Leabharlann UCD

Ionad Eolaíocht Sláinte UCD

UCD Library

Health Sciences Centre

Moving a library:Managing the staff, physical

and system challenges

Peter Hickey

-Commonalities between DIT and UCD

- Moving staff, practicalities

- Moving collections, issues

- Systems challenges

Commonalities

Student populations

DIT: 20,000 UCD: 22,000

Dispersed Library system

DIT: 7 Libraries UCD: 5 Libraries

Move to green field sites

DIT: 2004 - 2010 UCD 1962 - 2008

1960s

– 1970 Arts & Law– 1972 Phase 1 Library– 1978 Earlsfort Terrace,

refurbished– 1979 Agriculture

1970s

– 1964 Sciences– 1969 Commerce

– 1980 Architecture– 1981 Sports Centre– 1983 Richview library – 1985 Student Club,

Industry Centre– 1987 Phase 2 Library– 1989 Engineering

1991 Graduate School of Business and library

1994 O’Reilly Hall

1999 Conway institute of Biomolecular & Biomedical Research

• 2007 Medicine & Civil Engineering to Belfield

• 2007, ET Library to Belfield• 2008; ET Library store to Belfield

• 2002 Veterinary Medicine & Library

• 2002; Nursing to Ballsbridge + Temp library

• 2004 Nursing to Belfield + temp Library

• 2007 Blackrock Library

You will shape your space

but

your space will also shape you

The Health Sciences Library example

• The shopping list – Staff offices close to public counters– Public counters close to access control gates– Kitchen, toilets for staff

• The single team approach– Offices on 2 floors– Mixing the teams

• New organisational structure

Consultation

• Regular staff meetings

• Relocation meetings

• Individual staff meetings

• S.W.O.T. analysis

Individual staff meetings

a) Moving at Christmas, Practicalities

b) Accommodation in the new library

c) Current job responsibilities

d) Questions about responsibilities in new environment, Issues, concerns, opportunities

e) Overall assessment of your job

f) Training/development

g) SWOT Analysis

Strengths Weaknesses

What’s wonderful about working in Earlsfort

Terrace?

What’s not so great about working in Earlsfort Terrace?

What do users of ET Library appreciate most?

What do users of ET library dislike?

Opportunities Threats

What will be great about moving to the Health Science Library and

Belfield?

What will be not so good about moving to the

Health Science Library and Belfield?

What’s wonderful about working in Earlsfort Terrace?

The People– Work atmosphere, spirit of co-operation, respect for each other

The Building– Nice office, plenty of office space, Single occupancy of office with

control of air, light and heat– Spacious, Character,– Iveagh Gardens– The historic building and the friendly atmosphere of the staff and

students– Proximity of staff offices allows for casual social interaction

Location– City Centre Location– Near to my apartment

Facilities– Transport to and from work is better, The Luas, Parking facility

What do users of ET Library appreciate most?

The People

• Good service, Friendly staff, Staff professionalism

The Building

• The small size,

• Atmosphere of Earlsfort Terrace

• Their own space, no competition from other students

Location

• Proximity to town

What will be not so good about moving to the Health Science Library and Belfield?

Access

• Travelling from one side of the city to the other, the journey will be longer, No Luas

• More difficult to get to travel-wise

The Building

• Much less office space. Moving to shared office accommodation

• Lack of fresh air control and lack of privacy from students.

• Staff locations too far apart

Location

• Part of academic campus, remote from local communities

• Location remote from city centre

• Belfield doesn’t have the atmosphere of Earlsfort Terrace

Facilities

• I imagine it will be harder to buy lunch – everywhere will be packed at lunchtime

• No guaranteed parking space

• No more proximity to city centre park

• Losing my flexitime

What’s not so great about working in Earlsfort Terrace?Access• Non-UCD people coming in, Risk of robberies, No access control system

The Building• The cold, The building is also dreary, uninviting and uncomfortable

• A bit tumbledown, It can be dusty and dirty

• Problems of old buildings

• Cloakroom facilities, Cleaning services

Location• Very remote from the schools

• A little isolated from bulk of UCD

• Very poor support from Belfield

• Inconvenient for meetings and events running in Belfield

• Length of time to commute

• The collection being split over two sites is difficult

Facilities• Very dated facilities, Run down looking shelving

• Limited IT facilities

• Combined issue desk and information desk can be demanding when a lot of people are waiting

• No real seating areas, The lift doesn’t work properly

• The staff toilet facilities are not great

What do users of ET library dislike?

