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A day in the life of an Oxford subject librarian Isabel D. Holowaty History A day in the life of an Oxford subject librarian Isabel D. Holowaty History Librarian, Oxford University Library Services 22 June 2009

In next 50 mins… • My job • What is OULS and how does In next 50 mins… • My job • What is OULS and how does it differ from CUL • Do subject librarians add value to collections and services? • What is our relation to the academic community and colleagues? • Challenges • The Future • Questions

Oxford University Library Services (OULS) 2000: Integration of 30+ libraries (BOD, Dependents, Faculty & Oxford University Library Services (OULS) 2000: Integration of 30+ libraries (BOD, Dependents, Faculty & departmental libraries) “The mission of OULS is to provide the most effective university library service possible, in response to current and future users' needs; and to maintain and develop access to Oxford's collections as a national and international research resource. ” “OULS aims to match the ambition of the University and contribute to its pre-eminence. ” “OULS will draw strength from its roots and vigorously uphold traditional scholarship, while pioneering and developing modern practices of information management and delivery. ” Source: OULS Strategic Plan 2009/10 to 2014/15, v 2. 4 June 2009

Before 2000 Educationxxx Politics xxx Dept Faculty Bodleian Library xxx Faculty SAC In common: Before 2000 Educationxxx Politics xxx Dept Faculty Bodleian Library xxx Faculty SAC In common: readers, collections, catalogue, e-resources etc TAY Library RSL Library Xxx Maths Chemistry Physics xxx Library College Library Reader Services College ary Libr. College rary College Library College Library Special Collections Technical Services IT Different: admissions, services, equipment, charges, suppliers, policies & strategies, IT, levels of provision & support, etc. Library Etc. Library Theology History Faculty English Philosophy Faculty xxx Faculty Library Library

Readers’ experience “I think all the libraries in Oxford should be hours, loan “Efforts Readers’ experience “I think all the libraries in Oxford should be hours, loan “Efforts should admissions policies, opening advertised more widely • Varying be concentrated on consolidating library facilities across the I have heard that there are over entitlements, fines, photocopy charges, Oxford, and most 100 libraries in etc. = whole university - I frequently find there inconsistent book I need listed students probably use less than are several copies of a& confusing the study space available on OLIS, but cannot get hold of any of • Multiple induction sessions =5% of It would be nice to know to duplication or gaps them because they are in libraries I • Multiple copying cards = confusing cannot use. OULS librares should become more about different libraries more integrated and provide. Faculty / subjectcould work in, asthe • Who looks after better access which I to maximise the facilities interest in it would be nice to students across the whole university, BOD + dependents? available to me and use different not just those studying a course at each libraries for a change. “ specific faculty. ” Reader Comment OULS Survey 2007 Reader Comment OULS Survey 2009

A Faculty Librarian’s experience • Closest to students and Faculty but difficult to stay A Faculty Librarian’s experience • Closest to students and Faculty but difficult to stay informed of BOD collections, services, etc. • No influence in BOD services & collections to help coordinate local de-duplication, change of openshelf collections, etc. • Jack of all trades: Personnel, H&S, Budgeting & Financial administration, IT, Conservation & Preservation.

Bodleian library staff’s experience • Difficult to help readers make most of Oxford collections. Bodleian library staff’s experience • Difficult to help readers make most of Oxford collections. • Largely uncoordinated open-shelf collections. • Less aware of reading lists; Faculty / students’ needs. • Difficult to liaise and consult with readers.

Since 2000 • Technical Services – – Centralised training & cataloguing standards Reviewing workflows Since 2000 • Technical Services – – Centralised training & cataloguing standards Reviewing workflows in all libraries Recommended selection of providers Agreed shelf-ready standards & local-variant of LCC • Centralised IT, H&S, Personnel, Conservation, etc. • Reader Services – Standardising opening hours, admissions, loan policies, fines, charges, equipment, library rules, etc. – Centralised production of guides – Co-ordinated inductions & information skills training Process of integration is still ongoing!

Bodley’s Librarian, Dir. of Library Services OULS in 2009 Associate Dir. Special Coll & Bodley’s Librarian, Dir. of Library Services OULS in 2009 Associate Dir. Special Coll & IT Ass. Dir. Res. & Learning Services Ass. Dir. Coll. & Resource Descr. Dir. of Administration Admissions Collection Management Financial Management & Accounting BOD Reader Services Acquisitions HR & Staff Development Cataloguing Rare Books OULS Estates project Serials Health & Safety Copyright Receipt Office Facilities E-resources Etc. MSS Reading Rooms Stack Requests Etc. Main Enquiry Desk IT Digital Library ILL / DDS Photocopying & Printing SERS (LMS) User Education Humanities Libraries English Faculty Library Wellcome Unit for the History of Medicine History Faculty Library Philosophy Fac. Library Modern Languages Faculty Library Taylor Instit. Library OULS in 2009 Sackler Library Etc. Social Sciences Libraries Science & Medicine Libraries

