Statute of Libraries of Kermanshah University of Medical Sciences

Introduction

The libraries of Kermanshah University of Medical Sciences have been established to strengthen the university’s education and research activities and support the efforts made by the university to promote health through the production, development, and facilitation of access to scientific resources and information required by the academic society and management of exploitation of science resources.   

 

Article 1. Definitions

University: means Kermanshah University of Medical Sciences

Central library: means the center library and center of documents of Kermanshah University of Medical Sciences

Affiliated libraries: means all affiliated libraries covered by Kermanshah University of Medical Sciences, including libraries of schools, education, research, and treatment centers, educational groups and dormitories

Information resources: means all print and electronic resources available at university libraries

Users: means all permanent and contract faculty members, adjunct professors, retired faculty members, researchers, students, permanent, temporary-to-permanent, contract, and retired employees, physicians and other clients who need to use the facilities and services of the university’s libraries

Members: means all permanent and contract faculty members, researchers, students, permanent, contract and temporary-to-permanent employees who are the members of the university’s libraries

To deposit: means depositing information resources to faculty members for a specific duration

Virtual reference services: means services that involve requesting demands by users through electronic tools, including email, electronic discussions, and electronic forms and receiving a response the same way. This interaction occurs without the need for the physical presence of users in the library.

 

Article 2. Duties

 

A. Central Library   

The central library works under the information management and university research network and is responsible for providing print and electronic information and coordinate and regulate the affairs of affiliated libraries of schools, hospitals, and research centers of the university. Considering the choice of semi-centralized librarian system for managing the affiliated libraries, this library is the custodian for providing and giving access to information resources. This unit is responsible for “supplying all print and electronic scientific resources required by research groups of the university to improve the quality and quantity of research, education and treatment activities at the level of university and vision of unit activity” and “simple, quick, and comprehensive access of users to all scientific resources of medical sciences with reliance on information technology”.

Some of the responsibilities of the central library include:

1. Monitoring, supervising, coordinating and establishing libraries of the University of Medical Sciences

2. Proposing the annual budget of the central library and other libraries

3. Ordering and purchasing all print and electronic information resources (e.g., books, periodicals and databases)

4. Commenting on any recruitment, transfer or displacement in the central library and other affiliated libraries with the approval of the central library

5. Carrying out technical affairs and cataloging services

6. Proposing, ordering and supplying the equipment of the libraries

7. Providing a joint list of all library materials

8. Decision-making about accepting or rejecting any gifts to the libraries

9. Coordinating with publishers to hold a book exhibition in the central library and affiliated libraries

10. Commenting on and deciding about the formation and establishment of permanent bookshops or exhibitions at the university level

11. Planning and training the staff of all libraries

12. Creating the infrastructures and presenting services in the field of interlibrary content lending at the university level

B. Affiliated Libraries of University

Based on the required facilities, budget, and human resources, the central library can establish libraries in the affiliated schools and hospitals. These libraries are technically supervised by the central library and work under the supervision of the relevant unit administratively and financially.

Some of the responsibilities of the affiliated libraries include:

1. Providing print and electronic information resources required by library users

2. Providing education services to users in the field of search and application of print and electronic resources

3. Book lending and membership based on the regulations of the central library

4. Keeping and protecting the library’s equipment

5. Issuing a membership card and carrying out the affairs related to the settlement of members' accounts

6. Reflecting suggestions for purchasing resources to the central library

7. Preparing the list of required resources and presenting it to the central library

8. Performing internal affairs of the library (receiving books from the central library, registering, stamping, preparing, and placing books in their location, archiving book papers, conducting internal communications about the library of the affiliated faculty or hospital

 

Article 3. Orders and Provision of Information Resources

1. It is the responsibility of the central library to estimate the annual budget of all university libraries and to carry out financial communications to provide Rial credit.

2. All information resources, including print and electronic resources, which are required by all university libraries, including books, magazines, audiovisual materials, and databases, are selected with the assistance of the heads of affiliated libraries and subject specialists (representatives of educational departments) and are purchased by the approval of the central library.

3. All financial affairs related to the purchasing of print and electronic resources at the university level (books, magazines, audiovisual materials, and databases), including the settlement of invoices and receipts related to the purchase of print and electronic books and journals are supervised by the central library.

