PDF Library Department Handbook for Faculty & Staff Ay 2020-2021

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LIBRARY POLICY & PROCEDURE MANUAL COPYRIGHT OF SUC (2020-21)

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LIBRARY DEPARTMENT

HANDBOOK FOR FACULTY & STAFF AY 2020-2021

University City of Sharjah P.O. Box - 1797, Sharjah, U.A.E.

Tel: 06-5441155 Fax: 06-5441166

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SL. NO. DESCRIPTION PAGE # REMARKS

SECTION A

I INTRODUCTION 4

II DEPARTMENT GOALS 4

III STRUCTURE OF LIBRARY DEPARTMENT A. LIBRARY RESOURCES DEVELOPMENT

COMMITTEE

5

B. LIBRARY ORGANIZING CHART 5

V STRATEGIC PLAN 6

SECTION B

V FACILITIES AND SERVICES PROVIDED 6

A. LIBRARY SERVICES 6

i. OPAC 7

ii. INTERNET /CD ROM ASSISTANCE 7 iii. ONLINE RESOURCE SERVICE 7

iv. INFORMATION SERVICES 7

v. NEWSPAPER CLIPPING SERVICE 7

vi. SDI/CAS SERVICES 7

vii. INTER LIBRARY LOAN 7

viii. DISCUSSION ROOMS 8

ix. LIBRARY CONFERENCE ROOM 8 x. TRAINING & ORIENTATION 8

B. LIBRARY FACILITIES 9

C. LIBRARY TIMINGS 9

VI DEPARTMENT SPECIFIC POLICIES &

PROCEDURES

10

A. COLLECTIONS DEVELOPMENT 10

i. OBJECTIVES 10

ii. SELECTION RESPONSIBILITY 10

P. CATALOGING 11

i. DEWEY DECIMAL CLASSIFICATION (DDC) EXPLAINED

11 ii. OPAC (ONLINE PUBLIC ACCESS

CATALOGUE)

11

Q. CIRCULATION 12

i. GENERAL RULES OF THE LIBRARY 12

ii. BORROWING PRIVILEGES 12

iii. BORROWER OR LIBRARY

MEMBERSHIP CARDS 12

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3 iv. BORROWER CONFIDENTIALITY 13

v. CIRCULATION POLICYFOR MBA, BBA

AND OTHER MEMBERS 13

a. MEMBERSHIP FEES 13

b. MEMBERSHIP FORMS 13

c. RULES FOR CIRCULATION OF PRINT MATERIALS FOR STUDENTS

13 d. RULES FOR CIRCULATION

OF NON-PRINT MATERIALS (NPMS)

13 e. RULES FOR CIRCULATION

OF E-BOOKS

14

f. RENEWALS 14

g. LATE FINES 14

h. Penalty for Damages/Lost 15 i. TOEFL deposit refund policy 15

j. Check in policy 15

k. Forfeit/Debit policy 15 l. Books lost fine refund policy 15 vi. CIRCULATION POLICY FOR FACULTY &

STAFF

15 a. RULES FOR CIRCULATION OF

PRINT MATERIALS – FACULTY

& STAFF

15 b. RULES FOR CIRCULATION OF

NON-PRINT MATERIALS (NPMS) – FACULTY & STAFF

15 c. RENEWALS – FACULTY &

STAFF 15

d. PENALTY FOR

DAMAGES/LOST 15

vii. NON-CIRCULATING MATERIALS –

FACULTY & STAFF 15

S. WEEDING POLICY 16

VII BUDGETING 16

VIII ORIENTATION 16

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4 I. INTRODUCTION

The SUC Library caters to all the Faculty, Staff, Students and Alumni of SUC to pursue higher studies and research. The Library provides conducive learning environment in teaching and research programs of SUC by acquiring and making available all learning resources. The sole objective is to serve the right information to the right user at the right time.

SUC Library is fully automated with online search facility and self-service kiosk for issue and return of books. Library strives to enhance the personal growth of stakeholder of SUC and contribute to the development and sustainability through free access to ideas, information, educational and scientific research, cultural experiences and educational opportunities.

