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Departmental library representatives

Each Department at Royal Holloway has an academic member of staff, selected by the Head of Department, who carries out the role of Library Representative, acting as the principal channel of communication between the Library and the Department.

The Library Representative will work closely with the relevant Information Consultant within the Library to ensure that the Library effectively supports the teaching, learning and research needs of the Department.

Key aspects of the role are set out below.

Library resources and course provision

  • To work with the Information Consultant on a spending plan for the Department’s library budget allocation. The Library Representative should agree with the Information Consultant on ordering procedures for academic staff within the Department.
  • To take the lead role in making sure that the Department’s library budget allocation is spent in a timely fashion and  that academic colleagues are aware when it needs to be spent.
  • To be aware of the budget allocation formula which determines the library budget allocations to Departments.
  • To lead the annual journals review within the Department, working with the Information Consultant to examine the financial impact on the book budget of cancelling current subscriptions and ordering new subscriptions. This will take into account both journals and e-resources paid for by the departmental library budget, and should represent the views of other academics within the Department.
  • To alert the Information Consultant to any new e-resources of interest, so that the Information Consultant can arrange a trial, if available, before making decisions on purchasing.
  • To ensure that the Information Consultant is aware of new courses or programmes offered by the Department, so that appropriate resources can be purchased in advance.
  • To work with the Information Consultant to ensure that appropriate numbers of texts for courses are purchased, in line with suggested ratios in the Collection Development Policy.
  • To periodically review the Collection Development Policy.


  • To act as the lead contact for stock management reviews, ensuring that the Department communicates with the Library and meets deadlines for consultation.
  • To provide the Information Consultant with the relevant contact details of other members of the Department, to ensure that staff-student committee meetings are attended, and induction and training sessions arranged. This can also include the details of relevant contacts who can disseminate library news and information to students and staff.
  • To consult with the Information Consultant before attending Departmental Board meetings and Teaching & Learning Committees where the Library is on the agenda, inviting the Information Consultant to meetings where input from the Library is required.
  • To communicate the views of the Department to the Library, so that issues can be raised with the relevant person (e.g. Head of Academic Liaison, Associate Director (Academic and User Services), Director of Library Services).
  • In advance of meetings, to raise any user issues with the relevant Faculty LUAG member so that the Department’s views are represented at the Library Users’ Advisory Group.

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