The Building

• It is cold and draughty, and rain comes through the ceiling

• Lack of food facilities after 5.00pm

• Creaky and run down, The noise

Location

• If they’re based mostly in Belfield, coming here for books is annoying

• Distance from Belfield since the lectures have moved

Facilities

• Lack of IT and wireless facilities

• No comfortable seating, Lack of study areas

What will be great about moving to the Health Science Library and Belfield?

Access

• Central location, Will cut down on travelling time, easier to attend meetings / events on campus

• Better access for readers with disabilities

The Building

• A nice new library, A new purpose-built state-of-the-art library, should prove exciting

• A brand new library with new facilities will be great for staff & students

Location

• Close to other libraries, Should be more social. less travelling between sites

Facilities

• Modern aspects of new library – wireless, seating areas, soundproofing, lift etc. new services, More flexible use of space

• Other facilities, Sports Centre, Swimming Pool etc.

• Having in house IT person

Other

• Different ways of working etc. The chance to work info desk and answer more queries

Moving and integrating collections, Trolley moves

Pros

- Less handling and lifting

- Deliver direct to shelves for unloading

- Materials and sequences visible

Cons

- Need three sets of trolleys

- Risk of toppling

- Loading/unloading to trucks

- The elements

2850 linear metres to be moved

• Trolley takes 1.3 LM

• Van takes 20 trolleys

• 26 LM per van load

• 110 Van runs to complete move.– 4 runs per day – 22 days to complete– 5 runs per day - 27.5 days to complete

3 teams, loading, transit, unloading x 60 trolleys

Moving and integrating collections, Crate moves

Pros

- Fit/stack more crates

- Can be rented

- Secure

- Build up backlog of packed crates

Cons

- More handling.

- Less in a crate

- Labelling needs to be good

- Need floor space

- Size of books

1219 LM to be moved

• Crate takes 0.6 LM

• Truck takes 125 crates

• 125 crates = 75 LM per day

• 16 Truck runs to complete

• One team to supervise loading, one person to supervise unloading

Who does the moving?

Preparing the collection for moving

• Information resources development policy

• Donations policy

• Stock deselection

• Stock duplication

• Stock taking

Measuring the moves

• Measuring the collections

• Zoning

• Integrating two collections

Mapping to zones

Books 391.04 LM ET Book collections = 510 LM +Nursing in as 70LM =

Total= 580 LM

Books, etcZone 1. 30.14 LMZone 2 41.52 LMZone 3 225.12 LMZone 4 25.00 LMZone 5 182.00 LMZone 6 82.00 LMZone 7 27.64 LM Reference

Total shelving assigned for books= 614.20 LM (61,420 cm)(expansion not factored in yet)

Official Publications

58.85 LM

Reference collection

48.90 LM

Irish Annual Reports

11.21 LM

JJL Level 3 Nursing Books Collection,

50.15 LM

Integrating two collections

• Measured both collections.

- E.T. 610-610.73 = 29.39 LM

- Nursing 610-610.73 = 10 LM

• Business object reports to identify similar titles, classmarks

• Moved the ET collection to shelves first. Markers for subsequent integration.

• Nursing materials crated and left at appropriate points.

Bibliographic challenges

• Creation of new site for H.S. on Talis LMS.

• Updating periodical records to display split holdings

• Global site changes for medical and nursing stock

• Nursing sequences to be mapped onto former ET sequences

• Manual changes for some small collections, e.g. reserves.

• Review and tidy up of all item sequences in use.

• Rebranding and relabelling materials

• Barcode runs, new sequence

Circulation challenges

• Differing loan categories and descriptors

• Nursing week loan parameter to be matched to ET week loan parameters

• Nursing week loans changed to new category with higher fines.

• Provided extended loan periods for duration of closure

• Books returned while ET closed were retained by other site libraries and forwarded once moves completed.

Administrative Challenges

• Telephones

• The Post

• Formal name and address

• Clearing offices

Furniture and equipment inventory

In conclusion

• Never to early to start

• Don’t shoot the messenger

• One in a lifetime opportunity

• Good luck