Archive for the ‘Budget and Planning’ Category

Budget Midyear Planning

Monday, January 11th, 2010

I have posted the announcements from President Yudof and Chancellor Block as background information for all staff and encourage you to read them carefully. The release of the Governor’s budget marks the beginning of work on the 2010-11 budget. While the Governor has proposed funding in various amounts for the University of California, there are many hurdles yet to be addressed as the state’s budget moves through the process in Sacramento and then to the University President and Regents.

I have been informed by the campus that work is underway on a more refined budget model to guide planning over the next six months. It is anticipated that the model will be complete by late January and will be discussed with the campus leadership at a budget meeting to be held on February 2, 2010. In the meantime, the Library continues to remain cautiously optimistic about our future. Our plans are in place and will hold firm for the remainder of this year or until we recieve instructions to make changes.

Again, I encourage each of you to carefully review the attached statements and keep yourselves informed.

Gary E. Strong

University Librarian

Chancellor’s Budget Forecast 2010

Monday, January 11th, 2010

UCLA Office of the Chancellor

To the Campus Community: Welcome back! I hope you had a safe and enjoyable break. While we were away, our Bruin football team represented us triumphantly in the EagleBank Bowl in Washington, D.C. The event benefitted the Wounded Warrior Project, which provides programs and services to severely injured service members between their active duty and transition to civilian life. Go Bruins!

As we begin a new calendar year and decade, I’m looking forward to more remarkable achievements of our students, staff and faculty.

But first, I know budget issues are top of mind for us all. I know that you recognize that this is a perilous time for our institution. Tomorrow, Governor Schwarzenegger will release his preliminary budget for next year, and we will begin to assess how it may affect UCLA. UC President Mark Yudof has asked for $913 million in additional funding for the system.

We are pleased that, in his final State of the State address yesterday, the governor said he would propose an amendment to the state Constitution that would shift state funding priorities and guarantee that the UC and California State University receive no less than 10 percent of state general fund revenue. Currently, the two systems receive 7.5 percent, so this would be a major step toward restoring financial stability to UCLA.

Nevertheless, in the short term, we still face critical budget shortfalls, and we are addressing those in a number of critical ways. We are joining with our sister campuses to mount an aggressive statewide advocacy campaign. Advocacy is essential to protecting UCLA. If you have not signed up as an advocate, please do so now at

Through our budget toolbox project, we are looking at new revenue sources and continued cost-cutting measures, along with other creative ways in which we can thrive in the current environment and become more self-sufficient. You can read the toolbox reports at

In addition, the UC Commission on the Future continues its work to develop a new long-term vision for the university. Learn more about the commission at

I urge you to educate yourself on the issues that the toolbox project and the commission are addressing to see what role you can play in advancing these critical efforts.

The people of California, who have long depended on UCLA, are now looking to us to steer the state through this difficult period to a better tomorrow. They are expecting us to continue providing world-class education, top-ranked medical care, cutting-edge discoveries and so much more. In early December, I wrote a commentary for Huffington Post ( in which I implored our broader community to stand up for UCLA, reminding them of the many ways in which the university improves their lives. Just as they depend on us, we are looking to them to raise their voices on our behalf.

As difficult as the current fiscal challenges are, however, I have every confidence that we will emerge from this time strong and thriving. Excellence is in UCLA’s DNA. The institution has great forward momentum energized by a history of accomplishment.

Consider that our research enterprise is stronger than at any other time in our history. We have now received more than $114 million in stimulus funding through the American Recovery and Reinvestment Act. These funds will lead to creation of jobs and new knowledge that will improve the economy and the quality of life for the people of California and the world.

In the fall, three-time UCLA graduate Elinor Ostrom became the first woman to win the Nobel Prize in economics and the first UCLA alumna to win a Nobel. She began her winning research right here as a doctoral student.

We also added our 12th Rhodes Scholar. A 2008 UCLA graduate, Elizaveta Fouksman, will enter Oxford University in October to study international development. And UCLA senior Matthew Clawson, captain of our ski and snowboard team, has been selected to receive a 2010 Marshall Scholarship to study international relations at Oxford. Consistently, Bruins are champions through and through.

