|Rules and Regulations|
|28 July 2011|
TEI OF EPIRUS LIBRARY AND INFORMATION CENTER REGULATION
1. LIBRARY MISSION.. 2
2. AIMS OF THE LIBRARY. 2
3. LIBRARY STRUCTURE. 3
4. LIBRARY ADMINSTRATIVE STRUCTURE. 3
4.1. ADMINISTRATION PRINCIPLES. 3
4.2. LIBRARY COMMITTEE. 3
5. LIBRARY USERS. 4
5.1. CONDUCT IN THE LIBRARY. 4
5.2. CESSATION OF MEMBERSHIP. 4
5.2.1. STUDENTS. 4
5.2.2. MEMBERS OF THE ACADEMIC STAFF. 4
6. USER SERVICES. 5
6.1 BORROWING.. 5
6.1.1. BORROWING PRIVILEDGES AND LOAN PERIODS. 5
6.1.2. LOANS, RETURNS AND HOLDS POLICY. 5
6.2. EXTERNAL USERS RIGHT TO USE THE LIBRARY. 6
6.3. BORROWING.. 6
6.4. INTERLIBRARY LOAN SERVICE. 7
6.5. RETURNING MATERIAL – INFRINGEMENT OF REGULATION – FINES – PENALTIES. 7
6.6. PHOTOCOPYING AND PRINTING SERVICE. 8
6.7. LIBRARY INSTRUCTION SEMINARS. 8
6.8. ELECTRONIC INFORMATION SERVISE. 8
7. LIBRARY COLLECTIONS. 8
7.1. COLLECTION TYPES. 8
7.1.1. INSTITUTIONAL REPOSITORY – RESEARCH REPOSITORY. 9
7.1.2. GREEK MUSIC ARCHIVE. 9
7.2. COLLECTION MANAGEMENT. 9
7.2.1. COLLECTION EVALUATION AND MANAGEMENT. 9
7.2.2. WITHDRAWALS OF MATERIAL. 10
7.2.3. LOST OR DAMAGED MATERIAL. 10
7.2.4. DONATIONS. 10
7.2.5. RESERVE COLLECTION.. 11
7.2.6. COLLECTION INVENTORY. 11
8. LIBRARY REVENUE. 11
9. LIBRARY OPENING HOURS. 11
10. LIBRARY SERVICES EVALUATION.. 12
11. REVISION OF REGULATION.. 12
1. LIBRARY MISSION
The TEI of Epirus Library and Information Centre (herein the Library) is an information collection and dissemination center. Its main purpose is to support local Institution’s goals regarding research and education. It does so by providing well-documented (authoritative) information either in print or electronic form. The Library has also set as a priority to offer its users training programs with the aim of maximizing service usage. Moreover, the Library covers the information needs of all members of the local academic community as well as those needs of the members of the general public-residents of the towns where Library’s branches are located. In that way, the Library acts as a cultural center which actively participates to several educational and cultural activities and programs.
2. AIMS OF THE LIBRARY
The TEI of Epirus Library and Information Center aims at:
3 .LIBRARY STRUCTURE
According to the Organization of Administrative Services of the TEI of Epirus (GG 22.8.2015, issue 2, number 2588) the structure of the Library is as follows:
Department of Library and Information Center.
4. LIBRARY ADMINSTRATIVE STRUCTURE
4.1 ADMINISTRATION PRINCIPLES
Central Library and branches at Ioannina, Preveza and Igoumenitsa constitute a single Library, which operates under a single regulation and is called “Library and Information Center of the TEI of Epirus”.
4.2. LIBRARY COMMITTEE
1. A Library Committee is hereby established consisting of:
Term of office for Committee members is three (3) years except for students’ representatives which is one (1) year.
2. The Committee meets at least twice (2) a year. Library Committee has the responsibility of policy-making and strategic development as well as to monitor all functions of the Library. At the beginning of each academic year, the Committee prepares a report regarding all activities and objectives for the coming year. The report is publicly available through Library’s website and is submitted for approval to the Assembly of the Institution.
5. LIBRARY USERS
The following persons have the right to use the Library:
Users who want to register to the Library do so by presenting a valid academic ID card or a valid ID card at the Circulation Desk.
5.1. CONDUCT IN THE LIBRARY
By entering the Library, users are asked to store personal property in lockers and sign at the Library’s guest book at the Circulation Desk. Users must keep quiet to all Library premises and especially reading areas. Smoking is prohibited everywhere in the Library. Food and beverages (except bottled water) are not permitted in the Library. Users who leave the Library having borrowed any type of material may be asked to present it to Library personnel on request. Refrain from misuse, misappropriation or damage of Library collections and equipment. Users who violate Library Regulation may be banned from all Library premises and lost the right to use the Library.
