COMSATS Institute of Information Technology

Islamabad, Pakistan

Visit Report
Of

Raja Muhammad Ibrahim (Chief Librarian)

To the Warwick University, Coventry CV4 7AL, United Kingdom

24th Jan to 2nd Feb, 2015

Coordinated by
COMSATS Institute of Information Technology, Islamabad, Pakistan

&

Warwick University, UK
Gratitude:

I am extremely thankful to the visionary leadership of COMSATS Institute of Information

Technology, Islamabad, for extending their utmost support which caused in the happening of this
professional and high-valued visit to the Warwick University, Reading University and British
Library, UK.

The coordinated efforts of Rector’s office, International Office, HR, CIIT Audit and other allied
offices which ultimately resulted in the accomplishment of this professional visit, are highly
appreciated.

About Warwick Library:

The University Library has about 1.3 million printed volumes and 13 kilometers of archives in its
main building and Modern Records Centre. There is also a small research-only collection in the
Mathematics Department. It has over 25,000 registered users and employs around 175. Apart
from that over 22,500 items are accessioned each year, adding 1.1 km of stock (700 meters of
printed materials, 400 of archives) and over 48,000 electronic journals are currently received and
more than 80,000 electronic books.

Reading Hall of Warwick Library Main Entrance of the Library

Scheduled Activities:

On 26th of Jan 2015, I was warmly and enthusiastically welcomed by Mr. Robin Green
(Librarian, Warwick University) along with his other senior staff members (Mr. Heather Green
and Mr. Anne Roberts etc).
Visited various floors and sections of the Warwick Library and met the concerned staff of each
section and was briefed regarding its printed/electronic resources, library services, facilities,
usage of various types of innovative technologies and new trends in the professions.

There were special areas in the Library which are two Silent Study Rooms, informal Group
Study areas with open access PCs, Smart Boards and other interactive learning resources. All
floors have study seating. A controlled entry policy operates, with turnstiles triggered by the
University/Library Card, in order to give priority for use of facilities to members of the
University only. Apart from that there are in excess of 1 million entries to the Library in a year,
with around 6,000-8,000 coming through the turnstile during a typical term weekday.

Also there is a Wolfson Research Exchange which is a community space that offers peer
support and a forum for interdisciplinary collaboration to all Warwick researchers. Last year the
space held over 700 research led events, more than any other space at Warwick.

Wolfson Research Exchange at Warwick Library Learning Resource Center at Warwick

On the next day, visited the British Library India office with Mr.Robin Green and was briefed by
the concerned about its collection, current activities and linkages. It was so good and informative
that most of the books have to be ordered from the storage by the India office.

Observed and thoroughly discussed the following Research Support Services:

 Research Strategy
 Research Development
 Research Support and Contracts
 Support for Research Impact and Innovation
 Research Systems and Management Information

Also discussed, Patron-Driven Acquisition (PDA), which is a method of purchasing materials for
a library based on a known patron demand. It is an example of the ‘Just-in-time’ acquisitions
model which is a reaction by the library to ensure the needs of the user are met, as opposed to the
‘Just-in-case’ acquisitions model which is the traditional way in which materials are
selected/recommended either by the Librarian or faculty member in anticipation of the user’s
needs.

Availed an opportunity, through an enlightening presentation, regarding Society of College,

National and University Libraries (SCONUL). It represents all university libraries in the UK
and Ireland, irrespective of mission group, as well as national libraries and many of the UK’s
colleges of higher education.

SCONUL promotes awareness of the role of academic libraries in supporting research excellence
and student achievement and employability, and represents their views and interests to
government, regulators and other stakeholders. It helps academic libraries collaborate to deliver
services efficiently, including through shared services, and to share knowledge and best practice.

SCONUL members are the academic libraries themselves, with the heads of library service
making up the Executive Board which is responsible for governance and for setting the
strategy for the organization. SCONUL also has four Strategies which are responsible for
ensuring that the academic library community is informed about, and engaged with, the major
issues and challenges facing the library sector. They are supported by an Executive Director and
office, engaged in policy development, lobbying and coordination and support.

The Learning Resource Centers were observed as the most busiest/usable places after the library.
For the Post Graduate students these centers were made at various locations inside the campus
and for the Under Graduate students these were available inside and outside

On 28th Jan 2015, a comprehensive presentation was given by highlighting COMSATS and its
educational programs and research achievements, CIIT Library and its
resources/services/technology/facilities. This presentation was attended by the Library Extended
Management Team of Warwick University Library. This presentation drew the attention of the
whole staff and they put a number of queries in respect to CIIT Library’s resources/services and
the current international trends, norms and values.

The Warwick University provides a subject specialist for each department who acts as primary
liaison for the respective departments. The subject specialist works with departmental faculty
and staff to understand and support the academic, teaching research and information needs of
students.

