THE ROLE OF FINDING AIDS AND INFORMATION ACCESS IN

UNIVERSITY LIBRARIES AT MBARARA UNIVERSITY OF

SCIENCE AND TECHNOLOGY LIBRARY

BY

SLYVIA KEITESI
2020/A/KLS/2620/F

A RESEARCH REPORT SUBMITTED TO THE FACULTY OF COMPUTING,

LIBRARY AND INFORMATION SCIENCE IN PARTIAL FULFILLMENT
OF THE REQUIREMENTS FOR THE AWARD OF BACHELORS
DEGREE IN LIBRARY AND INFORMATION SCIENCE
OF KABALE UNIVERSITY

MARCH, 2023
 DECLARATION

I, Slyvia Keitesi, declare that this is my original report and it has never been submitted to any
Institution for any academic Award.

Sign Date

……………………………… …………………………

SLYVIA KEITESI
2020/A/KLS/2620/F

i
 APPROVAL
This is to certify that, this work titled “the role of finding aids for information access in
academic libraries with the case study of Mbarara University of Science and Technology
library” has been done under my supervision and is now ready for examination.

Sign Date

……………………………… …………………………

RWOTOLONYA SARAH KAKURU

UNIVERSITY SUPERVISOR

ii
 DEDICATION

This Research Report is dedicated to my husband Mr. Matsiko Samuel who has supported me
socially, economically, and spiritually in terms of finance, moral and support.

iii
 ACKNOWLEDGEMENT

I thank the almighty God for His love and protection. I acknowledge the assistance both material
and other support received from the individuals who contributed towards the completion of this
research report.

Sincere gratitude goes to my supervisor Rwotolonya Sarah Kakuru for her guidance through
this report season and proper guidance.

The researcher wishes to extend her great thanks to the lecturers and other staff members of
Kabale University especially under the faculty of Computing, Library and Information Science
for their academic support, encouragement, patience and great guidance during the course of this
study.

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 ACRONYMS

EAD Encoded Archival Description

HTML Hypertext Markup Language

DVD Digital Video Disc

ICT Information and Communications Technology

MUST Mbarara University of Science and Technology

RFID Radio Frequency Identification

ROM Read Only Memory.

DBMS Database Management System

OPAC Online Public Access Catalogue.

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 TABLE OF CONTENTS

DECLARATION..............................................................................................................................i

APPROVAL....................................................................................................................................ii

DEDICATION...............................................................................................................................iii

ACKNOWLEDGEMENT..............................................................................................................iv

ACRONYMS...................................................................................................................................v

LIST OF TABLES..........................................................................................................................xi

ABSTRACT.................................................................................................................................xiii

CHAPTER ONE..............................................................................................................................1

INTRODUCTION...........................................................................................................................1

1.0 Introduction................................................................................................................................1

1.1 Background to the Study...........................................................................................................1

1.2 Statement of the Problem...........................................................................................................3

1.3.1 Specific objectives..................................................................................................................3

1.4 Research Questions....................................................................................................................4

1.5 Scope of the Study.....................................................................................................................4

1.5.1 Content Scope.........................................................................................................................4

1.5.2 Geographical Scope................................................................................................................4

1.5.3 Time scope..............................................................................................................................4

1.6 Significance of the Study...........................................................................................................4

1.7 Definition of Operational Terms...............................................................................................5

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CHAPTER TWO.............................................................................................................................7

LITERATURE REVIEW................................................................................................................7

2.0 Introduction................................................................................................................................7

2.1 The finding aids used for accessing information resources in University libraries...................7

2.2 The Importance of finding aids by patrons in University libraries............................................9

2.3 The challenges associated with finding aids in University libraries........................................11

2.4 The strategies to overcome the challenges associated with finding aids in University libraries
.......................................................................................................................................................12

2.5 Research Gap...........................................................................................................................14

CHAPTER THREE.......................................................................................................................15

RESEARCH METHODOLOGY..................................................................................................15

3.0 Introduction..............................................................................................................................15

3.1 Research Design......................................................................................................................15

3.2.1 Mixed Research Designs......................................................................................................15

3.3 Study Population......................................................................................................................15

3.4 Sample Size.............................................................................................................................16

3.5 Sampling Techniques...............................................................................................................16

3.5.1 Simple Random Sampling....................................................................................................16

3.5.2 Purposive Sampling..............................................................................................................16

3.6 Data Sources............................................................................................................................17

3.6.1 Primary data Sources............................................................................................................17

3.6.2 Secondary data Sources........................................................................................................17

3.7 Data collection methods..........................................................................................................17

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3.7.1 Questionnaire........................................................................................................................17

3.7.2 Interviewing Method............................................................................................................17

3.8. Data collection instruments....................................................................................................18

3.8.1 Questionnaire........................................................................................................................18

3.8.2 Interview...............................................................................................................................18

3.9 Validity and Reliability of research instruments.....................................................................18

3.10 Ethical Consideration.............................................................................................................19

3.11 Data analysis..........................................................................................................................19

3.12 Limitations of the study.........................................................................................................19

CHAPTER FOUR:........................................................................................................................21

RESEARCH FINDINGS, ANALYSIS AND INTERPRETATION............................................21

4.0 Introduction..............................................................................................................................21

4.1. Response Rate.........................................................................................................................21

4.1 Demographic Characteristics of Respondents.........................................................................21

4.1.1 Sex of the Respondents.........................................................................................................22

4.1.2 Age of the Respondents........................................................................................................22

4.1.3 Educational Levels of Respondents......................................................................................23

4.2. Finding aids applied at Mbarara University Library..............................................................24

4.3. Importance of finding aids by patrons at Mbarara University Library...................................25

4.4 The challenges associated with finding aids in University libraries........................................27

4.5 Strategies to overcome the challenges associated with finding aids in University libraries...29

4.6 Qualitative Data.......................................................................................................................31

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4.7 Discussion of the study findings..............................................................................................32

4.7.1 Finding aids used for accessing information resources at Mbarara University Library.......32

4.7.2 Importance of finding aids by patrons at Mbarara University Library.................................33

4.7.3 The challenges associated with finding aids at Mbarara University Library.......................34

4.7.4 Strategies to overcome the challenges associated with finding aids at Mbarara University
Library...........................................................................................................................................35

CHAPTER FIVE...........................................................................................................................37

CONCLUSION AND RECOMMENDATIONS..........................................................................37

5.0 Introduction..............................................................................................................................37

5.1 Conclusion...............................................................................................................................37

5.1.1 Finding aids used for accessing information resources in University libraries....................37

5.1.2 Importance of finding aids by patrons in University libraries..............................................37

5.1.3 Challenges associated with finding aids in University libraries...........................................37

5.1.4 Strategies to overcome the challenges associated with finding aids in University libraries 38

5.2 Recommendations....................................................................................................................38

5.3 Areas for further study.............................................................................................................38

REFERENCES..............................................................................................................................39

Appendices....................................................................................................................................46

Appendix I: General Survey Questionnaire...................................................................................46

Appendix II Interview Guide for librarians and academic staffs..................................................49

