Rules

 

Stylesheet on Qualitative and Quantitative Improvement of Use of Scientific Databases in Kermanshah University of Medical Sciences

Application of databases provided by the consortium of the center for the development and coordination of scientific information improves the quality of education and research. As such, medical information and resources management of Kermanshah University of Medical Sciences has issued the stylesheet on qualitative and qualitative enhancement of application of scientific databases in line with its missions and goals to promote the quality of education and research, improve the exploitation of university libraries, and teach users (faculty members, students, assistants, and researchers).

Definitions

The scientific committee of educational workshops at the level of the vice-chancellor for research

The scientific committee of educational workshops of the vice-chancellor for research encompasses a medical information manager, a director of the scientific committee of workshops, faculty members, and experts of the vice-chancellor for research and technology, appointed by the deputy for research and technology for two years.

The scientific committee of educational workshops at the level of information management

This committee plays a scientific role in implementing a part of the workshops of the vice-chancellor for research and technology in the field of information management. The committee includes a medical information manager, faculty members, head of the central library, an education expert of the central library, and the librarians of the affiliated centers, assigned by the medical information manager for two years. By the issuance of the deputy for research and technology, the representative(s) of the committee will become a member of the scientific committee of educational workshops of the vice-chancellor for research and technology. The medical information manager is assigned by the deputy for research and technology.

Quantitative and Qualitative Promotion of Using Electronic Resources

Article 1: the program of qualitative and quantitative promotion of using electronic resources is implemented in three major sections:

A) Holding educational workshops on the use of electronic resources and NOPA system

B) Preparing and distributing print and electronic educational content for the use of electronic databases and NOPA system

C) Implementing the program of clinical librarian

Article 2: the medical information and scientific resources management is responsible for providing and implement the details of all three programs in the form of an operational program of the vice-chancellor for research and technology every year for the qualitative and quantitative improvement of using electronic databases.

Note 2-1: the scientific committee of educational workshops in medical information management area is responsible for the identification of young faculty members who are familiar with the use of electronic databases in each school or education centers. The database must maintain these members and use the presence of these professors for teaching.

Article 3: the central library of the university is responsible for the implementation and monitoring of the program of the qualitative and quantitative program of using electronic databases.

Note 3-1: all educations provided must include databases purchased by the center for development and coordination of information and publications of the ministry of health that fit the target group.

Note 3-2: the clinical librarian program will be presented by the central library in a separate stylesheet.

A) Educational Workshops of Using Electronic Resources and NOPA System

Article 4: scientific workshops of searching electronic resources and NOPA system are held at two levels of A) the vice-chancellor for research with the pivotal role of the central library of the university and B) education centers and schools with the pivotal role of affiliated centers’ libraries.

Article 5: the committee of educational workshops in the field of the vice-chancellor for research is responsible for include a number of workshops on acquaintance with electronic resources and NOPA system in the executive program of the central library every year based on the needs assessment performed and with the coordination of medical information manager/head of the central library.

Note 5-1: the target groups of these workshops are faculty members, higher education students, assistants, and researchers at the level of the vice-chancellor for research.

Note 5-2: the instructors of these workshops are faculty members at the level of the vice-chancellor for research and teachers and representatives of valid journals in case of requirement.

Article 6: the central library of the university must include the required number of workshops in the executive program of affiliated libraries every year based on needs assessment performed.

Note 6-1: the target group of these workshops is all BSc, MSc, PhD, assistants and researchers.

Note 6-2: the teacher of these workshops in libraries of schools and education centers is librarians and faculty members of the same centers.

Note 6-3: the librarians of the affiliated centers can use experts of the field of vice-chancellor for research and faculty members for implementing the workshops as needed. 

Article 7: the librarians of schools are responsible for receiving the schedule of educational classes from education experts of the school before each semester and determine the schedule of workshops (in a way that there is the least overlap of workshops with classes of students) in the form of two-hour classes every two weeks and preferably rotational on weekdays and implement the predicted workshops based on the schedule.

