East African School of Library and Information Science (EASLIS)

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    Appraisal of information activities of the Family Planning Association of Uganda
    (Makerere University, 1994) Kakai, Miriam
    This research paper centres on the ways in which the Family Planning Association of Uganda disseminates its information about Family Planning throughout Uganda. It looks into the ways in which FPAU plans, implements and evaluates its information activities. "The source of each item of information is ultimately another person" and in this case its an organised body - FPAU. It acts as an information system though not fully installed. It facilitates the transfer of information from one person to another, which is essential for human development. The basis of the study, therefore, is to consolidate the concept of information work for efficient and effective information dissemination by highlighting the information activities of FPAU, identifying what can be added into the information network to ease dissemination, identifying the core causes of neglecting family planning in order to focus on them when conveying the message to the masses and highlighting on the communication skills used in other countries that have led to their success. The association plans for the future promise brighter results for the generation to come. This is highlighted in the findings of the research.
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    Assessing ICTS used in human resource department for records management at Uganda Communications Commission
    (Makerere University, 2015-07) Nambuya, Sharifah
    ABSTRACT The aim of the study was to assess ICTs used in the Human Resource department for records management at UCC. The objectives of the study were to identify the common categories of records kept in the human resource department at UCC, to find out the common ICTs used for records management I the human resource department at UCC, to identify the benefits of using ICTs for records management in the human resource department at UCC, to identify challenges involved in the use of ICTs for records management in the human resource department at UCC and to devise strategies for the challenges involved in the use of ICTs for records management in the human resource department at UCC. Qualitative research design was applied in conducting the study. This involved the use of various data collection methods such as Interview, observation and literature survey. The findings of the study revealed that the human resource department at UCC highly adopted the use of ICT in the day to day operations of the organization particularly in records management. Mainly the human resource department at UCC handles personnel records and the common categories of records kept include payroll records, personal bio data records, employee medical records, salary or wage records, post training records, performance appraisal records and job requirement and specification records. The study revealed that UCC majorly uses ICT to create and maintain the records using the common categories of ICTs for example computers, data based, internet, telephones, websites, scanners, photo copiers, VPN. The study findings identified the benefits of using ICTs for records management in the human resource department at UCC and these involved easy retrieval of records, enable sharing of records regardless of geographical location for example via internet and reduction of records storage costs. However, the study revealed that the use of ICTs for records management is also involved with challenges and the major problem is technological obsolescence of the JCT devices and the study further revealed the devised strategies to deal with the challenges involved in the use of ICTs for records management and they included recruitment of IT personnel to help in choosing software and hardware that is compatible with the available system to guard against technological obsolescence.
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    Management of closed files and records storage in National Water and Sewerage Cooperation Archive
    (Makerere University, 2015-09) Osiime, Annah
    This research was about a study which was carried out to investigate the management of closed files and records storage in National Water and Sewerage Cooperation Archives. The main aim of this study was to examine the records storage system in NWSC, identify challenges encountered in closing files in NWSC. Both theoretical and empirical evidence was used to investigated the management of closed files and records storage in NWSC. Secondary and primary data was used andthe results were analyzed using statistical packages like SPSS and other software like Microsoft excel. Primary data was obtained from National Water and Sewerage Corporation (NWSC), other material like dissertations, journals, Magazines and internet were also used. The researcher found out that records officers were required to close files at regular intervals and they have to retain the closed files for periods laid down in disposition schedules. It was also found that records office staff should ensure that files are closed as soon as they become either three centimeters thick or five years old, whichever is the sooner, Records supervisor. The method of closing a file was to write the word 'CLOSED' diagonally in bold letters across the front cover, together with the date the file was closed. Kyoto Ibrahim, records analyst stressed that NWSC offices have limited storage space hence storage in an inactive records center may be the solution. The study provided recommendations for records officers to store all clients' files in a secure location. Filling cabinets should be in a relatively safe area, away from space heaters, smoking area, or electrical appliances, Records officers should identify and red-flag the most important, critical closed documents that will need to be first priority for recovery in the event of a disaster.
