Excellence Gateway
Published: 05 March 2010
This case study was produced by JISC Regional Support Centre for Yorkshire & Humber on behalf of the Excellence Gateway.
Sector relevance: Further education and Sixth Form colleges
Keywords: Improving teaching and learning, improving institutional effectiveness, management of learning resources, learning resources centre, developing self-confidence, additonal learning support, independent learning, data, management information system, efficiency and effectiveness, radio-frequency identification (RFID)
Bradford College's implementation of RFID (radio-frequency identification) in the library has empowered learners to control their own lending. It has provided many organisational benefits, including enhanced security and stock control. More importantly though, RFID has enabled staff to support learners in a more effective way.
Bradford College delivers hundreds of courses to over 23,000 learners. The College is the fourth largest in the country and the largest provider of higher education outside the university sector in England. It was recently presented with a national Beacon Award.
Key issues within the library are customer service and stock control. Bradford College implemented RFID across its three library sites in order to give the option of self-service and reduce loss of stock.
RFID is a system of tagging items in order to keep track of where they are. Bradford College's RFID system was implemented over the summer of 2008 and launched in September. This involved inserting physical tags into each library item, matching it with a barcode using scanners and software on laptops, which then links to the library catalogue.
Using the self-service terminal, a student can use their student card to check items in and out. An item is scanned in the blue area and the book-drop for returned items is next to the machine. The system is accessible, with terminals at different heights, facilitating access for wheelchair users. Security is switched off as an item is issued and reactivated when the item is returned. For the first time, the library can easily monitor where an item is.
The self-service terminal has a graphics-based interface to support learners using the terminal. The College has control over text and can customise the display with their logo. There are options for different languages and user types. For example, a child-friendly setting uses more simple language. The College can also control messages on receipts, such as outlining opening hours.
Bradford College has two self-service terminals per library site (six in total). There were initial costs in setting the system up and a subscription covers ongoing updates. Installation of updates costs more but self-installation is possible. It took an evening to set-up an update and about an hour per terminal.
Eventually, RFID will not add to time spent on cataloguing as pre-tagging by suppliers becomes more common.
Image 1: The self-service issuing terminal
Image 2: The self-service issuing terminals
Image 3: The tagging items system
Learners are able to use the terminals to check items in and out, as well as pay fines and monitor their account for due dates and reserved items. The system reduces the time staff spend on routine administration.
Empowering the learner
Self-service gives students control:
“It gives them the option to deal with it themselves… Most of them seem happy with it. They like being able to do things themselves.” Haydn Clark, Academic Liaison Librarian
“It gives them the option to deal with it themselves… Most of them seem happy with it. They like being able to do things themselves.”
Haydn Clark, Academic Liaison Librarian
Learner support
The system has reduced time spent by staff on the routine issuing and returning of resources, and given them more quality time to answer student queries instead. It has not replaced staff but allowed them to support IT use and computer queries. Instead of a separate enquiry desk, manual issues and enquiries happen in the same place.
Hayley Atkinson, Academic Liaison Librarian comments on the changing nature of the librarian's role:
“[We're] trying to get staff out on the floor more as the main point of contact for students... We get a lot more computer enquiries now… There aren't any books on two floors now to make way for computers. Changes mean that staff need to be freed up for different reasons.”
Stock control
For the first time, by using RFID librarians can locate specific items of stock within the library and can also analyse usage statistics, which can help when ordering new stock.
Security
All items are tagged so that the security gates act as a deterrent to theft of items. Also, the system will not issue items in a set that are partially checked out, as all items have to be present. This has reduced the number of lost items.
“There's not a real problem but enough [to address it]. You know it's happening and you just try and make it as difficult as possible.” Haydn Clark, Academic Liaison Librarian
“There's not a real problem but enough [to address it]. You know it's happening and you just try and make it as difficult as possible.”
Issues
Cautionary note
“You're always going to have people who prefer to go to a person if someone's there… It has to be implemented alongside different ways of working.” Hayley Atkinson, Academic Liaison Librarian
“You're always going to have people who prefer to go to a person if someone's there… It has to be implemented alongside different ways of working.”
Hayley Atkinson, Academic Liaison Librarian
Staff are enthusiastic about the system and want to develop it further, especially from an organisational point of view. The College is purchasing a handheld system with ‘wands' that can be used for quick stock checks and locating misplaced stock. The device beeps when it nears specified items.
“I find that we have a wish list of how we want to develop it… All the changes have been from a counter side of things. We're looking to get the wands and we, as librarians, will see the advantages a bit more in terms of stock control.” Hayley Atkinson, Academic Liaison Librarian
“I find that we have a wish list of how we want to develop it… All the changes have been from a counter side of things. We're looking to get the wands and we, as librarians, will see the advantages a bit more in terms of stock control.”
The College is also looking to fully connect RFID to the library management system. Currently, it is only linked on a basic level so that staff have to go into a separate system if there is a problem with an issue. Also, learners cannot search for or reserve items on the self-service terminal. Developments in the software mean that a fully linked system is possible in the future.
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