Article 8: the librarians of educational centers must implement the workshops monthly with the coordination of the education manager of the hospital and attaining the educational programs of clinical groups. The workshops are held every two weeks for two hours and preferably in the form of rotational classes. 

Article 9: the librarians of schools and educational centers must prepare a report of workshops held at the end of the month for the central library based on workshop content, time of the workshop, number of instructors, and number of participants. In this regard, the stages are, as follows:

1) Call for holding a workshop in the form of an educational semester in schools and monthly in educational centers, the announcement for holding of which is informed to users a week before the event with the coordination with the education unit of the central library

2) Sending the documents of holding the workshop, including A: list of names of participants along with their national code, student No., cell phone number, grade, and school or educational center signed by these individuals, and B) survey forms along with analysis report to the central library

Article 10: the committee of workshops of the vice-chancellor for the researcher is responsible for establishing workshops in the scientific committee while adhering to the provisions of this stylesheet for cases outside the annual needs assessment table, such as approvals related to macro-regions, current needs and request of audiences.

Article 11: the central library of the university is required to annually empower the teaching faculty members and librarians of the affiliated centers in the field of acquaintance with new electronic databases.

Workshop Executive Regulations

Article 12: the education unit of the central library is responsible for the proper supervision of holding the workshops.

Article 13: monitoring the issuance of certificates is the responsibility of the education unit of the central library.

Article 14: the certificate of each workshop is provided at two stages of the vice-chancellor for research and technology signed by the medical information manager and the deputy for research and technology of the university and schools and education centers signed by the medical information manager.

Article 15: the workshop participation certificate is issued by the education unit of medical information management.

Mandatory Workshops

Article 16: to move on from assistant professor level to associate professor level, faculty members are obligated to attend two workshops of familiarization with electronic resources and NOPA system.

Article 17: presenting the certificate of attending the six-hour electronic resources search workshop is compulsory for proposal defense of higher education students (MSc, PhD, specialized residents, subspecialized residents) and PhD students in fields of medical, pharmacy and dentistry fields.

Article 18: it is mandatory to provide the certificate of attending the four-hour electronic resources search workshop for the graduation of BSc and non-continuous BSc students.

B) Preparation and publication of educational content to use the electronic databases and NOPA system

Article 19: the central library is required to update and complete educational content on the use of electronic resources, psychometrics and facilities of new systems (e.g., NOPA) in the portals of the vice-chancellor for research and technology and medical information management on a monthly basis.

Article 20: the central library is obligated to take the necessary measures to design and prepare virtual education guidance to upload content on the portals of the vice-chancellor for research and technology and affiliated managements.

Article 21: statistics and information technology management is obligated to provide facilities to connect all conventional operating systems (e.g., IOS, Android, Max, and windows) to the VPN of the university.

Article 22: statistics and information technology management is obligated to provide the guidelines in the form of educational films and files related to VPN connection of university to the mentioned operating systems inside and outside the university network to the medical information management.

Article 23: the IT expert of the central library is responsible for the coordination and uploading the educational content in the form of multimedia and PowerPoint files and on the portal of the central library and the website of the vice-chancellor for research and the university if required.

Article 24: schools and education centers must provide the faculty members, students, and researchers with the information and facilities needed to disseminate, inform and use existing guides.

This stylesheet is approved in 24 articles and 8 notes on May 9th, 2018 in the research council, on June 13th, 2018 in the educational council of the university, and on October 1st, 2018 in the university council. The stylesheet became irrevocable after the approval by the university council. 

Regulations

Regulations on Using the Library and Borrowing Books

The central library and the affiliated libraries of the university must provide services based on the regulations presented below.

All administrative, educational, and technical staff, and students of the University of Medical Sciences can be introduced by filling the official library form from the related unit in the university for membership in each of the libraries (students are selected by the Department of Education and the staff and the faculty).

The working hours of each library are determined and announced based on need and facilities and after the approval by the vice-chancellor for research and technology for the central library and by the chairman of the school or hospital for the library of that unit.

Presenting a photo to the library for issuing a card is essential.

Students are required to submit their student card to use books in the library, but it is necessary to present the library membership card for borrowing books from the library.

