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EdTC Library Operational Framework - last updated September 2017 1 of 16 Library Operational Framework Education & Training Centre Library
EdTC Library Operational Framework - last updated September 2017
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Library Operational Framework Education & Training Centre Library
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CONTENTS AND PAGE NUMBER
CONTENTS AND PAGE NUMBER ................................................................................................................. 2
INTRODUCTION ............................................................................................................................................. 3
PURPOSE AND SCOPE ................................................................................................................................. 4
MISSION STATEMENT ................................................................................................................................... 4
AIMS & OBJECTIVES ..................................................................................................................................... 4 Aims ............................................................................................................................................................ 4 Objectives ................................................................................................................................................... 4
ACCESS .......................................................................................................................................................... 5 Service Users ............................................................................................................................................. 5 Staffed Hours .............................................................................................................................................. 5 24hr Library Access .................................................................................................................................... 5 Users with Specific Needs .......................................................................................................................... 6 Equipment................................................................................................................................................... 6 Remote Access .......................................................................................................................................... 7
TERMS & CONDITIONS OF SERVICE USAGE ............................................................................................ 8 Service User Entitlements .......................................................................................................................... 8 Overdue Items ............................................................................................................................................ 8
SERVICES ..................................................................................................................................................... 10 Current Awareness ................................................................................................................................... 10 Inter-Library Loans & Document Supply Service ..................................................................................... 10 Evidence Search
..................................................................................................................................... 11
Literature Searching Training ................................................................................................................... 11
COLLECTION DEVELOPMENT ................................................................................................................... 12 Objectives ................................................................................................................................................. 12 Resource Selection Criteria ...................................................................................................................... 12 Format ...................................................................................................................................................... 12 Collaborations ........................................................................................................................................... 12 User Recommendations ........................................................................................................................... 13 Print Stock Review ................................................................................................................................... 13
QUALITY & PERFORMANCE ....................................................................................................................... 14 Libraries Quality Accreditation Framework (LQAF) .................................................................................. 14 Annual Reporting ...................................................................................................................................... 15 Performance Standards and Statistics ..................................................................................................... 15 User Involvement ...................................................................................................................................... 15
REFERENCES .............................................................................................................................................. 16
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INTRODUCTION Library and Knowledge Services (LKS) are critical to the National Health Service (NHS) as it strives to improve patient care and to develop the competence of its staff. An NHS without excellent and rapid access to the published information that informs the development of practice and its staff’s skills is unthinkable. LKS operate within the context of national NHS developments, local implementation strategies and Trust objectives. Key drivers from national and local developments include all of the following: Countess of Chester Hospital NHS Foundation Trust Annual Plan Summary 2013-14 to 2015-16 Countess of Chester Hospital NHS Foundation Trust Annual Report and Accounts 2016-2017
Knowledge for healthcare: A briefing on the development framework, 2015-2020 HEE Quality Framework 2017-2018 Health Education England (HEE) Library and Knowledge Services
The NHS constitution for England: the NHS belongs to us all (2013)
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PURPOSE AND SCOPE
The purpose of this framework is to outline the key services provided by the Trust's Education and Training Centre Library, setting out the criteria for membership and for stock selection. This operational framework shall apply to all Trust employees and other individuals eligible for Library membership, as defined in ACCESS.
MISSION STATEMENT
‘Our mission is to provide a comprehensive,
user-focused knowledge and information service’
AIMS & OBJECTIVES
Aims
To meet the knowledge and information needs of staff and students; supporting clinical
and non-clinical practice, training and development and service improvement.
To ensure that all staff and students have access to library/ knowledge services
regardless of their job function, location or time of day.
To provide high-quality, timely, appropriate and cost-efficient services and resources.
Objectives
Develop and maintain a quality service based on user-need, to support and ensure
Clinical Governance, in-line with national and regional developments.
Develop a collection of resources, based on users’ needs, that reflects the multi-
disciplinary nature of a health workforce.
Deliver an effective training programme that equips and enables staff to have access
to, and use of, the knowledge base.
Identify the latest evidence to provide a knowledge alert service that develops and
supports a knowledgeable and up-to-date workforce.
Ensure that the library is equipped with the relevant resources and expertise to support
the work of all Trust staff in developing and improving services and delivering quality
care.