4. The educational departments must announce the reference books to their libraries at least one month before the beginning of the semester so that they can provide the resources in case of lack of existence of the requested resources.

5. Subscription to journals, allocation and Rial funding for the renewal of the annual subscription of Farsi journals, the provision of inquiries from trusted brokers, the selection of a broker for the subscription and ordering of non-Farsi printed and electronic publications, the approval of the Ministry of Health and Medical Education, obtaining of Rial equivalent exchange and transfer payments for broker for sharing non-Farsi printed and electronic journals and preparing statistical reports are among the tasks of the central library.

 

 

Article 4. Access to and Use of Information Resources

 

1. Use of different types of information resources is free in all libraries

2. Theses presented in all education departments of the university are owned by the central library, school library, or the relevant education and treatment center.

3. The journals, newspapers, reference books, and theses are only to be used in the library and cannot be borrowed.

4. The electronic list of theses is available through the link of http://lib.kums.ac.ir

5. The software of the comprehensive library will be available to the public free of charge. The thesis text can be observed in the university environment, and it is not possible to print or save the thesis.

6. Access to the theses of the university by applicants from other universities is subject to a valid notice of introduction from the relevant organization.

7. Corresponding authors, advisors, and supervisors have unlimited access to theses.

8. You can take notes and study the theses inside the central library and the affiliated libraries of the university. However, it is important to respect the intellectual properties rights of the authors and cite the references in your work.

9. Library employees are obligated to keep the library safe and clean as far as possible.

10. Working of the central library outside working hours will be determined and announced by the suggestion of the head of the library and approval of the information management and research network. For the affiliated libraries, the mentioned issue will be followed up by the recommendation of the director of the library and approval of the head of the school or hospital.

  

 

Article 5. Membership

1. All faculty members, students, and staff of the university of medical sciences have the right to become a member of and use the resources of the university’s libraries.    

2. All faculty members and students of the university of medical sciences who are the members of the central library can also become a member of the digital library of the university if desired. However, membership in the digital library of the university is not possible without becoming a member of the central library.

3. The library is allowed to receive a fee for the issuance of a membership card from its members. The membership fee is determined annually by the central library and announced to other libraries.

4. In case of missing membership card, issuance of the replica card is subject to certain conditions, and obtaining a commitment.

5. Students are required to submit a student card to use information resources in libraries. However, a library membership card is required to borrow information resources.

6. Individuals employed as an agent or for a certain period in schools, and education and treatment centers must announce the duration of their mission through the introducing unit.

7. Individuals with no affiliation with the university can use the information resources at the location of the library.

  

 

Article 6. Book Lending

 

1. The number and duration of book lending in each library are determined by the manager of each library based on the need of the users, with the coordination of the central library, and according to the table below. The lending time can be doubled in case of need of users and approval of the librarian. However, the library is free to accept or reject the request for the extension of the lending period.

 

 

 

1. According to the plan for interlibrary lending, all libraries of the university are obligated to provide book lending services to all members of other libraries of the university, in addition to their own members, according to the regulations of the central library.

2. If necessary, the library is allowed to ask the members to return the borrowed books, and the members are obligated to return the requested books to the library as soon as possible.

3. Book borrowers can return the books to each of the libraries of the university.

4. In case of delay in return of books, the library is allowed to receive fines, amounts of which are determined by the central library and announced to the affiliated centers annually. If the delay is repeated, the member is not allowed to borrow books from the library for three months, and the revenues generated will be deposited to the legal account of the university.

5. If accepted by the vice-chancellor for research and technology of the university, the manager of a department can borrow books for a semester if the number of existing books is not below three. At the end of the semester, the books must be returned to the library. The manager is personally responsible for the safety of books.

6. In case of losing the information resources of the library by book borrowers, they are obligated to provide and deliver the original resources within a month, and how this process will be carried out is defined by the head of the library.

7. If the lost book cannot be found in the market (inside and outside the country), the book borrower must replace the book with another book with the discretion of the head of the library and according to the needs of the library.

A) The penalty for missing books will be calculated according to the price of the day.

B) In terms of multi-volume or periodical books, if a volume is missing and cannot be provided, the book borrower is obligated to pay the latest price (rial or foreign currency) of the whole series of books.

