TURKISH REPUBLIC
ANKARA YILDIRIM BEYAZIT UNIVERSITY
DIRECTIVE FOR DIRECTORATE OF LIBRARY AND DOCUMENTATION
CHAPTER I
Objective, Scope, Basis and Definitions
Objective
ARTICLE 1- (1) The objective of this directive is to organize the procedures and principles as to the foundation and service policies of the libraries within the body of Directorate of Library and Documentation, the assignments, authorisations and responsibilities of the staff working at the central library and its branches, and the library services offered to academic and administrative staff and students of AYBU and the universities with which we have protocol.
Scope
ARTICLE 2- (1) This Directive is concerned with the regulations of the central library of Ankara Yıldırım Beyazıt University Directorate of Library and Documentation and its branches.
Basis
MADDE 3 – (1) This Directive was prepared in accordance with 33rd article of Delegated Legislation of the Law concerned with Administrative Organization of Higher Education Institutions and 14th article of Higher Education Law Date of 4.11. 1981 and Decree No. 2547.
Definitions
MADDE 4- (1) Here are the definitions of the concepts referred to in this directive;
a) The Branches of Ankara Yıldırım Beyazıt University Central Library refers to the libraries of the faculties, graduate schools and vocational schools of AYBU.
b) Directorate refers to Ankara Yıldırım Beyazıt University Directorate of Library and Documentation.
c) Central Library refers to the library of Ankara Yıldırım Beyazıt University Esenboğa Campus.
d) , Director refers to the director in charge of the libraries within the body of Ankara Yıldırım Beyazıt University Directorate of Library and Documentation
e) University refers to Ankara Yıldırım Beyazıt University
f) Reader refers to academic and administrative staff as well as students of AYBU and the universities with which we have a protocol.
g) Material refers to any type of information utilized in the library.
h) ILL refers to international Library Loan System.
ı) TÜBESS refers to Documentation Provision and Loan System of Turkey
CHAPTER II
Organization and Management
Organization
ARTICLE 5- (1) The services of the library are carried out centrally by The “Directorate”.
Management
ARTICLE 6- (1) Within the framework of the principles of this directive, the services of the library are managed by The Directorate, Branch Offices within the body of the Directorate and the administrative of the library units. The provision of the library services determined by this directive is carried out by the supervision of The Directorate.
Assignments and Authorization of Head of the Directorate
ARTICLE 7- (1) Here are the assignments and authorizations of Head of the Directorate
a) To do the required preparations to provide the staff for library services, to give opinion to Rectorate as to the staff to be assigned at the libraries and to carry out the general training and supervision of the library staff of the university,
b) . To prepare the performance budget for the books, periodicals, electronic resources, equipment and etc. considering the demands of the units of the university and present it to the rectorate,
c) To renew the equipment regularly in accordance with the technology,
d) To provide the integration of information with the recent technology by pursuing the developments in the field of librarianship,
e) To standardize technical and reader services and supervise them.
g) To take the required precautions in order to provide the chance to utilize libraries and reading halls and access for the required resources for the disabled,
h) To organize bibliographies, dissertations and periodicals and databases and ease scientific researches,
ı) To provide the working of central library and its branches in cooperation and to organize vocational courses and training programs,
j To provide traineeship and application opportunities to the students of librarianship if needed.
k) To prepare annual report concerned with library and documentation services and to present the report in January of each year,
l) To carry out other workings within the body of the services of library.
Assignments and Authorization of Director
ARTICLE 8- (1) Director carries out the assignments of the central library and its branches and the assignments given by this directive and Head of the Directorate.
Assignments and Authorization of the Administrators of the Branch Libraries
ARTICLE 9- (1) The administrators of the branch libraries are assigned among the people who received librarianship education and carry out the below assignments under the supervision of Head of the Directorate and Director.
a) To carry out the services at the library in accordance with the organizations determined by Head of the Directorate.
b) To inform the Head of the Directorate concerning the equipment and other materials of the library and to provide them,
c) To prepare the annual report in December of each year and to present it to Head of The Directorate.
d) To prepare inventory of the unit each year.
CHAPTER III
Library Services
Library Services
ARTICLE 10- (1) There are two types of library services such as technical services and reader services.