5.2. CESSATION OF MEMBERSHIP
For users who graduate, retire or resign the follow apply:
5.2.2. MEMBERS OF THE ACADEMIC STAFF
The Department of Academic and Administrative Personnel of the TEI of Epirus contacts the Library in case of members of the academic staff who leave duty upon retirement, resignation, etc. Those members are obliged to return all borrowed items to the Library with the exception of emeritus professors.
6 USER SERVICES
6.1.1. BORROWING PRIVILEDGES AND LOAN PERIODS
Library material is divided into three categories depending on the lending status:
* Only members of the local academic community can borrow audiovisual material for a short period of time.
6.1.2. LOANS, RETURNS AND HOLDS POLICY
Library members are responsible for all items borrowed until they return them. Library material cannot be transferred from one member to another and every borrower is obliged to return items on loan preserving their good condition. In case of lost or damaged material the Library member is charged with a fee or is obliged replace it.
All borrowed material is compulsory returned to the Library by the end of the spring semester due to inventory reasons. When the process ends the material can be borrowed again.
6.2 EXTERNAL USERS RIGHT TO USE THE LIBRARY
Library’s main purpose is to meet the information needs of both local academic community as well as those of external users. External users are:
The Library prioritizes serving the local academic community. However, external users may user Library facilities and services provided that this is not coming at the expense of qualitative services to local users.
External users may:
The Library reserves the right to refuse Library admission to users who repeatedly breach regulation.
The Library of the TEI of Epirus (Central and branches) operates on a common library management system. That system provides Library staff with a clear picture of material status (on loan or on shelf) and user status (personal information). The Library and the Circulation Department in particular, keeps a record of member’s personal information (names, addresses, contact information, etc.) which is considered confidential and used only for legitimate library purposes. Users are required to produce their valid student identity card or ID card (for external users) in order to borrow books.
6.4 INTERLIBRARY LOAN SERVICE
Interlibrary loan service between the Central Library and branches.
Library members may request material via the interlibrary loan service from any other branch library (Ioannina, Preveza, Igoumenitsa). There is no charge for the service.
Interlibrary loan service with other libraries.
Library member submits a request and borrows material that is send by the collaborating library (member of the Hellenic Academic Libraries Link). The Library of the TEI of Epirus is responsible for the immediate processing of a request. Library member is charged with delivery costs. Library member is obliged to pick up and return interlibrary loan items at the library where they submitted the request. Loan period is set to seven (7) days. If the collaborating library agrees a renewal of seven (7) days may be given.
Restriction – exceptions.
Certain types of material are excluded from interlibrary loan such as reference material (encyclopedias, dictionaries, etc.) journal issues, degree theses, seminar papers, electronic and audiovisual material, rare and damaged material and course reserved material. The Library may suggest alternatives such as loan of excess items or purchase of high demand material. High demand material (short loan material) may be excluded from the interlibrary loan service.
6.5 RETURNING MATERIAL – INFRINGEMENT OF REGULATION – FINES – PENALTIES
Users who have borrowed books must return them on due time at the Circulation Desk during library operating hours. The Circulation Department bears no responsibility for lost items (items that were not handed in library personnel).
Each year the Library Committee decides on the financial penalties regarding overdue material. The charges are automatically activated.
Library users who repeatedly violate Library regulation:
These penalties may be suspended for one (1) month if there are serious reasons such as: a) absence from residence for a period that exceeds a month, b) illness.
Users who lose or damage material are obliged to replace it within one (1) week. Users who repeatedly infringe Library regulation or deny paying fines may lose borrowing rights. That decision is taken by the Head of the Library or the Library Committee.
Students who graduate receive from the Library a certification confirming that they have no material on loan. This certification is handed to the respective Department secretariat so as students apply for graduation certification. The same procedure applies for:
6.6 PHOTOCOPYING AND PRINTING SERVICE
Library members and external users may use available photocopying machines which operate with copy cards. Cards of 100 or 200 A4 pages value can be purchased at the Circulation Desk while their cost is determined by the Library Committee.
6.7 LIBRARY INSTRUCTION SEMINARS
In order Library users to achieve maximum and optimal use of available sources and services, the Library offers library instruction programs. Library instruction seminars help members to acquire knowledge and expertise in using information technologies and available resources.
During all academic year the Library organizes instruction seminars for students and external users (e.g. high school students). The seminars include instruction on:
6.8. ELECTRONIC INFORMATION SERVISE
The Library of the TEI of Epirus maintains a User support service which offers help and assistance to all members of the local academic community regarding electronic resources, database access and content, electronic journals, etc.
