Library Users’ Group

Parliament Hall at 13.00

Friday 17 Feb 2012

MINUTES

Present: Janet Aucock (Library), Professor Michael Brown (History), Vicki Cormie (Library), Dr Alice Crawford (Library), Professor Robert Crawford (English), Mr Andrew Demetrius (Art History), Dr Colin Donaldson (Geography & Geosciences), Dr Barbara Dritschel (Psychology), Ricardo Fernandez (Modern Languages), Dr Elisabetta Girelli (Film Studies), Dr Ian Goudie (Mathematics & Statistics), Professor John Haldane (Moral Philosophy), Rachel Hart (Library), Dr Jonathan Kemp (Music), Dr Petr Kilian (Chemistry), Dr Antje Kohnle (Physics & Astronomy), Dr Alex Long (Classics), John MacColl (Library), Ewan McCubbin (Library & Chair),Hilda McNae (Library), Dr Martin Milner (Biology), Tristan Platt (Social Anthropology), Louise Pidcock (Library), Dr Gabriella Slomp (International Relations), Jeremy Upton (Library).

APOLOGIES: Karen Cauldwell (Biology), Mr Xing Chen (Management),Dr Michael Downes (Music), Professor Felix Fitzroy (Economics), Dr Amanda Fleet (Medicine), Dr Linda Goddard (Art History), Dr Andreas Hoepner (Management),Dr Gavin Hopps (Divinity),Professor Alan Miller (Computer Science) and Dr Michael Singer (Geography & Geosciences).

  1. Welcome & Introductions

Ewan McCubbin welcomed everyone to the Library User Group and introduced himself as the new chair. He apologised for the gap there had been since the last meeting. Everyone else present introduced themselves to the group.

  1. Minutes of last meeting

The minutes from the last meeting were approved.

  1. Relationship between Library User Group & Library Strategy Advisory Group-JM Paper A and B

JMcC informed the group that on commencing as Director of Library Services he wanted to create a forum for more strategic-level discussion on Library policy and practice . The Library Strategic Advisory Group was formed to serve this purpose, chaired by the Deputy Principal with JMcC as Secretary. The terms of reference and membership of LSAG are provided in the attached papers. The Academic Liaison team and Assistant Director (Liaison & User Services) are represented on both committees as well as the Student Library User Group.

EMcC informed the group that the Student Library User Group will meet on Monday 20 February. This group will be chaired by a nominated school president. Given the opportunity given to students to chair their own user group meetings, EMcC asked if one of theacademic members would like to chair future LUG meetings. No comment was received by this request so EMcC stated he would continue to chair the meetings.

  1. Main Library Redevelopment Project Update-JUPaper C
  1. Overview

JU informed the group even though we had encountered some last minute hitches the Library still managed to open on time after the redevelopment project through the summer. He stated the building had since been very busy. The new online group study room booking system would soon be going live.

  1. Increase in footfall

The new gate entry system in the Main Library went live a couple of weeks ago; it was introduced after exams in a quiet period before the start of a new term. EMcC told the group we were able to retrieve richer data from the gatesystem than was previously the case. Information about this is available on the attached paper. He informed us the dramatic increase in the footfall was to be expected, especially with the introduction of the café, longer opening hours and 150 more study spaces..

  1. Current Collection Moves

JU told us some journal stock needed to be moved to make way for more study spaces on levels three and four. He was hoping we would be able to make the shelving more logicalduring this process. At the moment A-DA sequence are being moved, with stock identified as being needed most moved to a designated area on level three or level one. He stressed no journals would be out of bounds. Inter Library Loans would be used to make some of the stock more accessible. He informed the group this would only be a temporary arrangement for 13 weeks. He reiterated if the Library was asked for a journal we would try our hardest to make it available. He felt we needed to communicate well with Library users and get information out as soon as were able.

  1. Summer 2012 Service

JU stressed that the Library would not be closing during the second stage of the redevelopment over the summer although parts of the building would not be accessible. Levels three and four would not be open for browsing and there would be a 48 hour recall period for books put in place. He informed the group that as heating, lighting and ventilation were going to be the areas worked on there would be a certain amount of noise on level two. This work would enable us to create an additional 260 study places available on the upper floors. The work would be finished for the start of the next year’s semester. He stressed it was imperative the Library get out as much information as possible to users. EMcC told us the Library also hoped to improve opening hours through the summer period.

