Wednesday, 12 December 2018

CILIP and the information revolution – President Ayub Khan's talk to CILIP in the Thames Valley

From across the academic, public and specialist sectors, we were a varied group of library and information professionals gathered in Oxfordshire County Library. Ayub Khan, CILIP’s president and deliverer of today’s presentation, pointed out how distinctive this makes our profession: libraries, knowledge and information are an essential part of a uniquely wide variety of industries. 

For CILIP, he explained, this is both an asset and a challenge. Very few other organisations have such a range of expertise, but how does CILIP speak for members across all these sectors? How, with the ‘international’ theme of this year’s presidency, does it become globally relevant? And who is included in the ‘family’ of L&I professionals in today’s shifting information landscape? 

What unites us, CILIP has concluded, are our
ethics and values. During a recent consultation reviewing its current and future role, the organisation developed a diagram of the Professional Knowledge and Skills Base. With its circular design, the PKSB diagram visually echoes the circular seal of CILIP’s Royal Charter, but updates it to specify the skills relevant to the twenty-first century. Ethics and values were placed at its heart. 

Source: CILIP

We can explore what our ethics and values are, but we also need to put them into practice. CILIP’s 2020 goal is to ‘put library and information skills at the heart of a democratic, equal and prosperous society’. Built on five priorities (things to do) and six enablers (to help do the things), it gives us a professional framework during this time of ‘revolution’ in how information and technology are integrated into everyday life. The goal is true to the Charter, but with a clear vision of the instrumental ‘benefit’ to democracy, equality and economy. 

Making this benefit visible to the public, though, can require active promotion of libraries and information; in fact, it was discussed how ease of information access can prevent people from noticing the work that goes into creating that ease.
Advocacy is therefore one of CILIP’s priorities (along with workforce development; member services; standards and innovation; and governance and operations). Ayub showcased some recent campaigns. Utilising social media, radio appearances, ‘Facts Matter’ badges and more, perhaps these efforts are working: we were shown an independent poll suggesting that we are viewed as trusted professionals. Still, the impact of our own role is one piece of information that we can sometimes neglect to share! 

Source: Neil Gaiman and Chris Riddel in The Guardian

Our core identity as stewards of information is unchanged by technological advances and new social contexts. Yes, many of us share a certain delight in books, but, while books continue to be relevant, they are being joined by new ways to organise and access information and knowledge. Ayub encouraged us to work together in adapting to these fresh opportunities. As a graduate trainee, only joining CILIP this year, I am excited to continue this tradition while being part of the future shape of the profession. 

Even with the help of a library, it’s hard to find the answer to what to expect from the information revolution. There was limited time to discuss future challenges – but one thing we took away from this session is that having a strong sense of who we are as a profession is a starting point for facing these challenges. 

Emmy Ingle (@emmyingle)

Wednesday, 12 September 2018

Tour of Oxfordshire County Library – 6 July, 2018

Karen Butcher
Reading List Assistant, Royal Holloway, University of London / Weekend Library Network Assistant, Surrey Libraries 

As a former Graduate Library Trainee in Oxford, I used to visit Oxfordshire County Library (formerly Oxford Central Library) regularly as a customer. Ten years later, a sneak peek during a previous CILIP TV event revealed some exciting changes and I was curious to find out more.

The Makerspace
On entering the Library, our group made our way to the Makerspace on the First Floor where we were greeted by friendly staff from Oxfordshire Libraries. Oxfordshire County Library opened this dedicated Makerspace facility in September 2017 and the room is light, spacious and airy. An intriguing array of gadgets and gizmos in a variety of shapes, colours and sizes soon caught our attention on the tables. This was going to be

Mark Sutcliffe, Digital Information and Learning Librarian at Oxfordshire Libraries, presented an overview of the Makerspace. One of the first things we learnt is that a Makerspace is an inclusive space for everyone, fun for adults and children of all backgrounds and genders, and accessible to all, including non-readers. Inclusivity is very important, and provides the opportunity to right some past wrongs around making, such as socially-constructed gender constraints.

