to teach others basic digital...   more Aso2-Aso3
View Resources Level 4 Ability to carry out digital imaging processes (scanning, manipulation, image correction, and editing) while following industry standards without supervision. Ability to teach others basic digital...   more Aso2-Aso3
Metadata, OCR & Archiving
View Resources Level 1 Ability to use UFDC’s online metadata editor to edit metadata. Ability to match item in hand...   more Ast2-Aso3
View Resources Level 2 Knowledge of metadata syntax and use (constructed, constructive, and actionability). Knowledge of spatial metadata standards and issues. ...   more Aso2-Aso3
View Resources Level 3 Advanced knowledge of OCR standards and vendors, and ability to specify appropriate software packages. Ability to show working knowledge of various applicability metadata standards (such as VRA Core,...   more Aso2-Aso3
View Resources Level 4 Understanding of linked data concepts and their application in the digital library environment, and ability to link data interoperability. ...   more IT Expert
Rights Evaluation
View Resources Level 1 Basic knowledge of privacy issues relating to digital distribution. Basic knowledge of copyright rules and procedures related to the Libraries and UF. Ability to properly refer questions to other...   more Ast2-Aso3
View Resources Level 2 Understanding of and ability to apply copyright limitations related to digital distribution. Ability to refer or access standard...   more Aso2-Aso3
View Resources Level 3 Ability to evaluate for rights and restrictions in addition to US copyright for published materials (archival materials, cultural heritage rights, moral rights, privacy, FERPA, HIPAA, informed...   more
Cross-Departmental Category
Professional-Interpersonal
Adaptability
View Resources Level 1 Adapts to changes in direction and priorities. Adapts to new ways to accomplish work activities and objectives. Adapts to new responsibilities and assignments.   Ast1-Aso3
View Resources Level 2 Contributes well to changing direction and priorities. Contributes well to support change as a healthy part of organizational growth. Contributes in seeking-out opportunities to grow professionally...   more
View Resources Level 3 Anticipates and assists unit in preparing for change. Facilitates changes in direction, priorities and work flow. Champions change as a healthy part of organizational growth.   Aso1-Aso3
Customer Service
View Resources Level 1 Desires to efficiently, effectively and positively meet the Library needs of internal and external customers. *Recognizes the variety of customers in communities and at all levels of the organization...   more Ast1-Aso3
Independence/Initiative/Problem Solving
View Resources Level 1 Makes minor decisions and uses common sense in performing job duties. Requests assistance as needed.   Ast1-Aso3
View Resources Level 2 Exercises some discretion in selecting alternative work methods or in rendering independent judgments when given an unusual situation or problem. Analyzes information and tasks to be completed with...   more Ast2-Aso3
View Resources Level 3 Exercises a moderate amount of independent judgment in developing work sequences and in selecting alternative work methods. Analyzes and performs assigned tasks with little routine supervision.   Ast3-Aso3
View Resources Level 4 Exercises a general degree of authority, independence, and initiative in prioritizing, decision-making or problem solving, using discretionary judgment. Analyzes data and situations to solve complex,...   more Aso1-Aso3
View Resources Level 5 Exercises a high degree of authority, independence, and initiative in prioritizing, decision making, creative problem solving that requires careful interpretation and frequent use of discretionary...   more Aso2-Aso3
View Resources Level 6 Exercises an exceptional degree of authority, independence, and initiative in decision making and creative problem solving that requires careful interpretation and constant use of discretionary...   more Aso3-Aso3
Planning & Organization
View Resources Level 1 Uses established systems to organize and keep track of information (files, appointment calendars, etc…). Understands priorities and keeps clear records of completed and pending...   more Ast2-Aso3
View Resources Level 2 Participates in developing streamlined systems to organize and track unit information and activities. Sets priorities with an appropriate and realistic sense of the time demand involved. Works with...   more Ast3-Aso3
View Resources Level 3 Anticipates and develops new procedures and systems in response to changing priorities. Develops and monitors complex tracking and organizational systems which may substantially affect functional area...   more Aso1-Aso3
Presentation Skills
View Resources Level 1 Understands public speaking and presentation concepts. Clearly presents ideas to an audience and answers questions appropriately.   Ast1-Aso3
View Resources Level 2
  • Presents departmental specific information to groups in and outside the libraries – such as library tours.