Assignments of Technical Service Unit
ARTICLE 11- (1) Technical Services covers all the processes including the preference of all materials of the library such as books, periodicals, electronic resources, dissertations, brochures, visual and audial equipment and provision of them to the reader.
The Services within the body of Technical Services
12- (1) Here are the services within the body of Technical Services:
a) Provision/Accession and Stock Registration Unit: This is the unit in which the processes such as the preference, purchasing, and registration, donation, exchange and registration of any types of collections such as books, periodicals, dissertations, micro-films, videos, and visual and audial equipment supporting the education of the universities and helping the researches are carried out.
b) Cataloguing and Classification Unit: This is the unit in which the processes such as classification of the materials of the library in accordance with “Library of Congress Classification System”, cataloguing them in accordance with “Anglo American Cataloguing Rules 2” and finally presenting them to the use of the readers are carried out.
c) Electronic Resources Unit: This is the unit in which electronic resources demands of Ankara Yıldırım Beyazıt University are evaluated; appropriate sources are observed within the frame of trial versions and content and evaluation analyses of these sources are carried out and reported. The unit also carries out the required process of the e-sources and present them to the use of the users; provides access to all electronic resources and solves the problems concerning the access, evaluates the use of the subscribed/purchased e-sources with statistical methods and reports the results and promotes e-resources and organizes activities, training meetings and planning as to the encouragement of the use of e-resources. .
e) . Periodicals Unit: This is the unit which do preferences as to the periodicals to help educational researches, carries out their purchasing, donation, and exchange activities and develop and present them to the use of the readers in order.
f) Multimedia Technical Services Unit: This is the unit which prefers audio-visual materials that supports educational and research, cultural and social activities such as cd, vcd, dvd, disk, their purchasing, donation and exchange, production, and presentation in order.
g) The Disabled’s Unit: This unit that provides the required services for the disabled.
h) Data Processing Unit: This is the unit which establishes computer system within the library, solves the problems as to the breakdown of the computer system and offer service e without any problem and provide coordination among the units.
j) Automation Program Management: This is the unit which provides the running of the automation program of the library, solves the problems that may occur and carries out backup process in an order.
k) Web Site Management Unit: This is the unit which updates and organize the website of the Library.
l) Binding and Repair Unit: This is the unit which organizes binding and repairing processes of information resources.
Assignments of Reader Services
ARTICLE 13- (1) Reader Services includes the services as to the provision of information resources and the library services to the users, promotion of library services, organization of seminars, conferences and publications to increase the number of users who utilize these services and getting in touch with the reader with such organisations.
The Services that constitutes Reader Services
ARTICLE 14- (1) here are the services that constitutes reader services:
a) Consultancy/Reference Unit: This is the unit that promotes library collection and services to the users within and outside the university. This unit is in charge of organizing in-service training, scanning bibliographies, announcing the current publications to the readers and carrying out information services to the reader to help the use of library materials.
b) Loan Unit: This is the unit that provides not the loaning of the materials that are suitable for loaning within and outside the library and the materials that do not exist within the library but needed for research and educational studies of the readers from other libraries and information services within the framework of the collaboration protocols among the universities. This unit also supervises this process.
c) Multimedia Unit This unit is in charge of presenting the materials of multimedia to the readers in an order
d) Reserve Unit: Reserve Collection consists of the compulsory education materials written by faculty members or selected by course materials, course books, assistant course books, course notes, copies of the articles, exemplary examinations, problem sets, reading packets and etc. The objective of reserve services is to support education by loaning the resources selected by faculty members to the students/ readers for a limited time period.
e) Photocopy Unit: This is the unit in charge of carrying out and supervision of photocopy and similar services.
CHAPTER IV
General Rules of the Library
ARTICLE 15- (1) here are the general rules that must be obeyed at the library:
a) Food or drink except for water is not allowed
b) Readers are not allowed to talk on the mobile phone.
c) The readers are responsible for their belongings. The Directorate cannot be blamed for the missing or lost items.
d) The users are not allowed to speak loud
e) The loaning and refunding processes must be finishes 15 minutes before the library is closed.
f) The users have to share their valid e-mail address with the library and inform the librarian if they change their e-mail address.
g) The computers within the library have to be utilized only for educational activities.
h). If the reader does not obey the rules of the library, h/she has to consider the warnings of the librarian.
