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Currently, the University of Juba has eleven colleges and five centres. There are around 15000 students and 800 academic staff. And now as the University in Khartoum is moving back to its original place in Juba Town gradually, there is therefore urgent need to improve the Main Library in Juba Campus. The main library in Juba has five units with all the books classified and catalogued. Since the Main Library in Juba had been adopting a classical cataloguing and classification system, it is now high time that such a system be improved and automated. Tremendous technological development has taken place during the last thirty years due to advances in computer applications, information technology and communication.

We aim to establish a library service for research and education with relevant scholarly literature. We will also help develop an organization and train personnel for running the library in the modern technological setting. In order to achieve the purpose, there are several sub-projects within the larger frame. In the following, we will describe these sub-projects. We would like to stress, however, that they are all part of the whole project, and as such needs to be seen as a whole.

.:: Project description
The University of Juba was established in 1977, with five colleges: Natural Resources and Environmental Studies, Education, Adult Education and Social and Economic Studies. The university community was smaller by then, consisting of about 100 academic staff and 250 students. The University Library, in addition to serving the academic community and students, has also been serving the public in Juba Town. Library references and periodicals were fewer. During the period 1977-2007, the number of academic staff has risen from 100 to 800, and that of students from 200 to 15000, and the university colleges and specialized centres has increases to 15. At present, the University Library consists of quite a large and diverse number of references and periodicals amounting to 30000. As the University of Juba is at present moving from the temporary premises on Khartoum to its original campus in Juba Town, several rehabilitation activities are underway. Infra-structural improvements were accomplished by some international aid agencies as a contribution towards the resettlement of the university in Juba.

.:: Objectives
What do we want to accomplish? A modern university library, with of scholarly literature in the form of relevant books, journals and reference works, both printed and electronic. Also the infrastructure that is needed: computers etc for staff and for patrons; software for cataloguing, circulation, presenting and repository. For this to be sustainable locally we will also need to train librarians and other personnel for running the library.

.:: Project design and activities
This project aims at establishing a computerized library to facilitate access to references, periodicals and academic information sources. The network shall serve as database for references searching as well as book borrowing by students, academic staff and the public. The Library shall consist of a centrally controlled computer server connected to computer terminals distributed at all specialized library sections. The project consists of the following phases that would be completed during a period of 4 years.

1. Conducting of short training visits to Norway and Kampala for the establishment of technical cooperation with Norwegian universities and libraries, and Makerere University Library.

2. Training of library assistants on computer applications and modern reference cataloguing and classification systems.

3. Application of an advanced classification that is compatible with the available stock of references.

4. Establishment of a computer network consisting of one server and connected computer terminals.

5. Design and installation of a library database software, and training of library assistants on its applications.

6. Feeding of references into the electronic library.

7. Establishment of Training Centre on Library Sciences.

8. Establishment of Printing and Publication Unit.

9. Specialised college libraries (Natural Sciences and Humanities.)

.:: Contact meetings
One of the first tasks will be to meet all the partners to make an assessment of existing library collections and services in Juba. We need to see the facilities and the existing systems, as well as the printed collections that already are there. In this audit we will make sure to have a critical view of the collections, to make sure that they are relevant and accessible. The existing catalogue is card-based, and we see the main activity in this project as being related to development of an electronic library system. At the first contact meeting we will establish this task, and the other tasks that follow in greater detail.

.:: Books and journals
The project aims to build a minimum book collection of relevant literature within the academic fields taught in Juba. We will need to purchase books, after assessing the existing collections. These books should be delivered shelf ready, and pre-catalogued from the vendor.

We will also need to purchase some collections of electronic journals for a start.

.:: Electronic equiment
Computers, scanners, printers, fax and copiers will be needed for both patrons and in-house use.
The librarians will need them in order to do library work, and patrons will need them to access the catalogue and access the library’s electronic resources, as well as finding information and writing in the library. We also suggest that the library be equipped with a room for teaching, with 15 – 20 computers.

.:: Software:
Several different kinds of software that will be needed:
a) A software for an on-line catalogue, with a cataloguing module that allows immediate up-dating of the catalogue. This software must be compatible with vendors’ software, in order for us to purchase books with cataloguing data included.

b) An acquisitions software.

c) A software for circulation. A, b, and c may be purchased as part of a single library system. See separate point on library system purchase.

d) A web-publishing software, which includes a module for presenting electronic resources in a simple and elegant solution.

e) A software for institutional repository. The UiB Library is administrating the UiB institutional repository Bergen Open Researsh Archive (BORA) http://bora.uib.no . The software used is DSpace, a Linux-based open source software. The UiB Library has assisted Makerere University Library setting up an institutional repository, Uganda Scholarly Digital Library (USDL) http://dspace.mak.ac.ug/ using the same software, DSpace.

f) A teaching software.

g) Special software for researchers, e.g. SPSS, End-Note, to be installed on the library computers.