  • Adjusts style and format of presentation based on audience....   more
Aso1-Aso3
View Resources Level 3 Presents library specific information to groups in and outside the libraries. Plans and delivers communications that are impactful and persuasive. Delivers proactive communications on key...   more Aso1-Aso3
Teamwork/Collaboration
View Resources Level 1 Works collaboratively with other staff in unit to accomplish goals. Ability to develop goals in collaboration with unit staff. Accomplishes stated goals. Communicates appropriately and takes action...   more Ast1-Aso3
View Resources Level 2 Develops collaborative relationships inside and outside the libraries to accomplish goals. Identifies and pursues opportunities to improve performance through partnerships. Understands and values...   more Ast3-Aso3
View Resources Level 3 Encourages cooperation, trust and group identity. Leads others to achieve team goals. Balances autonomy and collaborative efforts to produce the best results for the team.   Aso1-Aso3
View Resources Level 4 Exhibits constructive conflict resolution skills. Facilitates win-win situations. Encourages inquiry and dialog. Manages the group diversity of views and work styles to accomplish unit goals.   Aso1-Aso3
Verbal Communication
View Resources Level 1 Ability to clearly share ideas to small groups in an informal setting such as departmental meetings. Listens effectively and transmits accurate, factual information. Accepts constructive...   more Ast1-Aso3
View Resources Level 2 Ability to communicate complex ideas and processes in a clear and concise way. Understands and considers the needs of diverse users when responding to or initiating communication. Ability to request...   more Aso1-Aso3
View Resources Level 3 Understands the importance of clear verbal communication skills and ability to give constructive feedback. Ability to communicate and explain University’s policies and procedures.   Aso2-Aso3
Written Communication
View Resources Level 1 Ability to respond appropriately to written communications and announcements.   Ast1-Aso3
View Resources Level 2
  • Writes clearly, logically, and concisely.
  • Utilizes workplace communication best practices for various written medium.
  • Ability to read and communicate the main ideas and...   more
Aso1-Aso3
View Resources Level 3 Ability to write effective web pages, articles, statistical reports, performance reviews, and procedure manuals and responds in the most appropriate media or forms.   Aso1-Aso3
Institutional
General Smathers Libraries Information
View Resources Level 1 Knowledge of general information pertaining to the following: o Knowledge of the Smathers Libraries mission (when available) o Knowledge of departmental goals. Ability to navigate the Smathers...   more Ast1-Aso3
General Smathers Libraries Procedures
View Resources Level 1 Ability to prepare pertinent information for service requests through GROVER for IT, purchasing and building maintenance needs. Ability to follow up on issues through GROVER’s communication features -...   more Ast1-Aso3
General University Information
View Resources Level 1 Knowledge of general information pertaining to the following: o Acceptable use of computing resources policy o Parking policies and procedures o Gator1 card use o Performance appraisal...   more Ast1-Aso3
Workplace Standards
View Resources Level 1 Knowledge of workplace standards including:
o Privacy policies - http://privacy.ufl.edu/pandp.html
o Information...   more 		Ast1-Aso3
Management
Budget & Funding
View Resources Level 1 Understands basic purposes and concepts of library funding such as where funds come from, and restrictions for funding within unit. o Ability to locate budget information needed and generally...   more Aso2-Aso3
View Resources Level 2 Ability to manage a budget such as OPS, travel, supplies, books, etc… o Understands how to use budget and access information regarding expenditures. o Ability to spend wisely within a budget...   more Aso2-Aso3
View Resources Level 3 Ability to develop and implement budgets o Understands Libraries’ policies and procedures and works with Fiscal Services in developing and monitoring budgets.   Aso2-Aso3
Facilities
View Resources Level 1 Ability to find and understand policies related to building and emergency procedures. o Knowledge and ability to submit incident reports. o Knowledge of building layout and general emergency...   more Ast1-Aso3
View Resources Level 2 Ability to implement emergency procedures and knowledge of emergency/maintenance contacts. o Ability to direct other staff members as to appropriate action in the case of an emergency. * Ability to...   more Aso2-Aso3
View Resources Level 3 Ability to implement emergency procedures and direct others. Knowledge of UF policies regarding property inventory.   Aso2-Aso3
View Resources Level 4 Engages in Facilities planning activities.   Aso2-Aso3
Policies and Procedures
View Resources Level 1 Interpret, apply and explain policies and procedures relevant to work unit. o Ability to suggest new policies or procedures or ways to improve existing policies and procedures within department. o...   more Aso2-Aso3
View Resources Level 2 Interpret, apply and explain policies and procedures relevant to Libraries. o Ability to suggest new policies or procedures or ways to improve existing policies and procedures within Libraries. o...   more Aso2-Aso3
View Resources Level 3 Develop, implement and evaluate policies and procedures based on library’s mission and user needs to guide efficient and effective library operations. o Interpret the needs of a unit and develop...   more Aso2-Aso3
Project Management
View Resources Level 1 Ability to effectively serve on a project team.