History Faculty Library basics • 85, 000+ books • Busy lending library (120 K+ History Faculty Library basics • 85, 000+ books • Busy lending library (120 K+ loans p. a. ) • Library provision for History Faculty UG and PG degree courses • Reading List provision • Teaching collections

BOD basics • Legal Deposit Library • Central BOD: 3 separate buildings & multiple BOD basics • Legal Deposit Library • Central BOD: 3 separate buildings & multiple reading rooms • 86%+ in closed stack, much off-site • 8 million+ books • Reference-only • Several dependent libraries

Effect • • Better bargaining power with providers Policies more consistent Processes more efficient Effect • • Better bargaining power with providers Policies more consistent Processes more efficient Sharing of best practice & resources

What do I do? • Site library management of History Faculty Library & Wellcome What do I do? • Site library management of History Faculty Library & Wellcome Unit for History of Medicine Library • Personnel, admin, finances - with support from central OULS services • Strategy, services, operations, etc. – as part of HUMS Management, etc • Collection Management for British & Western European Collections (HFL & BOD), US History Collections (VHL) and History of Science & Medicine (RSL, Wellcome Unit for History of Medicine Library • • • Manage Library Materials budget • Select / claim books, journals • Trial & publicise new e-resources Liaison with History Faculty staff and students Enquiries User education Contribute in OULS-wide work & represent OULS Humanities Large single subject & site librarian 1 Faculty (102 postholders, 1, 700 students)

OULS Committees • Secretary, Research & Learning Services Strategy Group (RLSSG) • HUMS Management OULS Committees • Secretary, Research & Learning Services Strategy Group (RLSSG) • HUMS Management Group • BOD Reader Services Management Team • Committees on Library Provision in History, History of Art, African & Commonwealth History • Hums rep on – Oxford University Research Archive (ORA) – Guides Working Party

History Faculty committees • Faculty meetings • Undergraduate Studies Committee • History of Science, History Faculty committees • Faculty meetings • Undergraduate Studies Committee • History of Science, Technology & Medicine Committee • Disability Working Party Also work closely with Faculty’s Graduate Office, Administrator and IT Officer.

It is 7: 55 am… Book selection: Alerts, catalogues, book reviews, etc. History Collection It is 7: 55 am… Book selection: Alerts, catalogues, book reviews, etc. History Collection Policy in a nutshell HFL: Buy if on reading lists + important new titles BOD: Claim if publishes less than 1 year ago. Buy rest. What period & geographical coverage, what topic? How scholarly and substantial? In what language? Who is the publisher? Is the price right? Does OULS already have a copy? Do we really need it? Review Standing Orders & journal subscriptions Buy recommendations Transfer titles between libraries holding Legal Deposit History Collections: http: //www. ouls. ox. ac. uk/libraries/subjects/history

E-mail • Finalised orders & claim UK and US titles • Go through 39 E-mail • Finalised orders & claim UK and US titles • Go through 39 new e-mails of which… – AHDS History alert on a new digital collection – 2 new enquiries from an academic and German student – from RSL about an expensive recommendation for History of Science – request from an academic to meet and plan embedded information skills training in new graduate course in MT 2009 – Webmaster reporting that the RSS news feed is set up – Latest list of journal in Upper Camera for review • Check RSS feeds on i. Google • Check latest expenditure reports

Humanities Management • Reports from committees (Deputies Group, Security, Strategy, ORA, IT Library operations Humanities Management • Reports from committees (Deputies Group, Security, Strategy, ORA, IT Library operations • Update, discuss, question, decide • Humanities Lending Library policies, processes, workflows, etc. • Retro-classification to LCC • Share best practice • New e-resources • Exchange ideas/problems • Admin and Finances • Gather and pass on information, questions, etc. Recent agenda items: Standardisation of lost book policies and procedures Agreement reached about joint purchase of Cambridge Histories Online Twinning of Hums libraries

Information Skills • WISER (Workshop in Information Skills & Electronic Resources) • Plus tailored Information Skills • WISER (Workshop in Information Skills & Electronic Resources) • Plus tailored sessions: – UGs: Freshers’ induction, Thesis Fair, Thesis Info Skills – PGs: Inductions, tours, Information Fair, Info Skills – Academics: Inductions, tours, Canapés with Clio • Forthcoming: talk to University Research Facilitators forum on what support OULS can give to researchers Thesis Fair May 2009, Examination Schools http: //www. ouls. ox. ac. uk/history/services/training History Info Skills Stats 2008 -9: 96 sessions attended by 1284, of which 519 came to Information Skills and 19 “booked” the History Subject Librarian.