Just for my experience/information, attended the class of subject expert, of Mathematics by

teaching their faculty/teachers of the Mathematics department, the latest avenues of
communication, imparting knowledge and providing maximum research support services to their
students through an easiest possible ways in order to enhance and ensure quality teaching.
The next day, accompanied by Mr. Robin Green, made visit to the Library of Reading
University. We were cordially welcomed by Mrs. Julia Munro (Head of University Library and
collection Services.

In Front of the Library of Reading University Floor View of the Library of Reading University

The Library supports the teaching, learning and research in the University, by developing and
promoting access to information resources; and also contributes to the wider world of
scholarship, and the transfer of knowledge, by collaborating and co-operating with other
organizations/institutions/universities. Mrs. Julia Munro briefed us about the entire collection,
both printed and electronic, current trends and maximum possible services to its users. We also
visited various floors and sections of the library and met the library professionals. We exchanged
views, news current tendencies of mutual interests in the profession.

This professional trip was ended very successfully by visiting the British Library at London. This
is the largest public building constructed in the UK in the 20th century. The basements extend to
a depth of 24.5 meters. A total floor area of over 112,000 sq meters spread over 14 floors - 9
above ground, 5 below.

The collection of British Library includes well over 150 million items, in most known languages.
Three million new items are added every year. It has manuscripts, maps, newspapers, magazines,
prints and drawings, music scores, and patents. The Sound Archive keeps sound recordings from
19th-century cylinders to CD, DVD and MD recordings. The library has on-site space for over
1,200 Readers. Over 16,000 people use the collections each day (on site and online). It operates
the world's largest document delivery service providing millions of items a year to customers all
over the world.
 British Library Front View Reading Hall of British Library

Apart from that the British Library serves business and industry, researchers, academics and
students, in the UK and world-wide. Each year, Six million searches are generated by the British
Library online catalogue and nearly 400,000 visit our Reading Rooms. Over 100 million items
have been supplied to users all over the world.

Matters of Mutual Interests/Suggestions:

A: Signing of MoU with CIIT:

After my presentation regarding CIIT/Library resources, services, facilities and usage of

technology, the professionals of the Libraries of Warwick and Reading Universities were keen
for signing a MoU (Memorandum of Understanding) with CIIT for the exchange of
students/faculty/expertise and opportunities of scholarships for the mutual interests/benefits of
faculty/students/staff of all three organizations.

B: Need of Resource Sharing:

As explosion in published output, increase in bibliographic access of literature through Internet

and off-line databases on CDs, static, and in many cases decreasing library budgets along with
high cost of published output had made it virtually impossible for libraries and
documentation/information centers to fulfill information needs of their primary clientele. Under
such squeezing situation the best option left with the libraries is to optimize their resources
through extensive sharing.

The benefits derivable from library cooperation are immense. Savings are made from limited
funding; users have ready access to a greater amount of information resources; duplication of
materials is reduced and time and efforts too; staff build and maintain professional relationships
and this boosts their morale and brings about job satisfaction as they are able to use their talents
more, share skills, expertise and facilities of each member library.
The aims and objectives of resource sharing as follows:

 Promote free flow of information resources

 Ensure better access to information resources
 Ensure maximization of information resources
 Save resources and avoid duplication of effort
 Ensure faster provision of information and literature support to the users
 Facilitate reciprocal exchange of local publications
 Share suggestion and recommendations
 Skills Development for opportunities available through cooperative arrangements
 Increased Human Cooperation

C: Library IT Support Staff/Help Desk:

It has been observed that in each library there is a permanent IT support staff for managing the
library networking. Their main job is to focus on enabling library users to make effective use of
the Library’s internet services. Also to give quick response to the daily queries and complains of
the users and to resolve or route these appropriately. It should take care of the library server and
database administration, desktop and network support, web development, maintenance, and
access control as well.

According to the Digital Counter Machine of the CIIT Library, on daily basis, an approximately
2500 to 3000 users are visiting the library for their academic/research purposes. This number
increases during exam days which obviously increase in the number of IT problems on the part
of library users on daily basis.

Further it is important to be mentioned that the influx of new students in each semester increase
the subject issue and it is obvious that only a proper dedicated IT support team can properly
manage such a huge setup otherwise the current situation could lead to an uncontrollable
alarming circumstance in the feature.

It is highly recommendable to look into the urgency of the subject matter and depute/hire at least
two IT staff members (Morning/Evening) covering the hours from 0800am-900pm (Monday to
Friday and Saturday) so that to provide maximum and well-timed IT support to the library users
and to manage/take care of the Library software and RFID hardware as well.

