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Customer Online Payments Update – Training Guide

Bethan Smith11 August 2022

Following on from our previous online payments training reminder, we would like to share the Online Payments Training Guide, which is now available here.

This training guide is designed to be used to complement the live training sessions. It contains a detailed breakdown of the online payment process, as well as the procedures associated with our new way of paying fines and fees.

We would encourage all colleagues who are involved in customer queries, as well as fine and fee payments, to view the document and use it as a reference guide going forward.

In addition, we would like to remind all colleagues that there are still training slots available for live online payments training and would encourage any interested staff who have not yet attended a session to sign up.

The remaining training slots are as follows:

We would also like to take the opportunity to inform staff that the go-live date for the online payments portal is anticipated to be Wednesday 24th August 2022.

If you have any questions about the online payment process, please contact Bethan Smith or Jonathan Fowles.

Customer Online Payments Update

Bethan Smith27 July 2022

Following on from the previous blogpost regarding online training sessions, we would like to remind you of the Online Payments Training sessions which will be taking place throughout late July and early August. The first of these sessions took place yesterday – you can sign up to any of the remaining sessions here.

There are training slots still available for the following times:

Furthermore, we would like to inform colleagues of the recent change to the lost item procedure. As of Monday 25th July, we have made changes to the process for significantly overdue books. Impacted colleagues were informed of this last week.

The changes are:

  • We no longer automatically apply a lost status and lost fee in Alma when an item becomes significantly overdue.
  • We automatically apply a block on borrowing as soon as the item becomes overdue.
  • When the item becomes significantly overdue, we will also apply a block for renewals and requests. All blocks will be removed when the items are returned.

As a result:

  • There is no longer any need to add prices to items from an Alma report.
  • There is no need to manually block users for overdue items, or to send a second invoice email. Colleagues can still follow their local procedures to chase significantly overdue items, based on due date rather than lost status.
  • Alma will no longer produce the following reports: Items Requiring Prices; Items Requiring a 2nd Invoice; Lost Loans Returned Yesterday; Invoice Letters Generated Yesterday. We will also remove the invoicing dashboard.
  • If a customer reports that a book is lost, we will have to add the price to the item record and mark the item as lost manually. When online payment is live, this will allow the customer to pay the fee remotely, at which point it will be removed from their record automatically.

For further information on these changes, please consult the accompanying documentation here.

We are still reviewing historic Alma lost fees and blocks, and will make a decision regarding these before online payment is operational. This will be communicated to colleagues.

We will also conduct a review in 2023 to assess whether these changes have had any impact on the number of books returned to the Library.

If you have any questions about training or the new lost item procedure, please contact Bethan Smith.

Using Instagram to connect with library users

simon.bralee.157 July 2022

The Library’s Social Media Task and Finish Group would like to invite you to an online training workshop on Using Instagram to connect with library users, 14:30 – 16:00, Tuesday 26 July.

Please note the times have changed from those initially advertised. We’ve extended the session by 30 minutes following feedback.

The session will start from the basics and provide a solid overview of the platform. After this session you will know how to:

  • Set up or update your account,
  • Take stunning photos that wow your audiences
  • Ensure content is on brand in terms of visuals and tone of voice

As well as tricks and tips to ensure you have consistent content.

It is open to everyone in Library Services, particularly people responsible for library social media accounts. You do not need any previous knowledge or experience.

The session will be led by Simon Bralee with support from members of the Social Media Task and Finish Group.

 Book now. 

We plan to offer further training sessions on Sway later this summer.

Appraisal information – Update from January 2022

Jennifer L Brown7 January 2022

As per previous communications Library Services commenced its appraisal window on 1st December. You may however have seen from the UCL News on 16th December that UCL has now made changes to the appraisal process. If you have started or completed any appraisals prior to this blog you do not need to adopt for these the changes that will be outlined below until the next appraisal round, January to April 2023.

Appraisal Window

Library Services will be adopting UCL’s recommendation that we move to an appraisal window of January to April. Library appraisals should therefore be completed by the end of April 2022.

Appraisal form 

One of two appraisals forms can be used depending upon the role of the appraisee:

Developmental Conversations

The Developmental conversations approach allows for two-way conversation to take place which can enhance the appraisal experience through meaningful goal setting and personal development when using the UCL Appraisal form.

Further information can be found by visiting the guidance and e-learning for Developmental Conversations.

Appraisal Targets

There are four parts to setting Goals, the content of which needs to be agreed between the appraiser and appraisee.

  • Deliver your departments/division’s priorities – UCL recommends 3 goals in this area.
  • Discover your potential – UCL recommends 1 goal for this area.
  • Defer/Discontinue activities that hinder you from achieving your role’s purpose and focus – UCL recommend 1 goal if relevant.
  • Demonstrate how you work effectively – UCL recommends 1 goal.