ı) The names of the users who cause damage to information sources and property of the library (such as computer, chair, table, etc.) are presented to the rectorate for taking legal action.
j) The names of the users who takes the information resources out of the library without permission or the users who attempt to do so are presented to the rectorate for taking legal action.
CHAPTER V
Library System, Conditions to Utilize from the Library, Loaning Conditioned, The Materials that cannot be loaned, The Materials that are not returned on time and Other Materials
ARTICLE 16- (1) The automation system that has modules such as cataloguing, loaning, periodicals, reservation is used at the library. The access to any sort of resources is carried out on this system. The system is updated regularly with the annual maintenance agreements.
(2) The automation system is used with library staff authorised by the firm with personal passwords for automation security.
Conditions to utilize the library
ARTICLE 17- (1) Academic and administrative staff and students of the university may utilize the library within the framework of the conditions declared on this directive.
(2) Within the framework of collaboration among the libraries, academic staff of other universities may utilize the library of AYBU and they may borrow materials under the responsibility of Directorate of Library and Documentation of their home university.
(3) The readers who utilize the library and its reading halls have to show the materials they take out of the library to the librarian. The exit of the library had connection with the security system and if the system is alarmed, the librarian has the authority to check the belongings of the readers such as bag and etc. The needed precautions are taken for those who attempt to take out the materials without permission and legal procedures are applied.
(4) The reader has to obey the rules of “The Law concerning Intellectual and Art Works”. The university has no legal responsibility for the reader within the framework of this law.
(5) All readers have to obey the rules of The Directive of The Library regardless of being a member or not.
Conditions for Loaning
ARTICLE 18- (1) Academic and administrative staff and students (undergraduate/graduate) of AYBU and academic staff of other universities (with institutional id and signed and stamped protocol document) may borrow books from the library after being registered to the library.
(2) In accordance with the collaboration among the universities, academic staff of other universities are allowed to borrow books from the library via the library of their institutions.
(3) AYBU academic and administrative staff and students are allowed to borrow books from the library with their institutional id cards while the academic staff of other universities are allowed to borrow books with their institutional id cards in addition to a signed and stamped protocol document.
(4) The number of books to be borrowed and the extension are as follows;
|
User |
Number of Books |
Period |
Extension |
|
Academic Staff |
10 books |
30 days |
2 extension |
|
Administrative Staff |
5 books |
30 days |
2 extension |
|
Ph. D. Students |
5 books |
30 days |
2 extension |
|
Master’s Student |
5 books |
30 days |
2 extension |
|
Undergraduate / Short- Cycle Books |
3 books |
15 days |
2 extension |
(5) The users may reserve 2 books for three days on the system. If they cannot borrow the books they reserve within 3 days, the books whose reserve period is expired may be borrowed by other users. The publications on the shelves cannot be reserved.
(6) The period of borrowing may be organized by the administrative body of the library if needed.
(7) All academic and administrative staff and students of AYBU are a member of the library after they are registered to the library.
(8) The users cannot give the resources to the others.
(9) The Directorate may ask the materials it loaned back before the period of loaning is expired.
(10) The books that are loaned very often are placed on reserved books section by the decision of the administration of the library and faculty members on the demand of the users. These books are loaned within the library for two hours. If these books are not needed by other users the two hours may be extended.
(11) The users cannot borrow books with an id card that does not belong to himself/herself. The administrative, legal and criminal action is taken against the users who attempts to do so,
(12) The users who did not return the library material whose period of loaning is expired cannot borrow another library material before returning it back.
(13) The period of extension for using the information sources process is carried out on the web-page of the library and loaning unit of the library.
The Use of Electronic Devices
MADDE 19- (1) AYBU Members may access the electronic resources to which The Directorate is subscribed via IP ranges within the campus limitlessly. They may also access to these resources out of the campus by changing proxy settings on the website of the library http://www.ybu.edu.tr/kutuphane/ with the user name of their institutional e-mail address (… @ybu.edu.tr) and the password of the e-mail address. The users have to pay financial punishments for violations themselves.