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 LIST OF TABLES

Table: 3.1: Sample Size Determination and Selection

Table 4.1: Distribution of the Response Rate

Table 4.2: Showing the Sex of the Respondents

Table 4.3: Showing the age of the Respondents

Table 4.4: Showing Education Level of the Respondents

Table 4.5: Finding aids applied at Mbarara University Library

Table 4.6: Importance of finding aids by patrons at Mbarara University Library

Table 4.7: The challenges associated with finding aids in University libraries

Table 4.8: Strategies to overcome the challenges associated with finding aids in University
libraries

x
 ABSTRACT
Via a case study of the library at Mbarara University of Science and Technology, the study
aimed to determine the function of finding aids for information access in university libraries.
Four specific goals served as its guidelines: identifying the various finding aids used to access
information resources; demonstrating the value of finding aids in doing so; identifying the
difficulties users may encounter when using finding aids; and proposing solutions to these
difficulties in the MUST library. The research was carried out between January and December of
2022. The study employed a descriptive research design with methods for gathering and
analyzing both qualitative and quantitative data. A total of 364 respondents were chosen to take
part in the study using basic random and purposive sampling approaches. Interviews and
questionnaires were used to gather data. The majority of participants on the finding aid utilized
by the library at Mbarara University to access information resources strongly agreed that they
use document packages to obtain information resources. The majority of participants who
discussed the significance of finding aids utilized by library users at Mbarara University
overwhelmingly agreed that having a collection of finding aids as tools helps users find
information. It was discovered that the majority of participants, particularly at Mbarara
University, firmly agreed that a barrier was library users' lack of IT skills while discussing the
difficulties with locating resources in university libraries. Giving library users access to a variety
of informative resources may be advantageous to them, according to the majority of participants
in the study on techniques to overcome the difficulties of locating resources in libraries at
Mbarara University. It was advised that the institution train academic staff members and
librarians on discovering aids.

xi
 CHAPTER ONE
1.0 Introduction
This chapter covers the back ground of the study, statement of the problem, purpose of the study,
general objectives and specific objectives, research questions, scope of the study, significance of
the study and definition of the operational terms.

1.1 Background to the Study

The finding aid was a generic phrase that encompassed a number of paper-based management
techniques for intellectual control of archival resources when it first appeared in American
archives practice in the 1930s and 1940s. Finding aids were initially paper papers that scholars
could examine in reading rooms or, as technology advanced, fax or email to them (Rafique et al.,
2020). During the 1990s, improvements in World Wide Web connectivity had made it possible
for many libraries and archives to start offering online portals for access to their catalogs and
holdings (Mitchell, 2021).

Wiedeman (2019) claims that archivists initially saw finding aids as a creative answer to the
issues of enormous scale, the advantages of context preservation, and the reality that manpower
and other resources will never be enough to fully realize their practically infinite purpose. They
were created primarily to give minimally effective access and effectively service organization
and description in accordance with archive standards. The search for tools to help manage
collection metadata and display descriptions to users led to the creation of an omnibus tool that
had management and usability limitations. Third, finding aids had no method of content
distribution other than naming items that an archivist could access because they were frequently
physically close to the documents they described.

To make electronic copies of locating aids available on the developing Internet, they may be
uploaded and then made searchable (Moorhouse & Wong, 2022). Finding aid formats differed
between repositories. The collection name, content description, and container list may be similar
components, but the layouts and nomenclature were inconsistent (Müller et al., 2018).

Finding aids, as defined by Wiedeman (2019), are resources that assist users in locating
information within a particular record group, collection, or series of archival materials. These

1
resources include published and unpublished inventories, container and folder lists, card
catalogs, indexes, registers, and institutional guides.

Moreover, Tety, (2016) pointed out that finding aids in institutional libraries serve as educational
tools and resources for classroom instruction. Visual aids, audio-visual aides, genuine items, and
many others are examples of locating aids. The visual aids are created materials that may be
manufactured locally or commercially (Hayes et al., 2010). They take the shape of two-
dimensional wall charts, illustrated photographs, visual materials, and other items (Park, 2017).

Finding aids come in a variety of formats and can be as detailed as a card catalog or a simple
synopsis of a collection. Nevertheless, most finding aids fall somewhere in the between. The
resources available to university libraries and the collection itself determine the level of
specificity and description (Babeu, 2019).

To be found and used on the internet, existing finding aids that are not already in some sort of
mark-up language must be transformed or restructured to adhere to Encoded Archival
Description (EAD) elements and tag structure (Hawkins, 2021). Because of the apparent
difficulty and level of technical knowledge needed for the conversion, some institutions have
been reluctant to do so.

EAD is an approved open-access standard, but because of its interoperability and capacity to
transform finding aids into Hypertext Markup Language for cross-institutional sharing via
consortium websites, it is intended to promote cooperation between organizations (HTML).

Finding aids have been utilized at Mbarara University of Science and Technology to describe the
collections' contents and direct researchers to the particular objects they are looking for.
Collection title or name, identification number, dates, provenance, copyright, biographical or
historical notes, scope and content, shelf list, and accession register are all components of a
finding aid (Nabacwa, 2021).

2
1.2 Statement of the Problem

Finding aids assist with the access and retrieval of information resources in libraries, and they
also help to maximize access to collections by generating library catalog records from the rich
detail of the finding aids. Users are also involved in the design of finding aid presentation, which
enhances students' access to resources. Users of the library at Mbarara University of Science and
Technology are interested in finding tools for information access. Academic staff members have
also been trained to utilize online search engines to make it easier to obtain information, which
has facilitated quick access to library resources. Finding aid tools that are useless make it more
difficult for library users to acquire information, and they also make it more difficult for library
employees to communicate with other patrons. Nonetheless, offering users suitable library
services makes it easier for them to learn how to use information resources correctly and
achieves the goals of the parent institution. Academic libraries make an effort to make
information resources accessible to meet and support the needs of their users in terms of
teaching, learning, and research. There is no information on the role of finding aids for
information access in university libraries to meet the needs of students at Mbarara University of
Science and Technology library, despite the fact that several studies on library services have
been conducted (Siddique et al., 2021; Hervieux, 2021).

1.3 General Objective

To establish the role of finding aids for information access in University libraries with the case
study of Mbarara University of science and technology library.

1.3.1 Specific objectives

i. To find out the different finding aids used for accessing information resources in MUST
library.
ii. To establish the importance of finding aids in accessing information resources in MUST
library.
iii. To identify the challenges user’s face in using finding aids in MUST library;

3
 iv. To suggest strategies for overcoming the challenges users face in using finding aids in
MUST library.

1.4 Research Questions

i. What are the different finding aids used for accessing information resources in MUST
library?
ii. What is the importance of finding aids in accessing information resources in MUST
library?
iii. What are the challenges users face in using finding aids in MUST library?
iv. What are the strategies for overcoming the challenges users face in using finding aids in
MUST library?

1.5 Scope of the Study

1.5.1 Content Scope
Through the case study of the library at Mbarara University of Science and Technology, the
study established the function of finding aids for information access in university libraries. The
study identified the finding aids utilized for locating information resources, established their
significance in locating information resources, outlined the difficulties users encounter while
using finding aids, and offered solutions to these difficulties in the MUST library.

1.5.2 Geographical Scope

The study was carried out in Mbarara University of Science and Technology in Mbarara District,
South Western Uganda.

1.5.3 Time scope

The study was conducted from January 2022 to December 2022.

1.6 Significance of the Study

1.6.1 To students
Results of this study may serve to enlighten Mbarara University of Science and Technology
library users on importance of finding aids in the library.

4
1.6.2 To Researcher
As it is a requirement of Computing, Library and Information Science to be awarded the
qualification, the researcher may be awarded a Bachelor's degree in library and information
science from Kabale University.
1.6.3 Policy Makers
The study may also make it possible for decision-makers and university administration in general
to enhance the current library finding aids to facilitate information access in academic libraries.
The findings of this study may help the Ugandan government build effective ways to guarantee
that libraries are well-developed and furnished with information items based on finding aid tools.
This could enhance the effectiveness of locating aids like databases, card catalogs, and
documentary packages in university libraries. As a result, the study could be useful since its
conclusions could provide answers to problems with the finding aids used at the library at
Mbarara University of Science and Technology.

1.6.4 The library management

The findings of this study may be useful to MUST library management in understanding how to
access information, the finding aids that are used to access information resources, the
significance of finding aids in accessing information resources, and the difficulties that users
encounter when using finding aids in MUST library so that solutions can be developed. The
students' ability to access information effectively may be improved by this.

1.7 Definition of Operational Terms

Finding Aids
Finding aids are tools that help a user find information in a specific collection, or series of
archival materials.

Information access
This is the ability to identify, obtain and make use of the information effectively in teaching and
learning.