Further details about goal setting can be found on the UCL HR webpage.

Training

It is advisable that Appraisers familiarise themselves with the UCL Appraisal Policy and complete the following training:

How to manage the appraisal documentation 

  1. The Appraiser and Appraisee should keep a signed copy of the appraisal document, in a confidential file/location, until the subsequent appraisal, when the document should be disposed of confidentially. (If the appraisee leaves the organisation, the paperwork should be disposed of confidentially at that time.)
  2. If revisions to the job description have been agreed during the appraisal process, please send an electronic copy to Library HR at lib-hrteam@ucl.ac.uk.
  3. Managers should record the completion of the appraisal on MyHR using the instructions that can be found via the UCL Knowledge Centre, under “MyHR Manager Self Service” – “My team employment information” – “Create employee performance appraisal“.

LibNet has been updated with the relevant information.

Appraisal window December 2021 to March 2022

Jennifer L Brown24 November 2021

From 1st December we will enter our new Appraisal Window, we would like to reconfirm some communication from the last cycle.  

Appraisal form  

Due to the ongoing impact of Covid-19, colleagues in Library Services are asked to continue with the abridged version of the UCL appraisal form, which can be found at https://www.ucl.ac.uk/human-resources/sites/human-resources/files/appraisal_review_and_development_scheme_short-form.docx . 

 

Appraisals and Covid-19

The position remains that the appraisal write-up should include acknowledgement of any agreed adjustments to objectives, workload or working patterns, for individual members of staff. Where a barrier, such as the impact of COVID-19 or lockdown, may have impacted on an individual’s ability to meet agreed objectives from the previous year, it should not impact negatively on the individual in terms of demonstrating good performance over the past year. Nor should their revised working pattern/workload create a barrier to any learning and development opportunities which have been identified as part of the appraisal process. 

 

How to manage the appraisal documentation 

1. The Appraiser and Appraisee should keep a signed copy of the appraisal document, in a confidential file/location, until the subsequent appraisal, when the document should be disposed of confidentially. (If the appraisee leaves the organisation, the paperwork should be disposed of confidentially at that time.) 

2. If revisions to the job description have been agreed during the appraisal process, please send an electronic copy to Library HR at lib-hrteam@ucl.ac.uk. 

The Libnet appraisals page has been updated with information about the abridged appraisals process: https://www.ucl.ac.uk/libnet/hr/learning-and-development/appraisals.

Developmental Conversations

The Developmental conversations approach allows for two-way conversation to take place which can enhance the appraisal experience through meaningful goal setting and personal development.

Further information can be found by visiting https://www.ucl.ac.uk/human-resources/learning-development/learning-academy/developmental-conversations .

The recommended Developmental Conversations training module is available for staff to complete via https://www.ucl.ac.uk/staff-training/enroll.php?code=ODDC .

Appraisal Targets

In line with the Library Equality, Diversity and Inclusion Action plan, all staff are required to have a target of engaging or undertaking at least one Equality, Diversity and Inclusion associated activity or event in the 2021/2022 academic session. For example contributing content to the Library Equality Diversity and Inclusion (EDI) newsletter, engagement in wellbeing initiatives, attending a training session or team building exercises using the theme of EDI.

When developing the targets, consideration should also be given to the UCL Ways of Working and the indicators relating to the grade of the post that the employee holds.

 

4 dimensional (4D) goal setting:

UCL has introduced a goal setting framework based upon the following principles:

  • Discover my potential – 1 goal required

  • Deliver my role and alignment to UCL’s strategy – 3 goals required

  • Defer/Discontinue activities that hinder me from achieving my role’s purpose and focus

  • Demonstrate UCL’s way of working – 1 goal required

Further details about UCL’s 4 dimensional approach to goal setting can be found here.

Training

Please ensure you review training completed in the past year and that any mandatory refresher training is set as a training objective. https://www.ucl.ac.uk/human-resources/learning-development/mandatory-learning

There are 9 core mandatory courses:

GDPR refresher course  completion required every two years.

Mandatory training for Managers

Managers should complete UCL recruitment essentials  before participating upon recruitment panels.

UCL has a vast amount of training available for staff which can be found by visiting the Learning Academy.

 

UCL Library Services Staff Summer School – initial programme and some bookings now open

Angela Young26 May 2021

The UCL Library Services Staff Summer School is a series of training and development sessions, events and online activities aimed at library staff from across UCL Library Services, to support them in answering enquiries and in providing support, training and advocacy to library users and stakeholders.