7. LIBRARY COLLECTIONS
7.1 COLLECTION TYPES
The Library of the TEI of Epirus maintains a printed collection as well as digital collections which are:
7.1.1. INSTITUTIONAL REPOSITORY – RESEARCH REPOSITORY
The Library has created and maintains two digital repositories: the Institutional Repository and the Research Repository. The Repositories are the “digital space” where the scientific output of the local academic community and scientific publications of the TEI of Epirus are stored, preserved and displayed. A basic prerequisite for the smooth operation and effectiveness of digital repositories is to encourage and at the same time commit the entire Institution to compulsorily submitting all scientific outputs produced in digital form by its staff and students. The “Repository Management Policy” and “The Research Repository Management Policy” form an integral part of this Regulation.
7.1.2. GREEK MUSIC ARCHIVE
The Greek Music Archive was founded in 2002 by the Department of Traditional Music and is part of the Library’s collections. Its material is not loanable and collection development is done in collaboration with the Department. The collection is hosted on a different software however is accessible from the Library’s website. Opening hours are in line with Library’s opening hours. Premises and equipment are mainly available for the use of the local academic community.
7.2. COLLECTION MANAGEMENT
7.2.1. COLLECTION EVALUATION AND MANAGEMENT
The Library is responsible for the development and management of its collections so as educational, research and cultural needs of the local academic community are covered. For that purpose the Library applies a single material evaluation policy, identifies collection deficiencies, evaluates collections at a regular basis (in order to determine their qualitative and quantitative adherence) purchases new material, acts on maintenance, replacement or dislocation of material.
Rights to select and submit proposals for new acquisitions have: all members of the educational and administrative staff of the TEI of Epirus, students and researchers who collaborate with the Institution. Proposals are initially submitted to the Assembly of the Department which examines the possibility of overlapping and after being approved they are forwarded to the Library. The proposals should necessarily contain bibliographic data of items and indicative cost.
If the proposed items already exist in the Library’s collection, the proposer should justify the proposal. Proposals for journal subscriptions may be given only by members of the academic staff. The proposal is rejected if the journal is included in HEAL-Link e-journals subscriptions. The final decision for all purchase proposals is taken by the Library Committee.
7.2.2. WITHDRAWALS OF MATERIAL
Unused and outdated material is withdrawn from the collection in order the Library to save space and preserve collection quality. Main criteria for material withdrawal are:
The evaluation of material to be withdrawn is done in collaboration with a member of the academic staff who is subject expert. Decision will take into account curricula and the extend the material covers academic and educational needs.
7.2.3. LOST OR DAMAGED MATERIAL
The Library replaces lost or damaged material if:
The Library accepts donations of items (in whole or parts of them) under the following conditions:
After accepting a donation the material belongs to the Library which is responsible to incorporate items into the collection. Donations which include more copies that the Library can accept may be returned to the donor. Journal issues are not accepted unless they replace incomplete journal series.
7.2.5 RESERVE COLLECTION
At the beginning of each semester, academic staff may select certain collection books to be part of the reserve collection for the use of students. Reserve collection is placed in a certain Library space and is excluded from loan. Students may use it only within Library premises.
7.2.6. COLLECTION INVENTORY
The TEI of Epirus Library is conducting an annual inventory of its material at the end of the spring semester (June). Inventory data for branche libraries are sent to the Head of the Library by September. Total inventory results and comments are communicated to the Library Committee.
8. LIBRARY REVENUE
Revenue sources of the Library are:
The collected amount of money is deposited to the Special Account of the Library and in particular at the “Library Revenues Project” in order the following expenses to be covered:
9. LIBRARY OPENING HOURS
Central Library and branches opening hours are set at the beginning of the academic year. The Library may change its timetable if necessary and in exceptional cases such as: staff shortage, staff participation in training sessions, meetings, etc.
10. LIBRARY SERVICES EVALUATION
The Library performs once or twice a year a user satisfaction survey in order to evaluate its services based on the indicators set by the Quality Assurance Unit of Academic Libraries (QAUAL).
Library Committee may define more statistical indicators in order to assess collections and quality of services offered by the Library.
User satisfaction survey is carried out at the same time for all libraries of the Institution and the results are communicated through Library webpage.
11. REVISION OF REGULATION
A revision of Library Regulation is done following a proposal of the Head of the Library and approval by the Library Committee. All modifications of the Regulation are approved by the Assembly of the TEI of Epirus. Depending on their importance, subjects not covered by this Regulation are regulated by decisions of the Head of the Library, the Library Committee and the Assembly of the TEI of Epirus.