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Library Services code of conduct and a couple of bullying and harassment guidelines.

By Grazia Manzotti, on 16 April 2021

Dear Colleagues on behalf of the Library Survey Action Group I wanted to share with you again three documents, that you ay all find useful. The first one is the Library Services code of conduct document. It  outlines the Library’s expectations of all Library staff regarding their behaviour towards colleagues. Whilst the UCL Library Services aims to be a place of freedom of expression and open communication, adherence to this code will ensure an inclusive, friendly, respectful and collaborative environment. Library Services Code of Conduct.

The second document is a document for managers, These are brief guidelines to help a manager  to know what to do if bullying or harassment is reported to them  and are aimed at achieving resolution informally. They do not replace the UCL Guidelines. Bullying-harassment Guidelines for managers.

The last document gives brief guidelines giving options of what you can do if you witness bullying or harassment, some people have found it really helpful. Bullying-Harassment Guidelines for bystanders

eXperience eXchange 2021 – bookings now open

By Angela Young, on 15 April 2021

eXperience eXchange – what happens?

experience exchange logoLibrary staff come together to share ideas and good practice about library skills training and academic engagement activities through short presentations or other activities.

How does it work?

Colleagues from across Library Services are invited to give short presentations (5-7 mins) to exchange their experiences, feedback from events, or ideas relating to library skills training and academic engagement activities. The event will be delivered using Zoom. If you have not presented using Zoom before, this is the perfect opportunity to try it out with peers as your friendly and supportive audience. You may find our guidance on using Zoom for live online training helpful and we can provide individual support and guidance on presenting online if you wish.

If you’d rather not present, you can attend as an attendee only.

Is there a theme?

This year we invite contributions relating to any aspect of library skills training and academic engagement activities, but we particularly welcome contributions relating to delivering or supporting these activities in and beyond the pandemic.

How do I sign up?

Simply complete the registration form and we will send you the link to join.

Calling male allies – event on Friday 16/04

By Benjamin Meunier, on 14 April 2021

Colleagues may recall the foundation the Astrea in 2013, by Emma Todd and Alice Chilver. I remember Emma and Alice jointly presenting the new network at the Professional Services conference that year. Since then, Alice has founded WHEN (Women’s Higher Education Network) to promote equity of opportunity for women in higher education at a national level.

WHEN organised an event on “Leveraging Male Allies” shortly before the Easter break, which I attended in part, however it was cut short by a technical glitch. They have re-arranged the meeting for Friday 16th April, 13.00-14.00 (details below), which I recommend to any colleagues – and male colleagues in particular – on how we can work together to achieve gender equality in our university and in Library Services.

You can register on the WHEN webpages.

Mandatory safety training for all Library staff

By Benjamin Meunier, on 14 April 2021

UCL Library Services is continuing to work to meet UCL’s safety objectives, in line with the H&S statement signed by Paul Ayris as HoD (UCL Library Services Safety Statement). The T100 Lite programme for Library Services is underway, with a raft of departmental arrangements being drafted which will form the basis for Site-specific arrangements. In order to raise awareness amongst Library Services staff, and as part of the compliance requirements for T100, a programme of mandatory training should be rolled out across the department with a target for all staff to have completed this training by the end of June 2021. Training to be undertaken is grouped between training aimed at staff without managerial responsibilities and further training aimed at managers.

The attached sets of training has been approved by the Library Services Operational Oversight Group and T100 Working Group . To support managers with monitoring the completion of initial and refresher training, we have created a Mandatory Training template which can be used to review dates for refresher training. Where the training below is available as e-learning, a link is included.

New Starters Mandatory Safety Training

All new members of UCL Staff are required to complete a number of mandatory safety training modules. The Line Manager is responsible for ensuring that all new members of staff under their managerial remit have completed these mandatory modules. The mandatory modules consist of:

  • UCL Local Safety Induction conducted by Departmental Safety Officer. This induction will be arranged by Library HR.
  • Local Fire Safety Induction and Familiarisation using the Building Fire Familiarisation Checklist (TN086). This training will be arranged by Library HR in conjunction with the Site Manager / Site Advisor.
  • UCL Safety Induction (ELearning). The Line Manager must ensure that time is allocated in the first week of employment for this module to be completed.
  • Fire Safety (ELearning). The Line Manager must ensure that time is allocated in the first week of employment for this module to be completed.