Establish and increase links with other service providers to maximise opportunities for
collaborative working and help drive forward industry standards.
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ACCESS
Service Users
Access to the Education and Training Centre Library (Countess of Chester Hospital)
physical space is available to all whilst the library is staffed.
Cheshire and Merseyside Healthcare Knowledge and Library Services (access
agreement)
The following groups are eligible to join the EdTC Library (Chester) and use its services:
All COCH and Ellesmere Port Hospital staff, including non-clinical staff, volunteers and
bank;
Warrington and Halton Hospitals staff registered at Warrington Hospital Library (KES)1;
Students on Placement from University of Chester1;
Students on Placement from Liverpool University1;
Students on Placement from Bangor University1;
Local GPs1;
Local Dentists1;
Cheshire and Wirral Partnership NHS Foundation Trust staff (community staff) on
University of Chester courses1;
Individuals who wish to join the library to access all our library services must complete a
registration form and a 20min Induction. Group Inductions can be offered in the Library or
on site (Duration 30-40 min).
Staffed Hours
Education and Training Centre Library (Countess of Chester Hospital)
Monday to Friday: 9am – 5pm
Education Centre Library (Warrington Hospital)
Monday to Friday: 8am – 4pm
24hr Library Access
Access to the above libraries is available 24 hours a day all year around to registered
users.
• Education & Training Centre Library (Countess of Chester Hospital)
• Education Centre Library (Warrington Hospital)
All staff and students on placement from both Trusts, as users of the space are
automatically obliged to adhere to the terms and conditions of service usage (please see
TERMS & CONDITIONS OF SERVICE USAGE)
Find the library customer charter at https://edtclibrary01.wordpress.com/edtc-library-
information/library-customer-charter/
1 Excluding literature searching services, due to licensing restrictions
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Users with Specific Needs
In compliance with the statutory obligations of the Equality Act (2010) and part M of the
Building regulations (2010) the buildings and physical amenities meet all accessibility
criteria, with reasonable adjustments set in place to address potential barriers for
disabled people.
The Trusts websites have been developed to meet NHS standards on accessibility. For example, ensuring compatibility with text reader software and enabling text size to be changed.
Guidelines for authors have been created by the web development company to aid authors in creating accessible pages.
In addition, the EdTC Library has produced an easy read version handout – available in the library and at library promotional events.
Equipment
All users are entitled to use the following equipment.
Education & Training Centre Library (Countess of Chester Hospital):
10 PCs - our computers have Intranet access and Microsoft Office products. Internet, NHSmail and Meditech access is via personal login. Users must adhere to the Trust Information Governance Policy, Information Security Policy and Data Protection Policy, all available from SharePoint (Intranet).
Free Wi-Fi (no password required).
Photocopier/printer2 - a coin/card operating system is in place. Exact payment should be inserted in coin machine. Photocopy cards are available in the library during staffed hours. The library staff can add funds to photocopy cards or provide change during staffed hours. Please note COCH departmental users must have written permission to recharge their budget code from the budget holder (ask EdTC library staff for approval form).
Scanning, Faxing and Binding services are offered by the library staff. Charges apply.
Find the library charges at https://edtclibrary01.wordpress.com/edtc-library-information/library-charges/
Additionally, all registered users are also entitled to borrow:
A laptop (4 laptops available) - with our new laptop loan service. More information available at https://edtclibrary01.wordpress.com/library-services/laptop-loan-service/
Headphones - for educational purposes. To be used within the EdTC only
Mobile phone chargers - To be used within the EdTC only
2 In accordance with copyright legislation as displayed near photocopier
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Education Centre Library (Warrington Hospital):
PCs: All PCs have Internet access and Microsoft Office products. Users must adhere to the Trust’s IT Acceptable Use Policy, available via CIRIS.
Photocopier/printer and scanner2: COCH staff wishing to make use of the KES
printing facilities must obtain a PIN code and credit from their staff.
Remote Access
Our users are able to access services and electronic resources3 remotely 24 hours per day, seven days per week. Access to our services is available via the following methods:
Shared Library Catalogue: http://coch.soutron.net/Library/Catalogues/Search.aspx?opac=coch
COCH Library Website: https://edtclibrary01.wordpress.com/
COCH Library Twitter4: @COCHLibrary
COCH Library Facebook4: COCH Library
WHHKES Twitter4: @WHHKES
3 Subject to access arrangements from their primary library and NHS eligibility / HE resources
4 Our social media tools are solely used for users to interact with our services. Library staff will not use either of these
accounts to publicly discuss or comment on the Trusts
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TERMS & CONDITIONS OF SERVICE USAGE
Service User Entitlements
All users are entitled to borrow or reserve all physical stock, which has been
marked for loan, with the exception of those marked “Reference only”.