We all recognize what UCLA is capable of achieving. The current challenges will not deter us from excellence in the fulfillment of our historic mission. We are a campus of extraordinary students, staff and faculty.

Each of us has a role to play, a job to do on behalf of UCLA. Please speak out to your friends and family and especially our lawmakers about how critical UCLA is to the well-being of California and its people. We must speak with one voice and remind Californians that UCLA belongs to them and must be protected against decisions informed by only short time horizons. The long-term health of our state, indeed the nation, requires robust public research universities.

2010 is going to be challenging, but, with all of us onboard, it will be exciting and rewarding. Throughout the year, I will be in touch with you regarding budget developments and ways in which you can participate in solutions. I continue to be deeply grateful for your hard work, dedication and support.

Happy New Year!


Gene D. Block

Statement from President Yudof on Budget

Monday, January 11th, 2010

Statement by President Mark G. Yudof
University of California

January 8, 2010

With his proposed restoration of $370 million in funding for UC, including $305 million cut last year, the Governor has taken another important step toward putting California’s commitment to higher education back on track. These restorations, in addition to the Governor’s proposed constitutional amendment earlier this week, are clear evidence that the Governor understands the vital role public higher education plays in California.

We are pleased that the Governor’s budget provides $51.3 million to fund enrollments, an important step in light of the fact that UC currently enrolls 14,000 students for whom the state provides no funding. These funds will support student access at a time when we have overwhelming demand by UC-qualified students. We are also deeply grateful that the Governor’s proposal sustains funding for the Cal Grants program for UC students, which will enable us to continue to provide financial aid to our most needy students. The Governor’s proposal ensures that UC’s Blue and Gold Opportunity Plan will continue to cover the system-wide fees of students who qualify for financial aid and have family incomes of less than $70,000.

While we deeply appreciate the Governor’s actions, notwithstanding the crisis in the state budget, there is still a significant gap as we seek to repair a budget that has been severely cut. The University requested $913 million to address this critical issue. We now turn to the Legislature to adopt the Governor’s proposals and to find every opportunity possible to fulfill the $913 million needed to restore UC’s funding. This money is vital if UC is to avoid declining educational quality, access and research.

Achieving a full restoration of the budget will be a challenge, given the magnitude of the State’s budget gap and the cuts being proposed for other State services. But reinvestment in public higher education is critical. We will be asking our advocates to be very active in making the case for the University. It is important that UC be able to maintain its tradition of excellence, thereby ensuring a brighter future for all Californians.

Night Powell Reinstated

Tuesday, November 3rd, 2009

UCLA Chancellor Gene Block has secured funding to restore the opening hours of Night Powell, the extended hours reading room located in the Powell Library Building, as of Monday, November 2. Hours are posted on at the following link:

You can read the Bruin’s editorial about Night Powell online at:

Chancellor’s Budget Update

Wednesday, October 21st, 2009

UCLA Office of the Chancellor

To the Campus Community:

Across campus, faculty, staff and students are experiencing the consequences of an unprecedented reduction in state support to the University of California system. The effects include larger class sizes, reduced library hours, and faculty and staff salary reductions; student fee increases are looming. These are difficult times, and I am deeply grateful for your patience, understanding and dedication as we make the often painful decisions necessary to ensure UCLA’s continued excellence.

The measures we have taken are helping to close a 2009-10 budget shortfall of more than $150 million. But we still must make long-term, structural changes so that our academic programs and campus operations align with new funding realities. While we continue to advocate strongly for state funding, we must face reality and plan for a future that relies less on volatile state support, which is not expected to improve next year.

Currently, we are conducting a thorough review of our academic programs. Led by Executive Vice Chancellor and Provost Scott Waugh, working closely with the Academic Senate, the review is intended to streamline majors, reduce unnecessary units and courses, and focus on helping students graduate in a timely manner. Preliminary reports from the deans are due in January. The result will certainly be some shrinkage of UCLA’s academic programs.

