What exactly is Study Well @ NCL?
Study Well@NCL is all about support. How we can support students and how they can support themselves and each other during what may be, for many, one of the most stressful times of the year.
Allow me to quote directly from our wonderful Library website: “We know it can be stressful in the Library at certain times of the year, especially when exams are looming and assignment deadlines are creeping closer. To help support you, the Library in partnership with Newcastle University Students Union (NUSU), Student Wellbeing and the Chaplaincy Team, run Study Well@NCL, a campaign advocating a responsible approach to studying and encouraging positive behaviours in study spaces."
What does this mean for Library staff?
I’m glad you asked! Study Well@NCL means we’re going the extra mile to make the user’s experience even better during these peak times. With the help of staff from across the Library we'll be making sure our spaces are clean and quiet and conducive to good study!
- We'll be concentrating on managing noise levels and finding spaces.
- We’ll be keeping study space availability information updated regularly, to help users find the right space they need to get their work done. If no spaces are available (or immediately obvious to the user), Library staff will be on hand to help!
- We’ll be monitoring the Library’s noise alert service. If users are being disturbed in any Library space, they can text us and we’ll investigate the source of the issue.
- We’re also working closely with the University Student Wellbeing Team, the Chaplaincy and Pastoral Team, and NUSU Student Welfare to help anyone struggling with exam-related stress.
- We’re allowing users up to 30 minutes away from their desks (it’s important to take regular breaks while studying – particularly to get fresh air andwater). After 30 minutes, PCs automatically log out and belongings can be removed from desks during peak hours (although just to note we won'tbe implementing this straight away - only if and when demand dictates and we'll be monitoring spaces and student feedback regularly to see whether this will be necessary)
Find out more about Study Well@NCL here: https://www.ncl.ac.uk/library/resources-and-study-support/study-well/
(This will come in handy for the quiz later. Shhh.)
Study Well - Wherever You Are
Managing noise
If students are chatting or being noisy in the silent study areas please ask them politely to move to an alternative area e.g. a staircase, collaborative space or cafe, to have conversations.
Anyone eating hot food should be asked to move to the café.
Noise Alert Phone
The noise alert phone is monitored by the co-ordinator at the CS Hub at PRL during service desk hours and by the 24/7 Team at PRL Welcome Desk at all other times. If a noise alert is received, the co-ordinator will reply confirming the location (if not already stated) and then a member of staff will be sent to investigate. If the noise alert is not for PRL, the co-ordinator will contact the specific library building (Walton, MRLR) and their staff will investigate. All responses are recorded on a form (kept with the noise alert phone) at the CS Hub.
Recording comments/complaints:
If a student makes a comment or complaint whilst you are doing your sweeps, please record these on the sweep sheet when you record the time you have done your sweep.
Remember for now, we're primarily concentrating on managing noise levels and finding spaces. If demand for spaces is such that we need to remove belongings this is what you'll need to do...
Removal of unattended belongings
- If you're alone, ask the CS supervisor who will arrange for someone to accompany you to remove the belongings.
- Put the belongings in a clear plastic bag or white plastic box and staple the blue warning leaflet to the bag. Bring removed belongings to the service desk - you can use a trolley if you need to bring multiple items.
- Please be careful when removing valuable equipment and treat belongings with respect. Do not place laptops or other electrical equipment in the same bag as drinks. If laptops are plugged in, move to one side.
- Perishable goods should be put into a separate bag and kept until the end of the day then disposed of. This includes plastic Tupperware containers.
Recording removed belongings
- Using the removed belongings folder, record when the leaflets were dropped, when the belongings were removed and what has been taken away on the sheet in the folder, and give it a running number.
- Write the number on the blue leaflet stapled to the bag.
- Any library books should be brought to the service desk and checked in in case they are issued to the user’s record.
Picking up belongings
- Important: Make a note of the time the user has returned to pick up their belongings on the sheet in the folder.
- Students need to sign the form once they have picked up their belongings.
- If you have removed any perishable food items please check the next day to see that it has been collected or disposed of.
Recording comments/complaints:
If a student makes a comment or complaint about having had their belongings removed whilst you are doing your sweeps, please record these on the sweep sheet when you record the time you have done your sweep.