Loaning among the Libraries Service
ARTICLE 20- (1) Loaning among the Libraries Service provides information resources that are needed for research and educational activities but not available within the library from other libraries and offer the required possibilities.
a) AYBU Academic Staff may utilize loaning services among the libraries.
b) The users who are interested in utilizing loaning among the libraries service may demand for it either by directly coming to the library or by sending e-mail to the library.
c) In order to meet the demands and on time and without mistakes, the users have to give information without mistake. The user is responsible for the mistakes caused by wrong and missing information. The users have to indicate the information such as the title (for book or article names), author, number year, etc. concerning the publication to be demanded.
d) Information notes concerning the demanded publication are sent to the e-mail address of the users. For this reason, the users have inform the library either by visiting the loaning section of the library or sending e-mail to kutuphane@ybu.edu.tr address.
e) Loaning rules of the library that provides the resource are applied for the loaning service of the demanded resources. If the demanded resource is not returned on time; lost or damaged, the rules of the library from which the resource is borrowed is applied. The user is responsible for abiding by these rules.
f) The user who demands for resource has to agree to utilize the publication within the framework of author’s royalties and return it back within the demanded period. The users who have not return the library material back on time and punished for it cannot obtain from this service until h/she pays the penalty.
g) The users who are interested in utilizing Loaning among the Libraries Service have to meet the expenditure caused by demanding the material from other library (such as shipping and etc.).
h) The users can demand for maximum 3 books for at a time within the framework of Loaning among the Libraries Service.
ı) The material demanded from other libraries has to be suitable for loaning.
j) Maximum 3 resources are sent to the demanding library for 30 days. On condition that the resource is not demanded by other user, this period is extended for once.
Books and other material that cannot be loaned
ARTICLE 21- (1) The below books and library materials cannot be loaned outside the library:
a) Application works (such as abstracts, index, dictionaries, encyclopaedia, etc.),
b) Dissertations,
c) Visual-audial devices,
d) Reserved books,
e) Bounded periodicals and their last issues,
f) Music notes,
g) Atlases, maps and slides,
h) Collection parts, sculptures and artistic materials, etc.
ı) Manuscripts and the works of limited publications,
i) Other materials that are determined as wrong for loaning by Head of The Directorate outside the library.
(2) The users may utilize such materials within the library and under the supervision of a librarian if needed.
Other materials that are not returned back on time.
ARTICLE 22- (1) The user who do not return the material h/she borrowed on time has to pay penalty for delay for each delaying date staring with the day after deadline without a need for any other process.
(2) The library does not have to remind the deadline to return the material. The user is responsible for returning the materials back to the library on time.
(3) . In order to revoke the penalty, the user has to donate 1 book for the delays from 1 to 30 days and 1 book more for each 30 day for the delay. The user who is asked to donate has to donate the books available on the requisition list of the readers. If the penalty is repeated more than twice, the user cannot borrow material from the library for one semester.
CHAPTER VI
Damage or Lost of the library Material and Valuation Commission and Discharge from the Library
Damage or Lost of the library Material
ARTICLE 23- (1) The user who borrow book or similar material from the library is responsible for compensating for the damage caused by relentless use of the book or the material. Under these circumstances, the amount of money the user has to pay is determined by Valuation Commission consisting of 3 persons determined by The Directorate considering the current cost of the book or the material and the degree of the damage to the material.
(2) On condition that the borrowed material is damaged or lost;
a) The damaged or lost library material is provided from the market.
b) If this is certificated as impossible, the user has to pay 100% current cost of the damaged or lost material.
c) If the lost material is not declared as lost to the library before the deadline of the returning date, the user has to pay penalty delay as well.
(3) The amount determined by valuation commission for the damaged of lost resources indicated above is submitted to The Rectorate. After the approval of The Rectorate, assessment and collection of the damaged or lost material asked from the user by AYBU Directorate of Strategy Development to be registered to the income budget of the university.
(4) The information resources that are not returned back to the library within one year are regarded as lost and the staff of the library is not responsible for them.