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    Information systems in the management of records at National Water and Sewerage Corporation (N.W.S.C)
    (Makerere University, 2015-09) Mujesi, Martin
    This is report presents a study about “Information systems in the management of electronic records”. A case study at National Water and Sewerage Corporation Kampala. The purpose of the research was to study information systems in the management of electronic records at National Water and Sewerage Corporation by examining the current system and suggesting areas for improvement and providing solutions to the problems. The report also shows review of related literature on information systems and electronic records. The objectives of the study were to assess the current information system, to find out various types electronically generated records, to find out storage methods, identify challenges facing the current system and propose solutions to the challenges. Questionnaires, interviews and observation methods were used in the study. The major recommendations made by the researcher were to establish a records department, increase storage devices and equipment, train staff on system maintenance, install anti viruses and authorization of access. The major conclusions were that there is need for regular system updates and need to establish a specific records management department, there is also need to train and recruit new staff in order to make system maintenance effective.
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    An assessment of records disposal procedures a case study of Uganda Electricity Transmission Company (UETCL)
    ( 2015-09-30) Nantongo, Sandrah
    Disposal of records takes place with the assurance that the records are no longer required and that no outstanding investigation is current or pending which would involve relying on the records as evidence. Understanding what information to keep and disposing of information is that is no longer needed is an important part of effective information management. In fact disposal is something that you are required to do under legislation such as the Public Records Act. The aim was to assess the records disposal procedures at (UETCL) with intent of identifying challenges and recommending strategies for improvement. Objectives that guided the researcher’s study included; analyzing the records disposal procedures, identifying the types of records generated by (UETCL) investigating the challenges associated with records disposal and propose appropriate solutions to the problems involved. In order to achieve the above objectives, qualitative method of data collection was used. Purposive kind of interview was used where the researcher interviewed 8 respondents. Key words: Records, disposal procedures and UETCL.
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    Designing a digital library collection for Uganda Bureau of Statistics Library
    (Makerere University, 2015-10) Aryandinda, Tabitha
    This Project report presents a design of a digitized library collection, to meet the needs of the users in an effective and efficient library. The study used qualitative research design, while data collection methods included; questionnaires, interviews, and observation to obtain data. The major findings showed that most of the digital collections of the organization were purchased. In a nut shell there was a big need to offer digital services to users since the findings showed that reference service was the biggest service offered for easy accessibility, of quality resources, ease of information among others. Strategies to overcome the challenges in digitizing the library collections were obtained which included. Increase of connectivity band width, comps and definitely recruiting and training staff.
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    Examining closed records management in Ministry of Internal Affairs
    (Makerere University, 2016-09-06) Dumba, Nasser
    This study titled ' examining closed records management in ministry of internal affairs` was carried out from Ministry of Internal Affairs. The research was aimed at examining the challenges to closed records management the Ministry. The study answered four research questions; what is the current status of closed records management at the Ministry of Internal Affairs? What are the challenges of closed records management at the Ministry of Internal Affairs? What suggestions do you make for the best practices in managing of closed records at the Ministry of Internal affairs? Across sectional research design was used to obtain information from 20 selected respondents who included records officers as well as users of records in Ministry. The study employed both qualitative and quantitative research methodologies during data collection, analysis and presentation. The study found out the closed records in Ministry of Internal Affairs are mainly stored in paper format, while very little appears in digital/electronic format. This implied that much of the records are kept in paper format, highlighting the underlying challenge of adequate automation of Ministry users` records and information. The main types of records kept in the Ministry of Internal Affairs are mainly Ministry users` records, like rulings and judgments by Ministry, Ministry applications by lawyers, petitioners, among others. The study concluded that main factors affecting the provision of records storage and retrieval system in Ministry of Internal Affairs include staff motivation which topped the list; staff generally receive low salaries and allowances which can no motivate them to perform better in records storage, retrieval and access; specialized staff training is yet another factor, some records staff lack professional skills in computer use, more especially the specialized programmes of records management on compute such as, Access, and Excel among others. This computer based programmes of records management are efficient but require specialized training to records staff. The study recommended that records management staff in be trained further in the area of modern computer usage. The staff should be trained the specialized programmes of records management such as Visual Basics, Quick Book, and Access. Such training could also be extended to both old new staff trough induction training for the better management of closed and information management
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    Assessing the management of personnel records at Nsamizi Training Institute of Social Development
    (Makerere University, 2016-10) Nansasi, Ruth
    The study was about assessing the management of personnel records at NTISD. The aim of the study was to identify and recommend best practice measures for improvement in social service delivery and human resource management.The objectives were to assess the management of personal records at NTISD, find out the challenges faced in managing personnel records and identify and recommend best practice measures for improvement on the management of personnel records at NTISD. The research design was the population, sample size, sampling techniques, data collection methods and tools. The findings were that there are mainly two types of personnel records generated at NTISD. Conclusion management of personnel records is conducted poorly and given little attention and care which has seen the information resources decaying. Recommendation training should be provided to staff to aid the records staff in the management and storage of personnel records.
