From Pivot to Innovate: Librarians Virtual Exchange Program between UC San Diego and Fudan University

UC San Diego (UCSD) and Fudan University launched the Librarians Virtual Exchange Program in fall 2023 in response to unforeseen challenges, including visa delays and pandemic-related restrictions. Despite these hurdles, the fully online format not only preserved the program’s core objectives but also demonstrated the potential for a more flexible and innovative approach to international collaboration. This paper provides an overview of the program’s design process, the month-long exchange activities, and key takeaways from participants. We aim to offer insights into organizing and scaling library exchange programs globally, even in challenging environments. Background and Motivation UCSD and Fudan’s partnership began in 2017, including student internships, librarian visits, and resource sharing. Since then, UCSD has hosted two Fudan MLS student interns, and Fudan has welcomed visits from four UCSD librarians while providing research assistance to several UCSD PhD students. These activities were paused during the COVID-19 pandemic. As the global pandemic eased, both libraries sought to renew the exchange program in 2023. However, the organizing team — Xi Chen and Heather Briston from UCSD, and Weihua Shi from Fudan — encountered a significant budget reduction that prevented Fudan from sending student interns or librarians to UCSD. In response, Xi, Heather and Weihua proposed a virtual exchange format, which was approved by the leadership of both libraries. Program Design and Execution Fudan identified three librarians interested in participating and submitted their CVs and proposals. To recruit UCSD participants, Xi and Heather hosted an information session to explain the program and answer questions. Eleven UCSD librarians expressed interest and submitted their CVs. A timeline was established for the exchange, running from October 16 to November 20, 2023. A dedicated LiSN page (an intranet supported by Confluence) was created to share the timeline and other essential information. Xi and Heather matched UCSD and Fudan librarians based on expertise and experience. A kickoff Zoom meeting was held to introduce participants, outline expectations, and answer questions. Participants were encouraged to have at least three meetings over three weeks, with the option for more. A final presentation was scheduled for November 28 to reflect on the exchange. To facilitate communication, UCSD librarians were advised to initiate meetings via Zoom since Fudan librarians could only join as participants. Email was recommended as the primary communication method, while Padlet was suggested as a tool for content sharing and virtual bulletin board. Over the four-week period, paired librarians used Zoom, email, and the LiSN platform to exchange ideas and share experiences. UCSD’s library IT team ensured Fudan librarians had access to the LiSN platform. On November 27, a final presentation was held via Zoom, attended by the exchange program participants and leadership from both institutions. Librarians from both sides presented their findings on topics ranging from digital and in-person exhibits to AI applications and user experience, highlighting differences between academic libraries in the US and China. Participant Insights and Takeaways A post-exchange survey was conducted after the program's conclusion, and a detailed analysis will be included in the paper. For this proposal, we highlight the experience of one participant, Xiaoyuan Chen, a librarian from Fudan University, who described the experience as both rewarding and eye-opening: “This experience has provided a valuable solution for budget-friendly, digitally-driven academic exchanges and highlighted the resilience of libraries in adapting to global challenges.” Xiaoyuan focused on two key areas of interest during the exchange: 1. Construction, organization, and management of library research support systems for intelligent knowledge services 2. Tools, products, and guidance services used by library research support systems in the context of open access Xiaoyuan believes that while traditional on-site exchanges would have required field studies, interviews, and workshops, the online format simplified the process. Virtual tools like Zoom, VooV Meeting, and Confluence supported effective communication and knowledge sharing. For example, UCSD librarians conducted live virtual tours of their special collections and collaborative spaces, allowing for real-time Q&A and follow-ups via Confluence. Time zone differences were managed effectively, ensuring full participation despite the condensed one-month schedule. Xiaoyuan gained valuable insights into UCSD’s integration of smart tools, including GenAI, into library services. Through virtual interviews with UCSD librarians and technologists, she learned how UCSD supports interdisciplinary research by developing and maintaining LibGuides. Understanding the behind-the-scenes collaboration involved in creating and updating these guides directly informed Fudan Library’s efforts to develop a similar toolkit tailored to Chinese academic needs. Program Impact and Future Directions A highlight of the program was the weekly online workshops, where Xiaoyuan shared her research on new trends in Fudan Library user behavior using the Customer Journey Mapping model. She was surprised to find similar patterns among UCSD users, sparking further discussion on shared challenges and solutions. The exchange fostered mutual understanding and laid the foundation for future collaborations, including a proposed co-authored paper on AI ethics in libraries. The success of this program demonstrates that virtual exchanges can be a sustainable and impactful model for international library collaboration. Conclusion We designed and organized this virtual exchange to overcome the budgetary constraints and travel restrictions. Through strong collaboration among programs at UCSD and Fudan, supported by effective use of technology, this pilot proved to be innovative, cost effective and productive. One-on-one communication between UCSD and Fudan librarians fostered deeper engagement - something often lacking in virtual conferences. The combination of synchronous and asynchronous interaction also proved to be effective and practical when there is a 15 hours’ time difference. Additionally, the month-long format allowed for more meaningful collaboration compared to shorter-term exchanges. While virtual experience cannot replace in-person learning and communication, with careful consideration and deliberate design, we were able to achieve the goal we set under a challenging circumstance. This successful pivot highlights the potential for sustainable and impactful international collaboration—even in a virtual setting.