So what is a Makerspace? We learnt that while every Makerspace is different, all provide a space for making to happen in some form. Tools and equipment are provided, and there is access to advice and guidance. Technology is usually involved but doesn’t have to be. In addition to the more traditional creative writing, craft and knitting clubs, Oxfordshire County Library’s Makerspace hosts a range of activities, from digital crafts and programming to electronics and 3D printing. Digital making sessions have included learning how to use the 3D printer, custom-making cards using a digital cutter, making monsters with robots and paper circuits, open sessions, and Raspberry Jams using Raspberry Pi computers. As a result, library staff have the opportunity to utilise and develop their digital skills and contribute to the creation of a community who are committed to learning, sharing and developing digital skills.
The Makerspace
The Makerspace

What are the benefits of having a Makerspace? The Library’s Makerspace also plays a role in developing children’s interest in STEM and STEAM subjects (Science, Technology, Engineering, Arts and Mathematics), which the UK government is currently promoting in order to help meet economic demand, and volunteers share a particular enthusiasm for helping the next generation to develop their skills. Volunteers include students from universities and colleges in Oxford, employees from local technology companies and a retired engineer. Participants are encouraged to learn by working things out for themselves and reflecting on their experience. Web development sessions are run specifically for women, to help overcome their underrepresentation in the technology industry. People with a wide range of expertise are brought together by Makerspace activities, from artists to Raspberry Pi enthusiasts. Photos on the Makerspace walls show people of all ages absorbed in making, collaborating and working together in teams.

As such, the Makerspace forms a good fit with the existing library service and Libraries Connected’s Universal Digital and Learning Offers. For this reason, Libraries Connected (formerly Society for Chief Librarians) is helping libraries develop Makerspaces through their Code Green initiative and organised meet-ups. Makerspace activities, such as very successful recycling workshops for children, also support environmentally sustainable practices.

Any drawbacks? The availability of the Makerspace depends on staffing and volunteers, as it currently needs some form of supervision (resources cannot be left out for people to use independently).

Oxfordshire County Library reopened in December 2017 following an extensive refurbishment. Even before this, the library was the third busiest in England, and statistics showed 3,000 new borrowers had joined the service within 3 months of reopening. Opening hours were extended and the Library is now staffed until 8pm most nights. As library staff, we are always learning new skills, and here staff have adapted to a lot of change. If a refurbishment and new Makerspace weren’t enough to cope with, the library has also adopted a new LMS, having moved from OpenGalaxy to Spark.
The library piano
The library piano

The Oxford Music Library is housed in the County Library and offers a lending service for vocal scores, orchestral sets, DVDs, CDs, music books and single-copy scores. There is even a digital piano available for customers to use in the library. The Music Library participates in an interlibrary loan scheme with other music libraries as this helps them to fulfil requests for particularly large ensembles, who may need as many as 150 copies of a score. The service is very busy with demand coming from outside the county, partly as a result of some music libraries either closing or withdrawing their interlibrary loans service.

The refurbished library space uses furniture from the ‘Opening the Book’ collection. Much was tailor-made for the library, and gives the impression of a clean, calm space. The tops of bays are free of any clutter and section signage is clear and visible from all areas of the library. I was struck by how many settees there were; this is a very inviting, cosy space to spend time reading, while a range of PC and study areas ensure these needs are also met. The colour of the furniture, streamlined units and large windows create a light space which appears larger than before.

Self-service machine and return bins on rollers
Self-service machine and return bins on rollers
Book tables (also known as ‘Seagull’ display units) have proved a popular means of displaying carefully selected stock for fast browsing. An academic librarian among us noted that this is a very different way of arranging stock from that of an academic library, where library users expect to find a book in a precise location as indicated by the catalogue. In the public library, many customers select books by browsing (I know I do this!), and staff are also on hand to help locate items for customers. The return shelves in the self-service area are designed to hold a large number of books of varying sizes, and many customers select their next reads from here. The return bins are cleverly designed to pull back through openings in the wall straight into the library office – a great time-saver for staff.

The Library benefits from a Lending Store, a large, closed-access area with rolling stacks that house overflow stock. This includes fragile items, duplicates, hardbacks (where paperbacks are available on the open shelves), and items not issued in one year. Customers can request items from the Lending Store.

The children’s area has been completely refurbished and is bright and colourful with lots of visuals, including inclusive cartoon characters on the walls. We could see the soft, tunnel-like reading dens were proving very popular! All shelves in this area are fully accessible to children, enabling them to browse easily.