C) The borrower must make appropriate compensation as soon as possible and his/her membership card will be confiscated and he/she will not be allowed to borrow a book until providing the missing book(s).

8. Whenever a person attempts to take out resources from the library without complying with the regulations, he/she will be referred to the relevant administrative authority as to an offender.

 

  

Article 7. Virtual Reference Services

In this regard, users make their requests through electronic tools (e.g., emails, electronic discussions, and electronic forms) and will receive a response the same way. This type of interaction is carried out without in-person referral to the library.

1. The reference librarian will answer scientific and research questions

2. With regard to the time and volume of the questions, the requests are answered within a working week.

3. In case of a need for an interview in order to fix ambiguities, interviews with the librarian will be carried out through emails.

4. In case of prolonged duration of responding to the question, the issue will be announced to the user through an email.

5. Virtual reference services are provided through the digital library port of the university and after completing and sending the electronic request form.

6. The questions will be responded through emails.

7. Virtual reference services will be provided to users free of charge.

8. The questions received will be evaluated and responded by the expert of the virtual reference desk of the library.

9. The performance of providing virtual reference services and user satisfaction measurement is evaluated at certain intervals.

 

 

  Article 8. Education

 

Education in libraries is necessary and unavoidable. The necessity of education in the library can be considered for achieving the following goals:

1. Accelerating the short, mid, and long-term organizational goals in libraries

2. Increasing the satisfaction level of users

3. Increasing and improving the level of user information skills

4. Enhancing the qualitative level and competitiveness of educational activities in users of libraries

5. Developing research, creativity, innovation, technology, and entrepreneurship activities

6. Promoting the information literacy of librarians and users in supplying the information needs

7. Accelerating the intellectual and information transfer of users, increasing work motivation and efforts to reach a high organizational satisfaction level

8. Improving the level of activities in the library unit and influencing the provision of services

In line with achieving the mentioned goals, the activities presented below have been considered for education:

·         Holding scientific speeches and conferences

·         Holding educational workshops on the method of using information resources

·         Holding virtual and distance learning workshops for users

·         Publishing education bulletins

A) Education of users

1. The central library and documents center are the executors of educational workshops.

2. All library users are allowed to participate in workshops.

3. Free workshops are held for users.

4. The library of affiliated units of the university can announce the titles of workshops required to the central library based on the recognized needs and capacities to assess, evaluate, and hold the events in the relevant unit or the central library.

5. Holding educational workshops by order of the head, manager, research or education vice-chancellor and manager of the department of schools and education and treatment centers is possible.

6. In addition to familiarization with information databases and teaching methods, instructors of workshops must at least have an MSc or a higher degree.

7. Correspondence and provision of participation certificate of the workshops are the responsibilities of the central library.

8. The supervisor of the educational workshop must send the list of names for issuance of participation certificate to the central library maximum two weeks after the completion of the workshop.

9. At the end of the workshops, survey sheets must be provided to participants by the supervisor of the educational workshop and the results must be announced to the central library.

10. If approved by the central library, it is possible to use visiting instructors for workshops.

11. The minimum number of participants for workshops is 10.

12. The fee of instructors is paid based on the agreement with the Vice-chancellor for research and technology and based on the current regulations.

B) Education of Librarians

1. Educational courses are held for librarians based on the education laws and regulations of the staff.

  

 

 Article 9. Use of the Library Reading Space

1. All faculty members, students, and the staff of the university can use the library reading space.

2. In order to optimally use the calm space of the library and maintaining and securing the properties, users are encouraged to follow these rules:

A) Be silent in the library and avoid acts that distract others, such as talking loudly, walking, eating, and wearing squeaky shoes

B) Do not smoke

C) Study alone 

D) Provide the library membership card and a valid ID when entering the library

E) Do not use cell phones in the library

F) Observing Islamic dressing

3. All faculty members and students of the university can reserve and use the library group-reading space

4. Fines proportionate to the violation will be applied by the head of the library in case of lack of observing the laws of the study space (temporary or permanent suspension of the provision of library services to the offender)

 

  Article 10. Observing Copyright and Printing Information Sources

1. Taking photos from the theses (by a cell phone or camera) in the central library and affiliated libraries of the university is prohibited.