The Line Manager must ensure that all mandatory training has been logged on MYHR (by the employee if the session is not organised by the Organisational Development Team) and the new starter checklist (supplied by Library HR) has been completed and returned to Library HR. To ensure that all new starters have completed all the mandatory training Library HR will produce a report for the Director of Operations on a termly basis to ensure Library Services has met its legal requirement for mandatory safety training. Probation must not be confirmed until all the mandatory training has been completed (managers can check completion on MyHR).

Refresher Mandatory Safety Training

All members of UCL staff are required to complete refresher training on the below modules.

  • Local Fire Safety Induction and Familiarisation using the Building Fire Familiarisation Checklist (TN086). This training must be refreshed every 2 The Line Manager is responsible for arranging this training. Once the training has been completed form TN086 ( tn-086.pdf | Safety Services – UCL – London’s Global University) must be completed and returned to Library HR. The training must also be logged on MYHR.
  • UCL Safety Induction (ELearning). This training must be refreshed every 2 years and it is the responsibility of the Line Manager to ensured it is completed.
  • Fire Safety (ELearning).  This training must be refreshed every 2 years and it is the responsibility of the Line Manager to ensured it is completed

The Line Manager must ensure that all refresher training has been logged on MYHR once completed (by the employee if the session is not organised by the Organisational Development Team). Library HR will produce a report on a termly basis for the Director of Operations to ensure all staff members mandatory safety training is valid.

Safety Training

If additional safety training is identified or required the Line Manager should contact the Departmental Safety Officer for guidance.

Managers Mandatory Training

In addition to the mandatory safety training for all members of UCL staff. Members of Library staff that have any managerial responsibilities must attend the below courses. These courses will assist in gaining an understanding of Safety procedures that is required for all Managers and Supervisors.

The below training courses must also be attended if it applicable to the staff that they manage.

All Safety training needs should be discussed and agreed with the Line Manager and included in the yearly appraisal. All training will also be required to be refreshed as required, but Fire Safety training must be refreshed every 2 years. Further information training provided by Safety Services can be found at Safety Training | Safety Services – UCL – University College London.

The Line Manager is responsible for ensuring that all training has been logged on MyHR. The DSO can advise and offer guidance on any safety training related issues.

Facilities & Projects Team Update

By Collette E M Lawrence, on 1 April 2021

Our team information can be found at the following link Facilities & Projects Team

I hope you are all keeping safe and well and looking forward to Spring Break!!

Staff and students will be returning from 12th April 2021, there will be Estates project work taking place at this time. Fire Alarm upgrade installations throughout DMS Watson, Petrie Museum and Energy Centre.

Work on the 4th floor will be begin on 12th April 2021. This area will be closed off and there will be some noise disruption permeating through the building. Users of these spaces will need to be reminded of additional bookable study spaces in other locations during this time.

We will provide further updates as the project progresses. Please speak to your building manager if you have any concerns or queries and they can feed back to the team.

The Pro-Vice-Provost’s View

By Paul Ayris, on 30 March 2021

Strategic Operating Plan 2021-24

Every year, all academic support and Professional Service Departments are required to submit Strategic Operating Plans to deliver on their Strategy commitments. They also identify new developments which they would like to introduce. Academic Departments do the same.

The planning cycle is for 3 years and the Library has just submitted its strategic plan for 2021-4, which you can read here as Library Services SOP 2021-24.

What we have tried to do is to identify the many positive new services which we have introduced over the last 12 months and to build them into the Library’s daily work going forward. We have also looked at the Library’s traditional service offering and attempted to strengthen it. Inevitably, UCL will receive more bids for funding than there is money available. However, as the 10th best university in the world (according to the 2021 QS rankings), UCL is committed to further improve the Student Experience going forward. We hope for successful funding outcomes in the coming months.

Paul Ayris

(Pro-Vice-Provost, UCL Library Services & UCL Office for Open Science and Scholarship)


Open Access Team: REF submission

By Catherine Sharp, on 29 March 2021

The Open Access Team was part of an immensely exciting moment at 8pm on Friday 26 March, when UCL’s REF Team pressed the button on UCL’s 2021 REF submission. The REF generates £100m of annual research funding for UCL, and this is the culmination of a 7-year collaboration between the Open Access Team and UCL’s REF Team. The Open Access Team was responsible for  implementing the very complex REF requirements while keeping communications about them simple and clear.