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    Guidelines for preservation and conservation of library collections for All Saints University Lango
    (Makerere University, 2017) Akello, Rita
    ABSTRACT This study was designed to look at the preservation and conservation of Library Resources in All Saints University Library. The objectives were: To find out the techniques and practices of preservation and conservation of library collections being used at ASUL library, to find out the problems faced in preservation and conservation of library collections in ASUL library and to suggest solutions to the problems of preservation and conservation of library collections in ASUL library. A descriptive survey research design was used for the study, and ten (10) librarians were sampled. Questionnaire and Oral interview were used for data collection. 10 copies of questionnaire was distributed and collected, representing the 100% in analyzing the data obtained, frequency counts and simple percentages were used as statistical methods. The results obtained from the findings, revealed that various types of preservation and observation practices exist in Lira University Library; that despite the preservation and conservation techniques and practices available in this library; that library resources are deplorable in this library; that the academic Librarians agreed with factors necessitating the library in adopting preservation and conservation; that the academic librarians are merely satisfied with the extent under which preservation and conservation are applied to materials in this library; that there are some problems associated with preservation and conservation of library resources in this library; that many solutions were suggested by the academic librarians to reduce the problems faced in the preservation and conservation processes in the library under study. Based on the finding, it was recommended that the library should put into practice all the available preservation and conservation polices in the library; that regular power supply should be improved upon; sanctions among the librarians should be encouraged; training personnel of the library should be organized for the academic librarians; adequate funding and infrastructure should be given to the library users; proper cleaning and dusting as well as proper shelving of books should be given to library materials; eating in the library should be discouraged and regular fumigation of the library should be put into practice.
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    Guidelines for automating the library circulation system of Uganda Institute of information and communication technology
    (Makerere University, 2017-07) Akia, Marion
    The purpose of the study was to develop the guidelines for automating the library circulation system for Uganda Institute of Information and Communications Technology. The objectives were to; establish the different types of information resources managed at UICT Library, establish the methods used in the circulation of information resources at UICT Library, examine the challenges in circulation of information resources at UICT Library and develop the guidelines for the circulation system at UICT Library. The study employed a case study research design since the study targeted a particular institution that is Uganda Institute of Information and Communication Technology Library. Questionnaire, interviews, and observation methods were used to collect data. Purposive sampling was used to select 62 respondents who participated in the study. The study found out that majority of library users at Uganda Institute of Information and Communication Technology Library were University students. Majority of the information resources in the UICT Library were text books accessed by the users to meet their learning teaching and research needs. Library staff use counter books and registers in the management of the information resources and users’ details. The major challenge faced with the library circulation system is the inadequate information resources caused by inadequate funding in the UICT Library. The study concluded that the guidelines for automation of the library circulation system of would help the library staff provide library resources to the users, inadequate information materials and inadequate funds as the major challenges would be solved by increasing the library funding so as to support the library users meet their needs. The study recommended that the library staff should increase on the library funding, develops a library circulation policy, acquire more computers for the users to access and more staff with technical IT skills, should digitize all information materials to promote the access and provision.