2. It is possible to copy the allowed number of pages (abstract, table of contents, list of references, and appendixes) based on the rules for access to theses as coordinated and supervised by the librarian.

3. Taking photos and printing the articles under the supervision of the librarian is possible.

3. Copying, re-producing, and fair using of books published inside the country are possible based on the law on the protection of the rights of writers, composers, and artists approved by the Islamic Consultative Assembly.

4. Lack of compliance with the copyright, as well as reproduction or digitization of books in the central library and libraries affiliated to the university are prohibited.

5. It is not possible to print and save the full texts of theses.

6. Printing and copying the sources are subject to payment, and the resulting income will be deposited to the legal account of the university.

7. Information resources (print-electronic) can be purchased by observing the laws of protection of authors and translators.

 

 

Article 11. Information Resources Weeding

Weeding is the inverse selection of materials and must be carried out with caution. This process is carried out to exclude old and useless resources to provide the necessary space for the growth of the library. Given the importance of the issue, scientific criteria must be considered for the process. The weeding process includes the transfer of unusable books to the storage room, which prevents the accumulation of useless resources and opens the necessary space for new resources and growth of the organization.

Criteria and Regulations for Information Resources Weeding

A) Appearance: worn out books can be excluded from the library. However, they must be replaced with new versions in case of high demand. In addition, ruined CDs can be excluded if they have problems during the run and must be replaced with new versions.

B) Duplicate version: books and CDs that have been highly demanded in the past due to time conditions and situations but have lost their thematic importance and presence of only one-two volumes of them is sufficient.

C) Old and outdated versions: this criterion is mostly related to scientific books and educational CDs, where the old version becomes obsolete with the entrance of the newer version.

D) Old and low-value content: some scientific books lose their value over time and become obsolete after a while.

E) Level of use: by assessing the number of use or borrowing of a book or CD, we can determine the unused or useless resources (it is notable that these books are also assessed for exclusion from the library due to taking a space in the library space and valuable books are not excluded).

F) Ruined: the destroyed CDs are excluded from the library in order to avoid damage to the computers of users.

Regulations of Information Resources Weeding

1. The weeding of information resources in the central library is carried out by the weeding committee of the central library and documents center encompassing the head of the central library and documents center, expert of the lending section of the library and specialist of the order section of the library.

2. Weeding of resources in the affiliated libraries is carried out by the supervisor of the library and coordination of head of the school and affiliated centers.

3. Every year, the supervisor of the library can stop the book lending process of the library for 51 days with the approval of the superior authority during the summer holidays to evaluate the materials of the library.

4. The duplicate and excessive books that are not required in the library can be donated by the approval of the supervisor of the library and head of the central library with observing the regulations.

5. Weeding can be carried out on periodicals and journals (sent individually or as a gift) that are old and their current copies are not sent to the library.

6. The list of bibliographic specifications and type of information resources weeded in the affiliated libraries must be created by the library and a copy of the list must be sent to the central library in order to donate the mentioned information resources to the libraries, if required.

7. The library is required to create the list of bibliographic specifications of all weeded information and eliminate the unwanted resources from the list of registration and software of the library after the approval of the central library and donate or destroy the resources based on administrative and financial policies.

  

  Article 12. Settlement

1. Faculty members must return the resources of the library in case of being retired, receiving a lump-sum payment, going on a mission for more than three months, going on a sabbatical or being transferred to another university.

2. In case of graduation, transfer, or being a guest in another university, students must return all resources to the library.

3. The education unit of schools is required to announce the list of students, who have been deprived of education or suspended for any reason, to the library in order to settle with the student.

4. Faculty members must return the resources of the library in case of being retired, receiving a lump-sum payment, or being transferred to another university.

5. If a faculty member’s connection with the university is temporarily or permanently lost (being graduated, the start of summer holidays, occupation, mission, retirement, end of the mission, and fellowship), the introducing unit must ask for the official settlement sheet from the library before carrying out any affairs.

6. To settle, higher education students are required to provide a copy of their thesis along with a CD containing the full text of the thesis (both PDF and WORD) to the central library, school, and education and treatment center.

  The statute of the libraries of Kermanshah University of Medical Sciences encompasses 12 articles, approved in the council meeting of the university on December 18^th, 2017.