II. DEPARTMENT GOALS

A. To plan, develop, procure and maintain adequate online and offline library resources for smooth operation as per SUC’s strategic plan

B. To provide a learning environment conducive to academic needs along with regular updating of learning resources

C. To orient the students, faculty and staff with regards to the usage of library resources D. To disseminate required, relevant and updated information to enhance the Research Support

to Faculty, Student & Staff

E. To create the reading awareness; involve the Students in the library activities and Information Literacy Programs.

III. STRUCTURE OF LIBRARY DEPARTMENT

The Library Department of SUC is managed by the Head-Librarian under the guidance of Library Resource Development Committee (LRDC) Chair. LRDC Chair and Head-Librarian will initiate the functions such as to plan, design, develop, procure & maintain adequate library resources for smooth operation as per SUC’s strategic plan The Library also involves in number of activities such as user training and updating the information requirements of SUC, Organizing Book Fairs and Library Collection Development meetings. It provides online and offline information and disseminates to the respective departments.

A. LIBRARY RESOURCES DEVELOPMENT COMMITTEE (LRDC)

LRDC is the guiding force for the Library Department to execute its functions and fulfilling the SUC strategic plan. Head Librarian organizes quarterly meeting with the members of the LRDC listed below. The committee meeting is held to discuss various issues related to collection development, subscription of periodicals, E-resources, Information services, weed out library materials, Feedback analysis of Faculty, Staff, Students or any other improvements to cater to the higher learning environment. LRDC meeting is generally held three times in an academic year and decision taken are implemented by Library Department.

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5 Library Resources Development Committee consists of the following members:

i.DEAN [Business & IT]

ii. DYASS / REGISTRAR iii.Head–Librarian

iv. Nominated Faculty members (maximum of three) v. Head of Finance

B. LIBRARY ORGANIZATION CHART

ROLE OF HOL

 Plan and prepare the strategic plan

 Review the requirements and collection development (Books, E-books, Journals, and Magazines & Online Resources.

 Organizing the LRDC Meeting and Review the suggestions, recommendations and Implementation status.

 Coordinate with IT department for IT integrated library services.

ROLE OF DYASS & REGISTRAR

Review the LRDC Meeting suggestions, recommendations and Implementation status.

I. STRATEGIC PLAN

Skyline University College Strategic Plan is a road map for planning the short and long range resources and facilities requirement of library to achieve excellence in academic standards to enhance the University College’s academic standing for the benefit of faculty, students and society.

II. FACILITIES & SERVICES PROVIDED A. LIBRARY SERVICES

Library is providing the following services to the users:

i. Online Public Access Catalogue (OPAC) ii. Internet/CD ROM Search Assistance iii. E-Resources

iv. Information Services

v. Research Support Information Service (RSIS) DYASS & REGISTRAR

Head Librarian

Assistant Librarian Assistant Librarian

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6 vi. Reference/Referral Service

vii. News clipping Service

viii. Current Awareness Service (CAS)

ix.Selective Dissemination of Information (SDI) x. Query Based Service (QBS)

xi.Table of Content

xii. New Arrivals Information Service xiii.Book Review of the Month

xiv. Internship

i. ONLINE PUBLIC ACCESS CATALOGUE

Patrons can access the Online Public Access Catalogue (OPAC) of KOHA through the Portal Service by entering their Students ID number and password provided by the Skyline University College.

ii. INTERNET / CD ROM SEARCH ASSISTANCE

This is service is available in the Electronic Library Area. Patrons can get the CD ROM search assistance on request basis.

iii. ONLINE RESOURCES

A proper orientation will be given to all freshmen level Students of BBA & MBA about the Online Databases. Moreover it will be given during the sessions which will be conducted by the Faculty members inside the library premises. The Library is equipped with 23Computer terminals with internet access. Students can access online databases subscribed by the library here. This database gives access to more than 16000 E-books