At the systemwide level, the Commission on the Future of UC is looking at long-term issues. The commission’s charge is to develop a new vision for the university that affirms its core values of excellence and access while addressing financial challenges from declining state funding.

The issue of student fees is especially emotional. As you know, President Yudof has proposed two fee increases, one effective winter quarter and another effective in fall 2010. The UC Board of Regents is scheduled to act on the proposal at its November meeting at UCLA.

While I don”t like the idea of raising the cost of education, I believe fee increases are necessary to maintain UCLA”s academic quality. Without the additional revenue generated by higher fees, our academic programs would suffer irreparably. It’s important to emphasize that approximately one of every three dollars in new fee increases would go toward financial aid programs to assist the students and families most in need. At UCLA, generating revenue for scholarships and fellowships is our top fundraising priority. The goal of our Bruin Scholars Initiative is to raise $500 million for this purpose by June 2013.

Many of you have expressed frustration, and even anger, about these circumstances, as well as your concern about the future of UCLA. I share your concern; this is a difficult process for all of us. As we work together, it’s important to remember that we all want the same thing – to maintain academic excellence and the access that our mission as a public university requires of us.

I am grateful for the sacrifices you are making to help the campus through this process, and my administration is committed to sharing information as it becomes available and consulting with you during the decision-making process.

As I’ve stated in earlier communications, I firmly believe that UCLA will emerge from this challenging time stronger and of even greater benefit to students and society.

For additional details about the budget challenges we face and the steps we’ve taken, I encourage you to read this new Q&A with Steve Olsen, vice chancellor for budget, finance and capital programs.


Gene D. Block

NOTE: I particularly encourage each staff member to review the links and the question and answer update provided herein.

Library Budget Impact For Fall Term 2009

Tuesday, September 22nd, 2009

Now that the academic year is about to begin, I want to update you on the difficult decisions the UCLA Library is making to implement our 2009-10 budget.

The Library depends on state funding for almost ninety percent of our budget. Our non-salary allocation for 09-10 has been cut by five percent, or $1.8 million. In addition, we must come up with just over $1 million this fiscal year to cover charges for energy, deferred maintenance, increases in fringe benefits costs, and employer contributions to retirement. Thus, the total reduction we must plan for comes to nearly $3 million, or about eight percent of our overall budget. Note that these figures do not reflect the salary reductions mandated by the UC Office of the President, which are being taken centrally.

In making these reductions, our primary concern is to sustain the excellence of the Library’s collections, services, and staff in support of UCLA’s students, faculty, and staff, and we are determined to ensure that the Library emerges from this crisis strong, relevant, and sustainable. The following actions are being taken with those goals in mind.

Collections: I am holding back twenty-five percent of the acquisitions allocation from state funds, for a potential savings of nearly $2 million. The reductions are being applied differentially across collections and disciplines to preserve our ability to provide resources essential for teaching and research and to address the immediate needs of faculty, researchers, and graduate students. We will also attempt to sustain all joint purchases and licenses we are committed to with other UC libraries to retain access to many highly used electronic resources. While this is a significant cut and the first such reduction in the Library’s history, our liaison librarians will work closely with you to respond to your requests for essential items and to acquire them and made them available as quickly as possible.

Hours: Though reduced, hours have been set to ensure broad access to collections, services, and research and study spaces and to correspond with instructional schedules and usage patterns. The four largest libraries will be open Monday through Thursday from 7:30 a.m. to 11 p.m., Friday from 7:30 a.m. to 6 p.m., closed on Saturday, and open Sunday from 1 to 6 p.m. Night Powell, the College Library’s extended-hours reading room, will open for tenth and final weeks during the fall quarter. Hours for the Eugene and Maxine Rosenfeld Management Library will remain unchanged from last year. All print reserves will be housed in one of the large libraries in order to remain accessible to all students, and electronic reserves will be available 24/7, as always, as will electronic resources, online reference assistance, and user self-services.

Campus Libraries: To address current reductions and plan for possible future cuts, we have begun to examine how the Library can meet its campus commitments with fewer physical locations. Internal study teams have begun to examine the service and collection issues associated with shifting the collections, services, and staff of the Arts and SEL/Chemistry libraries to one of the large libraries. The process will also include consultation with affected constituencies and discussion of the options.