  • Understands project goals and the necessary steps to accomplish those goals.
  •   more
Ast2-Aso3
View Resources Level 2 Ability to lead a project team and assume responsibility for project completion.
  • Conceptualizes the phases of the project.
  •   more
Aso1-Aso3
View Resources Level 3 Ability to lead multiple project teams and assume responsibility for project completion. o Ability to lead multiple simultaneous projects and manage cascading impacts from changes to any single...   more Aso2-Aso3
Staff Training
View Resources Level 1 Ability to train OPS and student and regular employees in basic departmental skills and, policies and procedures. o Knowledge of current departmental practices, policies and procedures. o Ability to...   more Aso2-Aso3
View Resources Level 2 Ability to train OPS, student and regular employees in complex departmental policies and procedures. o In depth knowledge of current departmental practices, policies and procedures . o Ability to...   more Aso2-Aso3
View Resources Level 3 Ability to lead group training sessions on skills and, policies and procedures relevant to one’s job and department. o Designs training activities to meet the needs of targeted audience and to support...   more Aso2-Aso3
View Resources Level 4 Ability to establish long-range training needs for department and support career development opportunities for department staff. o Creates a culture that enables both formal and informal learning...   more Aso2-Aso3
Supervision
View Resources Level 1 Assists in recruiting, training and monitoring OPS and student employees. o Should have knowledge of and ability to implement basic regulations that govern employment, and library policies,...   more Ast2-Aso3
View Resources Level 2 Recruits, hires, trains and supervises OPS and student employees. o Should have knowledge of and ability to implement libraries recruitment and hiring policies and procedures as they relate to OPS and...   more Ast2-Aso3
View Resources Level 3 Recruits, hires, trains and supervises regular staff o Should have knowledge of and ability to implement libraries recruitment and hiring policies and procedures. o Should be knowledgeable about...   more Aso1-Aso3
View Resources Level 4 Manages a unit of library employees with direct responsibility for recruiting, hiring, training, and evaluating any combination of OPS, student employees and regular staff.Fosters and facilitates a...   more Aso2-Aso3
Technology
Basic
View Resources Level 1 Understands and applies the librarys computer and Internet usage policies . Ability to navigate through UF website and find information pertinent to job duties . Can log in and navigate through myUFL....   more Ast1-Aso3
View Resources Level 2 * Ability to approve time in myUFL. * Ability to produce training reports in Libraries ITS training database. * Is able to navigate to and find UF policies and procedures pertinent to employment,...   more Ast1-Aso3
Core IT Security Practices
View Resources Level 1 Workstation: o Practices password security and change as required. o Follows directive to not share log on ID or password with others. o To prevent unauthorized use, password protect or locks...   more
View Resources Level 2 * Workstation: o Identifies icons on task bar for problems/required updates. o Familiarizes self with virus scan software and its functionality. o Identifies and seeks removal of any unauthorized...   more DSAs
Core Software Applications
View Resources Level 1 * Ability to perform routine tasks such as: o Create, save, retrieve and delete documents. o Use help feature to locate instructions on how to perform an unfamiliar task. o Perform basic editing...   more
View Resources Level 2 * Word Processing: Ability to perform tasks including: o Create and edit tables. o Move, resize, and delete pictures. o Change font, highlight and underline text. o Use Help features to locate...   more
View Resources Level 3 * Word Processing: Comfortable with the following procedures: o Perform a mail merge. o Use styles to create a table of contents. o Insert headers and footers. o Use the citations and...   more
Core Workstation Management
View Resources Level 1 Understands and uses basic computer hardware and peripherals: o Recognize and understand the functions of basic computer components and peripherals (desktop/tower unit, monitor, keyboard, mouse,...   more
View Resources Level 2 Ability to perform basic hardware tasks including:
  • Recognize/report/request replacement of defective peripherals (mouse, keyboard, monitor, etc.).