  1. Centre for Special Collections-JM

JMcC informed us Special Collections were moved from the Main Library to allow for the refurbishment of the building. They had been moved to the North Haugh in accommodation that was primarily meant for general storage. These facilities were not meeting their requirements. A consultant was brought into the Library who informed us that whilst although the building met the correct requirements, he had stressed could only ever be a short term arrangement JMcC informed the group that, as part of the 600th campaign, fundraising was underway to provide a new Centre for Special Collections (est. cost £10m). JMcC raised the point that the temporary reading room, staff accommodation and storage facilities at the Library Annexe arewholly inadequate and he was also worried about staff morale over the coming years. A meeting to mobilise academic support for the initial development is taking place on Wednesday 7 March. RC asked for academics to lobby support for the Special Collections project. Other parts of the University campus have been suggested for the new Special Collections department to be housed. JMcC hopes it will be on the north side of the current Main Library building.

  1. Research Enhancement Bid Process & Resource Allocation Model-JU

JU raised various points with regards to the collections enhancement bid. He informed us the money given to us by the University would hopefully fill gaps in research collections. The Library isto be given £700,000 every year to build up our collections. Members of the group asked if this money could be used for material intended for future use. Some representatives also asked if rather than bid for this money each year, it could simply be added to their normal allocations for spending through the session.

There have been changes to the allocation of money for book funds so JU has created a book allocation model for schools to work with. JU informed the group he was willing to visit any schools that were experiencing problems with this and to consider suggestions as to how the enhancement funding could .

  1. Main Library Environment, User Consultation and Opening Hours-EM

EMcC informed the group that the Library had decided prior to re-opening that the previous policies on zoning and user behaviour (e.g. food, drink, mobile phones) should remain unchanged. The view of the Library was that users and staff needed the experience of a full semester in the partly-developed building before considering any changes. The Library would shortly be launching an online survey asking for views on the redeveloped space and rules on zoning.

Opening horus had been extended for the start of the session with the Library now open until2am five nights a week during semester. There are no current plans to open 24/7 although this may be considered for future exam diets. At the start of last semester the Library received far fewer complaints about opening hours than in previous years, suggesting that 2am closure time had gone some way to satisfying user demand. Based on student feedback after January’s exam diet, the Library hoped to extend weekend opening hours during May’s exams. The Library also opens in the three days between Christmas and New Year and is looking to make further improvements during Summer and Easter vacations. He stated we should remember all opening hours are dependent on staff.

  1. Enquiry Handling & Academic Liaison-EM

EMcC informed the group we planned by September to have the Main Library Helpdesk staffed by Library staff only. At the present time IT and Library staff work together on the front desk but with varying levels of service delivery. For example, Library staff are available 7 days a week but IT Services are only able to provide support Monday-Friday.By September it is hoped thatappropriately-trained Library staff will be able to deal with Library and IT first line enquires . The Library is also gradually adopting the UniDesk call management system (already used by IT Services) to log and manage all of its enquiries.

EMcC reminded academic colleagues that the Academic Liaison Librariansshould continue to be their main point of contact for any Library-related issues.

  1. E-theses-JU/JA

JA informed us the Provost is conducting a review into current practices of theses management. At the present time when theses are produced at the end of a post graduate’s study period no embargo is placed on these unless asked for by the student. The review wants to have an automatic embargo placed on theses with students choosing the embargo period themselves.

  1. AOCB

RC told the meeting he found remote access to journals was inconsistent.

In particular, he found the new ECCO platform to be less user-friendly and alsoasked for an update on the availability of the CALM manuscripts database. RH informed him last minute problems with CALM were being fixed but that access was possible. EMcC asked academic staff to pass any additional feedback or concerns about access to resources to the appropriate Academic Liaison Librarian.

  1. Date of Next Meeting

The date and time of the next meeting was yet to be decided but EMcC estimated it would be some time in May.

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