Valuation Commission
ARTICLE 24- (1) Valuation Commission consists of at least 3 persons determined by The Directorate and determines the cost of the books or other materials damaged or lost by the members and students of the university considering the current cost of the material as well as provides this amount to the income budget of the university. The valuation commission does the market research for the current cost of the damaged or lost material. Considering the volume, binding cost, paper quality, shipping expenditures, time value of the damaged or lost material as well as whether the material is scarce, antique, artistic or not, the commission determines the time value of the material and present its decision to the approval of the Rectorate.
(2) The commission determines the value of the material provided via donation for the accession record.
Breaking off from the Library
ARTICLE 25- (1 All AYBU Staff and Students have to discharge from the library before leaving the university. AYBU Academic or Administrative Staff who are going to break of the university for the reasons such as being retired or resigned have to complete their discharge process from the library by returning the library materials back. Otherwise, they cannot break off the university.
(2) The student who breaks of the university despite not returning the library material h/she borrowed back is declared to the library for legal procedures.
(3) The students who are going to do lateral transfer has to get an approval from the library for their breaking off document.
(4) The students who are about to graduate cannot get the diploma or temporary certificate before getting an approval from the library for their breaking off document.
(5) . Breaking off processes are carried out by AYBU Directorate of Students Affairs Office and AYBU Directorate of Personnel Affairs Office under the coordination with The Directorate.
CHAPTER VII
Varied and Final Provisions, General Collection Policy
ARTICLE 26- (1) General collection policy covers the activities to development, renewing and enlarging of the collection. Collection Development Policy of the library is determined in accordance with the education programs and cultural needs of the university.
(2) Here are the basic objectives to constitute the library collection in the line with the possibilities of the library:
a) To provide books, journals, electronic information sources and visual-audial resources with the purpose of supporting education,
b) To provide the required resources for researches,
c) To provide basic and supplementary references for each course,
d) .To provide reference resources related to all subjects.
Criterions for Resource Selection:
ARTICLE 27- (1) All resources to be included to the library collection via either by purchasing or donation are selected in accordance with the below criterions considering the general educational objectives and the determined goals of the university.
a) The appropriateness of the material in terms of the subject and language of the programs of the university,
b) The appropriateness of the material to the books and other materials already available within the library,
c) The significance and status of the author or editor,
d) The cost of the resource,
d) The availability of the bibliography,
e) The proposals of academic staff of the university,
f) Reliability and standards of the publishing house,
g) The appropriateness of Physical Position.
Donation Policy
ARTICLE 28- (1) The books, periodicals and non-book materials to be donated to the library are evaluated and admitted within the framework of collection development policy by Material Selection Commission whose members are determined by The Directorate.
Criterions for the Material Selection
ARTICLE 29- Here are the criterions for material selection:
The publications to be donated have to have the qualities appropriate to be donated to a university library, have updated and scientific qualities in accordance with the education offered at the university and able to support education, research, social and cultural activities.
a) The donated materials in the field of natural sciences have to be updated while the donated materials in the field of social sciences have to have literary qualities.
b) If the publications delivered by newspapers differs in terms of paper, printing and content, they cannot be admitted for donation.
c) The physically ill-used publications, publications with missing pages and worn-out publications cannot be admitted for donation.
d) The periodicals that do not provide binding unity within themselves and with the existent collection or single issues cannot be admitted for donation.
e) The publications or the materials such as primary or high school course books, duplications, course notes or the publications duplicated by photocopy cannot be admitted for donation.
f) A special collection or shelve cannot be organized in such a way to disturb the unity of the collection within the library cannot be organized for the people who donate.
g) The Directorate has the authority and rights as to the presentation of the publications on the shelves or sending one copy of the materials which are available within the library as two copies to other libraries either for exchange or donation.
h) The library is not responsible to announce the list of the materials donated to the library. However, the donated materials are listed.
ı) The donated materials are stamped by The Directorate and the donator is indicated on the automation system.
j) The donated materials that are determined as appropriate for the library collection are given a stock number and undergo the same procedures applied to other materials. If needed, Letter of Appreciation is sent to the donator person or institution on behalf of AYBU.
k) The people who donate materials to the library cannot lay claim to the materials they donate or claim right on them.
Validity
ARTICLE 30- This directive is validated since the day after being accepted by the senate of the university.
Executive
ARTICLE 31- The provisions of this directive is carried out by AYBU Rector.