Users may borrow up to 10 items in total. Items are loaned out for 3 weeks, and
these may be renewed 3 times, providing any item has not been reserved by
another user. Items must be shown to the library staff after every 3 renewals.
Users are able to request items by contacting their primary library service in
person, by telephone, via our online catalogue or e-mail.
Electronic resources are available to all Trust staff3. Access is granted following
successful creation of an OpenAthens account, available via NHS Evidence
(www.evidence.nhs.uk).
Overdue Items
Users will receive up to four reminders as a courtesy. Users will be notified via their email
address for all overdue notices.
The reminders will be sent out as follows:
Pre-overdue reminder will be sent out 2 days before due date.
First overdue reminder will be sent out once item(s) are overdue.
Second overdue reminder will be sent out once item(s) are 7 days overdue.
Third overdue reminder will be sent out once item(s) are 14 days overdue
Final reminder will be sent out once item(s) have been overdue by 21 days.
If after 30 days the user still has items that have not been returned or renewed then:
Chester – our Finance department will send an invoice for the replacement cost of the
items rather than the original purchase cost to take into account price increases plus a
library admin fee. If unpaid within 30 days from date on invoice, further action might be
taken e.g. salary deduction
Warrington –recovery attempt via SBS.
Once all replacement charges have been paid or items have been returned, the user will be able to borrow items again.
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Using the Physical Space during Unstaffed Hours
Access to both libraries during unstaffed hours is available to all service users5 following
a 15 min Induction.
• EdTC Library (Chester Hospital) - via swipe card, available from EdTC Library staff
(£5 deposit)6. To request this service, users should contact the EdTC Library
(Chester Hospital)
• Education Centre Library (Warrington Hospital) - via a fob, requested from
Knowledge & Evidence Services’ staff (KES). To request this service, users should
contact the Education Centre Library (Warrington Hospital)
No person who has a swipe card/fob should open the door and allow entry to another
person and swipe cards/fobs should not be shared. If a theft or damage to property
occurs through unauthorised use of these keys, it will be deemed as your responsibility
and you must meet any charges incurred.
Swipe cards and fobs will be deactivated once an employee/student leaves the any of our
Trusts or their library membership has expired and will be reactivated, if the user either
re-enters employment/placement or they apply for an individual membership and pay the
annual charge. You must notify the library staff immediately if your swipe card/fob is lost
or stolen.
Users should contribute to NHS sustainability targets by turning off all lights but one in
each area when leaving the building and ensuring their PC is switched off (out of hours
only).
5 Service users as defined in section Access
6 Deposits will not be refunded if a card has been lost or damaged. Users can only request refunds up to one year from the expiry date
on their library accounts. The Library will reinvest these funds in purchasing new library stock
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SERVICES
Current Awareness
A key role of our service is to assist Countess of Chester Hospital staff in keeping up-to-
date in their knowledge and practice via the following methods:
Alerting Services: all COCH staff and library registered users can sign up for our
email alerting service i.e. Library Bulletin (monthly). The Acting Librarian will set up
links and feeds in a number of topic areas. These alerts will keep professionals up
to date with good, current information and best practice for the benefit of patient
care and improved decision making.
Knowledge Alerts: The Assistant KES staff (Warrington Hospital) will setup links
within the various RSS feeds or electronic tables of contents (eTOCs) in the area
of specialist interest. These links will provide access to the latest evidence and
best practice within their field, ensuring staff is kept up-to-date.
Inter-Library Loans & Document Supply Service
All COCH staff groups registered with the EdTC Library (Chester) are entitled to request
articles and books from a range of libraries as part of our inter-library book loan service
(ILLs).
Requests for items located at Warrington Hospital (Education Centre Library) or from our
Fiction Collection located at Wirral University Hospital (McArdle Library) will be supplied
free of charge. Students of the University of Liverpool on placement at the Countess will
also be able to loan items from their University at no extra cost (see Hospital Book Loan
Service).