University Library

5
This is a resource center for learning, teaching and research and activities related to the operation
and management of the University as a whole.

6
 CHAPTER TWO
LITERATURE REVIEW
2.0 Introduction

This chapter summarizes and relates the research that other academics have done on the subject.
According to the intended study objectives, this chapter was divided into four sections, namely:
The first section reviews relevant literature on finding aids used for accessing information
resources; the second section reviews relevant literature on the significance of finding aids in
accessing information resources; the third section reviews relevant literature on the difficulties
users encounter when using finding aids; and the fourth section reviews relevant literature on
solutions to the difficulties users encounter when using finding aids in the MUST library.

2.1 The finding aids used for accessing information resources in University libraries
2.1.1 Subject Directories
Topic directories are searchable and browse able hierarchical indexes or directories of internet
resources. Subject matter is the primary topic of the material provided and is also the most
popular access point for consumers (Zhu, 2021).
2.1.2 Databases
A database is an organized collection of structured information, or data, typically stored
electronically in a computer system (Radianti et al., 2020). It is usually controlled by a database
management system (DBMS) (Hussein, 2021). Therefore, the data and the DBMS, along with
the applications that are associated with them, are referred to as a database system, often
shortened to just database used by most Universities.

According to Mazumdar et al. (2019), data within the most common types of databases in
operation today is typically modeled in rows and columns in a series of tables to make
processing and data querying efficient.

The data can then be easily accessed, managed, modified, updated, controlled, and organized.
Most databases use structured query language for writing and querying data hence, academic
performance among students in academic libraries (Bello & Bakrin, 2020).

7
2.1.3 Card catalogue
These are sets of cards in alphabetical order, each one giving information about an item in
collection like the author and the title of the book with the information on where to find it
(Eserada & Okolo, 2019).

A catalog helps to serve as an inventory of the library’s contents and this helps in finding aids in
academic Institutions of higher learning. If an item is not found in the catalog, the user may
continue their search at another library thus, information seeking (Hanchinal, 2019).

2.1.4 Document Package

A compilation of materials that enables the user to understand the structure and/or content of the
electronic records being described. A documentation package may include materials produced by
the creator, such as a listing of the contents, data layouts, manuals, user notes, and publications
(Fayziev et al., 2021).

2.1.5 Indexes
An index can be defined to as a systematic arranged list providing access to the contents of a file,
document, or groups of documents, consisting of entries giving enough information to trace or
locate each entry by means of a page number or other symbol (Al-Mamun et al., 2020).

2.1.6 Abstracts
Abstracts as documentary products always take the form of short texts either accompanying the
original document or included in its surrogate (Atanda & Sheriffider, 2018). With the rapid
increase in the availability of full text and multimedia information in digital form, the need for
automatic abstracts or summaries as filtering tool is becoming extremely important. Dowling
(2021) noted that abstracting system is performed by human abstractors and others by an
abstractors assistance software because they help in finding information in academic libraries.

2.1.7 Websites
Students access information through websites, concerning basic word processing skills. In
contrast, according to, the students were weak at finding aids. Their source choice and evaluation
skills-browsing, searching, filtering and evaluating data were tested in this category and
according to the test results, although they are comfortable with basic search operations, they
8
would struggle with advanced search operations when performing searches using Google Scholar
or Library online databases.

2.2 The Importance of finding aids by patrons in University libraries

Wang and Zhang (2021) noted that the increasing importance of online information resources
and data management, and the necessity of choosing the correct schemes to meet the needs of the
collections and users (Chiware & Becker, 2018). Subject directories allow the web searcher to
browse through lists of web sites by subject in search of relevant information and many include a
search engine for searching their own database

A database is an organized collection of structured information, or data, typically stored

electronically in a computer system and is usually controlled by a database management system
(DBMS). Therefore, the database and the DBMS, along with the applications that are associated
with them are referred to as a database system, often shortened to just database used by most
Universities. Data bases provide powerful search tools for narrowing results since they contain
scholarly and peer-reviewed articles written by credible authors, such as journalists, researchers
and experts in their field, users quickly find relevant scholarly information they need
(Taherdoost, 2022).

When using database, the data can then be easily accessed, managed, modified, updated,
controlled, and organized. Most databases use structured query language for writing and
querying data hence, academic performance among students in academic libraries (Bello &
Bakrin, 2020).

According to Prideaux, (2021) card catalogue are sets of cards in alphabetical order, each one
giving information about an item in collection like the author, the title of the book and even the
subject covered with the information on where to find it. So, they provide the many access points
needed by the patron looking for information in the library. A catalog helps to serve as an
inventory of the library’s contents and this helps in finding aids in academic Institutions of
higher learning. If an item is not found in the catalog, the user may continue their search at
another library thus, information seeking (Hanchinal, 2019).

9
A documentation package is a compilation of materials that enables the user to understand the
structure and/or content of the electronic records being described. A documentation package may
include materials produced by the creator, such as a listing of the contents, data layouts, manuals,
user notes, and publications and these serve as a living memory for the project that records every
change made (Tierney and Ram, 2020).

An index can be defined to as a systematic arranged list providing access to the contents of a file,
document, or groups of documents, consisting of entries giving enough information to trace or
locate each entry by means of a page number or other symbol. Indexes analyses the content of
documents and provides a guide to the information contained in them to the reader or researcher
(Ferguson, Moore and Hull 2020). This reduces on time that would be spent while looking for
the same information because an indexed document enables users to locate the original.

Abstracts prepare a summary of the core content of documents to enable users to determine

whether or not they need to read the entire text. So, an abstract is a shortened version of the
original piece. They are often accessible via a subscription and were on a particular subject, or
selection of subjects. With the rapid increase in the availability of full text and multimedia
information in digital form, the need for automatic abstracts or summaries as filtering tool is
becoming extremely important since it allow readers who may be interested in a longer work to
quickly decide whether it is worth their time to read it (Verdoliva, 2020).

Hackl and Ermolina (2019) students access information through Microsoft word basics and
websites, concerning basic word processing skills and these are used for creating documents such
as brochures, letters, learning activities and students’ academic assignments and others that help
students. In contrast, the students were weak at these finding aids use. Their source choice and
evaluation skills-browsing, searching, filtering and evaluating data were tested in this category
and according to the test results, although they are comfortable with basic search operations, they
would struggle with advanced search operations when performing searches using Google Scholar
or Library online databases.

10
2.3 The challenges associated with finding aids in University libraries
2.3.1 Lack of awareness among users
Lack of awareness of users on how to use the library finding aids in search for information and
choosing the right technological solution (Yevelson-Shorsher & Bronstein, 2018). The
information seeking of finding aids in the University library of a user depends on education,
access to library and the length of time a user wishes to devote to information seeking. Naturally,
most individuals find information from their friends, neighbors and colleagues among others but
when the information required is complex, individuals resort to the libraries finding aid tools.

2.3.2 Lack of ICT knowledge and resources

Libraries have existed for centuries without automation. However, as computers emerged in the
world, librarians embraced them like other professions as a means of managing house-keeping
operations and services. Arising from the changing role of librarians in emerging digital libraries,
it is important for librarians to be well informed and updated regarding developments in ICT. So,
the place of technological innovations and explosion of information has been one of the major
factors that have pressurized libraries in most Universities, poor funding of ICT infrastructures;
constant change of software and hardware; erratic power supply; lack of technical IT knowledge
by library staff; copyright and intellectual property rights management thus affecting information
access in University libraries with the case study of Mbarara University of science and
technology library.

2.3.3 Inadequate information search and retrieval skills

Alawiye, (2013) raised a vital point in their study that universities provided several information
resources in their libraries but the university library-based aiding tools for accessing these
resources were occasionally used. This implies that the libraries’ resources were under-utilized.
In addition, the effective use of these tools was hampered by some varying factors which
include; low level of user education and information literacy training on finding aid tools, and
students’ subject backgrounds. Supporting this, (Adedibu, 2008) in his study on catalogue use
found out that the card catalogues and the OPAC, the most essential library finding aid tools in

11
accessing the library collection, are not always consulted because of inadequate knowledge of
how to use them.