D: Social Media and Academic Libraries:

Social networking tools such as Facebook, and Twitter etc, are increasingly being used by
individuals of all ages but are particularly popular among young people and University students.
As a result, these social networking tools have been adopted by academic libraries worldwide,
for promoting library services within their communities, with potential benefits and challenges.
Social networking tools used by academic libraries are potentially effective methods for student
outreach as long as it takes into account the possible issues that may arise. Social networking
tools are used for academic library outreach, to encourage and promote library usage among
academic staff and student populations at Universities and other institutions.

With the current increase in usage of electronic and internet resources, University students are
becoming less dependent on, and often do not use the library as a physical space for their
research. Therefore, academic librarians need to reach students in their own space or
environments to extend library services beyond the library walls. The goal among academic
libraries is to repackage materials into an environment that is more familiar to specific users, and
online social networking tools provides such an avenue. Examples of social networking tools
used by academic libraries are the usual social networking web sites, blogs, wikis, social media
web sites, and social bookmarking web sites.

The potential use of social networking tools in academic libraries has been highlighted by the use
of Face book, Twitter and MySpace. For example, librarians visible on these media at a specific
time were easily identified by users to address various queries. Communication between
librarians also improved, when dealing with user’s queries, and the efficient provision of
answers. Furthermore Face book and MySpace were also helpful in improving a library’s social
visibility through profiles with a uniform identity.

Social networking tools were found to be very helpful, for information and knowledge sharing,
enhancing reference services and promoting library services. This indicates a change in attitudes
of libraries towards social networking tools as was previously mentioned. With regard to
promotion of library services, two purposes are important to be mentioned. The first is the
promotion of library events, such as exhibitions, competitions, talks, seminars, workshops, and
tutorials etc. The second is the dissemination of news, such as events alerts, and library updates.

Other benefits were the quick dissemination of information, improved interaction between
libraries and students, access to student’s ideas, comments and suggestions, interaction and
feedback from library users. Students are kept up to date with news and information, without
actually visiting the library.

E: Teaching Expert for Each Department:

It will highly be beneficial for the faculty members to get skilled from the teaching expert in
order to create a safe, equitable, positive, and supportive learning environment in which
diversities are valued in each department. Identify realistic expectations for personal and student
behavior in various settings. Identify supports needed for integration into various academic
programs placements.

Design learning environments that encourage active participation in individual and group
activities. Use performance data and information from all stakeholders to make or suggest
modifications according to the latest trends. Establish and maintain understanding among faculty
members in order to develop exceptional friendly environment.
Teach them self-advocacy, increased independence and varied behavior management strategies.
To design and manage daily routine lectures and other academic activities and further to
organize, develop, and sustain teaching and learning environments. Mediate controversial
academic issues among students and teachers in the ways that could easily resolve the problem.

F: Establishment of “Learning Resource Center” or “Learning Spaces” In and Off-Campus:

As a library professionals/specialists works with students/faculty and other members of the

learning community to analyze learning and information needs, to locate and use resources that
could meet those needs, and to understand and communicate the information the resource
provides. It is a matter of fact that the availability of multiple sources, in the shape of learning
resource centers, could create enhanced learning environment.

Some common aspects of the University’s learning spaces:

 It could easily facilitate student-centered active learning coupled with social, peer and
professional interaction.
 It provides, within their own scale, different types of study environment, from
collaborative to quiet individual.
 They are technology-enabled, with fixed PCs and wireless, tools for group working such
as Panel boards and mobile screens enabling groups to view the display from a single
laptop.
 Partnership working with and student ownership of the collaborative spaces is a guiding
principle (in contrast the main Library’s individual/quiet study Floors are actively
managed as a controlled environment).
 There is differentiation between different stakeholder groups, by design or by actual use.
 Each has a distinctive feel, characteristics and culture, and at the same time as there is
crossover use of the spaces students often regard one of them as their home base,
generating a certain sense of mutuality.
 Individuals may also have preferred locations, even to specific seats.

For the majority of students it is not one type of learning space but the range of provision that
meets their needs. Individuals will move between different spaces and types of environment
according to individual learning styles, the purpose they are trying to achieve at a given time
(even within a single day) but have preferred areas and perceive overcrowding when these are
taken, even when there is space elsewhere.