&5000 e-journals

iv. INFORMATION SERVICES

Library provides all kinds of information services such as Current Awareness Service (CAS), Selective Dissemination of Information Services (SDI), Query Based Information Service (QBS), New Arrivals of the week, Research Support Information Service (RSIS), Table of Contents (TOC), Book Review of the Month, Good Reading Quotes etc.,

v. NEWSPAPER CLIPPING SERVICE

The Library also subscribes to several newspapers and has a special service of newspaper clipping in which important news related to the subject areas is clipped and recorded for future reference. This is done by the Library staff with the help of faculty from different subject field on daily basis. (List of newspaper is given in the appendix)

vi. INTER LIBRARY LOAN

SUC has an agreement of inter library loan facility with the University of Dubai (UOD) and American University in the Emirates (AUE). The services of UOD & AUE can be availed both by the students and the faculty for the purpose of references, borrow books and also use the online resources. The members of SUC who wish to avail this facility shall make a formal request to the Head Librarian of SUC with specific requests of the required material. The Head Librarian of SUC makes necessary arrangements and makes the material available to facilitate the faculty or student within two working days.

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7 The details of the website (http://www.ud.ac.ae/library & http://library.aue.ae/) will be displayed on the library notice board for the references. SUC library also extends facility to enable students and faculty to visit the Sharjah University Library & Sharjah Public Library by showing their SUC Identity card

vii. RESEARCH ZONE WITH DISCUSSION ROOMS & CONFERENCE ROOM

There are six rooms in the Research zone for discussions along with a one conference room inside SUC’s library which can be used by the faculty or staff members for discussions or conducting meetings. The conference room can also be used by the students for their project work and presentations.

The rules and regulations are as follows:

a. The rooms for students have to be reserved in advance. The group which wants to use the rooms for discussion should give their names and the time for use at least one day before the requirement.

b. These rooms are meant for self-study and group discussions.

c. If the group wants to use the presentation room for discussion they need a written permission from the faculty members.

d. The faculty members can use the rooms at their leisure.

viii. TRAINING & ORIENTATION

Orientation will be given at the beginning of the every semester to the Faculty Members, Students about the Library Resources, Policy & Procedures, Library Facilities and Library Services

ix. INTERNSHIP

SUC library will provide the internship opportunity to the students on part time basis.

B. LIBRARY FACILITIES

Library provides the following facilities to the users:

i. Reference Section ii. Rental Section iii. Periodical Section iv. New Arrivals Section v. Discussion Room vi. Conference Room vii. Silent Zone viii. Learning Zone ix. Research Zone x. Teaching Zone i. Reference Section

Reference titles are available in various subjects based on the curriculum core text books and it will be updated every year through participating, organizing Book Fairs, Online Book Request & LCD Meetings etc.,

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8 ii. Rental Section

Rental Books will be given to the Students at the beginning of the every semester, and it can be returned end of the semester. Titles will be updated based on the recommendation of program review committee.

iii. Periodical Section

Physical Journals & Magazines are displayed and the back volumes can be borrowed by SUC Members. All periodicals will be entered in Library Management Software. . iv. New Arrivals Section

All newly arrived materials will be displayed in this section after system processing.

v. Discussion Room

Students can use this facility for their group discussion, Debates and Quiz Practice.

vi. Conference Room

Students can use this facility for the preparation of Assignments, Dissertations etc., vii. Silent Zone

This zone is created to fulfill the requirements of the Students who want to study in very silent environment.

viii. Learning Zone

Learning zone is available in the Main Library Hall with 23 computers.

ix. Research Zone

This zone consists of Research based publications and is specifically used by Faculty members.

x. Teaching Zone

Faculty members can bring the Students and conduct the session with help of reference and Online Resources (EBSCO, ProQuest, Ebrary etc.)

C. LIBRARY TIMINGS

The Library is open with all facilities and services for the students from 9.00 A.M to 10.00 P.M on all workings days and also on Fridays from 9:00 am to 6:00 pm Saturdays from 9.00 A.M to 7.00 P.M. Library will remain closed on public & Government holidays.

VII. DEPARTMENT SPECIFIC POLICY & PROCEDURE A. COLLECTION & DEVELOPMENT

i. OBJECTIVES

The primary goal of the Library is to support objectives of SUC.

The objectives of collection development are:

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9 a.To support the SUC curriculum

b. To strengthen the collection

c.To provide services for the research and information needs of the SUC community.

ii. SELECTION RESPONSIBILITY

The process of selection, acquisition and organization of library resources is a cooperative venture between the LRDC Committee which comprises of faculty members of different subject areas, VC, DEAN DYASS & Registrar, Head-Librarian and subject experts. The requisition of books also may come from the Program Review Committee and the course reports that may require adding, removing, acquiring new reference books, case studies, databases, simulation games, etc. The acquisition process is initiated after the submission of requests by the faculty. The requests are discussed by HOL in the LRDC Committee and finally approved by VC.