  • Seek unit authorization...   more
Ast1-Aso3
MS Access
View Resources Level 1 * Ability to do data entry in specified format; Ability to audit entered items and correct as necessary; Ability to mirror data represented in other systems within database.   Ast1-Aso3
View Resources Level 2 * Ability to generate meaningful reports from all data entered into database. * Send data to word or excel for further use.   Ast1-Aso3
View Resources Level 3 * Ability to create new databases according to set standards and expected needs for output.   Ast1-Aso3
Outlook Applications
View Resources Level 1 Ability to perform basic email functions including:
o Login in to UF webmail – work offline and remotely
o Receive, open, forward as needed, and delete email messages
o...   more 		Ast1-Aso3
Area-Specific Category
Public Services
Circulation
View Resources Level 1 Ability to check in and out print materials and some basic equipment via the ILS.  Knows when it is appropriate to renew an item for a patron and...   more Ast1-Aso3
View Resources Level 2 Ability to check out specialized equipment and circulating technology. Knows how to backdate an item for return. Ability to print a return receipt for a patron upon...   more Ast1-Aso3
View Resources Level 3 Knows what circulation reports are automatically generated by the ILS and can correctly interpret them.  Ability to identify if any reports are...   more Ast1-Aso3
View Resources Level 4 Knowledge of ILS configurations, settings, and templates. Ability to troubleshoot issues and recommend changes to better support circulation policies and workflows. Ability to open support tickets...   more Ast1-Aso3
View Resources Level 5 Ability to take a leadership role in departmental and interdepartmental committees and working groups to refine existing and create new circulation policies and workflows as needed. Ability to work...   more Ast1-Aso3
Course Reserves
View Resources Level 1 Ability to assist patrons with locating course reserve items using Ares. Ability to explain the basic process of setting up an Ares account and placing items on reserve.   Ast1-Aso3
View Resources Level 2 Ability to assist with course reserve processing such as scanning, paging and labeling. Ability to make minor item record adjustments in Aleph.*   Ast3-Aso3
View Resources Level 3 Advance knowledge of Ares client (including pacing and editing items on reserve in multiple formats as well as creating, cloning and editing classes). Ability to catalog professor’s personal copies in...   more Ast3-Aso3
Acquisitions
Acquisitions Accounting
View Resources Level 1 Has functional knowledge of general accounting concepts, including basic bookkeeping skills, cash disbursement accounting, and accounts payable. Also has a functional knowledge of deposits and...   more Ast2-Aso3
View Resources Level 2 Makes payments and adjusts individual budgets in adherence with rules within financial management system(s); transfers funds within financial management system(s). Has functional knowledge of UF...   more Ast2-Aso3
View Resources Level 3 Has deep knowledge of trends in materials pricing and inflation, as well as the ability to successfully apply this knowledge when projecting expenditures for upcoming years. Ability to merge data from...   more Aso3-Aso3
Acquisitions E-Resources
View Resources Level 1 Has knowledge of electronic resource types, licensing, and payment methods. Ability to retrieve title metadata, including license, order and payment data, from OPAC, ERM, vendor database, or ILS...   more Ast3-Aso3
View Resources Level 2 Ability to interpret terms of licensing for e-resources for other staff and patrons. Ability to describe electronic resources, their metadata, and associated statistics--in the OPAC (via ALEPH) as...   more Aso1-Aso3
View Resources Level 3 Has a deep knowledge of terms of licensing for electronic resources, and reviews all new license agreements entered into by the Libraries. Ability to troubleshoot and resolve problems occurring with...   more Aso1-Aso3
Acquisitions Monographs
View Resources Level 1 Knowledge of different types of monographic material and appropriate workflows for each; Ability to search for individual titles using any number of basic MARC fields to retrieve bibliographic,...   more Ast2-Aso3
View Resources Level 2 Ability to create bibliographic, order and item records for new requests. Ability to determine appropriate choice of vendor, method of acquisition for incoming requests, and create new orders (with...   more Ast3-Aso3