We ended our tour and returned to the Makerspace, where we watched the 3D printer in action, took a closer look at a Raspberry Pi and played with the range of robots on offer: Mbot robots, Cam Jam Edukits, Ozo bots and the Sprk+ which rolled around the floor at our command. We left having learnt a lot more about Makerspaces, the library, and having had a bit of fun along the way.
Hand-made display and recycling bins in children's area
Hand-made display and recycling bins in children's area

Recommended Reads
Burke, J.J. and Kroski, E. (2018) Makerspaces: A Practical Guide for Librarians. 2nd edn. Lanham: Rowman & Littlefield

Hirschberg, P; Dougherty, D. and Kadanoff, M. (2016) Maker city playbook: a practical guide to reinvention in American cities. Sebastopol, CA: Maker Media

Resnick, M. (2017) Lifelong kindergarten: cultivating creativity through projects, passion, peers, and play. Cambridge, Massachusetts: MIT Press

Links to further information on Libraries Connected and UK government initiatives
1. (GOV.UK (2018) News story: Engineering in the spotlight for 2018 as government launches campaign to inspire the next generation)

2. (Libraries Connected (2018) Universal Offers: Digital)

3. (Libraries Connected (2018) Universal Offers: Learning)

4. (Society of Chief Librarians (2016) Code Green)

Thursday, 14 June 2018

Must Keep Reading! Surviving the Carnegie and Kate Greenaway Judging by Elizabeth McDonald

The CILIP Carnegie and Kate Greenaway Medals are the UK’s oldest and most prestigious children’s book awards. Often described by authors and illustrators as ‘the one they want to win’ – they are the gold standard in children’s literature. The CILIP Carnegie Medal is awarded by children’s librarians for an outstanding book written in English for children and young people and the CILIP Kate Greenaway Medal is awarded by children’s librarians for a book for children and young people that is outstanding for its illustrations. 

I had the privilege of being the South East Youth Libraries Group Judge in 2015 and 2016 and I am Young People and Families Outreach Manager: Library Localities, at Wokingham Borough Libraries. I am also a member of the Youth Libraries Group South East committee, which I have been for 12 years, and have held the roles of secretary, vice chair, chair; I was then given the opportunity to be the Carnegie and Kate Greenaway Regional Judge. 

In 2015 I had to read 91 Carnegie books and 70 Kate Greenaway books and in 2016, 93 Carnegie books and 69 Kate Greenaway books. 

All of the books that are nominated are deemed to fit the very strict Carnegie and Kate Greenaway criteria. Anyone who is a member of CILIP can nominate and each authority and regional group has the opportunity to submit an entry as well. As a regional group – Youth Libraries Group South East – we organise a regional day every year; this year’s will be September 25 at Crawley Library.
Each year the nominations list is filled with varied and interesting reads that cover all sorts of issues and adventures, I personally found that it stretched me to explore new genres that I would not normally read. 

My first challenge as a CKG judge was to read this great list of books for the first time. ​It was intensely exciting when the parcels arrived at my library, and all the lovely shiny new books started to pile up. When I brought the books home and stacked them all up my six year old son counted how many there were. 

I began the task of reading and critiquing each book. My son would count each day, to see how many books I had left to read. ​I just kept thinking, “I ​must keep reading, I must keep reading!”  Keeping up the reading momentum in the short space of time available was helped by encouragement and support from colleagues, friends and family, and my son’s daily countdown. It was essential to read everywhere, during lunchtimes, in the car and at the park! – “I must keep reading!” 

​It was amazing to explore some of the titles with my son. He adored a lot of the ones we shared and I have had to buy another bookcase! Some of them really captured his imagination – he wanted to be an explorer in space and the Antarctic, then laughed at bird thieves and a funny squashed frog! (Oi Frog! By Kes Gray and Jim Field is undoubtedly one of the best picture books ever.) 

As a judge you also have to promote and raise awareness of the Carnegie and Greenaway awards and encourage participation in ‘shadowing’ groups. Promoting the books through these schemes has been amazing, and hearing young people’s opinions is wonderful. 

To explain, children and young people ‘shadow’ the judging process for both awards; they read, discuss and review the books on each shortlist selected by CILIP’s panel of librarian judges and engage in reading related activity online. The scheme has thousands of registered reading groups across the UK and internationally – engaging tens of thousands of children and young people in reading. 