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    Designing an information management and control system for Malaria Consortium Uganda (MC)
    (Makerere University, 2017-08) Mukiibi, Davison
    The study was carried out at Malaria Consortium, Kampala, Uganda. The aim of the study was to design an Information Management and control system in order to improve on the current methods used by the organization in order to help patrons get easy access and alerts about new projects’ information brought to the organization at their convenience. The objectives that guided the project were to identify services provided by Malaria Organization, to examine how information services are currently provided at MC, to identify challenges faced if any in relation to information service provision at MC and to design an information management system that would address challenges associated with the current system. The researcher used a case study research design and this sought to describe a unit in detail and context. The total population was 400 from which a sample of 40 respondents was drawn and it included staff, government officials and local natives. The methods used to collect data included interviews, issuing of self-administered questionnaires and observation accompanied by their respective instruments it also involved data analysis and ethical considerations Major findings of the study were identified according to the respondent’s views over services provided by the organization for example current awareness, abstracting among others, Information services provided by the MC for example use of notice boards, display boards and enquiries, challenges faced with the information system service provision for example covering of notice boards with other notices or unpinning notices unnecessarily and language barriers and the benefits of having a web based information service system e.g. getting mobile alerts on users ‘phones. The proposed information management and control system for MC information management department was designed with the employment of ICT knowledge i.e. cascading style sheets and html and it is able to send notifications to users’ mobile phones, websites as well as Gmail accounts and this will be convenient in alerting users about the new information resources. The researcher recommended that Malaria Consortium should adopt and host the proposed system so that it can ease the provision of information updates about the running projects.
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    Guidelines for effective storage and maintenance of active records at the Uganda Law Society (ULS) Records Center Kampala (main branch)
    ( 2017-08) Nakirayi, Aisha
    This research project aimed at examining guidelines for creating effective storage and maintenance of active records at the ULS records/resource center. The purpose of the study was to come up with guidelines for the storage and maintenance of active record materials at the ULS records/resource center. The objectives of the study were to: Find out the nature of records in the ULS Records/resource center, Find out the existing storage and maintenance system, Find out the activities involved in the storage and maintenance of records/information materials, Find out the existing storage and maintenance equipments, Find out challenges being faced by the ULS during the process of storage and maintenance of records, Make guidelines for effective storage and maintenance of active records in the ULS records center. The qualitative research design was adopted to gather and analyze the relevant data. The methods used were interviews and observation guide. The researcher based on research questions to collect data from respondents where the records manager who was purposively sampled was interviewed and law students who were conveniently sampled were given questionnaires to fill. The major findings indicated that there were measures being put in place to store and maintain active records materials at the ULS resource center through the use of records maintenance methods like Binding, shelving, lamination, Digitization and photocopying. There were also a number of challenges faced during the storage and maintenance of active records materials at the ULS records/resource center like inadequate funding and so on. The study clearly showed the need for a well-designed storage and maintenance program that should be embedded in the curriculum, evaluated and accessed to check its progress. The records manager should play a leading role in the design and operation of the program but with collaboration of administrators, faculty, legal professionals and law students. This research project provided a point of view on storage and maintenance of active records reflecting the opinions of the researcher, respondents and reviewed literature of insights on related to the storage and maintenance of active records basing on the objectives of the study.
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    Guidelines of combating theft and vandalism of information resources for Kyambogo University
    (Makerere University, 2017-08) Namutebi, Olive Winfred
    This research project discusses and examines the security management for prevention of book thefts in the library with Kyambogo University Library. Kampala serving as a case study. The aim of the study was to identify the causes of book thefts and mutilation in Kyambogo University Library and how to curb and preserve the continuous use of this information resources in the library. In order to achieve an easier method of combating theft and vandalism of information resources, which is becoming a serious threat to Kyambogo University Library, the researcher sought to develop guidelines to combat this problem. The project aimed at developing guidelines for combating theft and vandalism of information resources for Kyambogo University library and objectives of the study were to identify causes of book theft and mutilation of library materials, to find out the means through which library materials are being stolen, to identify the methods library adopt to prevent its information resources from the theft and mutilation and to identify the security measures that can help to prevent theft and mutilation. A case study research design was used and a qualitative research approach adopted in the study. A sample size of 100 respondents was used consisting of both the KYU staff and students while adopting a qualitative research approach in discussing findings. The survey research method was employed. Questionnaire are the main instrument for data collection. Frequency, tables, percentages is the main statistical tools used for data analysis. Results of the analysis showed that the university library books are stolen and mutilated due to inadequate library materials, financial constraint and selfishness on the part of library users. It was also discovered that various methods were adopted for stealing and mutilating of the library books which include: tearing of book page(s) off, removing of the book jacket cover, hiding of books under their clothes and their pockets. Some recommendations were proffered to eradicate theft and mutilation in university libraries. Some of these recommendations are: that University libraries should provide photocopying services to enable the library users photocopy books that are few in the library. The study also recommends that university management should provide adequate library materials to meet the information needs of their users.
