Christine Middleton and Katie Fraser of the University of Nottingham Library, a top Russell Group university in the UK, tell us about the current ...

Over the past several decades, technology has played an increasingly large role in the evolution
of the university library. The way librarians curate collections and help students to access
resources and perform research looks entirely different than it did just twenty years ago,
primarily due to the digitization and online access of library collections.

In fact, the idea of distance learning existed far before the outbreak of COVID-19, as students
accessed the library from their dormitories, homes, and even from overseas. With many of the
world’s universities still evolving their distance learning strategies even as campuses and
libraries begin to open, we interviewed one of Yewno’s subscribing partners to find out how
they’ve adapted to the new learning environment.

     Christine Middleton and Katie Fraser of the University of Nottingham
                   Library, a top Russell Group university in the UK,
                 tell us about the current challenges they are facing:

Would you both tell us a little bit about your jobs? What are your main responsibilities
and day-to-day operations?

Christine Middleton is Associate Director (Content and Discovery) within the UoN Libraries. The
Content and Discovery Section works behind the scenes to make all types of library materials
(print and online) accessible to the academic community. They manage the large portfolio of
print and online journals; they work with lecturers to build reading lists to support teaching; and
they respond to resource requests from staff and students. They acquire the material and make
it discoverable and accessible through the Ex Libris Primo discovery platform. This is now
supplemented by Yewno Discover which adds a new dimension to search by using artificial
intelligence to map links between concepts.

Katie Fraser, Senior Librarian (Discovery Systems and Metadata) is responsible for optimising
Nottingham’s use of the Ex Libris systems, Alma and Primo, the Talis Aspire reading list systems and
other tools to support the discovery and dissemination of research. Examples include Lean Library’s
Library Access, a browser extension to support off campus access and authentication; Browzine a mobile
app to aid the discovery of journal articles; and support for the University’s text and data repositories.

How has the University of Nottingham adapted to distance learning?

●   Changes to loan periods
We were very fortunate to upgrade in April 2019 from our locally hosted Aleph library
management system to the Alma SaaS solution. This made maintaining our services remotely
much more feasible. At this time, we changed to flexible loan periods which means that books
are initially issued for one week and then renew automatically unless they are requested by
another reader. When the UK went into lockdown we continued to auto-renew the items but we
disabled the request option. Readers were however able to return books to a number of
locations.
    ●   Open access
Our Primo configuration allows our users to include results from many OA sources, including
content from our own repositories, within their search results. Within Primo there are options to
limit results to those available online so that users are guided to material that is accessible to
them.
    ●   Buying of web-based and digital tools (Yewno, Lean Library)
With students and researchers working remotely with no opportunity for face to face support
from library staff any web-based tools to aid resource discovery become increasingly important.
Nottingham has offered Lean Library’s Library Access product since 2019. This tool is a browser
extension which is activated when a user accesses a site to which the University has online
access. It alerts the user to their eligibility to access the resource and enables access through a
University login. It therefore serves the dual purpose of alerting staff and students of access
routes to desired resources and shortcutting the authentication process. This directly addresses
challenges in accessing library resources off-campus and we have seen a doubling of user
numbers between February and May 2020. Yewno has only been added to our portfolio this
Spring and we have yet to gather a significant amount of feedback. However, we are hoping
that the visual search interface will illustrate the links between topics across millions of scholarly
articles, books, and databases and that researchers will discover a wealth of material related to
their topic.
    ●   Relaxation of copyright
In April the CLA announced temporary changes to the CLA License in response to Covid-19 until 30
June. This increased the permitted extent of scanning to create digitised texts. However, many of the
scans for the 2019/20 session had been completed and the information had not been received for
the 20/21 session. Additionally, neither the British Library nor individual academic libraries had
access to the physical stock to create scans. We are therefore very grateful that this provision has

been extended until July 2021. Also, very helpful was the opening up of content from a range of
publishers and we were grateful to be able to include this content within our Primo search results.

    ●   Remote support - online meetings and support

On three afternoons a week we offer online drop-in “Ask Libraries” sessions using Microsoft
Teams. These will be increased at the start of session to support new students and those
returning to a very different situation. Additionally, students can also request one to one support
via our “Study pop-ups” which also use Teams. We have used Teams extensively for meetings
across the organisation and it has proved invaluable keeping in touch and sharing
documentation. It has been useful for checking in socially as well and Yammer has provided a
great platform for social activities too. Online teaching continues to be delivered via our Moodle
VLE and we have seen an increased demand for including digital content within Moodle.
Teaching staff will include videos, quizzes, problems, model answers, as well as links to resources
within their modules.

    ●   Changes to information channels
We have reviewed our web pages specifically to try to draw together our online services and
have created a “Libraries Support Hub” specifically to highlight the services that we are offering
to support staff and students working remotely. We also make extensive use of social media
issuing regular blogs which appear as newsfeeds on our web pages and also using twitter
where we are jointly followed and are following the Student Union and other University of
Nottingham accounts.

    ●   When returning - new processes
As an organisation with eight library sites on our UK campuses, opening up again is incredibly
complicated. We are managing our services in two phases:
     Phase 1: Returns, Click and Collect and requests for scans of print items available in the
     library

     Phase 2: Access to library shelves, printers and socially distant study space.

We are trying to get as many libraries as possible to Phase 1 whilst gradually transitioning to
Phase 2 at the same time. However, our study space will be greatly reduced and at a time
when learning is increasingly online this will put huge pressure on our services. We will be using
automation to help us to control occupancy levels.

What has been your biggest challenge with not being able to access the physical library?
There have been many challenges. It is hard to highlight any individual issue. The following
tasks have been impacted:
   ●   managing the purchase and circulation of printed books. Returned items, items ordered
       from suppliers before lockdown, and printed journal issues have accumulated at various
       locations.
   ●   accessing stock to create digitised copies to mitigate loss of access to print
   ●   provision of face to face support
   ●   offering a full Alternative Formats Service for those who need it e.g. braille
   ●   checking on the well-being of our staff especially those unable to continue to work from
       home
   ●   working flexibly to accommodate child care and other responsibilities in the home

How about your students? What have their biggest challenges been?
The feedback we have received from staff and students suggests:
   ●   moving to an entirely online environment for study and assessment
   ●   moving away from Nottingham and working remotely
   ●   knowing who to ask for help
   ●   no access to the printed stock to complete assignments and to prepare for exams (some
       subject areas are not as well served online as others)
   ●   uncertainty about arrangements for the next session

How have you overcome these challenges?
We have used all the tools and technologies mentioned previously and have also provided a lot
more information online updating our messages regularly. We have worked closely with the
University External Relations team to make sure that our messages are aligned and we have
sent weekly communications to our own staff to make sure that information passed on to
students is consistent.

What tools have you used to promote distance learning and research?
The tools that we have been able to configure most effectively are:
   ●   Moodle VLE
   ●   Rogo online assessments

●   Talis Aspire online reading lists
   ●   Ex Libris Primo discovery platform (underpinned by Alma library management system)
   ●   Lean Library Access
   ●   Browzine
   ●   Yewno
   ●   Teams for online support and communication

What aspect of returning to campus are you most looking forward to?
Seeing colleagues and getting the regular exercise that cycling to work provides!

What are your plans for returning to the library this fall?
Students will be returning to campus and we do hope to be able to open our libraries offering
access to library shelves, printers and socially distant study spaces. Initially opening hours will
be more restricted than usual but we hope to extend these over time.