Reading activity takes place from March to June – from the moment that the shortlists are revealed to the final winner’s announcement. The shadowing process is supported online. More information can be found here.  

I visited shadowing groups across the South in Berkshire, Hampshire and Surrey, in schools and libraries. We were able to organise one of the shortlisted authors, Geraldine McCaughrean (The Middle of Nowhere), to come and talk to several of our secondary school students and shadowing groups. I am currently working with my local Adolescent Unit, Willow Hospital Education at Wokingham Hospital, to shadow the 2018 prize for the Kate Greenaway Books. Talking to fellow book lovers about the shortlisted books and the judging process has been really enjoyable. It was brilliant to have the opportunity to talk about books so much! 

Moving onto the judging process, we had an amazing discussion on each of the books nominated. When it came to making decisions, there were lots of heated debates, outcries of despair, near-tears and a bit of laughter thrown in too. Revisiting the shortlisted books has been quite a different experience; going away and re-reading and re-reading (must keep reading!), so you can completely justify how each of the books stands up to the criteria. During this process it starts to become more obvious which books stood out that little bit more. Even if you have decided which book you adore and think should win the prize, you have got to make sure that the criteria are fully met.
This is where heartache comes – you are passionate about which book should be the winner, but the more you consider and talk about the text and images with the other judges, the more it becomes clear who the winner has to be. I’ve really enjoyed the debating and banter of exploring and defending the books. 

The winner of CILIP Carnegie 2015 prize was Tanya Landman for Buffalo Soldier – Charley, a young African-American slave from the deep South, is freed at the end of the American civil war. However, her freedom is met with tragedy after her adopted mother is raped and lynched at the hands of a mob, and Charley finds herself alone with no protection. In a terrifyingly lawless land, where the colour of a person’s skin can bring violent death, Charley disguises herself as a man and joins the army. Trapped in a world of injustice and inequality, it’s only when Charley is posted to Apache territory to fight “savage Indians” that she begins to learn about who she is and what it is to be truly free. 

The winner of CILIP Kate Greenaway 2015 prize was Will Grill for Shackleton’s Journey – In the last days of the heroic age of exploration, Ernest Shackleton dreamed of crossing the frozen heart of Antarctica; a place of ferocious seas, uncharted mountains and bone-chilling cold. But when his ship, the Endurance, became trapped in the deadly grip of the ice, Shackleton’s dreams of crossing Antarctica were shattered. Stranded in a cold, white world, and thousands of miles from home, the men of the expedition set out on a desperate trek across the ice in search of rescue. 

The winner of CILIP Carnegie 2016 was One by Sarah Crossan – Grace and Tippi are conjoined twins. And their lives are about to change. No longer able to afford homeschooling, they must venture into the world – a world of stares, sneers and cruelty. Will they find more than that at school? Can they find real friends? And what about love? But what neither Grace nor Tippi realises is that a heart-wrenching decision lies ahead. A decision that could tear them apart. One that will change their lives even more than they ever imagined. 

The winner of CILIP Kate Greenaway Medal 2016 was The Sleeper and the Spindle, illustrated by Chris Riddell, written by Neil Gaiman – On the eve of her wedding, a young queen sets out to rescue a princess from an enchantment. She casts aside her fine wedding clothes, takes her chain mail and sword and follows her brave dwarf retainers into the tunnels under the mountain towards the sleeping kingdom. This queen will decide her own future – and the princess who needs rescuing is not quite what she seems. Twisting together the familiar and the new, this perfectly delicious, captivating and darkly funny tale shows its creators at the peak of their talents. 

A new prize has been added to complement the Carnegie. Beginning with the 2016 medals, a title from each of the prestigious shortlists will receive the Amnesty CILIP Honour, a commendation for the books that most distinctively illuminate, uphold or celebrate freedoms. The books receiving the commendation will be able to carry an Amnesty CILIP Honour logo. “The Amnesty CILIP Honour will highlight the fact that so many of the books chosen by expert youth librarians for the CILIP Carnegie and Kate Greenaway Medals have human rights at their heart.” 

Amnesty also provides human rights education resources for every shortlisted book, which both Amnesty and CILIP will promote to schools via CILIP’s existing school shadowing scheme and Amnesty’s TeachRights network. 