Liaison with the Faculty Committee on Library Provision in History Membership: Faculty Postholder (chair), Liaison with the Faculty Committee on Library Provision in History Membership: Faculty Postholder (chair), head of OULS Humanities Libraries, History Librarian, Deputy Librarian of HFL, students and academics reps, Faculty Administrator, and college libraries Purpose: Forum for discussing library provision in History Recent agenda: Finances, Collection Policies, E-resources updates & desiderata, Digitisation Project of Document Packs, HFL services, OULS Survey, OULS Estates Action Points: e. g. create HFL Short Loan Collection Also decide which agenda items to go Humanities Co. LP and Faculty meeting

Liaison with colleagues Meeting in History Faculty with RSL colleague re History of Science Liaison with colleagues Meeting in History Faculty with RSL colleague re History of Science Collection Policy

Promoting collections • New resource: Documents on British Policy Overseas – – – Write Promoting collections • New resource: Documents on British Policy Overseas – – – Write blurb for Metalib and add subject keywords E-mail colleagues & Faculty Post as news item on web Add to research guides (print & online) Add to HFL “plasma screen” Organise training session • New books displays in URR, UCam and VHL • Posters, bookmarks (for distribution in HFL, BOD, VHL, etc. )

More e-mail • Head of Humanities Libraries circulates draft Library Services improvement paper. • More e-mail • Head of Humanities Libraries circulates draft Library Services improvement paper. • Enquiry from academic about an ejournal subscription. • Receive agenda of next User Education WP meeting. • Send draft RLSSG minutes to RLSSG chair. • Asked to participate in and circulate survey of OULS copying and printing services to Faculty & students. • Receive draft reading list of new Special Subject. • Send list of exhibits for Global Lincoln exhibition (VHL) to BOD Exhibitions. • Schedule meeting with HFL Deputy to discuss restructuring possibilities over Long Vacation.

By the end of the day… • Ordered / claimed new books & fine-tuned By the end of the day… • Ordered / claimed new books & fine-tuned open-shelf collections • Started drafting a new Collection Policy document • Monitored & adjusted Library Materials expenditures • Stayed informed in subject area • Answered enquiries from readers and colleagues • Delivered a training course & planed new user education programme for graduates • Liaised with Faculty formally & informally • Promoted collections and kept historians informed • Managed site library

Bodley’s Librarian, Dir. of Library Services Associate Dir. Special Coll & IT Ass. Dir. Bodley’s Librarian, Dir. of Library Services Associate Dir. Special Coll & IT Ass. Dir. Res. & Learning Services Ass. Dir. Coll. & Resource Descr. Dir. of Administration Admissions Collection Management Financial Management & Accounting BOD Reader Services Acquisitions HR & Staff Development Cataloguing OULS Estates project Serials Health & Safety Copyright Receipt Office Facilities E-resources Etc. Rare Books MSS Reading Rooms Stack Requests Etc. Main Enquiry Desk IT Digital Library ILL / DDS Photocopying & Printing SERS (LMS) User Education Humanities Libraries English Faculty Library Wellcome Unit for the History of Medicine History Faculty Library Philosophy Fac. Library Modern Languages Faculty Library Taylor Instit. Library OULS in 2009 History Librarian Sackler Library Etc. Social Sciences Libraries Science & Medicine Libraries

Do we add value to collections & services? • Support scholarship by using our Do we add value to collections & services? • Support scholarship by using our subject expertise to maintain collections which meet the demands of academics, students and the academic community at large and within the budgetary constraints given. • Recognisable and approachable human interface between Faculty and Library. • Promote Library services & collections. • Train and guide users in the use of electronic resources. • Manage & train library staff and future generation of library managers. • Represent Oxford to outside world by e. g. answering complex research enquiries.

Challenges • Communication & logistics • Knowing your colleagues and reaching consensus within OULS Challenges • Communication & logistics • Knowing your colleagues and reaching consensus within OULS • Standardisation while preserving local practice in each subject / site where required • Knowing what readers want • Estates strategy

Indispensible tools • Colleagues • IT – – – share and publish diaries online Indispensible tools • Colleagues • IT – – – share and publish diaries online networked PCs throughout OULS Web Outlook Shibboleth RSS feeds – – Voicemail as e-mail Cordless phone Good staff intranet Searchable staff directory • Communications

The Future • • Depository New Bodleian Library refurbishment New Humanities Lending Library Scan-to-Desktop-on-demand The Future • • Depository New Bodleian Library refurbishment New Humanities Lending Library Scan-to-Desktop-on-demand Online ILL New LMS and more