B. COLLECTION DEVELOPMENT ACTIVITIES

i. LIBRARY RESOURCE DEVELOPMENT COMMITTEE (LRDC)

SUC organizes three meetings in a year on semester basis. During the meeting, Members discuss the areas of improvement in the collection development. Members suggest for the library development and HOL will initiate the given suggestions and discuss with DYASS & REGISTRAR and get the approval from the VC.

C. LIBRARY RESOURCE PLANNING REVIEW

Library resources will be maintained as per the Resource Adequacy Feedback (RAF) and the as per the Strategic Plan of SUC

D. SELECTION CRITERIA

The following criteria apply to selection of materials (excluding periodicals) for the library collection:

i. Request for books or learning material from faculty, student, LRDC

ii. Present holdings of books in subject area

iii. Projected number of student for the semester

iv. Number of cycles of lending

v. Reputation of author and publisher

vi. Availability of online learning resources relevant to the books

vii.Availability and price

viii. Approval by VC

Other guidelines for selection:

i. Textbooks are purchased when they have inherent value to the collection as a reference work or authoritative source.

ii. Multiple copies of titles are purchased only when it is appropriate and recommended by Chair-LRDC.

iii.Paperback editions of books are purchased if available.

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10 iv.Materials are selected in a wide range of formats such as hardbound and

paperbound print, a variety of electronic formats, audio-visual, etc. When multiple formats are available, the Library avoids duplication in most cases.

Decisions on choice of format are based on ease of use, the need for simultaneous users, preservation, storage and price.

v.Consideration to replace lost or damaged materials is based on availability, significance to the collection and relevancy to the current use.

P. CATALOGING

The Library collections including print and non-prints are cataloged electronically through the Library Management software using the Dewey Decimal classification (DDC) system 23rd edition and subjects heading are given through Library of Congress Subject Headings(LCSHs) 30^th edition. The only exceptions are periodicals, which are arranged in alphabetical order by title. Bibliographic records are exported from KOHA to the Online public access catalog (OPAC), ensuring that the records meet international bibliographic standards. The bibliographic records are available in the Anglo American Cataloguing Rules II (AACR II) format and are also available in mnemonics format. All the details are maintained in the Accession Register.

i. DEWEY DECIMAL CLASSIFICATION (DDC) SCHEME EXPLAINED

a.000 Computer Science, Information &General Works

b. 100 Philosophy &Psychology

c.200 Religion

d. 300 Social Sciences

e.400 Language

f.500 Science

g.600 Technology

h. 700 Arts &Recreation

i. 800 Literature

j. 900 History &Geography

This scheme follows a decatomy hierarchical structure and further each class is divided into 10 subdivisions.

ii. OPAC (ONLINE PUBLIC ACCESS CATALOGUE)

The Library collection is managed through the KOHA online Catalog system known as OPAC or Online public access Catalog. The Library is able to manage its acquisitions, cataloging, circulation and public access using this system. After library materials are cataloged electronically using the online public Access Catalog (OPAC) database, the bibliographic records are exported to website for use by the library users.

The OPAC includes local information for our Library such as barcode number, collection, bibliographical details, call number, copy/volume number, holding library and format type.

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11 Q. CIRCULATION

Library Use

The Library is open to the faculty members, staff, students, alumni and outside stakeholders who are engaged in research activities.

i. GENERAL RULES OF THE LIBRARY

a. Silence should be maintained in the library.

b. Spitting, smoking and other offensive or objectionable practices are strictly prohibited.

c. Cell phones should be switched off or kept in the silent mode with in Library premises.

d. Student ID Cards should be shown at entrance & also on demand whenever there is a Check.

e. Student ID cards/borrower cards are not transferable. Books are issued against borrower cards only on production of their own Student ID card.

f. On completion of course No dues Certificate will be issued only on submitting all the materials borrowed from the library.

g. Overdue charges will be collected if book is not returned by due date.