It is strongly recommended/suggested that such “Learning Resource Centers” or simply

“Learning Spaces” should be established within the campus by allocating a large hall/room
equipped with fixed PCs, Wi-Fi facilities and unique type of comfortable furniture (specification
of this unique furniture could be taken when needed). It would be supervised by a dedicated
library staff in order to educate/encourage the students for using the Digital Resources. It should
also be established off-campus level at Hostels in order to provide them the pro-active learning
environment at their door steps.
Picture Gallery
University of Warwick - visit by Raja Muhammad Ibrahim, Chief Librarian at COMSATS Institute of
Technology in Pakistan – January 2015

Personnel you will meet

Library

Heads of division:

 Robin Green*, Librarian

 Heather Green, Head of Client Services
 Ant Brewerton, Head of Academic Services

Extended Management Team (EMT)

 Yvonne Budden*, Scholarly Communications Manager

 Alicia Calvert, Finance and Governance Manager
 Helen Curtis, Academic Support Manager (Teaching and Learning)
 James Fisher*, Resource Acquisitions and Digital Access Manager
 Helen Ford, Archives Manager
 Ed Kirkland*, Data Services and Digital Production Manager
 Miriam Krauseova*,Digital Services, Systems and Development Manager
 Anne Roberts*, Customer Services Manager
 Becky Woolley, Community Engagement Manager

Other Library staff

 Margaret Barwick, Facilities Manager (to be confirmed)

 Avril Finnie, Customer Support Coordinator (to be confirmed)
 Geoff Lewis, Collections Manager (to be confirmed)
 Rob Talbot*, Digital Development Manager
 Ben Veasey*, Digital Preservation Officer

* Members of the Library’s Digital Strategy group

Non-Library University Staff

 Mark Potter, Head of Service Delivery, Warwick Retail

 Gary Knight, Bookshop Manager, Warwick Retail
 Fiona Colligan, Head of Piirus
 Rhiannon Taylor, Piirus Administrator

Proposed schedule

th
Saturday 24 January

 Arriving at Heathrow 2.10pm (10.40am flight PK0785 from Islamabad)

  To travel by National Express coach trip from Heathrow (Central Bus Station) to Coventry (most
likely 3.30pm from Heathrow Central Bus Station arrives 5.30pm, failing that 4.30pm arrives
6.25pm). Ibrahim to inform Robin of his expected arrival time from Heathrow.
 Robin to pick up from Coventry city centre (do not get off at Coventry Ricoh Arena) and take to
Ramada Hotel, ahead of Burns’ Day supper at Robin’s home

 Ramada Hotel:
o Chesford Bridge, Warwick, CV8 2LN
o Booking number 379202774
o PIN code 0256

th
Monday 26 January (Robin to collect from Ramada)
 Morning: Robin Green
 12.30 – 2pm Heather Green (working lunch at Le Gusta, Warwick Arts Centre)
 2.30–3.30pm Anne Roberts (Anne’s office – Room 107A)
 4pm-5pm Mark Potter & Gary Knight (Bookshop Manager); meet at Warwick Arts Centre
Bookshop

th
Tuesday 27 January
 Morning: Ibrahim to visit the British Library India Office Library with Robin.

 Dr Margaret Makepeace (Lead Curator, East India Company Records BL) has advised that on his
visit to get register - Reader Number 1216592).
o :
 The Asian and African Studies Reading Room is open 9.30am – 5pm
 There are some open access books in the Asian and African Studies Reading
Room but the India Office Records and most books have to be ordered from
storage, and that you might wish to look at the online catalogues before the visit
via the links http://explore.bl.uk/ and http://searcharchives.bl.uk/
 Lunch: With Robin
 2pm To attend SCONUL Shared and Collaborative Services Group meeting at 94
Euston Street, London)

th
Wednesday 28 January (Robin to collect from Ramada)
 9.30am Meeting of the Library Extended Management Team (EMT) – to include
COMSATS Institute of Information Technology, Library Information Services presentation
 12.30 – 1.30pm (to be confirmed) Window on Teaching session
o “Learning to be Mathematically Resilient” -
http://www2.warwick.ac.uk/services/library/staff/teaching/teachinggrid/exchange
 2.30 – 3.30pm Becky Woolley [Librarian’s Office, Room 411A – Robin will be out]
 4pm Ant Brewerton [Librarian’s Office]
 th
Thursday 29 January

 9am – 10.30am Digital Strategy group [Floor 2 Seminar Room]

 11am – 12.30 Division Heads (including lunch at 12.00)
 1.30 – 2.15pm Fiona Colligan and Rhiannon Taylor [Librarian’s Office as Robin will be out]
 2.15 – 3pm Yvonne Budden [Librarian’s Office as Robin will be out]
 4pm – 5pm Helen Ford [MRC]

th
Friday 30 January (Robin to collect from Ramada)
 Visit to Reading, accompanied by Robin
o Julia Munro, Head of University Library and Collection Services

st
Saturday 31 January
 Troy Hotel, London
o 68-70 Queensborough Terrace, Westminster Borough, London, W2 3SH
o Booking number 652578086, PIN 0787
o British Library and back to Pakistan

(If you would like to talk to someone from the BL about the South Asian language
collections then Pasquale Manzo should be available that day before 11.00 (and after 14.00)