The First Amnesty CILIP Honour medals went to Robin Talley for Lies We Tell Ourselves, which the judges called “an exciting page-turner of a book, it vividly brings to life the human cost of prejudice and explores an historic battle for equal access to education.” The Amnesty CILIP Honour for the Kate Greenaway Medal shortlist went to Ross Collins for There’s a Bear on My Chair, a book which, according to the judges, is “packed full of joyous humour: it develops children’s empathy and shows how we can protest creatively and peacefully when something is wrong.” 

The meeting then shared the 2018 shortlist and discussed the books that people had read. Everyone was looking forward to finding out the winners at the announcement for this year’s prize on June 18.
Questions were asked on the age ranges of the books and how this could work with shadowing, the Amnesty prize and a book chat about new books that have been read and shared that maybe suitable for the 2019 prize. 

Don’t forget that as a CILIP member you can join your regional committees – they are always looking for new members to support regional activities – more information here

Elizabeth McDonald (@lisbeverley) is the Young People and Families Outreach Manager: Library Localities at Wokingham Borough Libraries and an active member of the CILIP Youth Libraries Group. 

This event took place on June 4, 2018 at RISC in Reading.

Friday, 1 June 2018

Talk from SE region's New Professional Support Officer, Lucy Sinclair

By Caitlin McCulloch (@scaredycait)

Last month, I attended a CILIPTV event which included a talk from Lucy Sinclair. Lucy works for Surrey and Sussex Healthcare (SASH) NHS Trust as an Assistant Librarian; she’s on a two-year contract specifically aimed at new professionals. In addition to this, she’s now CILIPTV’s New Professional Support Officer. As a fellow new professional on a similar training scheme at the University of Reading, I was interested to hear what Lucy’s experience was like.

I particularly enjoyed hearing about Lucy’s decision to move into the healthcare sector. Before starting her qualification at Sheffield, she was sure she wanted to work in rare books and special collections – but doing her dissertation about a military medical library changed her mind. As she said, in healthcare “you can see yourself making a difference”. Lucy pointed out that taking on the library qualification is no small task. For better or for worse, you need to be financially prepared for the costs of the course – and the likelihood of moving away for your first professional post after your studies. However, she really valued the experience.

Her day-to-day role at SASH covers everything from teaching, supporting management and library assistants and working with communities and practitioners – all across several sites! Lucy also carries out evidence searches to get people the best information they need to do their jobs. It’s a great example of how varied a library role can be.

Lucy’s number one tip for new professionals was communication. Whether that’s talking to your peers or chatting to your supervisor about how things are going, it’s really important to build up a network. This is where her role as the New Professional Support Officer comes in – despite the title, she can also help trainees and students. I can say from experience that finding other people who are in the same boat as you is so helpful – it’s really nice to share experiences and get that extra support.

It can often feel like there’s a bridge between ‘new’ and ‘experienced’ library staff, and Lucy gave some great tips on how managers can support new professionals (and anyone they’re looking after, in fact). This might seem obvious, but talk to the employee about what they want to learn – you can then give them projects that fit in with their interests. Shadowing is another useful way of gaining experience. Finally, if you’re going to conferences, it’s great for a manager to introduce their trainee to attendees – this helps you get started with networking.

Lucy also stressed the importance of volunteering throughout her talk. She’s shadowed a member of staff at the Frances Crick Institute in London, attended lots of different events in different sectors, and done a variety of internships. I just want to highlight that you don’t have to do everything – there’s often a lot of pressure on new professionals to step up and volunteer for everything, both at and outside of work. This isn’t a good idea long-term and leads to stress and burnout; it also disadvantages those who can’t volunteer. It’s something that’s just starting to be discussed in the library world, and I hope this conversation continues.

Overall, I found this a very useful comparison point for my own experiences at Reading. If you can apply for a trainee librarian role, I’d thoroughly recommend it – they often give you experience of a bit of everything, which in turn can help you find what areas you’re most interested in. Thanks very much to CILIPTV and Lucy for arranging and delivering this talk! You can find Lucy on Twitter at @LuceSinclair1.