View Resources Level 3 Ability to manage rate of purchasing and receipt for approval and firm order material, and report to subject selectors and others as appropriate. Ability to problem solve any incoming request or...   more Aso3-Aso3
Acquisitions PeopleSoft Accounting
View Resources Level 1 Ability to retrieve images of invoices. Ability to retrieve balances of appropriation, DSR, foundation and grant budgets. Ability to assign charges to designated budgets, and to reassign charges as...   more Ast2-Aso3
View Resources Level 2 Ability to reconcile expenditure and budgeting data from Aleph with budget in PeopleSoft. Ability to use intersecting data from multiple accounting systems to generate up-to-date reports about...   more Aso3-Aso3
Acquisitions Print Continuations
View Resources Level 1 Has knowledge of basic serial/standing order record architecture, including items attached to bibliographic record, subscription, and holding with established pattern. Ability to reconcile arrival of...   more Ast2-Aso3
View Resources Level 2 Ability to determine if payment for continuations invoices is appropriate, and post invoice in ILS when needed. Ability to identify appropriate choice of vendor and method of acquisition and create...   more Ast3-Aso3
View Resources Level 3 Ability to compile, combine, interpret data to produce meaningful statistical reporting. Ability to record and report appropriate Libraries, University, and ARL statistics. Ability to troubleshoot...   more Aso3-Aso3
ALEPH for Acquisitions
View Resources Level 1 Ability to successfully use title and order search functions; Ability to interpret status of order and broadest level of order data. Ability to differentiate material type by order, (serial, standing...   more Ast2-Aso3
View Resources Level 2 Ability to pay invoices on existing order records and create new order records on existing records, as necessary. Understands all fields of order record, subscription structure, and invoice...   more Ast3-Aso3
View Resources Level 3 Has a deep knowledge of the connection between constituent parts of record in ALEPH, (order, item, holding, bib) and easily manipulates, adds, and removes data as needed; has high functional knowledge...   more Aso1-Aso3
Basic Acquisitions
View Resources Level 1 Ability to view an order record and interpret it.   Ast2-Aso3
View Resources Level 2 Has thorough knowledge of purchasing rules and practices per University and Libraries policy and adheres to these rules and practices. Has knowledge of different purchasing methods and their...   more Ast2-Aso3
View Resources Level 3 Creates orders and/or subscriptions; creates invoices within financial management system(s); receives, processes, and/or redirects purchased material as appropriate.   Ast2-Aso3
View Resources Level 4 Manages ordering of specified material type, including creating new workflows as necessary.   Ast3-Aso3
Cataloging for Acquisitions
View Resources Level 1 Understands the difference between level and status of records, and knows basic fields in MARC records. Ability to retrieve records from the data in basic MARC fields as well as in TKR fields in a...   more Ast2-Aso3
View Resources Level 2 Ability to create brief MARC records and adjust basic fields in existing (provisional) MARC records. Ability to add items and/or provisional HOL records as needed. Ability to create provisional...   more Ast2-Aso3
View Resources Level 3 Ability to load batches of vendor-supplied MARC records and OCLC-supplied MARC records; Ability to add data to existing MARC records to bypass Cataloging workflow, which may include (1) creation of...   more Ast3-Aso3
View Resources Level 4 Ability to use ALEPH batch record loading services and understands underlying architecture of data table to provide information for updates, as necessary.   Aso1-Aso3
GenLoad for Acquisitions
View Resources Level 1 Ability to use program by following step-by-step how-to documentation to either load MARC records into ILS or to check file of titles for duplicates.   Ast2-Aso3
View Resources Level 2 Ability to load MARC records using software and also interpret log files to correct errors/omissions.   Ast2-Aso3
View Resources Level 3 Ability to use GenLoad for purposes outlined in "fundamental" and "intermediate" columns. Ability to conceptualize and build new loading profiles for MARC file loading and deduping purposes.   Aso1-Aso3
Fiscal Services
Accounting
View Resources Level 1 * Has functional knowledge of general accounting concepts, including basic bookkeeping skills, cash disbursement accounting, account payable and accounts receivable. * Understands and adheres to...   more Ast1-Aso3