Staffing: We have not filled vacancies for some time and have limited recruitments to a very few critical positions; that will continue.

I will post updates on major developments, and further information is available on the Library budget Web page at .

Arts Library Update

Tuesday, September 1st, 2009

I very much appreciate your expression of support for the UCLA Arts Library.

The UCLA Library depends on state funding for almost ninety percent of its budget. The allocation for 2009-10 has been cut by five percent, or $1.8 million. In addition, the Library must come up with just over $1 million this fiscal year to cover charges for energy, deferred maintenance, increases in fringe benefits costs, and employer contributions to retirement. Thus, the total permanent reduction the Library must plan for comes to nearly $3 million, or about eight percent of our overall budget. Note that these figures do not reflect the salary reductions mandated by the UC Office of the President; those reductions are an additional $1,100,000.

The wording in the August 4 announcement on my blog was very specific that “with the current reductions and potential reduction in funding in future years, we must now begin to examine how the Library can meet its campus commitments with fewer physical locations on the UCLA campus. Study teams will be appointed to examine the service and collection issues associated with the closing of the Arts and Chemistry Libraries.”I have not decided, nor did I announce, that the Arts Library would close. In fact, that library remains open and will remain open during this academic year.

I have appointed an internal study team to examine the service and collection issues associated with closing the Arts Library. Once this work is completed, we will begin a consultation process, which will hopefully engage a broad campus discussion of the options. Studying the situation is an action the UCLA Library must take in order to address this unprecedented crisis in the university’s state funding. Regardless of the physical facilities, however, the Library’s primary goal remains to offer collections and services to support all of UCLA’s acclaimed academic programs.

I am working in close collaboration with the deans of the Schools of Arts and Architecture; Theater, Film, and Television; and Humanities with the objective of keeping the Arts Library open in its current location and exploring the appropriate future for the collections and services that it deserves. A donor has stepped forward to assist with funding for the current academic year helping keep the Arts Library open in its present location. I hope that others will join these efforts. This combination of support is very encouraging.

I want to reiterate that our primary concern remains to sustain the excellence of the Library’s collections, services, and staff in support of UCLA’s students, faculty, and staff. However, difficult choices must be made, and there will unavoidably be pain for all UCLA Library users. I hope that you will join us at the UCLA Library in voicing our concerns about the overall impact on our collections, staff, and services to the university.

Furlough Plan Information Sessions for Library Staff Set

Thursday, August 27th, 2009

All Library staff are required to attend one of the information sessions concerning the implementation of the furlough/salary reduction program. These sessions will cover the implementation within the UCLA Library.

In order to manage the one-year furlough/salary reduction plan, the Library Human Resources is coordinating the implementation of new timesheets for all library employees beginning this month - August 2009 - and making some changes to how time reporting will be handled.

The Management Council met on August 26 and heard an overview of the new process and a presentation on the UC Systemwide furlough plan and new timesheets. LHR has developed and two new standardized monthly timesheets for library staff  - one for exempt employees and one for non-exempt employees. The new timesheets are available on a new time reporting website on the Library Staff Intranet which is accessible at: Beginning with the August timesheet, ALL library employees will be required to use these timesheets.

To learn how to report time worked and leave (including use of furlough time), ALL library employees, whether or not they will be subject to the furlough program, are required to attend one of the one-hour information sessions on the Furlough Plan & New Timesheets.

In addition to the 4 previously announced dates and times, two sessions have been added in late September. The dates, times and locations for these sessions are:

  • Friday, August 28 1:30-2:30 p.m. Biomedical Library Classroom
  • Tuesday, September 1 1:30-2:30 p.m. West Electronic Classroom
  • Thursday, September 10 9:30-10:30 a.m. Biomedical Library Classroom
  • Monday, September 14 9:30 -10:30 a.m. Kinross South 194
  • Wednesday, September 23 3-4 p.m. West Electronic Classroom
  • Monday, September 28 9:30-10:30 a.m. West Electronic Classroom

This is mandatory for all library staff because new timesheets are being introduced, please RSVP to Pat Hawthorne ( and indicate which session you plan to attend. Additional sessions will be scheduled as needed.

