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Facilities & Project Update

Collette E M Lawrence14 May 2021

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

Project update for the Fire Alarm upgrade installations throughout DMS Watson, Petrie Museum and Energy Centre.

Monday 17th May 2021 work on the 2nd floor will commence. 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 remined of additional bookable study spaces in other locations during this time.

The 3rd Floor will be reopen for staff and students on Monday 17th May 2021.

We will continue to 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.

 

Library Services Staff Conference 2021 – Seeking Lightning Talks Presenters, Video or Digital Poster Contributions

aanchal.bhatt5 May 2021

A central part of the Library Services Staff Conference is the chance to hear from a wide range of our talented colleagues and share our experiencesDuring what has been a difficult year, one of the things that has become clear (as if we didn’t already know this) is what a creative and talented staff we have in UCL Library ServicesPhotographers, writers, dancers, wildlife experts, gardeners, film and TV enthusiasts… the list goes on. 

So we would like to hear from you, in whatever form you choose, about what has kept you happy or well in lockdown? Have you been able to learn a new skill or improve an existing oneWhat challenges have you overcome, or tasks have you accomplished? Would you like to share your progress or achievements for a particular project? Do you have photos, or stories or poems to shareOr has it been a chance to reflect on your life planHave you decided that when normality resumes, you’re going to start a new interest group to keep connected to colleagues with similar interests? Or would you like to just talk about how you’ve been?  

Well, here is your opportunity. In keeping with the theme of this conference and particularly on reflections and learning outcomes of the past year, we are seeking contributors for the following:  

 

Lightning Talks

We are looking for 10 colleagues, or small groups working together, to volunteer to present a 5 minute live slot at the conference (14/05/21)In terms of presentation, really anything goes! You can talk, or present slides or sing or whatever you likeWhy not use your talent or skill to help explain your storyPair up, work in a group, go solo, it’s up to you. Please don’t let a lack of technical skills put you offWe have experts on the conferences committee who will help you with all of that. 

 

Videos or Digital Posters

If you would rather not present live, or might not be available on the day, then we also invite contributions as recorded videos or digital poster presentations. These will be displayed on our dedicated conference site and once again can be as creative as you like! See below for more information on how to format and submit your contribution 

 

How to submit a video or digital poster

Your video or digital poster will be made available on the Library Staff Conference dedicated web page. Please follow these guidelines: 

Videos 

  • Videos should be a maximum of 5 minutes and recorded in landscape orientation. 
  • Please submit as a .mp4 or .mov file. 
  • Guidance on creating videos is available at Best practice guidance: library skills videos (Please note, although this guidance is designed for library staff putting together library skills videos, it is applicable to video making in general). 
  • You may like to attend the Library Services Staff Summer School session on ‘Creating videos,’ Thursday 10th June 10.00-12.00. (Details to be announced)

Digital posters 

  • Digital posters should be a single page and may be in landscape or portrait orientation. 
  • Please submit as a PowerPoint file (.ppt or .pptx). 
  • Please do not included embedded multimedia, audio or animations in your PowerPoint slide (if you want to do these, submit as a video instead). 
  • Include your name / team name as author on the poster. 

To make your poster effective:

  • keep text concise and use bullets
  • include images
  • make sure you have a title 
  • make your key message clear

 

If you would like to volunteer, or have a chat about your ideas and the resources available, please contact Aanchal Bhatt aanchal.bhatt@ucl.ac.uk or Rozz Evans rosalind.evans@ucl.ac.uk by Friday 14th May 2021.

 

Videos and digital posters are to be submitted to Aanchal Bhatt aanchal.bhatt@ucl.ac.uk and Rozz Evans rosalind.evans@ucl.ac.uk by Friday 2nd July 2021.  

 

The Library Services Staff Conference will be held on Wednesday 14th July 2021, 1-5pm.

UCL Library Services Aspiring Managers Programme Launch 2021

aanchal.bhatt28 April 2021

It’s been a long time coming and now its finally here! I am thrilled to announce the launch of the Library Services Aspiring Managers Programme 2021. A bespoke development opportunity created for Library Services staff, to support those looking to move into supervisory or management roles and progress their careers.

Aspiring Managers is a leadership development programme, open to all staff Grades 5 to 7, who have an active interest in progressing into a supervisory or people management role. The programme is spread over 6 months and offers a blended learning approach to training; combining live virtual sessions with subject experts, online training, self-learning and 121 mentorship.

This is the pilot cohort for this programme and will offer 10 places; requiring a commitment of 40 hours from the participant. The programme will also require 5 hours commitment from the line manager.