This event took place on May 9, 2018 at Oxfordshire Central Library

Useful links for new professionals:
NLPN (New Library Professionals’ Network) – an excellent site with library resources. They have a list of library staff who are happy to be shadowed. They also run events in the north of England.
LISNPN (Library and Information Sector New Professionals’ Network – a site with library resources and an online message board for discussion.
DILON (Diversity in Libraries of the North) – Advocating for diversity in libraries (case in point: CILIP’s Workforce Mapping found that the profession is overwhelmingly white). Currently based in the north of England, but this is a topic everyone needs to engage with.
#uklibchat – a monthly Twitter chat on various library topics. Twitter can be a great way of getting started with networking.
#ukmedlibs – a monthly Twitter chat specifically about medical library topics.

Thursday, 14 September 2017

Talk from Naomi Korn: Nuts and bolts of information law compliance – copyright and GDPR

This blog is from our talk from Naomi Korn on the 16th August 2017. With thanks to Fiona Watkins for writing this piece!

The event began well with savoury nibbles, cakes, biscuits, drinks and time for the early arrivals to shake off their journeys and chat if they wanted to.  Having arrived a few minutes early courtesy of train timetables I was one of the first to arrive and received a warm welcome from one of the Thames Valley committee members.  The event was advertised to begin at 7pm although the talk did not start until after half past which allowed time for late arrivals and for some networking to take place.  Shortly after 7:30 we were ushered into a small lecture theatre to discover more about copyright and GDPR. 

Naomi began with some of her background and her passion for both copyright compliance and GDPR data protection became immediately apparent.  She was keen to inspire her audience and also to reassure us that our existing processes and procedures are most likely working well so that the reform of data protection should not be a scary prospect!  After a show of hands to see whether to focus mainly on GDPR or copyright Korn gave a brief overview of copyright compliance, recapping the Naomi Korn Copyright Consultancy (NKCC) Compliance model[1] and ensuring that we all understood how the model worked.  The majority of the evening was spent looking at GDPR which will be translated into UK law in May 2018, NKCC is working in partnership with Content Clear a data protection and GDPR specialist provider and it is something Naomi believes lines up really well with the compliance model used for copyright.  Naomi is a firm believer that copyright and data protection are an organisational issue not simply a matter of legal compliance and the compliance model illustrates this really clearly.

GDPR gives greater transparency in data protection obligations and responsibility and broadly speaking if your company is compliant with existing data protection laws and has a customer focuses ethos the compliance with GDPR should not cause huge issues.  GDPR covers paper and electronic records and builds upon the 8 principles of data protection.  GDPR increased the responsibility of companies to keep data secure and also increases citizen rights in relation to data protection.  Accountability in relation to data protection is becoming stricter, for example when an organisation is collecting data and making it available then privacy must be designed into the process including considering and justifying why the data is being collected and where and how it will be being shared. Fines for breaches of GDPR are likely to be higher.  Citizen rights are also being increased in terms of what they can expect and request, e.g. deletion of data from systems.   Naomi highlighted the ICO next steps information[2] as an important document to read.  She urged us to consider if we as a data collecting organisation could deal with an individual’s right to be forgotten and have their personal data deleted?  The GDPR legislation gives better recognition to children in relation to their data protection, and the importance of consent from parents and guardians.  It is essential that compliance with GDPR needs support from all elements within the organisation.

A large part of the event revolved around Naomi’s 10 top tips, although as the observant amongst those reading this will realise we soon moved past the limit of 10 tips! 
1)     GDPR and copyright are organisational compliance issues, not individual ones.
2)      It is unlikely that GDPR compliance will be completely achieved immediately – it is a process and process equals time.
3)      Copyright is a balanced relationship between compliance, pragmatism and ethics; GDPR is similar and becomes a risk management issue whereby we aim for complete compliance focusing on areas of higher risk first.
4)      Be proportionate about what we do; do your best to comply but remember that as information organisations we are likely to already be fairly well advanced.
5)      Project management and privacy by design are essential.  E.g. plan privacy into all aspects of projects how are you mitigating risks and ensuring that GDPR is built into contracts and licences.
6)      Monitor, review and keep up-to-date as an organisation.
7)      Ensure that you have training and strategies to raise awareness of the changes in place; this needs to be embedded throughout the organisation and regular refreshment activities need to be in place – avoiding complacency!
8)      Remember that GDPR applies to paper and electronic records.
9)      The policy section of the compliance model is not simply about writing a GDPR policy – many other policies will be impacted and therefore need reviewing.
10)   Read the ICO website for further information but don’t be overwhelmed by the amount of information available.  Naomi recommended that we begin with the 12 steps diagram previously mentioned.
11)   Carry out an information audit – what have you already got, where is it stored and who can access it.  This will enable us to move forward organisationally and see what changes need to happen.
12)   Exemptions – there will be some but as yet we don’t know what they are!  Expected to be broadly similar to existing data protection exemptions, but an announcement of the exceptions is not expected until at least September.  Commercial activities and sharing data outside of the organisation are likely to be areas of higher risk.