2.3.4 Environmental Conditions

Universities are confronted with outside problems coming from their environment, as well as
with inside problems coming from their own structure and culture (Loing, 2005). This leads to
situation where each university has to do what it knows best to do without a central coordinating
document.

2.3.5 Inadequate budgetary allocation

The budgetary allocations to some University libraries are very minimal and not enough to fund
libraries to install all finding aid tools to ease on information access in University libraries like at
Mbarara University of science and technology library. The financial constraints facing the
University libraries lead to poor access to vital resources among students in Uganda. As a result,
there cannot be effective services without adequate funding to purchase library materials with
informative and educative programs (Rajendran & Ladan, 2020).

2.3.6 Electricity Power problem

Stable electricity system is an indispensable infrastructure in the proper functioning of University
libraries for proper access to finding aid tools (Neffati et al., 2021). In spite of this awareness,
Universities in Uganda have been characterized by poor provision of electricity which affects the
retrieval of information materials (Agyekum, 2022). Successful automation and the use of ICT
depend on reliable power supply. The absence of these infrastructures has left many Universities
like MUST underutilized the online information materials.

2.4 The strategies to overcome the challenges associated with finding aids in University
libraries

2.4.1 Training sessions to library users

According to Pilat et al. (2022), offering training sessions to library users, students library staff
must be professionally trained and even in the use of software application on the use of library
data base to ease proper application of finding aids hence, facilitating proper finding aids for

12
information access in University libraries with the case study of Mbarara University of science
and technology library.

2.4.2 Provision of different Information materials to library users

Provision of information materials enhance proper use of finding aids line websites to get
information resources and this improves on the acquisition of ICT knowledge by both library
staff and users. Okuonghae and Obadare (2021) assert that traditional libraries stored different
types of information resources in different formats in their buildings to get used to ICT. Various
tools and guides to locate these resources were available only when a patron physically visited
the library. Gill (2022) noted that the advent of computers and telecommunications technologies,
libraries and information services can now provide access to these resources through
workstations such as personal computers and terminals that are in patrons' offices, as well as in
the library building through online public access catalogue hence, proper use of finding aid tools
in Universities.

2.4.3 Mass education on Information Technology to the library users and staff
According to Olaniyan (2022) libraries are computerizing their services all over the world and, to
take advantage of the immense benefits in information management offered by Information
Technology (IT), a library must first computerize its services thus, University workers need to
have detailed knowledge through ICT education and handling to ease finding aids for
information access (Haworth, 2022). The use of ICTs should be encouraged and incorporated
into the library environment as part of the technological tools for service delivery. If this is done,
library personnel render effective services.

2.4.4 Proper developed data base systems to ease finding aids for information access
Burtsev et al. (2018) states that access and utilization of academic libraries have lagged behind
competition and information age. Morey, Good, and Hopwood (2022), did research in most
Asian universities and noted that most universities have not yet developed library data base on
computer and this has made information change quiet and rather difficult in finding aids for
information access. He noted that most library users find it difficult to get recent information
about current issues due to lack of developed data base lack of skilled man power that is
computer literate and this affects access to information materials.
13
2.4.5 Provision of information search and retrieval skills to the library users
Thanuskodi (2018) raised a vital point in their study that universities provided several
information resources in their libraries but the university library-based retrieval tools for
accessing these resources were occasionally used. This implies that the libraries’ resources were
under-utilized. Supporting this, Ebiefung et al. (2020) in his study on catalogue use found out
that the card catalogues and the OPAC, the most essential library tools in finding aids for
information access were always consulted because of inadequate knowledge of how to use them.
This inadequate use of the OPAC affects their benefit of accessing online materials which has
adverse effect on their academic performance.

2.4.6 Proper Planning and plan implementation

Planning provides the platform for the selection and training of the required manpower for the
selection of finding aids for information access and hardware, installation, maintenance,
integration and management of various ICT tools in University libraries (Ritah et al., 2022). The
innovation in technologies has scaled up a lot of opportunities for the deployments ICTs in
academic libraries which has speed up operations and services (Deepthi et al., 2022). However,
there is the need to put in place strategies, and plans that ensure the sustainability of these ICT
facilities. Policies and strategic plans are geared towards providing long-term access to
resources; maintenance of library visibility and community awareness, and providing ongoing
access to content and services that are valuable to the users (Fannakhosrow et al., 2022).

2.5 Research Gap

It is evident from the assessment of the literature that several aspects of the two variables still
have very little written about them. There are other studies that were done in the past and need
fresh data to support their validity. Reviewing the literature reveals that instrumentation is a
contentious topic as well. It is wise to use tools that are appropriate for a given circumstance at
all times. Finally, no study has been done on the function of finding aids for information access
in university libraries using the case study of the library at Mbarara University of Science and
Technology. So, it is essential that this study be started in order to examine the context of
Mbarara University.

14
 CHAPTER THREE
RESEARCH METHODOLOGY
3.0 Introduction
This research methodology contains: research design, research approaches, study population,
sample size, data collection method, data collection instruments, research procedure, data quality
control, ethical considerations, data analysis, and limitations of the study.

3.1 Research Design

Descriptive research was utilized in the study because it will give readers a framework for
understanding its findings. The current status of the phenomenon and what existing in relation to
variables or conditions in a setting were both learned through descriptive inquiry. The researcher
employed a qualitative technique, collecting data from the field using questionnaires and
presenting it in tables. The method was appropriate because it entailed a thorough examination
and analysis of the issue.
3.2 Research Approaches
3.2.1 Mixed Research Designs
Both Quantitative and Qualitative research was relied on for better research data collection,
analysis, and presentation. Mixed methods research resides in the middle of this continuum
because it incorporates elements of both qualitative and quantitative approaches. Mixed methods
research being an approach to inquiry involving collecting both quantitative and Quantitative
research is an approach for testing objective theories among variables. These variables, in turn,
can be measured, typically on instruments, so that numbered data can be analyzed using
statistical procedures. However, on the other hand, Qualitative research relies on data obtained
by the researcher from first-hand observation, interviews, questionnaires, participant-
observation, recordings made in natural settings, documents, and artifacts. The data are generally
non numerical (Creswell & Creswell, 2017).

15
3.3 Study Population
Hedayatnia et al. (2020), defines population as a group of potential participants, objects or events
to whom or which researchers want to generalize the results of the study derived from the sample
drawn from the population. The study targeted teaching staff, library staff, undergraduate and
postgraduate students of Mbarara University of science and technology as library users. A
population of 3,000 undergraduates, postgraduate students (Student records, 2022), library staff
and teaching staff of Mbarara University of science and technology was considered for this
study.

3.4 Sample Size

The researcher considered a sample size of 109 respondents and this was determined using
Krenie and Morgan table.

Table: 3.1: Sample Size Determination and Selection

Category of Respondents Population Sample Sampling Method

MUST library users 3,000 352 Simple Random Sampling
Key informants Purposive Sampling
a) Library staff (s) 7 7
b) Teaching staff (s) 5 5
Total 364 Respondents

3.5 Sampling Techniques

The study used both simple random sampling and purposive sampling techniques to avoid bias
about the study the role of finding aids for information access in academic library at Mbarara
University of science and technology library.

3.5.1 Simple Random Sampling

Simple random sampling required that all elements to have an equal chance of being selected in
the study area. This method was used to select students at MUST. The method was beneficial as
it was used to select random samples from respondents thus minimizing bias.

3.5.2 Purposive Sampling

16
The researcher also used purposive sampling method to select some participants based on their
knowledge and expertise in the field of the study. This method of sampling was used because it
gives detailed information about the study. The researcher selected librarians and teaching staff.
This method is important for the study because specific data and information was got from
respondents believed to be more knowledgeable and skilled with the content of the study.