h. If book is lost borrower is responsible to replace the book or pay latest market price. If title is out of print price will be charged as per Library norms.

i. No eatables are allowed in the Library.

j. Violations of Library rules can lead to hefty fines / debarred from Library.

k. Playing games, downloading games, software, music /video files is strictly prohibited in the electronic library area.

l. Library computers are meant for library search only and students are allowed to work on their assignments also.

ii. BORROWING PRIVILEGES

Borrowing privileges are available to SUC faculty, staff and currently enrolled students, as well as alumni and outside members who can avail membership for their research purposes. The SUC provides identity cards to each student which is also used as a membership cards or library cards for issuance/return of books and other materials. The ID card is scanned with barcode technology and the books are issued with the help of Library management software. For the faculty members, staff and others, membership cards are developed through the Library database management software and the same is maintained records.

iii. BORROWER OR LIBRARY MEMBERSHIP CARDS

Individuals must complete a registration card and update their individual finger print registration or ID card in the KOHA software using the barcode technology in order to borrow materials from the Library. For faculty, staff and currently enrolled students, barcodes are attached to the library system at the beginning of each semester or any other convenient time. The students from the other schools, colleges and universities can use the library resources inside the SUC premises at Free of Cost by submitting their ID proof. Library membership comes at AED 250 annual charges with a security deposit of AED 500 (refundable) if the member wants to check out the materials.

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12 iv. BORROWER CONFIDENTIALITY

The SUC Library protects the confidentiality of each member. The Library staff shall not disclose any personal or circulation record information regarding any if a book is urgently needed, the staff will make arrangements for making the book available within a reasonable timeframe.

v. CIRCULATION TERMS

The number of books to be issued and loan period is classified into 4 broad categories.

They are as follows:

a.BBA Program

b. MBA Program

c.Faculty and Staff

d. Others include CPD students, Alumni and outside members

Collection of core text books from library is the responsibility of the borrower and no refund of utilization fee will be applicable.

a. Membership Fees

The number of books to be issued and loan period is classified into 4 broad categories.

They are as follows:

o Undergraduate program (School of Business & School of IT) o Graduate program (School of Business)

o Faculty and Staff

o Others include CCL students, Alumni and outside members

Collection of core text books from library is the responsibility of the borrower and no refund of utilization fee will be applicable.

b. Membership Fees

The Library fees for SUC student is included in the annual fees as per the institution policies. All library borrowings will come into force after a member pays applicable security deposit which will be refunded at the time of withdrawal of membership or cancellation of the admission after deducting any dues pending against the library.

The outside members will have to pay applicable annual membership with a security deposit of AED 500/= and it has to be renewed each year. The alumni members of SUC can access the library e-resources absolutely free of charge through the portal.

c. Membership Forms

Alumni Membership forms are available in the portal and print copies in the library as well.

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13 d. Rules for Circulation of Print Materials for students

a. Core Text

The students can borrow the books as per the courses enrolled and needs to be return as per the deadline received from the Library Department

b. Reference Books

Students can borrow maximum of 3 books and needs to return as per as per the deadline received from the Library Department.

c. Study Materials / Kit

i. Study materials / Kit will be used as per the following guidelines for the short courses;

Category Membership

Type Maximum No. of

study materials

Materials

/ Duration No. of Reference

Books

Loan Duration

CCL IATA 1 Sale 2 7 days

ELC TOEFL 1 Semester N/A N/A

IELTS 2 Sale N/A N/A

PET 1 Sale N/A N/A

City &

Guilds 2 (1 Book

+ 1CD) Sale N/A N/A

OTHER Alumni &

others N/A N/A 2 7 days

d. Rules for Circulation of Non-Print Materials (NPMs)

i. The students cannot checkout any audio visual materials from the Library.

They can use the Audio Visual materials like CDs, DVD, Cassettes materials in the Library with the permission of their respective faculty. Students may use audio-visual materials in the electronic library area of the Library. Materials must be returned to the circulation desk during library hours after use.

g. Renewals

Users may renew any materials borrowed from the Library provided that no other borrower has made a request for the item. Two renewals will be allowed for any issued reference materials for the period of 7 days. On-campus students must present the book and a current identification card at the Circulation Desk. Requests for renewals by telephone will be accepted only in case of emergencies or mitigation circumstances.

h. Late Fines

The Library charges a fine of AED 1/ per day per book as overdue for all the library books from the students.