The final aspect of the session involved, unsurprisingly, questions from the audience.  Things that were touched upon related to the “right to be forgotten” aspect in relation to things such as library fines and Naomi believes that this sort of issue will be covered via the exemptions when they are announced.  Brexit was mentioned, when is it not nowadays, but this is will have no impact on the adoption of GDPR as it will be transposed into UK law.  Finally the likelihood of prosecution was discussed with Naomi feeling that using the compliance model will reduce the risk.  If we deal with areas of higher risk first e.g. losing data or sharing data with people/companies that we shouldn’t, then the process will hold less chance of prosecution.
Naomi’s final word of advice was to breathe in the change rather than panic over it, generally the types of institutions that were represented are already data protection compliant and the move to GDPR is unlikely to pose a big challenge.  

Fiona Watkins - Digital Resources Manager, University of Northampton

Tuesday, 11 July 2017

Mentor exchange event

This blog is from our Mentor exchange event, held on the 31st May 2017. Many thanks to Matthew Henry for writing this piece!

A ‘Mentor Exchange’ event took place at RISC in Reading on Wednesday 31 May, led by local mentor support officer (MSO) Linda Jones, whose professional home is the University of Portsmouth. Very much a ‘round table’ event (though without a table), attendees gathered to hear from Linda about CILIP’s move towards training and supporting mentors via the VLE (Virtual Learning Environment) as opposed to the classroom-based training of the past, and to guide prospective mentors in what to expect from the experience, of training and mentorship in general.
The event started with each attendee describing who they were and what their situation was. The group included everyone from recently Chartered librarians interested in becoming mentors, to a retired colleague who sits on the CILIP Board and has experience evaluating professional registration portfolios. A new mentor shared her first impressions of mentorship, including to “remember that the work comes from them.” She added that there is no need to talk a great deal, but when doing so, to ask questions. This nicely set the scene for an exercise from Linda for all attendees, more of which later. The attendee concluded that being a mentor was “not as scary” as she thought it would be.
The perspective of a person sitting on the CILIP Board – and effectively being a mentor of mentors – was provided next. The main lessons here were of the benefits of mentoring someone who works in a different branch of information management to the one in which the mentor gained most of his/her experience.  Not only does this make the experience more interesting for the mentor, it also encourages the mentee to consider their work objectively, which helps them to place their activities in a wider context – in the words of the attendee, “to look outside themselves.” But the evidence they provide in their portfolios must be appropriate to their fields.
The next question from Linda to go round was what are, or what would attendees imagine to be, the most positive and negative sides of mentoring? Speaking of herself Linda admitted that she thrives on working with people from different sectors, particularly because she enjoys seeing as many libraries as she can get into, believing as she does that they are vital to civilisation. On the negative side, she regrets seeing mentees “driving down the wrong road for far too long,” developing material that doesn’t fit in their portfolios. Overall, she’s had fantastic experiences as a mentor, whether they’ve stayed in touch or have happily gone on their way after the experience of professional registration.
Two attendees who attained Chartered status relatively recently and are interested in becoming mentors were concerned that, in doing so, they would be able to provide the same quality of mentorship that they had enjoyed as mentees, whether this is guidance in general about professional practices or specifically following CILIP’s procedures. The more experienced attendees reassured them that all mentors have access to an MSO (in our case, Linda), and that curiosity is enough when working with someone from a different sector. The question of the risk of mentoring someone who goes on to fail to achieve professional registration was also aired. The reply here was to remember that it is always the mentee’s portfolio and that failure is their failure, rather than that of the mentor. In these cases mentors can work with the feedback provided by the assessment board.
Another attendee was concerned about being able to convince her line manager to let her be a mentor, to which the group agreed that the best approach was to find the right words to demonstrate the benefits to her employer of doing so.
Move towards online training
Next Linda explained recent changes in CILIP’s mentor training. MSOs’ recent experiences are that it is increasingly difficult to get would-be mentors and trainers into the same room for a full day. CILIP’s answer is to virtualise the process via the VLE, which now has a separate mentoring section. What would have been communicated in one day’s worth of intensive classroom training is now to be imparted over four weeks online. To be clear, the window available is four weeks but the amount of work is the same as can be achieved in a day, i.e. seven hours. The four weeks are structured, however. There are four weekly units that must be done in four consecutive weeks. The second week consists of a practical exercise conducted with another candidate. Two MSOs also follow the course (Linda was keen to point out that this new process is also new to them).
Those worried about using the VLE should be reassured that it is much easier to use than it was a year ago and that the course is well-structured. Discussion boards replace face-to-face contact and Linda encourages everyone to chat, get to know people, and explore. She commented that she has also asked that current mentors be allowed to do the training, to bring them up-to-speed with the new interface. Sections of the course are made available as one progresses through it. Much of the information is provided in the form of video. It is possible to download course frameworks for those wanting to study them offline.
This part of the meeting ended with a discussion about Certification and how it relates to the NVQ in library and information studies, and how both might relate to the development of an apprenticeship scheme for our sector.
A fun exercise to end
To round off the meeting Linda handed out plain envelopes to everyone, who split into pairs for an exercise on closed and open questions. Each envelope contained a picture of an animal. The object was for each attendee to find out what animal their counterpart had by asking as many closed questions as they liked, followed by a single open question. Closed questions were defined as ones in which there is a binary answer, meaning one of two options – typically yes or no. An open question, by contrast, is one that might have any answer.
In practice, the exercise was good fun but it also clearly illustrated the power of open questions and the limits of closed ones. For a mentor/mentee conversation, open questions are always to be preferred because they encourage the mentee to provide information, which requires them to think about their situation objectively, in order to explain it to their mentor, and to examine their own feelings.
In conclusion
Linda brought the meeting to a close with the some useful advice. Mentoring doesn’t have to be face-to-face, but it’s worth remembering that what works for oral communication isn’t always appropriate when written, so make sure your tone is right in any written communication. Mentoring can give you skills to deal with difficult people at work. Mentors can say no to any request from mentees.