View Resources Level 4 * Ability to organize, prepare and communicate budget information. * Ability to prepare budget forecasts. * Ability to analyze financial data and create financial history information. * Ability to...   more
Grants
View Resources Level 1 * Basic knowledge of UF grant management rules and regulations. * Ability to track grant expenses. * Understand grant budgets and corrections to budget allocations.   All
View Resources Level 2 * Ability to reconcile monthly expenses. * Ability to create spreadsheets for financial reports. * Liaison with Grants Manager and P.I. to create budget proposal. * Ability to create expense...   more All
Payroll
View Resources Level 1 * Basic knowledge of payroll rules and policies as directed by Library and UF. * Basic knowledge of fiscal office procedures and adherence to fiscal deadlines. * Ability to train other library staff...   more
View Resources Level 2 * Ability to correct payroll errors using the Manager Exceptions in PeopleSoft. * Ability to generate the Leave report for time discrepancies of over and under payments. * Liaison with Department...   more
View Resources Level 3 * Ability to create journal entries to correct salary discrepancies and errors. * Ability to reconcile monthly fund balances.  
Purchasing
View Resources Level 1 * Has basic knowledge of purchasing rules and practices for purchase orders and UF P-cards transactions per University and Library policies. * Has basic knowledge of fiscal office procedures and...   more
View Resources Level 2 * Ability to process Change order requests to existing purchase orders. * Ability to research for discounted values for library purchases. * Liaison with library departments for ongoing...   more All
View Resources Level 3 * Reconcile monthly encumbrance report. * Understand and initiate contract agreements, Invitation to Bids, Request for Proposals, and Sole Source documents. * Coordinate new hire moves with library HR...   more
Travel
View Resources Level 1 * Basic knowledge of Library, UF and State travel rules and regulations. * Ability to enter travel authorizations and expense reports in PeopleSoft with correct funding source. * Provide training to...   more Ast1-Aso3
View Resources Level 2 * Assist Library Travel Committee in distributing all staff development travel funds. * Reconcile monthly travel transactions with ledgers. * Provide training to library staff.  
Public Services
Public Spaces and Study Areas
View Resources Level 1 Knows where the printers are located and how patrons pay for printing, and is able to assist patrons submit print jobs. Knows what supplies are made available for public use; ability to restock...   more Ast1-Aso3
View Resources Level 2 Ability to assist patrons in logging into the WIFI. Knows what resources patrons can access to troubleshoot WIFI issues. Knows the procedure for connecting to Library Resources from Off Campus using...   more Ast1-Aso3
View Resources Level 3 May have the ability to manage study room booking software to troubleshoot issues, create and delete staff accounts, open and close rooms, and create support tickets when necessary. Ability to...   more Aso2 - Aso3
Billing and Account Management
View Resources Level 1 Ability to locate and interpret an ILS patron record. Ability to answer questions from patrons relating to checkout periods, fine rates, and billing processes.   Ast1-Aso3
View Resources Level 2 Knows what notices are sent to patrons on a regular basis. Ability to identify a block on a patron record. Ability to explain to patrons why they received a specific notice or block on their patron...   more Ast1-Aso3
View Resources Level 3 Ability to manually create or edit a patron record within the ILS. Ability to activate a Gator-1 card within the ILS so it can be used to check out materials. Knows how to create a Guest Gatorlink...   more Ast1-Aso3
View Resources Level 4 Ability to receive, evaluate, and make recommendations regarding inquiries and disputes submitted by patrons regarding overdue items, assessed fines and fees, and items claimed returned. Ability to...   more Ast1-Aso3
View Resources Level 5 Ability to access circulation inbox to retrieve applications for library privileges, evaluate eligibility for library privileges, and process applications. Ability to look up a patron in the...   more Ast3 – Aso3
View Resources Level 6 Ability to make final decisions regarding patron inquiries and disputes submitted by patrons regarding overdue items, assesses fines, and fees, and items claimed returned. Ability to assess items...   more Aso2 – Aso3