3.6 Data Sources

This study used both primary and secondary data sources as described below:

3.6.1 Primary data Sources

Due to normal shortcomings of secondary sources such as out datedness and inadequacy in terms
of coverage, the study went beyond secondary sources and contacted respondents for reliable
data using self-administered questionnaires.

3.6.2 Secondary data Sources

The study obtained data from different secondary sources such as textbooks, magazines,
journals, internet, and dissertations on the issue at hand at affordable cost.

3.7 Data collection methods

The data was gathered in relation to the study; the researcher used questionnaires, and interview
guides (Shola & Olabode, 2018).

3.7.1 Questionnaire
The study used a questionnaire method. A questionnaire is a research method consisting of a
series of questions and other prompts for the purpose of gathering information from respondents.
Questionnaires has advantages over some other types of surveys in that they are cheap, do not
require as much effort from the questioner as verbal or telephone surveys, and often have
standardized answers that make it simple to compile data (Ikart, 2019). This method helped the
researcher to collect large amount of data (quantitative) which enabled the researcher to arrive at
conclusions and better recommendation basing on respondents’ views on the area of study. For
this study, the questionnaire was applied in order to collect information from a relatively sizable
sample in short time.

17
3.7.2 Interviewing Method
The study used the interviewing method. Interviewing is the process of asking respondent’s
questions face to face in research in order to achieve the objectives of the research. The purpose
of interviewing is to explore the views, experiences, beliefs and/or motivations of individuals on
specific matters (Amin 2005). This method collected qualitative data from librarians and
teaching staff because they are the ones with broad knowledge about the study.

3.8. Data collection instruments

These are tool used to collect data from the scope of the study, this research adapted
questionnaire and interview guide to aid in collecting data from research for both quantitative
and qualitative approaches.

3.8.1 Questionnaire
This is an Instrument considered to be a made-up set of questions that enables respondents
provide answers often in closely distinct alternatives (Kothari, 2004). A self-administered
questionnaire shall be key instrument in gathering data relating to this study. The tool is selected
by the researcher because of the quantitative nature of the study and so the tool was fit for the
study in terms of data collection. This tool consisted of purely closed ended questions set on
using a 5-point Likert scale with 1=strongly agree, 2= agree, 3= not sure, 4= disagree and 5=
strongly disagree. The questionnaire was self-administered to the respondents.

3.8.2 Interview
According to Roberts (2020), interview guide has items that are used to guide the interviewing
process and this has the benefit of making sure there is probing for further information getting
clarifications and getting the facial expressions of the interviewees. It is a document containing a
set of items that the researcher follows while carrying out an interview (Hammer & Wildavsky,
2018). Therefore, the researcher developed interview guide in reference to objective of study and
then have face to face interaction with respondent on study to collect qualitative data from
library staffs and teaching staffs only.

3.9 Validity and Reliability of research instruments

The research instruments were pre-tested and standardized before they are employed. Use of
mixed methods of data collection instruments were employed to complement each other in
18
providing explanations for the identified characteristics. Some questions appearing in the
questionnaire were asked during interview sessions wherever further clarification was required.
Validity was assured by the researcher’s personal concern about the problem. However, the
exclusion of the large number of non-users and potential users is likely to affect validity and
would nonetheless impact on the generalization of the study.

The researcher pre-tested the research instruments particularly the questionnaire which was the
most used instrument to a group of respondents from Bishop Stuarts University who did not
participate in this study.

3.10 Ethical Consideration

The study was carried out according to the following norms and regulations.
Confidentiality
By excluding the respondents' names from the questionnaires distributed and from any notes
made during interviews, the researcher made sure that the information provided to her by the
respondents was treated as confidential.
Informed consent
The researcher made sure that every participant was completely aware of the scope and goal of
the investigation. All participants were of legal age (18 years) to consent voluntarily.
Privacy
The researcher made sure that all participants' privacy was protected in accordance with research
ethics. Participants' right to privacy gave them control over whether their actions, opinions, and
values were shared. The researcher made sure that there was a control over when and how other
people could access the participants' informed consent.
3.11 Data analysis
The researcher organized data in relation to the study objectives in order to produce coherent
meaning. After thorough sorting, the data was entered into the computer for analyzed using
Microsoft Excel, a computer-based statistical application program following step of recording,
coding, analyzing, tallying and others where both inferential and descriptive analysis was carried
out. After data analysis, results were presented in form of tables, pie charts, and graphs for easy
interpretation and discussion. All this was presented in chapter four of the research report.

19
3.12 Limitations of the study

The validity of the study was likely to face some threats borne out by the following situations;

Intervening or confounding variables such as the honesty of the respondents and personal bias
was beyond the researcher’s control. To minimize such conditions, the researcher requested the
respondents to be as honest as possible and impartial, and unbiased in answering the
questionnaires.

Uncooperative behavior of some respondents who were reluctant to give information limited the
researcher in this study. However, the researcher mitigated this by assuring the respondents that
the study was intended for academic intentions only and the researcher showed them her
university identity card and university letter permitting her to carry out the research.

20
 CHAPTER FOUR:

RESEARCH FINDINGS, ANALYSIS AND INTERPRETATION

4.0 Introduction

The results of the field survey conducted at the library of the Mbarara University of Science and
Technology in Mbarara City are presented in this chapter, along with a discussion of the
findings. Also covered are the finding aids used to access information resources, their
significance in doing so, the difficulties users encounter when using finding aids, and solutions to
these difficulties.

4.1. Response Rate

Out of a total of 364 questionnaires that were administered to the respondents, all of them were
returned for analysis. This translates to 100% return rate of the questionnaires.

Table 4.1: Distribution of the Response Rate

Instrument Target Responses Actual Responses Response Rate (%)

Questionnaire 364 360 100%

Non-returned 364 364 100%

questionnaires

Total 364 364 100%

Source: Primary Data (2023)

4.1 Demographic Characteristics of Respondents

21
The demographic characteristics evaluated in this study were age of respondents, sex, marital
status, and educational level. These characteristics were selected because they are directly and
indirectly involved in library use at MUST library. The findings are presented and discussed in
the (Table 4.2) below.

4.1.1 Sex of the Respondents

Table 4.2: Showing the Sex of the Respondents
Sex Frequency Percentage (%)
Male 218 60
Female 146 40
Total 364 100
Source: Primary Data (2023)
From the field survey conducted in Mbarara University Library, out of 364 respondents that were
selected to participate in the study, 60% were male respondents and 40% were female
respondents (Table 4.2). The study findings indicated that the number of males was bigger than
that of their female counterparts because male in Mbarara University of Science and Technology
are more involved in using finding aids while using the University Library than their female
counterparts.

4.1.2 Age of the Respondents

From the field survey conducted in Mbarara University of Science and Technology Library,
majority (41%) of respondents were in the age bracket of 21-30 and 27% were aged 31-40, 22%
were aged 41-50 years and 10% were 51 years and above. The researcher considered the age of
respondents in order to acquire their knowledge based on their life time experience with the
Library use at Mbarara University of Science and Technology Library. Hence age of respondents
was justifiable for this study because old people above twenty years helped in were always using
the library facility at the university.

Table 4.3: Showing the age of the Respondents

Age Frequency Percentage (%)

21-30 150 41
22
 31-40 100 27
41-50 80 22
51> 34 10
Total 364 100

Source: Primary Data (2023)

4.1.3 Educational Levels of Respondents

As shown in Table 4.5, 42% of the respondents had completed their Diploma, followed by 40%
who were on their degree. Only 11% of the respondents had attained Master’s degree with 7%
who had attained PhD. The researcher’s main reason for considering the highest levels of
education attained by respondents was to ensure that data collection tools were planned and used
appropriately in reference to respondents’ literacy levels. The majority of the respondents had
diploma and others were on completion. Due to this, they could give right information on finding
aids at Mbarara University of Science and Technology Library.