The final piece of advice came from the CILIP Board member attending, with which Linda wholeheartedly agreed: mentees must express their own professional voices in their portfolios; the test, particularly for Chartership, is that they demonstrate their own initiative.

Matthew Henry - Library Assistant, St Hugh's College, Oxford

Tuesday, 2 May 2017

"Shhhh... in other languages": My experience of working in libraries in different countries

This blog is from our October event, "Shhhh... in other languages": My experience of working in libraries in different countries". Many thanks to Emily Green for writing it for us.

Our speaker for the October meeting of CILIP Thames Valley was Marina Sotiriou, Library Assistant at the Royal Berkshire NHS Foundation Trust. Speaking about her experiences of working in different countries and libraries, Marina delivered an entertaining and informative presentation entitled “Shhhh…in other languages”.

Having studied library and information management in Greece, Marina worked first for the Library of Visual and Applied Arts at the Aristotle University of Thessaloniki and the Library of the 21st Ephorate of Byzantine Antiquities in Corfu. Following these interesting posts, she made a bold move to the UK; working first at Belfast Metropolitan College before taking up her current role. By this time, Marina’s varied experience meant she had already worked with numerous library management systems, classification systems, library structures and colleagues.

Based on these experiences and some detailed research, Marina was able to summarise the key differences between Greek and UK libraries across sectors. Describing health, school, public, and academic libraries, she provided an interesting insight into the strengths and challenges present in each country.

Drawing on personal experience, she then turned to those skills that she considers particularly important when working in different countries. Perhaps most striking was her emphasis on the importance of flexibility and her enthusiasm for constantly learning and meeting new people with different approaches and ideas.

Following Marina’s presentation, an opportunity for questions developed into an informal chat amongst attendees about the current state of UK and Greek libraries across sectors. Sharing our thoughts and experiences on the issue rounded off the evening well.

Emily Green – Assistant Librarian, University College, Oxford