Services for Academic Staff

Learning and Research Support Services provide help for staff involved in teaching, learning and research across the University.

Using the Library

How do I join the library?

Members of staff must appear on the Human Resources database (SAP), in order to be issued with a smartcard. We can take your picture, issue your smartcard and add you to the system within the Library. Your smartcard has your library borrowing number on the front.

Who is my Liaison Librarian?

Each Faculty has its own Liaison Librarian and support team who can:

  • provide advice on subject related information and information skills training
  • attend meetings in your School to discuss any library related issues
  • meet with external examiners, attend subject reviews and accreditations and address any questions about provision of services and resources.

Find your Liaison Librarian.

Who is my library representative?

Please contact your Liaison Librarian to find out who is the library representative for your school.

Ordering books & other resources

You can suggest print or electronic books via the Staff Recommendation form.

To suggest a journal or database subscription, please complete our Suggest a resource online form.

Research Reserve

Our off campus storage facility is called the 'Research Reserve'. This houses older monographs and print runs of journals. We provide a Document Delivery Service so journal articles can be delivered to you via email.  You can also request to visit the Research Reserve or ask for books to be delivered to your preferred library.


We may be interested in taking donations which directly support teaching and research at the University. Find out more about how to donate to the library.

Membership queries on behalf of students or visitors

If you have any queries regarding access to the library for your students and visiting staff please contact

Teaching Support

We have a variety of resources and services to support teaching within the University.

Information Literacy Teaching

The Library provides information literacy skills support for your students. We collaborate with academic staff on the most appropriate ways to integrate information literacy skills in the curriculum. We can provide advice and resources on library inductions, guidance on online resources or subject specific assignments/dissertations. Please contact your Liaison Librarian to discuss how we can best help you.

Reading Lists

To ensure that materials are available to students for their modules and courses, the Library needs to receive reading lists from academics and Schools in a timely manner.

Taking over or continuing an existing module
  • Existing reading lists are available online in our reading list system.
  • If a reading list is already online then please just inform us of any amendments in terms of additions or deletions. The best way to do this is to annotate or enable track changes in any documentation you send us e.g. the module guide or handouts.

This example is provided by Tom McGovern from the Newcastle University Business School.
Email from academic:

"Please find attached the updated reading list for the MA International Business Management. I have added a small number of additional readings for the students. I have highlighted these new readings in yellow."

To see the yellow highlights within the module guide for the amendments to the reading list click here.

Processing reading lists for all of the modules running at the University can be very time consuming, so it will save us a lot of time if you just indicate the amendments.

Starting a brand new module

The Library is notified at the beginning of the academic year of new modules which have been added to the reading list system from a feed which comes from the MOFS database.

However to ensure resources are in place for the beginning of each term, you will need to let us know in advance to ensure that required resources are organised for the start of the module. Preferably 6 weeks in advance due to allow books to be ordered, delivered and made available. If you are planning a new module, please liaise with your relevant library subject teams about student numbers, stock levels and new resources.

Ideally we'd need to know:

  • Module Leader's name
  • School
  • Reading list/Module title
  • Module code
  • Anticipated student numbers on module (if known)
  • When it is running e.g. Semester one and/or two
The structure of the Reading List

In consultation with academic staff, the Library has created the following guidelines which you will want to bear in mind if you are working on a reading list:

Clarity - for us and your students - Please ensure your list is clearly laid out and accurate. This involves appropriate headings e.g. Essential and Background and all the necessary bibliographic details so each item can be identified. These will normally be set out using the reference style which is appropriate for your School or subject area.

Length - A new 100 item reading list can take around one working week of Library staff time for checking, ordering and processing. Therefore, please bear in mind that the longer the list, the harder it will be for the Library to process and provide all recommended sources in sufficient quantity. Where lists are very long, Library staff will prioritise the checking and purchasing of key items. We aim to process all items on reading lists and will prioritise adding the first 75 items, or those labelled as essential, to the online Reading List system.

Early - Please try to send your lists to us as early as possible before the module starts, as it can take 6-8 weeks for some new items to arrive once they have been ordered. Some Schools collate lists and send them via a designated contact such as the Library Academic Representative; others leave it to individuals. We don't mind which method you choose, but ultimately, we rely on module leaders to make sure their module reading lists are sent to us. It is fine to send additional information at any time during the year to add into a list: you don't need to wait for a specific time.

Annotated - Please annotate your list to indicate which resources are essential, recommended or background reading and which (if any) students are expected to buy for themselves (or are provided by the School). This will help to inform our multiple copy, e-book and Student Texts Collection. Note, we will always check for e-books and may buy fewer print when electronic is available.

Realistic - Please be aware that some items can be very difficult or impossible for us to obtain, and/or highly expensive. This relates particularly to out-of-print books and certain items which need to be obtained from outside the UK.

Loan Categories

The Library has a variety of loan categories for our printed stock: principally long loan (4 weeks), reference and Student Texts Collections (4 hour loan). Our printed collections can also be supplemented with the provision of eBooks, depending on availability.

By your indication of how many students are on the module or course we will apply ratios to ensure we have fair provision based on student numbers across all degree programmes.

This is also dependent on a variety of factors including the cost and availability of the item, how much of the book is being recommended and electronic availability.

Please let us know if you'd like items transferring to a specific loan category, such as the STC, or if you need a certain chapter as we can investigate scanning under the CLA licence.

Students can also make use of the reservation system so they can make a "hold" or reservation on long loan items which are out on loan. We monitor 'holds' or reservations and may order more or move one copy into the Student Texts Collection to help with demand.

We regularly review our Student Texts Collections and will remove ones which have rarely been borrowed. If you notice that an item which you asked to go into short loan has changed to a long loan item, this will be the reason.

Ordering of items

You can submit book recommendations at any time throughout the year; you do not need to wait to add items to your reading lists before each semester.

The academic staff book recommendation is available for you to complete.

Who to contact in the Library about your reading lists

We have various staff working on reading lists throughout the academic year, details of subject team emails are below:

Research Support

Informed Researcher Toolkit

The Informed Researcher Toolkit provides a range of advice and information covering the whole research process.

Open Access

The library is also involved in Open Access support.

New staff - please tell us your research area

We try to ensure relevant materials are available within our collections and we can also provide advice on new print and electronic resources in your subject areas. Please contact your Liaison Librarian.

Inter-Library Loans

If you need an item which we don't have in stock, we can usually get it for you from another library via our Inter Library Loans service


We provide information on copyright and intellectual property rights.

Request an ISBN

For information on obtaining an ISBN for Newcastle University publications, contact

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