For further information, details of the programme structure, shortlisting criteria and session dates click here Aspiring Managers Programme Launch_Library Services_April2021

The application and nomination process is as follows:

If you have any further questions, please feel free to contact aanchal.bhatt@ucl.ac.uk

New dates for SMT surgeries and launch of online SMT feedback form

Rozz Evans26 April 2021

It seems like another lifetime when we launched a pilot of Senior Management Team (SMT) surgeries (actually July 2019) via this blog https://blogs.ucl.ac.uk/libnet/2019/07/11/launch-of-smt-surgeries/.  This was one of a range of measures we had discussed to address feedback from colleagues via the last Library Staff Survey and other channels that the SMT weren’t as visible as you would like and that it wasn’t always clear who we are and what our roles are. You can find out (along with a bit about what we each do) here https://www.ucl.ac.uk/libnet/about-us/committees-and-working-groups/senior-management-team.  You can access the minutes of regular SMT meetings from this link if you are interested.

While the number of staff who attended the pilot SMT surgeries was quite small, they were well received and we will continue to offer them on a monthly basis (alongside other channels of communication).  Dates have been scheduled until the end of the year.  We will hold them on Teams for the moment, and once ‘normal’ service is resumed they will be offered alternately online and f2f.  All members of the SMT have been timetabled to run these surgeries and the dates are below.  In addition we will be briefly attending team meetings over the next couple of months to talk about the surgeries and we will be in touch with managers of teams across the service to make sure this happens. Please email to book a slot.  We will send a monthly reminder email via Liblist.

  • 28th April 2021 2 – 3 pm:  Rozz Evans, Karen Jeger, Andy Pow  (email rosalind.evans@ucl.ac.uk)
  • 25th May 2021 12 – 1 pm: Peter Dennison, June Hedges, Martin Moyle (email p.dennison@ucl.ac.uk)
  • 21st June 2021 3 – 4 pm:  Sarah Aitchison, Rozz Evans, Ben Meunier (email s.aitchison@ucl.ac.uk)
  • 29th July 9.30 – 10.30 am: Paul Ayris, Kate Cheney, Andy Pow (email a.pow@ucl.ac.uk)
  • 29th September 2021 2 – 3 pm: Karen Jeger, Margaret Stone, Michelle Wake (email k.jeger@ucl.ac.uk)
  • 25th October 2021 11 – 12 am: Jennifer Brown, Lara Speicher, Martin Moyle (email jennifer.brown@ucl.ac.uk)
  • 23rd November 2021 10 – 11 am: Anna Di Iorio, June Hedges, Ben Meunier (email j.hedges@ucl.ac.uk)

We will also be running an evening surgery if there is demand.  Please email rosalind.evans@ucl.ac.uk if this would be your preferred option and we will organise it.

People also expressed the desire for more opportunities to interact with us directly, formally and informally.

We have created a new online SMT Feedback form https://ucl-global.libwizard.com/f/smt-feedback.  You can choose to submit comments, questions and suggestions via this form.  If you give your name you will receive an email response although you can also choose to do so anonymously.  We will take all comments and suggestions seriously and regular updates will be shared regarding feedback received at the termly full meeting of the SMT and more widely as appropriate.

We’d also like to establish far more regular visits to teams and sites.

In order to find out what you would like from us we will begin by setting up meetings with groups of team managers to talk and share ideas about how to develop this.  We understand that while some may want to hear more about the area of responsibilities of particular SMT members or receive briefings on particular developments, others would welcome the opportunity to show what they have been doing within their sites and teams. Others would like something even less formal – maybe to invite a member of SMT to their team meetings or just for a coffee and chat?  In the meantime we are always pleased to be invited, so please free to email any of us individually or via our group email (lib-smt@ucl.ac.uk).

We are always interested in your ideas about this as one of the most important things about working for UCL Library Services is that no matter what our roles we are united in our wish to be the best we can be.  Please do make full use of the range of opportunities to help us improve in this area. However you do it, please do make sure you have your say!

Facilities & Projects team update

Collette E M Lawrence23 April 2021

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

Project update with regards to the Fire Alarm upgrade installations throughout DMS Watson, Petrie Museum and Energy Centre.

the 4th floor is now reopened.

Work on the 3rd floor will commence on Monday 26th 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 remined of additional bookable study spaces in other locations during this time.

We will continue to 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.

eXperience eXchange 2021 – bookings now open

Angela Young15 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.

Mandatory safety training for all Library staff

Benjamin Meunier14 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

Collette E M Lawrence1 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

Paul Ayris30 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

Catherine Sharp29 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:

8,052

Outputs submitted

4,623

In OA policy

3,843

83%

Compliant

290

6%

Technical exception

162

4%

Further exception

158

3%

Deposit exception

40

1%

Access exception

1

0%

Other exception

129

3%

Non-compliant (5% allowance)