Table 4.4: Showing Education Level of the Respondents

Education Level Frequency Percentage (%)

Diploma 154 42

Degree 146 40

Masters 40 11

Others 24 07

Total 364 100

Source: Primary Data (2023)

23
4.2. Finding aids applied at Mbarara University Library

Table 4.5: Finding aids applied at Mbarara University Library

Strongly Agree Not sure Disagree Strongly

Finding aids applied
agree disagree
at Mbarara
University Library Freque % Freq % Freq % Freq % Fre %
ncy uenc uenc uenc que
y y y ncy

Websites 100 27 90 25 80 22 70 19 24 7

Card catalogue 29 8 70 19 75 21 85 23 105 29

Document Package 160 44 150 41 54 15 - - - -

Indexes 140 39 100 27 - - 50 14 74 20

Abstract 95 26 85 23 80 22 75 21 29 8

Subject Directories 145 40 100 27 69 19 50 14 - -

Source: Primary Data (2023)

The study findings indicated that the majority of participants 44%, on the finding aids applied at
Mbarara University Library, strongly agreed that they use document package, 41% agreed, while
15% of the respondents were not sure of the statement. This implies that the majority of the

24
respondents agreed with the statement that document package enabled them to do their personal
assignments in the library.

From the study, it was found that 27% of the respondents strongly agreed that the websites were
one of the finding aids applied at Mbarara University library, 25% agreed, and 22% were not
sure where as 19% disagreed and 7% disagreed strongly of websites being one of the finding
aids. Findings revealed that students accessed information through websites, concerning basic
word processing skills and other channels like Google scholar and others.

The study findings also revealed that 29% of the respondents strongly disagreed that card
catalogue was applied at Mbarara University Library, 23% disagreed, 21% were not sure in
addition to 19% who agreed and 8% who strongly agreed that card catalogue was among finding
aids used in Mbarara University Library. The key findings of the study showed that the majority
of users never used card catalogue. It was found that 39% of the respondents strongly agreed
with indexes utilization at Mbarara University library, 27% agreed, 14% disagreed, and 20%
strongly disagreed with the statement. In addition, 26% of the total respondents strongly agreed,
23% agreed, 22% were not sure, 21% disagreed, and 8% strongly disagreed with the application
of abstracts as finding aids in Mbarara University Library.

4.3. Importance of finding aids by patrons at Mbarara University Library

Table 4.6: Importance of finding aids by patrons at Mbarara University Library
Importance of Strongly Agree Not sure Disagree Strongly
finding aids by agree disagree
patrons at Mbarara
Freque % Freq % Freq % Freq % Fre %
University Library
ncy uenc uenc uenc que
y y y ncy

It helps in online 160 27 90 25 80 22 70 19 24 7

information resources
and data
management.
It helps in choosing 155 43 150 41 32 9 27 7 - -
the correct schemas
25
 to meet the needs of
the collections and
users.
It enhances the access 105 29 70 19 75 21 85 23 29 8
to information objects
and the physical
collections.
The collection of 160 44 150 41 54 15 - - - -
finding aids as tools
to assist users to get
information.
Finding aids promote 140 39 100 27 - - 74 20 50 14
better discovery and
delivery to the users.
It helps in online 145 40 100 27 69 19 50 14 - -
information resources
and data
management.
Source: Field data (2022)

On the importance of finding aids by patrons at Mbarara University library, the study findings
indicated that majority 27% of the participants strongly agreed, 25% agreed that they help in
online information resources and data management, 22% were not aware, 19% disagreed where
as 7% strongly disagreed. This implies that majority of the respondents agreed with the statement
that finding aids help in online information resources and data management.

The study results revealed that 43% of the respondents strongly agreed and 41% agreed that
finding aids by patrons at Mbarara University library help in choosing the correct schemas to
meet the needs of the collections and users. In line with the above 9% were not aware and 7%
disagreed with the above.

It was also found that 29% of the respondents strongly agreed and 19% agreed that finding aids
enhances the access to information objects and the physical collections. In addition, 21% of the
respondents were not sure, and 23% disagreed and 8% strongly disagreed.

26
From study findings, 44% of the respondents strongly agreed and 41% agreed that finding aids
help as tools to assist users to get information, and 15% were not sure. This is because finding
aids help as collection tools to assist users get information.

The study findings also revealed that 39% of the respondents strongly agreed and 27% agreed
that finding aids promote better discovery and delivery to the users of the resources in the
library. However, 20% of the respondents disagreed, and only 14% strongly disagreed. Lastly,
40% of the respondents strongly agreed and 27% agreed that findings aids help in online
information resources and data management of Mbarara University, 19% of the participants were
not sure and 14% disagreed.

4.4 The challenges associated with finding aids in University libraries

Table 4.7: The challenges associated with finding aids in University libraries
The challenges Strongly Agree Not sure Disagree Strongly
associated with agree disagree
finding aids in
Freque % Freq % Freq % Freq % Fre %
University libraries
ncy uenc uenc uenc que
y y y ncy

Inadequate ICT 170 47 140 38 54 15 - - - -

knowledge among
library users.

Inadequate 140 39 100 27 50 14 74 20 - -

information on search
engines

Environmental 150 41 140 39 74 20 - - - -

Conditions.

Inadequate budgetary 145 40 110 30 - - 59 16 50 14

allocation.

27
 Electricity Power 95 26 85 23 80 22 75 21 29 8
problem.

Lack of awareness 145 40 100 27 69 19 50 14 - -

among library users.

Source: Field data (2023)

The study findings indicated that the majority of participants 47%, on the challenges associated
with finding aids at University Libraries, strongly agreed that there is inadequate ICT knowledge
among library users, 38% agreed, while 15% of the respondents were not sure of the statement.
This implies that the majority of the respondents agreed with the statement that there is
inadequate ICT knowledge among library users.

According to the study carried out 39% of the majority respondents agreed strongly that finding
aids face a challenge of inadequate information on search engines with 27% agreeing though
20% disagreed whereas 14% were not sure of the challenges. In addition, 41% strongly agreeing
that finding aids in university libraries face the challenge of environmental conditions and 39%
agreed, whereas 20% were not aware.

From the study findings 40% of the participants strongly agreed that finding aids are challenged
by inadequate budgetary allocation in university libraries, it was agreed by 30% of the
participants. However, 16% of the participants disagreed and 14% strongly disagreed. It was
found out that electricity power problem is a challenge facing finding aids in university libraries
as indicated by 26% participants who strongly agreed and 23% who agreed. 22% of the
respondents were not aware and 21% disagreed while 8% strongly disagreed.

28
4.5 Strategies to overcome the challenges associated with finding aids in University
libraries
Table 4.8: Strategies to overcome the challenges associated with finding aids in University
libraries
Strategies to Strongly Agree Not sure Disagree Strongly
overcome the agree disagree
challenges
Freque % Freq % Freq % Freq % Fre %
associated with
ncy uenc uenc uenc que
finding aids in
y y y ncy
University libraries

Provision of different 165 45 85 23 80 22 24 7 10 3

information materials
to the library users

Mass education on 155 43 150 41 32 9 27 7 - -

Information
Technology to the
users

Developed data base 105 29 85 23 75 21 70 19 29 8

systems

Provision of 160 44 150 41 54 15 - - - -

information search
skills

Proper planning and 140 39 100 27 - - 74 20 50 14

plan implementation

Training sessions for 140 38 100 27 74 21 50 14 - -

the library users

29
Source: Field data (2023)

The study findings indicated that majority 45% strongly agreed and 23% of participants agreed
that there should be provision of different information materials to the library users at Mbarara
University Library as a strategy to curb the challenges faced by finding aids at the university
library. It was further revealed by 22% of participants, who were not aware, 7% disagreed where
as 3% of the respondents strongly disagreed.

The study results revealed that 43% of the respondents strongly agreed and 41% agreed that
mass education on Information Technology to the users at Mbarara University library as one of
the strategies to tackle challenges associated with finding aids at the university library. In line
with the above 9% were not aware and 7% disagreed with the above.