Employees who have questions about the furlough program should contact Pat Hawthorne via email ( or via phone (310-825-4562).

Library Implementation of UC Furlough Program Begins

Wednesday, August 12th, 2009

As you are aware, the University of California Board of Regents approved a one-year furlough/salary reduction plan in July for UC employees to achieve savings systemwide. The UCLA Library is expected to save $1,129,000 from the furlough/salary reduction plan which will run from September 1, 2009 to August 31, 2010. The savings from the furlough program is only one aspect of the library’s cuts. The UCLA Library must also cut $1,011,051 from its budget to pay for energy costs, deferred maintenance, and to cover benefits costs and employer contributions to the retirement program which are slated to begin in April 2010. In addition, the Library must make a 5 percent cut which represents $1,830,201. These three amounts together represent a total budgetary reduction of $3,970,252 from the UCLA Library budget.

Library Human Resources and Library Business Services staff are working collaboratively to facilitate the implementation of the furlough program and to track the savings the UCLA Library will realize from the program. It is important to note that the program is subject to collective bargaining for library employees who are represented by AFT, AFSCME, CUE, and UPTE.

The UC System and UCLA’s Campus Human Resources have been providing additional information on the specifics of the program to Library Administration and Library Human Resources (LHR). LHR is developing an internal implementation plan to facilitate management of the program and to communicate policies and procedures to employees and to answer questions and address concerns of employees. Some aspects of the program will be managed at the system and campus levels. Other aspects of the program such as tracking of usage of furlough days by employees will be done locally by LHR.

In order to manage this program, LHR will be making changes to some internal procedures and will communicate additional details over the next few weeks. In addition, information sessions for Management Council and for library employees will be offered beginning in August.

In terms of internal procedural changes, here are some specifics:

  • LHR has developed and will introduce two new standardized monthly timesheets for library staff  - one for exempt employees and one for non-exempt employees. All library employees in all units reporting to the University Librarian will be expected to use these new timesheets beginning this month (August 2009). These new standardized timesheets will be available on the LHR Staff Intranet site. The new timesheets will include a place to record furlough days taken - this will allow LHR to track and report usage by each employee on a monthly basis and ensure the furlough days are taken during the course of the program. LHR staff will provide updates on usage of furlough days to employees and managers during the year that the program is in place. (I want to note that the Law Library, an affiliated unit, will also be using the new timesheets since LHR processes timesheets and leave accruals for Law Library staff; however, it is important to note that Law Library staff will be required to follow directives regarding the furlough program as issued by the Dean of the School of Law.)
  • LHR staff and departmental administrative staff will no longer provide vacation or sick leave balances on timesheets. Vacation and sick leave balances are provided to each employee on the paycheck stub. More information and training on understanding and tracking leave balances will be provided to employees.
  • Administrative staff who collect timesheets and provide LHR with Summary Leave Usage Reports each month will now be expected to submit all timesheets along with the summary leave usage reports to LHR on a monthly basis beginning with the August timesheets.

As we prepare to implement this program, we are aware that many staff members have questions and concerns and that there are multiple issues that will emerge during the next year. This is an evolving program and we will address questions, issues, and concerns as they are brought to our attention.

LHR will offer a series of one-hour informational sessions on the furlough program beginning in late August.

The first information session will be offered to the Management Council at the August Management Council Meeting on Wednesday, August 26, from 10 a.m. to Noon in the Library Conference Center- Presentation Room.

The same presentation will then be offered to all staff in a series of information sessions that will be offered during August and September. The dates, times and locations for these sessions are:·

  • Friday, August 28 1:30 - 2:30 pm Biomedical Library Classroom·
  • Tuesday, September 1 1:30 - 2:30 p.m. West Electronic Classroom·
  • Thursday, September 10 9:30 - 10:30 a.m. Biomedical Library Classroom·
  • Monday, September 14 9:30 - 10:30 a.m. Kinross South 194

If you would like to attend one of these sessions, please RSVP to Pat Hawthorne ( and indicate which session you plan to attend. Additional sessions will be scheduled as needed.