Academic departments have selected the best outputs for submission to the REF from all UCL publications over the REF period (2014-2020). Since the REF Open Access policy began in 2016, the Open Access Team has worked on 70,000 articles and conference papers, explaining the requirements, advising academics on UCL’s Research Publications Services (RPS) and making 67,000 papers open access in UCL Discovery.

UCL’s final REF submission includes 8,052 research outputs. Alan Bracey (Open Access Compliance Manager), Dominic Allington-Smith (Open Access Publications Manager), Bernadette Flynn (Open Access Officer) and I worked right up to the last minute to make sure that the 4,623 papers in scope of the REF open access policy were submitted with the right status according to the three REF open access requirements: deposit, discovery and access. Patrycja Barczynska (Open Access Engagement Officer) provided critical support to the REF team on metadata for the submission. We particularly enjoyed working with a former Library Services colleague, Nayna Patel, who managed the systems infrastructure for the REF, including RPS and the REF submission system.

I’d like to thank Alan, Dominic, Bernadette, Patrycja and everyone else in the Open Access Team for their commitment and hard work over the last 7 years: (in alphabetical order) Jennifer Austen, Marie Dewerpe, Jean Harris, Damian Kalinowski, Anusha Jayawardana, David Laslett, Tom Stacey, Chloe Thomas, Nimal Waragoda Vitharana and Petra Zahnhausen-Stuber – plus members of staff who’ve now left. Here’s a breakdown of the outputs submitted:


Outputs submitted


In OA policy






Technical exception



Further exception



Deposit exception



Access exception



Other exception



Non-compliant (5% allowance)


Library Committee

By Paul Ayris, on 23 February 2021

Library Committee (February 2021)

On 17 February, Library Committee met for the first time in 2021. Because of restrictions caused by the pandemic, the meeting was held virtually in MS TEAMS. I was honoured to be asked to chair it, as Professor David Price had been called away to another meeting. The text of my Pro-Vice-Provost’s Report can be read behind the link.

As usual, I described the work of the Library against the Key Performance Areas of the Library Strategy. Of particular note was the report under section 4, Finance and Management Information, on the SCONUL Statistics for 2019-20. UCL compares its performance against a select group of Russell Group universities. Here the stats show that in 2019-20, UCL Library Services was by some way the most heavily visited Library in UK Higher Education, with 3,011,764 visits.

I was also sure to underline for colleagues on UCL Library Committee the tremendous contribution which Library colleagues have made in the last 11 months during the various lockdowns. With the Prime Minister’s announcement on 22 February of a staged plan for withdrawal from lockdown, we have signs that life by June may return to something more like normal. I look forward to the days when I can be back in my Office and talk to colleagues in real life once again. Stay safe, well and positive.

Paul Ayris



Appraisal Libnet update

By Jennifer L Brown, on 17 February 2021

Further to my last communication regarding appraisals, libnet has been updated to include frequently asked questions surrounding:

  • Those with multiple posts and more than one line manager
  • Recording the completed appraisal
  • How to manage the appraisal documentation

The updates can be found here.

If you have any queries regarding this year’s appraisal cycle that has not been covered on libnet or within the UCL Policy please contact lib-hrteam@ucl.ac.uk

Soon to be launched UCL New Agency Temporary recruitment process

By Faith Udeze, on 12 February 2021

Soon to be launched UCL New Agency Temporary recruitment process

UCL is introducing a process to manage the recruitment of all Agency (contingency) workers through a single service provider supported by a network of approved Agencies on UCL’s preferred supplier list (PSL). The new system will manage every stage of the recruitment process including: advertising and sourcing candidates (either directly or through preferred supplier list); shortlisting CVs; carrying out compliance and Right to Work checks; purchase orders, on-boarding and managing relationships with and supporting temporary workers. UCL is aiming to launch this new service 22 March 2021

This new process will replace the current UCL recruitment process for temporary workers, managed via a new Beeline Vendor Management system (VMS). It includes some system user functionality for Library managers as timesheet approvals only. Access and training to the new VMS system will be provided before the go-live date

Unitemp will continue to provide in-house temporary recruitment for all student roles or Alumni direct bookings where Unitemps is the preferred approach

Further updates will be provided as soon is available. More information can be found via the link

Questions can be directed to Library HR (Faith Udeze)