This year the entire programme will be delivered online throughout June and July, with a mixture of self-directed online learning and live sessions. Here is a taster of what’s on offer, with more sessions to be announced soon:

  • Introduction to digital accessibility (Wednesday 9 June – Wednesday 21 July, self-directed online learning).
  • Creating videos: an introduction (Thursday 10th June, 10.00-12.00)
  • Blended learning by design (Monday 28th June, 10:00-11:00)
  • LibAnswers and LibChat: Developing our online enquiry service (Tuesday 13 July, 11:00-12:00)
  • eXperience eXchange and Feeback from FestivIL (Tuesday 20th July, 10:00-12:00)

Full details are available:

Sessions are open to all UCL Library Services staff, with the permission of your line manager.

Angela Young, Head of Library Skills

Learn about new digital tools available to UCL Staff

simon.bralee.154 February 2021

ISD are hosting some Q&A sessions this week to provide support for staff at UCL in using new digital tools as part of their DigiInspire program.

Get the joining instructions for all these events at the DigiInspire Events and Webinars page.

DigiInspire is open to all staff at UCL. It’s full of great resources to help you make the most of new digital tools.  Check out their quick welcome video to learn more.

DigiInspire logo

DigiInspire: Learn, Innovate, Be inspired

Appraisal Window December 2020 to March 2021

Jennifer L Brown16 December 2020

Decorative image

As we have entered our new Appraisal Window, we would like to bring to your attention some changes for the upcoming cycle.

Appraisal form

During the current Covid-19 pandemic, colleagues in Library Services are asked to complete the abridged version of the UCL appraisal form.

The new format dispenses with Parts A-C in favour of a single document.

Appraisals and Covid-19

This has not been a ‘normal’ year. UCL’s position is that the appraisal write-up should include acknowledgement of any agreed adjustments to objectives, workload or working patterns, for individual members of staff. Where a barrier, such as the impact of COVID-19 or lockdown, may have impacted on an individual’s ability to meet agreed objectives from the previous year, it should not impact negatively on the individual in terms of demonstrating good performance over the past year. Nor should their revised working pattern/workload create a barrier to any learning and development opportunities which have been identified as part of the appraisal process.

See more information about holding appraisals this year.

How to manage the appraisal documentation

 

  1. The Appraiser and Appraisee should keep a signed copy of the appraisal document, in a confidential file/location, until the subsequent appraisal, when the document should be disposed of confidentially. (If the appraisee leaves the organisation, the paperwork should be disposed of confidentially at that time.)
  2. If revisions to the job description have been agreed during the appraisal process, please send an electronic copy to Library HR at lib-hrteam@ucl.ac.uk.

The LibNet appraisals page has been updated with information about the abridged appraisals process.

Developmental Conversations

The Developmental conversations approach allows for two-way conversation to take place which can enhance the appraisal experience through meaningful goal setting and personal development.

Further information on developmental conversations is available.

The recommended Developmental Conversations training module is available for staff to complete.

Appraisal Targets

In line with the Library Equality, Diversity and Inclusion Action plan, all staff are required to have a target of engaging or undertaking at least one Equality, Diversity and Inclusion associated activity or event in the 2020/2021 academic session. For example contributing content to the Library Equality Diversity and Inclusion (EDI) newsletter, engagement in wellbeing initiatives, attending a training session or team building exercises using the theme of EDI.

A discussion should take place regarding the Library Strategy and targets that link to the Strategic Key Performance Action objectives.

When developing the targets, consideration should also be given to the UCL Ways of Working and the indicators relating to the grade of the post that the employee holds.

Diagram: Ways of Working

4 dimensional (4D) goal setting:

UCL has introduced a goal setting framework based upon the following principles:

  • Discover my potential – 1 goal required
  • Deliver my role and alignment to UCL’s strategy – 3 goals required
  • Defer/Discontinue activities that hinder me from achieving my role’s purpose and focus
  • Demonstrate UCL’s way of working – 1 goal required

Further details about UCL’s 4 dimensional approach to goal setting are online.

Training

Please ensure you review training completed in the past year and that any mandatory refresher training is set as a training objective.

There are 9 core mandatory courses:

GDPR refresher course completion required every two years.

Mandatory training for Managers

Managers should complete UCL recruitment essentials before participating upon recruitment panels.

UCL has a vast amount of training available for staff which can be found by visiting the Learning Academy.

New support for library staff working towards HEA fellowship awards

Angela Young17 June 2020

HEA Fellowship awards provide a great opportunity for anyone who wants to demonstrate their commitment to professionalism in supporting learning and teaching in higher education. The UCL Arena Open programme, which is free to UCL staff, provides a route to Higher Education Academy (HEA) / AdvanceHE fellowship and is open to all staff at UCL who teach or support students’ learning, regardless of role or job title, so it’s relevant to all sorts of roles within Library Services. In addition to gaining you post-nominals, the process of applying means you reflect on your teaching and learning support work and develop your skills, identify areas for your future development and enhance your support of students so contributing to the user experience.