It was also found that 29% of the respondents strongly agreed and 23% agreed that there should
be developed data base systems at Mbarara University Library in order to curb the challenges
associated with finding aids at the university library. In addition, 21% of the respondents were
not sure, and 19% disagreed and 8% strongly disagreed.

From study finding 44% of the respondents strongly agreed and 41% agreed that provision of
information search skills in the university can help in facing challenges associated with finding
aids at the university library, and 15% were not sure. This is because finding aids help as
collection tools to assist users get information.

The study's findings found that adequate planning and plan implementation in the library were
unavoidable given the difficulties connected with obtaining aids, with 39% of respondents
strongly agreeing and 27% agreeing. 20% of respondents disagreed, and 14% strongly disagreed,
with this statement.

According to the study's findings, 27% of respondents agreed and 38% of the respondents
strongly agreed that training sessions for Mbarara University's library patrons might be helpful in
overcoming problems related to locating resources there. 14% of respondents disagreed, and
21% were unaware.

30
4.6 Qualitative Data

a) Library staffs
When asked about the finding aids, one of the library staffs said “…yes I have ever heard
about finding aids.”

On finding aids meaning one of the library staff said “…finding aids are tools that help a user
find information in a specific record group, collection, or series of archival materials and these
include published and unpublished inventories, container and folder lists, card catalogs,
indexes, registers, and institutional guides…”

One of the library staff said, “Yes I know finding aids and we usually use websites, card catalog,
indexes, abstracts, databases and others…”

In an interview with the some of the library staff members one of them said that, “Finding aids
are of a very great importance and they have many roles of which a few are the following; bases
provide powerful search tools for narrowing results since they contain scholarly and peer-
reviewed articles written by credible authors, such as journalists, researchers and experts in
their field, allow the web searcher to browse through lists …”
In an interview with the some of the staff members one of them said that,” …while using finding
aids we usually encounter power shortage, users who don’t have skills to use the web, limited
training among other users…”

One of the library staff members said that “…if the university can give training to both staff and
users it can be easy, connect other power sources, and given give the library a good budget to
cater for the missing items.”

b) Academic staffs

In an interview with one of the academic staffs, one of them said “Yes, I have ever heard about
the finding aids but not much. I can explain finding aids as tools that help a user find
information in a specific record group, collection, or series of archival materials…”

31
During the interview, one professor said that he knew of published and unpublished inventories,
websites, container and folder lists, card catalogs, calendars, indexes, registers, and
institutional guides.”

In an interview with the some of the academic staffs, one of them said that “Yeah, finding aids
are very important because they help the library users to get what they want in a very shortest
time possible, a lot can be got without opening everywhere.”

In an interview with the some of the academic staff, one of them said that “While using finding
aids power most of the times can be off, some have the information which is not well researched
as it can be uploaded from everywhere.”

One of the academic staffs said “Library staff and users should get training on how to acquire
the information and use the aids very well; budget should be allocated specifically to the library
to cater for power outage…”

4.7 Discussion of the study findings

The study findings were discussed in line with the study objectives and field data respectively as
shown below.
4.7.1 Finding aids used for accessing information resources at Mbarara University Library
The study findings indicated that the majority of participants strongly agreed that they use
document package, This is in line with (Fayziev et al., 2021) who found out that a
documentation package may include materials produced by the creator, such as a listing of the
contents, data layouts, manuals, user notes, and publications. It was also found that students can
use websites that provide knowledge about fundamental word processing abilities. In contrast, it
was claimed that the students struggled to locate resources. When performing searches using
Google Scholar or Library online databases, although they are confident with basic search
operations, they would struggle with more advanced search operations, according to the test
results. Their source selection and evaluation skills browsing, searching, filtering, and evaluating
data were tested in this category. The study findings also revealed majority of the respondents
strongly disagreed that a card catalog was among the finding aids used in the Mbarara University
Library. This agrees with the study conducted by Hanchinal (2019), who said if an item is not
32
found in the catalog, the user may continue their search at another library, thus seeking
information. The key findings of the study showed that the majority of users never used card
catalogs. According to Eserada and Okolo (2019), card catalogues are sets of cards in
alphabetical order, each one giving information about an item in a collection like the author and
title of the book with information on where to find it, and this serves as an inventory of the
library's contents and helps in finding aids in academic institutions of higher learning. It was
found that majority of the respondents strongly agreed with indexes utilization at Mbarara
University library. This is in line with (Atanda and Sheriffider, 2018) who found that with the
rapid increase in the availability of full text and multimedia information in digital form, the need
for automatic abstracts or summaries as filtering tool was becoming extremely important. This
study aimed to ascertain the finding aids used in Mbarara University Library.

4.7.2 Importance of finding aids by patrons at Mbarara University Library

On the importance of finding aids by patrons at Mbarara University library, the study findings
indicated that majority agreed that they help in online information resources and data
management. The current findings were in line with Wang and Zhang (2021) who noted that the
increasing importance of online information resources and data management, and the necessity
of choosing the correct schemes to meet the needs of the collections and users. Thus, subject
directories allow the web searcher to browse through lists of web sites by subject in search of
relevant information and many include a search engine for searching their own database. Data
bases provide powerful search tools for narrowing results since they contain scholarly and peer-
reviewed articles written by credible authors, such as journalists, researchers and experts in their
field, users quickly find relevant scholarly information they need.

It was found that majority of the respondents said that finding aids helps in online information
resources and data management. This is in line with Hackl and Ermolina (2019) who found that
students access information through Microsoft word basics and websites, concerning basic word
processing skills and these are used for creating documents such as brochures, letters, learning
activities and students’ academic assignments and others that help students. In contrast, the
students were weak at these finding aids use. Their source choice and evaluation skills-browsing,

33
searching, filtering and evaluating data were tested in this category and according to the test
results, although they are comfortable with basic search operations, they would struggle with
advanced search operations when performing searches using Google Scholar or library online
databases.

4.7.3 The challenges associated with finding aids at Mbarara University Library
The study findings indicated that the majority of participants on the challenges associated with
finding aids at University Libraries, strongly agreed that there is inadequate ICT knowledge
among library users. Libraries have existed for centuries without automation. However, as
computers emerged in the world, librarians embraced them like other professions as a means of
managing house-keeping operations and services. This is in line with Rajendran and Ladan
(2020) who note that arising from the changing role of librarians in emerging digital libraries, it
is important for librarians to be well informed and updated regarding developments in ICT. So,
the place of technological innovations and explosion of information has been one of the major
factors that have pressurized libraries in most Universities, poor funding of ICT infrastructures;
constant change of software and hardware; erratic power supply; lack of technical IT knowledge
by library staff; copyright and intellectual property rights management thus affecting information
access in University libraries with the case study of Mbarara University of science and
technology library.

According to the study carried out the majority respondents agreed strongly that finding aids face
a challenge of inadequate information on search engines. The current study findings are in line
with the study conducted by Alawiye, (2013) who raised a vital point in their study that
universities provided several information resources in their libraries but the university library-
based aiding tools for accessing these resources were occasionally used. This implies that the
libraries’ resources were under-utilized. In addition, the effective use of these tools was
hampered by some varying factors which include; low level of user education and information
literacy training on finding aid tools, and students’ subject backgrounds. Supporting this,
(Adedibu, 2008) in his study on catalogue use found out that the card catalogues and the OPAC,
the most essential library finding aid tools in accessing the library collection, are not always
consulted because of inadequate knowledge of how to use them.

34
From the study findings participants strongly agreed that finding aids are challenged by
inadequate budgetary allocation in university libraries as in line with (Rajendran and Ladan,
2020) who said that the budgetary allocations to some University libraries are very minimal and
not enough to fund libraries to install all finding aid tools to ease on information access in
University libraries like at Mbarara University of science and technology library. The financial
constraints facing the University libraries lead to poor access to vital resources among students in
Uganda. As a result, there cannot be effective services without adequate funding to purchase
library materials with informative and educative programs.