If a student makes a comment or complaint when they come to pick up their belongings please record this in RefAnalytics under:
- Data set: Service/Procedural
- Topic: Library environment
- In the Type more detail option add in the nature of the comment/complaint, e.g. "I was only away from my desk for 5 minutes!"
- Type of enquiry: comment or complaint
- Study Well LeafletsThese are examples of the the leaflets you may be handing out during Study Well. The blue leaflet is a warning that desks can only be left unattended for 30 minutes and the white leaflet is to let users know the study space has been cleared.
- Removed Belongings Sheet - All LibrariesThis is a blank copy of the removed belongings sheets that are used in all Libraries during Study Well. Take a moment to familiarize yourself with it.
Sweeps
Library teams have been allocated the following days/times to circuit the floors and attend to any issues they come across.
- 2 sweeps should be undertaken within the time frame given if possible.
|
Day |
Morning 9-1pm |
Afternoon 1-5pm |
Evening 5-8pm, 8pm-midnight |
|
Monday |
Liaison |
CS |
CS/24x7 |
|
Tuesday |
Spec Coll |
TS |
CS/24x7 |
|
Wednesday |
Gen Off |
Gen Off |
CS/24x7 |
|
Thursday |
CS |
Spec Coll |
CS/24x7 |
|
Friday |
TS |
Liaison |
CS/24x7 |
|
Sat/Sun |
CS/24x7 |
CS/24x7 |
CS/24x7 |
Instructions for sweeps
Please make sure you are wearing your name badge/lanyard to identify yourself as Library staff. Circuit L3 and L4 to ensure areas are clean, tidy and quiet.
PC’s will log off after 30 minutes. Staff should check for books etc. blocking keyboard keys and move them off keyboards onto the desk.
Make a note of any issues and also any areas where you notice there are free desks on the Floor Sweeps sheet kept at the Coordinators Hub desk on Level 2.
Managing noise
If students are chatting or being noisy in the silent study areas please ask them politely to move to the staircase or to Levels 1 or 2 to have conversations. Anyone eating hot food should be asked to move to the café.
Help finding PC’s/Study spaces
You can help students locate spaces by:
- Directing them to any available spaces you have noticed when patrolling floors.
- Advising that bookable spaces are available in the Research spaces on Levels 3 & 4 of PRL and the Academic Skills Room in the Walton Library if they want to book in advance.
- Alternative spaces can be found elsewhere on campus by checking the Study Space Finder (Google search “ncl.ac.uk study spaces”) or using the “Find a PC” section on the Newcastle University App.
See the Study Spaces information sheet for further information on bookable spaces.
Recording comments/complaints
If a student makes a comment or complaint about not being able to find space whilst you are doing your sweeps, please record these on the Floor Sweeps sheet when you record the time you have done your sweep.
- Study Well floor sweeps 2022 - all librariesThis is a blank copy of the floor sweeps sheet. It's where you can write down any comments or feedback you receive during your sweep.
- PRL - L3 Desk Area LayoutFor your convenience - here's a map of where you may be sent to sweep on Level 3.
- PRL - L4 Desk Area LayoutThe same as above, only it's for L4. Definitely worth getting familiar with before a sweep!
- Study space information sheetInformation on bookable spaces in the PRL and Walton and some common questions/answers on bookable spaces.
Walton staff do four sweeps per day. They are at:
11:00 – 12:00
12:00 – 13:00
13:00 – 14:00
15:00 – 16:00
Everything you need for a floor sweep is contained in the Study Well folder (located in the tambour unit with the other manuals.)
Staff are generally timetabled to do the sweeps for an hour together with a headcount.
Following the usual headcount route, if any area looks busy with very few spaces available, place blue warning leaflets on any unattended desks with belongings writing down the time the leaflet was left.
While you're doing this, clear any rubbish, return chairs to their proper places and make sure there's no trailing wires across pathways.
Return to the staff area and update the Study Space Availability webpage.
30 minutes after placing any blue leaflets, follow the "removal of unattended belongings" procedure as detailed in the "What To Do (PRL/MRLR/Walton)" tab.
Walton Library staff who aren't timetabled for 'desk' or 'desk backup' sessions are responsible for monitoring the noise alert phone. It will be listed on the timetable when you're responsible for the noise alert phone. Please make sure you collect it from whoever had the phone previously and pass it along to whoever is due to have it next once your hour is up. If you're monitoring the noise alert phone in the evenings, remember to return the phone to its charging block (located next to the tannoy) at the end of your shift.
