Introduction Introduction


This summer the Library will be changing the software we use to manage library accounts and resources.

We hope this change will allow us to provide a more flexible and streamlined service. 

Below are some of the details we think will be useful to you as the project progresses.

If you need any assistance or have any questions about the new Library Management System please contact the Library Helpdesk on or 01603 59 2993.


Temporary Reduction in Service Temporary Reduction in Service

What can I look forward to with the new Library system? What can I look forward to with the new Library system?

Will I be able to borrow more books and other items?

As part of the process of updating our Library system we have taken the opportunity to increase the number of books and items that library users are entitled to borrow.  These changes have been made to reflect the different needs of each type of user and are based on feedback we have received and comparisons with other universities.

  Last academic year This academic year (from 1 August 2019)
Staff and research postgraduates 20 30
Taught postgraduates 15 20
Undergraduates 10 15


How long can I have books for in the new academic year?

Loan lengths have been simplified. We will have 2 loan lengths; 7 days for all Normal Loans and 3 Days for high demand items. Some items will still be reference copies for use in the Library.

Once the new Library system is introduced all loans will automatically renew ‘indefinitely’ unless requested by another user. Please use the resources while you have them and then return them once you no longer need them.

Will I still receive emails about my loans?

Once the new Library system is in place you will only receive an email from the Library when you are required to take action. If a book is requested from you, you will be notified and given 3 days to bring it back. If you cannot bring it back within 3 days please get in touch with the Library Helpdesk.

You will no longer receive emails reminding you to renew items as your loans will automatically renew, unless requested by another user who needs them. There will be no emails about overdue items because they automatically renew unless requested.

Will we still have vacation loans?

We will still have Vacation Loans, which means that any Normal Loan items borrowed during a vacation will not be due back until after vacation. So, any 7 day items you borrow from the 1st August until mid-September will not be due back until the week beginning 23rd September. From the 23rd September items will begin to automatically renew unless they have been requested by another user.

3 Day Loan items are excluded from the Vacation Loan scheme so you are advised not to take these away over the vacation period.  However from the 1st August if you borrow 3 Day items they will automatically renew unless requested by another user. If a 3 Day item is requested you will be emailed and told the date it needs to be back.

If you require an item that is out on loan during vacation, please speak to the Library Helpdesk who will do their best to obtain an alternative copy for you.

To maximise the circulation of stock, we urge you return to the library all items that you do not need over the vacation and only keep out anything essential.

Frequently asked questions Frequently asked questions

What does the Library Management System do?

Our Library Management System allows borrowing and returning, controls access on e-resources, purchases new materials, supports interlibrary loans, holds information for Library Search and so much more.

What will this mean for me?

You may not notice a lot of difference in your day to day interactions with the Library, but the change in system will ensure we’re prepared for the future.

The change of Library Management System should mean that you're able to borrow more books, search for materials with a simpler system and access your reading lists seamlessly.

The change in Library Management System will also mean we can introduce automatic renewals. 

What do I need to do?

We will be transferring almost all of the information we currently hold about books, resources and accounts to our new system. However, there are two pieces of account information we can't retain. These are your borrowing history and your Library Search saved searches. 

It is possible for you to download both of these sets of information.

Further information on how to download your borrowing history can be found here and a video with download instructions is available here.

Information on downloading your saved searches can be found here and a video with instructions can be found here.

Alternatively, visit the Library Helpdesk where staff will be able to assist you.

Please be aware that these sets of information will only be available to you until 25 July. After this date we will not be able to recover the information. 

When are you making the changes?

The change of Library Management System will take place over the summer, with the new system due to ‘go live’ on 1 August.

There will be a period when items can only be borrowed during hours when library staff are on duty. This will be from Thursday 25 July – Tuesday 6 August.

Will I still be able to access the catalogue?

Yes, you will still be able to use Library Search throughout the system update. However, between 25 July and 5 August Library Search may display out of date information, such as whether specific resources are available or on loan. If you require any assistance searching for Library resources please visit the Library Helpdesk, or email us at and we will do our best to assist you.

Will I still be able to borrow and return items?

Yes, you will be able to borrow and return items throughout the transition period, however there will be a period when items can only be borrowed during hours when library staff are on duty. This will be from Thursday 25 July – Tuesday 6 August. Staffed Library Helpdesk hours are; Monday - Friday 09:00-19:00, Saturday & Sunday 12:00-19:00.

Nothing will be due back in the transition period, and although books can still be returned they will not come off your library account straight away.

Uninterrupted access to e-books and e-journals will remain available throughout.

Will the Library stay open?

Yes, the library will remain open 24/7 throughout the change of systems although there will be a period when you can only borrow books when library staff are on duty.

Will I still be able to access e-resources?

Yes, full access to e-books and e-journals will remain available throughout. Our Library Access tool will also work throughout the system update. Further information on how the Library Access tool can help you access our online resources can be found here.

My External/SCONUL membership is due to expire this summer - what do I need to do?

You will have received an email from us in March if your external/access only/SCONUL membership was due to expire within the embargo period (1 May - 30 September) advising you on what to do. New applications will be accepted from October. 

Background information Background information

We have been using our current Library Management System (LMS) to manage the processes around the acquisition, cataloguing and circulation of library materials for over 17 years.  The system was designed around the management of print materials and is no longer fit for purpose for a 21st century library where the majority of our expenditure is on the online library. 

A new generation of Library Services Platform (LSP) has been developed in recent years which has been designed around digital as well as print resources.   These new platforms offer more flexibility and will allow us to streamline our operations and be more responsive to the changing needs of our users.

Following a formal procurement and tender exercise OCLC were awarded the contract to supply the Library with their WorldShare Management Services Platform.

The move to our new platform will necessitate changes to some of our workflows and also some changes for users of the Library.