UCL Arena are launching a brand new course that is being delivered online this summer, specifically to support Professional Services staff, including Library Services staff. This is a great opportunity for anyone thinking of applying for Associate Fellowship or Fellowship. Details of the course are below.

Contributed by Angela Young.

Professional Services Staff – Pathway to Arena Fellowships

Course description:

Professional Services (PS) Staff make an important contribution to UCL’s mission, by providing training and support for learning. This course is a development pathway for PS Staff, leading (ideally) to the submission of an application for fellowship of the Higher Education Academy.

The course will enable you to think creatively about supporting teaching, learning, and assessment in your role. It will guide you in developing a fellowship application in a structured way over four synchronous, interactive sessions and through a variety of tasks. You will also have the opportunity to meet colleagues from different parts of UCL and to discuss how your experience maps to the UK Professional Standards Framework (UKPSF).

Learning outcomes:

By the end of this course, you should be able to:

  • identify ways in which your role and work experience supports high quality student learning and student outcomes
  • reflect on your professional practice and consider the ways it impacts on the learning of others
  • recognise the importance and value of your work and how it contributes to UCL’s operations and strategy
  • understand what a good UCL Arena fellowship application looks like
  • demonstrate how your experience and knowledge meet the relevant criteria of the UKPSF for the appropriate fellowship category

Dates/times of sessions:

  • Session 1: Thursday, 9 July 2020 (14.00 – 15.30)
  • Session 2: Tuesday, 21 July 2020 (14.00 – 15.30)
  • Session 3: Thursday, 6 August 2020 (10.00 – 11.30)
  • Session 4: Tuesday, 11 August 2020 (14.00 – 15.30) OR Wednesday, 16 September (11.00 – 12.30)

Who should apply:

This course is ideal for PS staff who have worked in higher education for at least two years and provide teaching and student support. It is most suitable for (but not restricted to) PS staff who work in programme/teaching administration, digital education, library services, teaching laboratories, and student wellbeing.

How to register:

Please complete this form by 5pm on Monday, 29 June, if you are interested in participating in this course:

We can only accept a maximum of 20 people for this course and will be confirming places on a “first come, first serve basis”. We will confirm your place on the course by 6 July 2020.

Please be aware that there will be a little bit of preparation to do before the first session and ‘homework’ to do between each session. We’ll be targeting Associate Fellow applications, but with scope for Fellow application development if participants have the appropriate experience.

UCL Library Services Summer School 2020 – bookings now open!

Angela Young18 May 2020

The UCL Library Services Staff Summer School is a series of training and development sessions, events and online activities aimed at library staff from across UCL Library Services, to support them in answering enquiries and in providing support, training and advocacy to library users and stakeholders.

For the first time this year, the entire programme will be delivered online, with a mixture of self-paced online learning and real-time, ‘live’ sessions.

The programme this year has a variety of sessions, running throughout June and July:

Self-directed online training:

  • Introduction to Open Science (1 June – 10 July, self-directed online training). An introduction to this key area of our library strategy. Each week a new real-world problem will be addressed.

Real-time, ‘live’ online training sessions:

  • Accessible Word and PowerPoint templates training (2 June, 10.30-11.30): Learn how to use Library Services templates developed to help you meet new accessibility regulations.
  • Health librarianship in a pandemic (10 June, 11.00-12.30): Discover what it’s like being a health librarian during the current COVID-19 crisis, with contributions from library staff at Public Health England and colleagues from our libraries which support NHS Trusts.
  • Launch of the Systematic Reviews and Advanced Literature Searching Network (23 June, 11.00-12.00). Are you involved in any aspect of supporting systematic reviews or advanced database searching? Or would you like to develop your professional skills in this area? Join this session to help shape how we support each other.
  • Social Media for Professional Development (29 June, 14.00-15.00). Find out more about social media tools and how they can be used for professional development.
  • Liaison Librarians Panel Session (30 June, 10.00-11.30). Gain an insight into what it is like to be a liaison librarian.
  • Live online training experience (7 July, 10.00-11.30): A chance for participants to take control and experience delivering live online training using Blackboard Collaborate.

Full details of the programme, including how to book, are available on the Library Services Summer School Moodle Course. If you do not already have access, please email libraryskills@ucl.ac.uk for an enrolment key. Sessions are open to all UCL Library Services staff, with the permission of your line manager.

Angela Young, Head of Library Skills