4.7.4 Strategies to overcome the challenges associated with finding aids at Mbarara
University Library
The study findings indicated that majority strongly agreed that there should be provision of
different information materials to the library users at Mbarara University Library as a strategy to
curb the challenges faced by finding aids at the university library. This is in line with Okuonghae
and Obadare (2021) who assert that traditional libraries stored different types of information
resources in different formats in their buildings to get used to ICT. Various tools and guides to
locate these resources were available only when a patron physically visited the library. In
addition, Gill (2022) noted that the advent of computers and telecommunications technologies,
libraries and information services can now provide access to these resources through
workstations such as personal computers and terminals that are in patrons' offices, as well as in
the library building through online public access catalogue hence, proper use of finding aid tools
in Universities.

The study results revealed most of the respondents strongly agreed that mass education on
Information Technology to the users at Mbarara University library as one of the strategies to
tackle challenges associated with finding aids at the university library. According to Olaniyan
(2022) libraries are computerizing their services all over the world and, to take advantage of the
immense benefits in information management offered by Information Technology (IT), a library
must first computerize its services thus, University workers need to have detailed knowledge
through ICT education and handling to ease finding aids for information access (Haworth, 2022).
The use of ICTs should be encouraged and incorporated into the library environment as part of

35
the technological tools for service delivery. If this is done, library personnel render effective
services.

From study finding respondents strongly agreed that provision of information search skills in the
university can help in facing challenges associated with finding aids at the university library.
Thanuskodi (2018) raised a vital point in their study that universities provided several
information resources in their libraries but the university library-based retrieval tools for
accessing these resources were occasionally used. This implies that the libraries’ resources were
under-utilized. Supporting this, Ebiefung et al. (2020) in his study on catalogue use found out
that the card catalogues and the OPAC, the most essential library tools in finding aids for
information access were always consulted because of inadequate knowledge of how to use them.
This inadequate use of the OPAC affects their benefit of accessing online materials which has
adverse effect on their academic performance. According to the study's findings, respondents
strongly agreed that training sessions for Mbarara University's library patrons might be helpful in
overcoming problems related to locating resources. According to Pilat et al. (2022), offering
training sessions to library users, students library staff must be professionally trained and even in
the use of software application on the use of library data base to ease proper application of
finding aids hence, facilitating proper finding aids for information access in University libraries
with the case study of Mbarara University of science and technology library.

36
 CHAPTER FIVE

CONCLUSION AND RECOMMENDATIONS

5.0 Introduction

This chapter covers conclusions and recommendations based on analysis of the results and on the
same order according to the study objectives namely: to find the finding aids used for accessing
information resources, the importance of finding aids in accessing information resources, the
challenges users face in using finding aids, and the strategies for overcoming the challenges
users face in using finding aids in MUST library.

5.1 Conclusion
From the study findings in line with the study objectives, it was concluded that;

5.1.1 Finding aids used for accessing information resources in University libraries
Majority of the participants on the finding aid used for accessing information resources by the
library at Mbarara University strongly agreed that they use document package to get information
resources. This implies that the majority of the respondents agreed with the statement that
document package is used as finding aids to access information resources at Mbarara university
library.

5.1.2 Importance of finding aids by patrons in University libraries

It was concluded that majority of the participants on the importance of finding aids used by
patrons in library at Mbarara University strongly agreed that the collection of finding aids as
tools assist users to get information. This implies that the majority of the respondents agreed with
the statement that finding aids help access information resources at Mbarara university library.

5.1.3 Challenges associated with finding aids in University libraries

It was concluded that the majority of the participants on the challenges associated with finding
aids in university libraries especially at Mbarara University strongly agreed that inadequate ICT
knowledge among library users was a challenge. This implies that the majority of the
respondents agreed with the statement that inadequate ICT knowledge among library users
proved a challenge at Mbarara university library.
37
5.1.4 Strategies to overcome the challenges associated with finding aids in University
libraries
It was concluded that majority of the participants in the study on strategies to overcome the
challenges of locating resources in libraries at Mbarara University concluded that giving library
users access to a variety of informational resources might be beneficial to them. This indicates
that the majority of respondents agreed with the statement that giving library customers a variety
of informational resources can facilitate their access to informational resources at the Mbarara
University Library.

5.2 Recommendations
The fact that participatory finding aids are underutilized is not demoralizing; rather, it presents
archivists with a professional challenge to use technology. Hence, the study advises that
archivists not passively wait for users to discover the participatory elements of finding aids.
Instead, archives must promote participatory discovery tools through easily available channels
like their websites and social media. Repositories could follow the model of popular campaigns
such as "I Found It in the Archives!" to encourage users to always be excited and outspoken
about record discovery within their local repository.

The study also suggests employing web analytics to track visitor data and site interactions to
conduct periodical evaluations of the annotating process. The results of the data analysis should
guide changes in personnel and funding for finding aid annotation monitoring. Instead than
dwelling on their loss of control over finding aids, archivists can adopt a postmodern perspective
that encourages transparency and accountability.

5.3 Areas for further study

 The effect of finding aids on the performance of libraries at Mbarara University.

 Guidelines for finding aids utilization among lecturers and librarians at Mbarara
University.

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 Appendices
Appendix I: General Survey Questionnaire
Dear, Respondents
I am Slyvia Keitesi, an Under-Graduate student of Kabale University. I am undertaking
Research as part of the requirements for the Award of a Bachelor’s Degree of Library and
Information Science of Kabale University. The questions presented to you in this questionnaire

44
were only intended to help me undertake my research and were not used for any other purpose.
Your answers given were treated with utmost confidentiality.

Yours sincerely,

……………………………...

SECTION A: BIO-DATA. (Tick the right option or fill the right answer in the spaces
provided).

1. Age of Respondents
Sex 1=Male 2=Female
Age (years) 1. 21-30 2. 31-40 3. 41-50 4. Above 50
2. Level of Education
1= Diploma
2= Degree
3= Masters
4= Others

SECTION B: THE ROLE OF FINDING AIDS FOR INFORMATION ACCESS

MBARARA UNIVERSITY OF SCIENCE AND TECHNOLOGY LIBRARY

Please rank the following statement on Likert scale as shown in the table below

1 2 3 4 5

Strongly Agree Agree Not sure Disagree Strongly Disagree

45
N STATEMENTS 1 2 3 4 5
O

1 2 3 4 5

Finding aids applied at Mbarara University Library

1. Websites

2. Card catalogue.

3. Document Package.

4. Indexes.

5 Abstract.

6 Subject Directories

Importance of finding aids by patrons at Mbarara University

Library

1. It helps in online information resources and data management.

2. It helps in choosing the correct schemas to meet the needs of the

collections and users.

3. It enhances the access to information objects and the physical

collections.

4. The collection of finding aids as tools to assist users to get

information.

5. Finding aids promote better discovery and delivery to the users.

The challenges associated with finding aids in University

libraries

46
N STATEMENTS 1 2 3 4 5
O

1. Lack of awareness among library users.

2. Inadequate ICT knowledge among library users.

3. Inadequate information on search engines

4. Environmental Conditions.

5 Inadequate budgetary allocation.

6 Electricity Power problem.

Strategies to overcome the challenges associated with finding

aids in University libraries

1 Training sessions for the library users

2 Provision of different Information materials to the library users

3 Mass education on Information Technology to the users

4 Developed data base systems

5 Provision of information search skills

6 Proper Planning and plan implementation

47
Appendix II Interview Guide for librarians and academic staffs

a. Have you ever heard about the term finding aids?

b. If yes, how would you explain it?

c. Do you know finding aids? If Yes, which type of finding aids do you normally use for
accessing information resources from the library?

d. Do you believe that finding aids to patrons are of great importance? If yes, what is the
importance of finding aids to patrons in MUST libraries of higher institutions of learning?

e. What challenges do you encounter in using the finding aids in the library?

f. What strategies would you propose to overcome the challenges?

THANK YOU FOR YOUR COOPERATION

48