We will obtain journal articles from the following sources, in order of preference:
North West NHS Libraries;
External Libraries e.g. University of Liverpool;
BMA Library;
British Library.
We will request books (ILLs) from the following sources:
Within the Library collaborative services e.g. Warrington Hospital;
North West NHS Libraries;
External Libraries e.g. University of Liverpool;
British Library.
Find the library charges at https://edtclibrary01.wordpress.com/edtc-library-
information/library-charges/
Loan periods, renewals and charges, including charges for lost items, vary depending on
lending Library.
We monitor our performance in supplying article and book requests and aim to provide
95% of requested articles within 4 working days.
Further details regarding our internal performance management can be found under
QUALITY & PERFORMANCE
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Evidence Search7 8
Literature searches can be requested in person or by e-mail; however, users must
complete a request form to ensure clarity – form available at:
https://edtclibrary01.wordpress.com/library-services/literature-searching-services/clinical-
librarian-service/evidence-search-service/
Searches will be conducted within an agreed timescale depending on the complexity,
scale of the search and staff availability.
This service is exclusive to all COCH staff registered with the library. Students on
placement at the Countess cannot use this service as they need to develop their own
databases searching skills. However, we encourage students to participate in our
training sessions.
Results will be sent via email in the form of PDFs unless otherwise specified by the
requestor.
Literature Searching Training7
The literature searching training sessions are designed for ALL healthcare professionals, whether clinical or non-clinical. It introduces and improves the users to search techniques to enable access to relevant and timely information from resources such as Medline, CINAHL and Health Business Elite.
It is offered on a 1-to-1 basis or as a group session and can include.
They will be carried out at mutually convenient times and should be booked in advance, unless available staffing allows immediate support on request.
These are evaluated and developed accordingly, through the monitoring of feedback
received from participants.
To book a training session, users need to go to https://edtclibrary01.wordpress.com/library-services/literature-searching-services/clinical-librarian-service/training-sessions/
7 Exclusive to all COCH staff registered with the EdTC Library
8 Students on placement at the COCH cannot use this service, as the process of searching is an important aspect of their
learning which is to be developed
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COLLECTION DEVELOPMENT
Objectives
To manage, improve and develop resources.
To promote a unified approach in resource selection to ensure effective usage.
To present, provide and improve resources that are relevant and attractive to users.
To optimise best value and minimise waste in resource purchase.
To provide a means of analysing present collection management practices.
To provide guidance for future collection management.
To inform users of the collection focus and criteria for evaluating new materials.
Resource Selection Criteria
All areas of care provided by the Countess of Chester Hospital NHS Foundation Trust.
Health Service Management.
Clinical / Service Governance (including Research and Development / Audit and
Evidence Based Practice).
Resources to support courses (e.g. material on reading lists) held within the Trust.
Format
Choice of format will be informed by availability and consideration of the following factors:
Print Browse-ability
Availability of electronic versions
User opinion of specific resources
Cost-effectiveness
Electronic Ease of use
Currency
Space saving
Accessible to more than one person at one time
Browse-ability
User opinion of specific resources
Cost-effectiveness.
Audio-Visual
As appropriate i.e. visual content and not available online
Language All items are in English unless another language is specifically requested or in core collections. Such items will be subject to the same guidelines for inclusion as all other items.
Collaborations
The Education and Training Centre Library (Chester) will develop collaborations with
other services and organisations to widen access to resources. Collaborations include
those which enable access to other collections (i.e. inter-lending and user access
agreements, as well as collaborative funding bids which secure access to further
resources).
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User Recommendations
Specialists in each area will be consulted on the currency and relevancy of stock and
users will be encouraged to feedback comments on stock to the EdTC Library (Chester)
on an on-going ad-hoc basis. Any suggestions will be considered alongside the outcomes
of annual stock reviews.
Print Stock Review
An annual stock review will take place to include:
• Stock-checking of up to three shelf-reference groups, depending on section size
• Weeding of items containing outdated information
The collection should not only be viewed in terms of quantity of books in any one subject
area, but of quality of the books. One important aspect of this is their currency. A rolling
programme of stock review and weeding should take place, to identify and discard
outdated material. Therefore, over a period of one year, sections from the collection will
have been reviewed.