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    An e-reference services system for Uganda Martyrs University Nkozi, Lubaga branch, library
    (Makerere University, 2017-09) Ssebadduka, Allen K
    The study aimed at designing an e-reference service system to support the provision of reference and information services to the library users at Uganda Martyrs University Nkozi, Lubaga Branch. The study objectives were to examine the state of reference services offered at UMU Library, identify the challenges in e-reference services system for UMU Library, find out the user requirements for designing an e-reference services system for UMU Library and design an e-reference service system for UMU Library. The study employed a case study design while adopting the qualitative and quantitative approaches in the data collection. Purposive sampling technique was used to select lecMers and the librarians who participated in the study whereas simple random method was used to select the students who participated in the study. Questionnaires, interviews and observation guides were used to collect the data for the study. The study revealed that UMU provides different reference services to the users such as clientele visiting the library reference desk to seek, library website that the library use to offer reference services and via use social media such as face book, twitter and others. The study also established that UMU Nkozi Library use various ways while offering reference services to its users. These included; through face to face interaction, use of emails, access the reference services through the use of social media, and access reference services through phone calls. There different challenges affecting the provision of reference services to the library users of UMU Nkozi Library. The study revealed that these challenges include; face a challenge of long line at the reference desk, a challenge of busy reference desk, a challenge of few reference materials from the libmry, few reference workers, and lack of a separate reference section. The study concluded that there was a need to; acquire more information reference materials, use both the tradition method alongside the electronic reference services, collaboration of UMU Nkozi Library with other university libraries, conducting in house meeting and training sessions and to design an e-reference services system for the university library to solve the above challenges. The study recommended the University library to: implement the system in order to effectively provide reference services to the users of the library.
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    Information resource security guideline for Uganda institute of allied health and management science Mulago library
    (Makarere University, 2017-09) Edonu, Julius
    The aim of this project was to establish information resource security guideline for UIAHMS Mulago library under the following objectives, to assess the status of collection at, to Identify security threats to information materials, to identify various causes of information threats, to propose security guidelines for information materials at UIAHMS-Mulago library. Method of data analysis was by table formulation, pie charts and explanation of table based on data collected, Beneficiaries of the project Uganda Institute of Allied Health Management Science Mulago library since information resources are secured. This project was carried out the guidance of the following project out puts to collect data; State of collection, the threats to information materials, report on various causes of information threats, report on security guidelines to be designed at UIAHMS. And the report shows that UIAHMS-Mulago library was faced with information resource threats like; theft, vandalism, financial constraint, Selfishness on the part of students, Scarcity of library materials, and Poor building. The researcher concluded Important of information resources cannot be over-emphasized, man depends on library resources for knowledge and new ideas are projected through the use of library resources. The data collected in this project revealed the various security lapses and ways library loses its materials through theft and mutilation. It was discovered that security system applied in university libraries have not been really effective, there is still much to be done in ensuring a well secured library and an opportunity for the future generation to share in the knowledge of today. It was further discovered that other contributing factors observed include limited number of copies of library materials, high cost of books and non-book materials and absence of photocopy machine in the libraries. Therefore, there is need to preserve and maintain library information materials at all cost. These project recommended UIAHMS-Mulago libraries to provide photocopying services to enable library users make quick photocopies for their need of library materials, provide adequate library materials to meet the information needs of users, provide stable and uninterrupted power supply in order to maintain the electronic security network and other ICT equipment. Impose stiff penalties should on dishonest users associated with theft, mutilation, illegal removal of library materials or vandalism, Orient users on how to effectively use library services, use electronics books, especially for high-demand, latest-edition texts: book theft will be reduced by transferring a ‘high risk’ physical item into an electronic version, use closed circuit television (CCTV) system to minimize the menace of book theft and mutilation.