Pat Hawthorne, Director of Library Human Resources, and the Deputy University Librarian (Susan Parker) or Supervisory Associate University Librarians (Judy Consales, Sharon Farb, Kevin Mulroy, and Sarah Watstein) are also available to do this presentation at departmental meetings and to answer questions related to the furlough program. If you would like to have this presentation made at a departmental staff meeting, please contact Pat to make arrangements.

Employees who have questions about the furlough program should contact Pat Hawthorne via email ( or via phone (310-825-4562).

UCLA Library Budget 2009-10

Tuesday, August 4th, 2009

As I have mentioned in previous postings, the UCLA Library must reduce its operating budget by $1,830,021 in addition to the other reductions required for various other campus charges. These reductions are in addition to the planned furlough/salary savings.

Building on the foundation of our strategic plan, our primary commitment is to sustain the excellence of the Library, its staff, collections, and services. This commitment will be challenged during these next months and perhaps years as the resources made available to us will continue to shrink. It is important to remember that this will be a permanent reduction in our resource base. So we will be smaller.

As you all know, we have not filled vacancies for some time and have limited recruitments to a very few critical positions. That focus will continue into this budget year. We are recruiting for a Director of Special Collections as that position is critical to our plans to bring all of our special collections together in order to retain their strength and value to UCLA and the broader community.

Further budget reductions fall into the following categories:

Reduction in Acquisition of New Materials for the Collection: I have directed a hold-back of twenty-five percent of the Library’s acquisitions budget (from State Funds). This will impact all units and all aspects of our collection. We will attempt to sustain all of the joint purchase we are committed to through the California Digital Library. While this is a significant cut (the first such reduction in the Library’s history), we will make every effort to respond to high priority needs of faculty and programs for resources necessary to sustain UCLA’s research, teaching, and public service. Liaisons are encouraged to work with faculty to ensure that critical items are acquired in support of degree programs and critical research.

Reduction in Service Hours: The Library has resisted reducing library hours during all previous budget reductions, but now must face this reality. With the desire to provide an equity of access to all of our users, effective Fall quarter, the Biomedical Library, College Library, Science and Engineering Library in Boelter Hall, and the Research Library will be open Monday through Thursday from 7:30 am to 11:00 pm, Friday from 7:30 am to 6:00 pm; closed on Saturday and open Sunday 1:00 to 6:00 pm. Most other library units under the University Librarian will be open from 9:00 am to 5:00 pm Monday through Friday. The Library will sustain 24/7 access to licensed and electronic resources and a full suite of web services and continue to strengthen and enhance this access. In addition to our licensed resources, faculty and students will have access to electronic reserves and reference provided through our consortial agreements.

Reduction in the Number of Service Outlets (branches) on the Campus: With the current reductions and potential reduction in funding in future years, we must now begin to examine how the Library can meet its campus commitments with fewer physical locations on the UCLA campus. Study teams will be appointed to examine the service and collection issues associated with closing the Arts and Chemistry libraries.

Exploration of a Fee for Interlibrary Loan: With the Library’s shrinking acquisitions budgets, it has less material to lend to other libraries, from which we derive lending fees. Our budget to borrow material on behalf of faculty and students is no longer covered by these lending fees. With the reduced acquisitions budget, we expect an increase in borrowing requests. If we do not address this challenge, savings from acquisitions reductions will be lost by our having to support more borrowing requests. During the fall term we will examine the implications of this situation.

Reduction in operating expense, travel, and other general expense: All units saw reductions in these amounts during the 2008-09 budget year; these will continue into this year and will likely be permanent going forward.

As planning progresses in each of these areas of reduction, I will keep you informed. Your questions, comments, and suggestions are most welcome.

As we enter this next period of the Library’s history, we are facing tremendous challenge. It will take us all to make sure that the Library that will emerge in the future is strong, relevant, and sustainable at UCLA. We are in this together and I know I can count on each of you to do your part.