Those who are on a mission or have educational or administrative jobs in the school for a certain period of time and the duration of their mission in the unit must be stated.

Individuals who are not the university members can use the library with written introduction of the head of the University of Medical Sciences for the central library and the chairman of the school or hospital for the affiliated libraries (the introducer is personally responsible for books borrowed by the introduced person). When a library member loses connection with the university temporarily or permanently for any reason (graduation, summer holidays, occupation, mission, retirement, end of the mission, fellowship), the introducing unit must ask for the official settlement bill from the library before any acts. Otherwise, the introducing unit has no responsibility regarding the return or provision of the borrowed book or materials. The membership card is revoked after settlement with the library.

Faculty members must announce the reference books to the library a few days before the start of the semester so that the book lending section acts on collecting and maintaining the books in the reservation section. However, journals, newspapers and reference books (encyclopedia, glossary, human knowledge) can only be used in the library and cannot be borrowed.

The supervisor of each educational department can borrow a limited number of books for the semester with the approval of the vice-chancellor for research and technology and return them at the end of the semester. However, he/she is directly responsible for the safety of books.

Administrative staff and students can borrow a maximum of three books, whereas professors and experts can borrow a maximum of five books.

The maximum loan period is 10 days, which can be extended by referring to the book lending section. However, this section is free to accept or reject the request for an extension. In case of a delayed return, the book borrower will be deprived of borrowing books one week per each day of delay. In the case of five delayed return, the membership card of the person will be revoked for one year.

The library is free to ask for returning the borrowed book or material at any time, and the member is obligated to return the book to the library as soon as possible.

Upon entering the library, personal belongings must be placed in the shelf, and the library disclaims responsibility in this regard.

The lost or damaged books must be replaced with a new one and cash compensation is not acceptable. With the approval of the vice-chancellor for research and technology, the supervisor of the library is allowed to close the library for 15 days every year to assess the books. Library staff is required to cooperate with maintaining the books in the library.

bar Regulations on Weeding the Central Library of Kermanshah University of Medical Sciences

Weeding is the reverse process of material selection and must be considered with the same sensitivity and delicacy. During this process, the worn out and useless resources are found to be excluded from the collection of books and open a space for other resources. Given the importance of this topic, scientific criteria must be considered in this process.

Definition of Weeding:

In this process, the worn out and useless books and unusable CDs are removed from the collection and transferred to the storage. By doing so, the accumulation of unused resources is eliminated and the necessary space is provided for entering new resources and growing the collection.

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Criteria and Regulations of Book Weeding:

1. Appearance: old books can be removed from the library. However, they must be replaced with new versions if they are among highly borrowed books.

2. Duplicate version: this is related to books that were formerly borrowed most of the times due to the conditions of that time but have lost their thematic importance and the presence of only one or two versions is enough.

3. Old and obsolete versions: this is mostly related to scientific books, the old versions of which become outdated with the introduction of new versions.

4. Old and invaluable content: some scientific books (e.g., computer books) lose their value over time and become obsolete after some time.

5. Level of use: assessing the number of times a book has been used or borrowed can determine the value of the books (it is notable that these books undergo the weeding process due to occupying the library space, and valuable books are not excluded from the collection of books.)

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Criteria and Regulation of Weeding CDs:

1. Destroyed CDs: the destroyed CDs that cannot be run must be excluded from the collection and be replaced with a new one after confirming their defect.

2. Old and outdated versions: in some cases, scientific and educational CDs might contain outdated materials and lose their validity and acceptability, which leads to their elimination from the collection.

3. Duplicates: duplicate CDs can be removed from the collection.

4. Level of use: low or unused CDs can be removed from the library.

5. Carrying a virus: CDs that carry a virus and might damage the computer of users must be excluded from the collection.

Human Resources:

Evidently, the librarians of each section are the best people to perform the weeding process since they are familiarized with the place and have information about the needs of the visitors.

The weeding committee of the central library and the document center function, as follows:

The weeding committee of the central library and the document center:

Head of the central library and the document center, a person from the lending section of the library and reception of the order section of the library