Definition of “outdated” varies greatly between types of book and even individual books. As a rule of thumb, we consider any book that is more than ten years old to be potentially outdated.
The following criteria for discarding or retaining will apply:
Discard Items Retain Items
Items marked as query lost/missing on the LMS, if not found after a period of 2 years, will be marked as withdrawn and later removed from the system
Items marked as query lost/missing on the LMS in the past 2 years
Content is judged to have been superseded by more recent knowledge and therefore is now inaccurate or no longer relevant to the target staff group/clinical specialty
Content is still current and relevant
Recent edition or more recent close alternatives exist which would provide more current information and are within budget to purchase
Content is no longer fully current but the budget will not allow replacement and the content has no serious inaccuracies
A reasonable alternative(s) is/are already on the shelves
Of historical interest (e.g. authors are staff members)*
Item is damaged Item is only slightly damaged but can still be used; there are no other copies in the library or cannot be replaced
If unable to judge the currency or relevance of a particular book, advice will be sought
from users with knowledge in that particular subject.
All users should be warned of the dangers of using out-of-date material e.g. when users
borrow or request ILLs for older material.
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QUALITY & PERFORMANCE Quality is at the heart of our service, it ensures that users receive the best service, and
we improve in accordance with user and stakeholder needs.
To ensure rigorous and robust methods of assessing our performance we have both
internal and external programmes. Our internal quality programme incorporates a
mixture of quantitative and qualitative data analysis methods.
See https://edtclibrary01.wordpress.com/edtc-library-information/library-reports/
Libraries Quality Accreditation Framework (LQAF)
Knowledge is a core function in the full range of health care services, including the
provision of evidence for clinical and management decision making, support for Clinical
Governance, information for education and lifelong learning, and information for research.
This is consistent with recent reviews, such as the Tooke Report on clinical effectiveness,
and the outcomes of the Darzi Review.
The underpinning aim of NHS library/knowledge services is to put knowledge to work,
which in turn will transform patient care and public health.
The Framework enables a robust quality assessment of our services, providing a level of
compliance to national standards. This demonstrates a fitness for purpose that our 21st
century health system demands. This self-assessment against the criteria of the
standards (see below) enables identification of gaps in service provision, allowing us to
build these into our business and service planning.
The standards within the LQAF are set in 5 domains:
Domain 1 - Strategic Management
Domain 2 - Finance and Service Level Agreements
Domain 3 - Human Resources and Staff Management
Domain 4 - Infrastructure and Facilities
Domain 5 - Library/Knowledge Services Service Delivery and Development
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Annual Reporting
We produce an annual report based upon the above areas. This is published in the library
website and forwarded to the Trust
See https://edtclibrary01.wordpress.com/edtc-library-information/library-reports/
Performance Standards and Statistics
We collect data in various areas which enables us to analyse our performance on a
yearly basis. We analyse our performance in the following areas:
The progress on the implementation of action plans for marketing, knowledge
management and strategy
Information skills modules attendance and participant feedback
Document supply
Literature searches
Resource access and usage
Management of print stock
User Involvement
The library is constantly developing to ensure we provide a quality service and your
comments/suggestions on improvement are most welcome. You are able to send us your
suggestions/comments via our website, email or in person. We also have a suggestions
box located in the EdTC Library (Chester), should you wish to make an anonymous
submission.
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REFERENCES Muir Gray J A (2003) Knowledge is the enemy of disease. Health Director, November 2003. Manchester: Partnership Media Group NHS NW (2008) Healthier Horizons for the NW. Manchester Darzi (2008) High Quality Care for all: NHS Next Stage Review. Department of Health (2009) High Quality Care for all: NHS Next Stage Review Final Report (Darzi Review) London Tooke, Professor Sir John (2008) Aspiring to Excellence Findings and Final Recommendations of the Independent Inquiry into Modernising Medical Careers Department of Health (2007) Report of the High Level Group on Clinical Effectiveness: chaired by Professor Sir John Tooke (Tooke Report)
Hill, Professor Peter (2008) Report of a National Review of NHS Health Library Services in England: From Knowledge to Health in the 21st Century Department of Health (2011) Liberating the NHS: An Information Revolution. London Department of Health (2010) Equity and Excellence: Liberating the NHS. London Department of Health (2012) Liberating the NHS: Developing the Healthcare Workforce. London