- Floor Sweeps Sheet - WaltonThis is a blank copy of the floor sweeps sheet used at the Walton. It's where you can write down any comments or feedback you receive during your sweep.
- Walton Library Floor PlanEvery desk at the Walton is labelled - here's a handy guide to what's where. You may find this useful if you receive a noise alert without a specific location provided. Use the key (below) if you get lost!
- Walton Library Floor Plan - KeyIf you're looking at the map above and feel totally lost, here's a key to break things down for you.
Similar to the Walton Library, sweeps are performed at MRLR during the following times: 9-10AM, 11AM-12PM, 2-3PM and 4-5PM. However, sweeps at the Marj continue in to the evening at the following times: 7:15PM, 9:15PM, and 11:15PM.
For the time being we are concentrating on helping control noise levels and finding spaces. If demand for spaces means we need to start removing belongings from desks after 30mins here's what to do:
First, check Study Space Availability to determine whether the building is busy: https://internal.ncl.ac.uk/library/ssa/
If SSA is GREEN/AMBER – circuit the building to ensure all areas are clean and tidy. Make a note of any issues you come across and also any areas where there are free desks - jot this down on the sheet at the information desk.
If SSA is RED – take blue warning leaflets and leave on desks where belongings have been left, remembering to note the time the leaflet was left. After 30 minutes, clear belongings from desks and leave the yellow leaflet with the time this leaflet was left. You can check out full instructions on removing unattended belongings on the "What To Do (PRL/MRLR/Walton)" tab.
Removed belongings should be kept in the lockers in the attendants store and students must report to the information desk on the ground floor to retrieve their belongings.
- Floor Sweeps Sheet - MRLRThis is a blank copy of the floor sweeps sheet used at MRLR. It's where you can write down any comments or feedback you receive during your sweep.
Study Well operates slightly differently at the Lawbrary.
Law Library staff do hourly headcounts and, if it's particularly busy, staff can do more walk-throughs of the Law Library to check on noise levels and check for any sneaky eating.
If staff notice a student who is visibly upset, stressed or panicked, they are encouraged to reach out – check if they are okay, offer them a cup of tea, inform them that they can talk to Library staff, the School Office staff, their personal tutor/any academic member of staff and Student Wellbeing too.
If staff feel uncomfortable dealing with a situation, they should ask for advice/assistance from the Senior Staff on duty via Library Chat.
Guidelines for each study area in the Lawbrary
Silent Study Area (including International Law, European Law, English Law Reports) - no conversation
Collaborative Study Areas (Mooting Room, Foreign Law Reports) - quiet group work
Law Library and Grey PC Clusters (upstairs and in Ref Room) - work quietly - brief quiet conversation
Quiet Study Area (all other areas of the Law Library) - work quietly - brief quiet conversation
Covered drinks are allowed; all food and snacks should be taken to and consumed in the Law School Student Common Room or elsewhere, e.g. PRL cafe.
Noise Alert Service
The noise text alert service is also in operation at the Lawbrary. Staff may receive alerts redirected from the Library’s centralised team via:
- The noise text alert service mobile phone – on the desk by the date stamps
- The office landline
- Library Chat - please remember to sign in!
- Radio - less obvious as the speaker is silenced and not used as often.
Staff should check the mobile phone and Library Chat each time they come back into the office (e.g. following shelving, shelf tidying or a headcount) to ensure any alert received while they were away is responded to even if a significant period of time may have passed.
Law Staff should respond to a noise alert as soon as possible. A simple reminder to everyone to study quietly or take a break to eat food should do. If the noise persists then staff should feel free to ask the students to leave – take their details first as we will report the matter to their Personal Tutors to be followed up (if appropriate). If staff require support in doing this, they should contact the on-duty coordinator at PRL.
Recording comments/complaints
If a student makes a comment or complaint about noise or not being able to find space, please record this in RefAnalytics under:
- Dataset: Customer Services
- Question: Noise Alert (area) / space complaint (area) - add more detail if necessary
- Topic: Library Environment
- Type of Query: Comment/Complaint
- How was it asked: Email/Face-to-Face/Social Media/Telephone (inc. noise alert service)
- Where was it answered: Law
- Who asked it: Student (?)