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    A materials acquisition plan for East High School Ntinda
    (Makerere University, 2017-09) Lugoloobi, Emmanuel
    The study was carried out at East High School Ntinda Library and the aim of the study was to come up with a designed plan for acquisition of materials in the library of East High School Ntinda looking at the dynamic changing patterns in nature of acquisition which creates an ever changing information environment and transforms the way information is delivered and accessed since a great number of user access the library. The objectives were; to discover how acquisition materials are carried out in East High School Library, is carried out, to investigate monitoring and evaluation of acquisition in East I ugh School Library, to find out the challenges faced in acquiring materials in East High School Library, to scrutinize the format and content of prefers user information materials, and finally to generate and design an acquisition plan for East High School Library. The field research came up with project of findings, this project is made up of six chapters; chapter one is introduction, chapter two is literature review, chapter three is methodology used for data collection, chapter four is findings analysis and data presentation, chapter five validations and implementations of an acquisition plan to East High School Ntinda Library, chapter six is summary, recommendations and conclusion. The study recommended that in order for acquisition plan to move on smoothly , the acquisition department should come together with its library users be it teachers ,students, and also stakeholders and come up with a positive partnership which will help towards the provision of quality materials to the library users ,however some of the materials like the old shelves and short trolleys should be removed and replaced with long lasting ones besides that should also be an automated database of several collections that may be prone to damage by external and internal factors to also reduce on the space of materials to give room for new materials in East High School Library. It is considered for libraries today to automate their collections to come up with a modified collection and also have a well-established library tha5 enables a comfortable stay of users at all times of use of the library, A conclusion was drawn that East High school Ntinda library acquires materials despite the challenges of high cost of maintenance and relevance of some materials to the library at large. however, the library should identify these constraints that can help them design the most appropriate plan as compared to those adapted by every modern library across the globe.
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    Assessment of administrative records management at Mukono Health Centre IV
    (Makerere University, 2017-09) Namitala, Mwajjuma
    This study was carried out to assess administrative records management at Mukono Health Centre IV. The objectives were to; examine the types of Administrative Records managed at Mukono Health Centre IV, asses the process of a records lifecycle at Mukono Health Centre IV, identify the filing systems at Mukono Health Centre IV and finally to assess the challenges faced when managing Administrative Records and the possible solutions to the identified challenges. MHCIV is a government hospital that is headed by the Senior Medical Officer who works under the MOH within the government of Uganda. The Records Management System of Mukono Health Centre IV works under the HMIS system under the MOH of the Government of Uganda. The researcher collected and analysed the data through the use of the interview guide, observation guide and the document review guide as instruments in order to collect all the data that is given in this dissertation. The researcher interviewed the Health Records Manager and the Assistant Health Records Manager of MHCIV and then presented the data using the qualitative data analysis method. Findings show that; administrative records are managed by the Health Records Managers at MHCIV using the HMIS system of MOH to be viewed by the in-charges who work under the Government of Uganda. The HMIS system though has several problems that affect the proper management of administrative records at MHCIV that is; frequent shortage of HMIS tools, a small number of trained records managers and electronic data management and reporting is still lacking. Some of the recommendations are; recruitment of more skilled health records managers, revision of the annual budget for MHCIV and improvement of the electronic system.
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    Guidelines for an information literacy programe for Ndejje University library Kampala campus
    (Kabote Sam, 2017-09) Kabote, Sam
    This project is on the implementation of an information literacy program at Ndejje University library it talks about the deferent ways and methods in which information literacy is conducted and implemented in order for the proper use and access of information materials within the University library by its users, It Also Shows The Various Steps Of An Information Literacy Program, talks about the conclusions and findings within the library. Shows how information Literacy should be conducted within the library and the issues the library has to consider before conduction of an information literacy program. Therefore they are guidelines for an information literacy program at Ndejje University Library Kampala Branch. The objectives of the study are as follows.To establish the current status of the information literacy program at Ndejje University library. To find out how the information literacy program is managed at Ndejje University Library. To identify the challenges of conducting information literacy program at Ndejje university library. To design an information literacy program for Ndejje University library. The methods of Data collection during the study were Interviews and Observation. According to the findings that I got, the library is used by both the undergraduate and graduate students and therefore divided into two sections of the deferent programs. The challenges I discovered was that some library stuff failed to attend to me and were forwarding me to the other library stuff members which was quite disturbing on my side during the process of data collection within Ndejje University Library. On the side of students very few were willing to attend to my request as many of them rejected my request of attending to them. I recommend that the stuff within the library should freely attend to researchers when they are on their duty other than making one wait for a very long time for other stuff members. Although I faced a number of difficulties while collection the information within the library. I was successful and therefore collected the required information that I needed for the research within the library.