.:: Cataloguing:
Books purchased from the project sets up should ideally be bought with catalogue data included from the vendor. In addition, there are 30.000 books already at the University of Juba that will be included in the new collections. These books must be catalogued in the new system, and for this we will make a retrospective card conversion project (RCC).

Here is an example of a RCC-project plan from University of Bergen Library cooperation with Makerere University Library in Kampala, Uganda.

MakLib RCC project proposal
• Start out registering the shelf-list in the main library.
– The shelf-list contains approx. 115.000 cards
– Control the cards against the shelf
– Define a catalogue status ”conv” in Virtua
– Entering the records in “MARC-light”
– Revise the proof-reading routines
• Upgrade the card production process
– Data import from Virtua to CardMaster
• Pilot project on the Serials Control module
– Albert-Cook Library

• Establish a project organization
– Steering committee
– Project team
– Reference group
• Identify suitable facilities in the library for the project
• Develop a conversion manual
• Build a team
– Find the right people
– Organise training
• Information: Develop a web page for the project (intranet ?)

We have also conducted a RCC-projet in University of Bergen Library. Here are some more information on that process, in an article written by Librarian Anne B. Åsmul; one of the future project members in this project who was
also part of the team working with University of Makerere Library:

.:: Library system
Choosing the right library system is an important issue. Alongside functionality and compliance to international standards and a sustainable supplier the most important issue is the price. There are lots of examples showing that libraries in developing countries have great expenses to license fees for commercial library systems. We believe that the best choice in the case of Juba is an open source library system with no other costs than installation and tuning. Koha is the first open-source Integrated Library System (ILS). In use worldwide, its development is steered by a growing community of libraries collaborating to achieve their technology goals. Full-featured ILS. In use worldwide in libraries of all sizes, Koha is a true enterprise-class ILS with comprehensive functionality including basic or advanced options. Koha includes modules for circulation, cataloging, acquisitions, serials, reserves, patron management, branch relationships, and more. For a comprehensive overview of features visit the Koha feature map. Dual Database Design. Koha uses a dual database design that utilizes the strengths of the two major industry-standard database types (text-based and RDBMS). This design feature ensures that Koha is scalable enough to meet the transaction load of any library, no matter what the size. Library Standards Compliant. Koha is built using library standards and protocols that ensure interoperability between Koha and other systems and technologies, while supporting existing workflows and tools. Web-based Interfaces. Koha's OPAC, circ, management and self-checkout interfaces are all based on standards-compliant World Wide Web technologies--XHTML, CSS and Javascript--making Koha a truly platform-independent solution. Free / Open Source. Koha is distributed under the open-source General Public License (GPL). More information on the GPL can be found here. No Vendor Lock-in. It is an important part of the open-source promise that there is no vendor lock-in: libraries are free to install and use Koha themselves if the have the in-house expertise or to purchase support or development services from the best available source.

.:: Training of staff:
The present staff consists of two trained librarians and eight library assistants. As part of developing the local organisation in order to make the local running of the library sustainable, a program for training of staff will be necessary. The program will be developed in cooperation with the Oslo University College, Faculty of Journalism, Library and Information Science, and The East African School of Library and Information Science in Kampala, Uganda.

In the program will be included both different forms of formal education and training, as well as several different types of developmental activities occurring in the workplace, where the learning opportunities will be less formalised. Examples of there include work-based mentoring and coaching, and the focused learning that occur in discrete projects and work experience placements.

The program will include basic courses, taught in Juba by teachers from EASLIS, Oslo and Bergen. As mentioned, we will also include on the job training in Bergen and at Makerere University Library,
and coaching/mentoring by librarians from Bergen and Makerere in Juba.

These are some examples of staff training workshops and mini courses that we will create, but other may also be needed.

• Acquisition
• Cataloguing
• Reference work
• Circulation
• Information literacy
• Library administration
• Open Access
• Web

The staff exchange will be two-way. Librarians from Bergen and Kampala will come to Juba and share their experiences and best practise, as well as teaching smaller courses and conducting workshops for several Juba employees at the same time. Also, selected librarians from Juba will enter staff exchange and participate in on the job training in Kampala and Bergen.


2008|JULAP - Juba University Library Automation Project