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14 i. Penalty for Damages/Lost

The cases of penalty for any damage or loss of any item will be referred to Head-Librarian for action. In case of the dispute not resolved at this stage will be referred to DAC.

j. TOEFL deposit refund policy

TOEFL books should be returned within 3 months from the date of borrowing failing to do so; the deposit is non-refundable.

k. Check in policy:

All core text books should be returned as soon as they finish their final exams and the reference books should be returned as per the due date given. It is the sole responsibility of the borrower to check the status of books issuance and return in their library account through Online Public Access Catalogue (OPAC) and immediately contact the library staff for clarification if any.

vi. CIRCULATION POLICY FOR FACULTY & STAFF

The eligibility for full time faculty, part-time faculty and staff members to borrow from Library begins from receiving the intimation about the new member from Human resource department. The faculty members can avail library books by observing the following circulation policy.

a. Rules for Circulation of Print Materials

The categories of members and their privileges are as follows:

Category of Faculty

& Staff Max. no. of books Loan Duration

Full time faculty 10 120 days for core text (15 days for reference books)

Part-time faculty 4 for each course allocated (2 core text & 2 reference books)

120 days for core text (15 days for reference books)

Staff 4 15 days for all books

Note: All reference print materials including reference books, current issues of periodicals, bound volumes of periodicals, reports, manuals etc. will be issued for fifteen days only. The faculty will have to return the materials before due date in case of demand by any other member of the Library.

All core text and reference materials borrowed by the faculty have to be returned to the library at the end of each academic year.

b. Rules for Circulation of Non-Print Materials (NPMs)

Non- print materials (NPMs) in the collections of Library include items such as DVDs/CDs/Videos/CDs/ Video Cassettes, Audio Cassettes, Slides etc.

All audio-visual materials will be issued to the faculty for the classroom demonstration only through the computing department who would display the

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15 material as per faculty requirement and then return to the Library. Items can be retained for a maximum of seven days only.

c. Renewals of audio / video

Issued documents and other items are renewable, provided there is no demand for the material by other members. Two renewals are allowed for any issued material.

d. Penalty for Damages/Lost

The cases of penalty for any damage or loss of any item will be referred to the Head-Librarian for action. The user needs to check the price with the library staff and make the payment in the Finance Department and submit the receipt to the library.

vii. NON-CIRCULATING MATERIALS

Reference books like dictionaries, encyclopedias, atlas, maps etc., are not circulated by the Library.

viii. CLEARANCE FORM

SUC Library will issue the clearance certificate to any faculty member only after he/she returns the borrowed materials from the Library to all those who leave the organization after returning, replacing or paying for all outstanding print and non- print materials that they have not returned to the Library.

S. WEEDING POLICY i. Discard Plan

SUC library staff will analyze the existing collections based on the year of publication and physical condition of the print books. The HOL prepares the analysis report and it will be verified by the DEAN- School of Business and DEAN – School of IT. The outdated materials will be removed from the stock after the approval of LRDC members.

VII. BUDGETING

The HOL will discuss with Head of Finance and provide all the details to prepare the library budget. It is the responsibility of the LRDC committee with due approval of Finance Department to allocate the budget for library collections as per the strategic plan of SUC. The funds available for online databases which include online journals and audio-visual materials, E-books, and other reference materials are divided equally among different subject areas of study. The budget is finalized each year in the month of July/August for the next academic year.

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16 VIII. ORIENTATION TO FACULTY & STAFF

A. A. ORIENTATION PUBLIC INFORMATION AND DISCLOSURE

The new Faculty & staff members will be given an orientation as per the schedule arranged by the HRD. The orientation will include General information of the Library, rules and regulations, library infrastructure, circulation procedure, services offered, E resources, and OPAC, etc.

B. ORIENTATION TO STUDENTS

An orientation will be given to all the new students at the beginning of the semester.

Administration department will advise the date and time for the orientation. The orientation will include General information of the Library, rules and regulations, library infrastructure, circulation procedure, services offered, usage of E resources etc.