ÇANAKKALE ONSEKİZ MART UNIVERSITY

Department of Library Documentation

Libraries Directive

 

PART ONE

General Provisions

Purpose

Article 1 - This Directive has been issued in order to determine the organization, duties, and working principles of the Çanakkale Onsekiz Mart University Central Library and the unit libraries that have been established under this library and will be established in the future.

Scope

Article 2 - This Directive covers the Çanakkale Onsekiz Mart University Central Library and the unit libraries that have been established and will be established in the future.

Basis

Article 3 - This Directive has been prepared based on Article 14 of the Higher Education Law No. 2547.

Organization

Article 4 - Çanakkale Onsekiz Mart University Library and Documentation Department is a central unit established to provide and offer librarianship services necessary for the education, training, and scientific research of the University.

Definitions

Article 5 - In this Directive;

1. University: Çanakkale Onsekiz Mart University,
2. Rectorate/Rectorate Authority: Rectorate of Çanakkale Onsekiz Mart University,
3. Department of Library and Documentation: Çanakkale Onsekiz Mart University Library and Documentation Department,
4. Central Library: The library serving the entire Çanakkale Onsekiz Mart University,
5. Unit Libraries: Libraries of the units affiliated with Çanakkale Onsekiz Mart University,
6. Material: All kinds of materials available in libraries,
7. User/Reader: Persons who can benefit from libraries within the framework of this directive,
8. Member: Refers to persons who are members of the Central Library and unit libraries.
    

PART TWO

General Rules

 

Article 6 - The issues to be followed in the library building are listed below.

1. No food and beverages other than closed plastic bottles of water are allowed in the library.
2. No smoking inside the library.
3. Users are obliged to protect their belongings. The library cannot be held responsible for any theft or loss that may occur.
4. Mobile phones cannot be used inside the library, and mobile phones are switched to silent during the time in the library.
5. No behavior that may disturb others in the library.
6. No group work can be done in the library, except in specially designated areas, and no one can work out loud.
7. Tables and chairs in the library can only be moved by the staff. Tables, chairs, etc. cannot be moved by users in any way.
8. Cameras, cameras, etc. cannot be used in the library without permission.
9. In case of non-compliance with library rules, the user is obliged to take into account the warnings of the library staff.
10. For materials to be borrowed, materials cannot be taken out of the library before the borrowing process is done. Legal action will be taken against those who attempt to take out materials without a transaction.
11. Materials used only in the library are left on the tables.
     

PART THREE

Membership Transactions

 

Article 7 - Except for the members and students of Çanakkale Onsekiz Mart University, external users can only benefit from the resources within the library and cannot be a member. University academic and administrative staff and students can apply for membership with their university identity cards.

1. The membership process is done for one time only.
2. No fee is charged for membership registration.
3. The right to membership continues until dismissal from the university.
4. Members are obliged to comply with the library rules from the moment they become a member.
    

SECTION FOUR

Management and Operation

 

Form of Organisation

Article 8 - It is essential that library services at the University are organized and carried out within a central library structure. For other academic units outside the residential area where the central library is located, unit libraries are established when necessary. Unit libraries are established upon the proposal of the relevant unit manager and commission and the decision of the University Administrative Board. Unit libraries are managed by the relevant academic unit. Separate libraries cannot be established for departments and lower-level units.

Organization and Management

Article 9 - Library organization management is as follows:

1. Department: Coordination, management, and services of the central library are carried out by the Department.
2. Library Commission: This commission, established with the approval of the Rector, is chaired by a Vice-Rector, and consists of one faculty member representative from each faculty and college to be determined by the faculty/school administration and the Head of the Library and Documentation Department and meets at least once a year or when deemed necessary. Depending on the issues discussed by the Commission, an expert librarian also attends the meeting when necessary.

Article 10 - Library services are organized and carried out by the Department and the Branch Directorates under the Department within the framework of the provisions of this directive.

 

SECTION FIVE

Duties and Authorities of Library Bodies

 

Article 11 - The duties and powers of the library commission are as follows

1. It carries out studies on the objectives of the library, the priorities in the purchase of books and periodicals, the use of technology, and the implementation of innovations in similar issues.
2. The Commission examines the materials requested by the Presidency and the publications proposed by all academic staff working in faculties, institutes, and colleges and decides on the purchase of these publications.

Article 12 - The duties of the Head of the Library and Documentation Department are as follows:

1. Provides all necessary services for the university libraries.
2. It carries out the catalogs of records such as prints, films, videotapes, microfilms, etc., and puts them into service, and carries out bibliographic scanning studies.
3. Prepares the necessary directives, plans, and programs for the smooth execution of Library and Documentation services, and prepares the annual budget draft and the strategic plan of the unit.
4. Establishes the management, supervision, division of labor, and working order of the library.
5. Establishes sufficient staff to ensure that library services are carried out without interruption, and performs general training and supervision duties on the division of labor and staff.
6. It submits its report to the commission for the purchase of journals, publications, books, tools, and equipment recommended by academic units within the budgetary possibilities.
7. Provides all kinds of domestic and foreign books, periodicals, theses, micro-films, audio-visual materials, videotapes, electronic publications, and similar information in order to meet the information and document needs required by education and research. It organizes the information provided in a systematic way and makes it available for the use of those in need. Organises conducts, and supervises library services necessary to meet information needs.
8. It monitors the developments in the field of librarianship and carries out studies for the use of new technology in the library. It follows seminars and conferences at home and abroad on this subject.
9. Submits reports on library activities to the higher authority.
10. When necessary, it makes internship and practice studies for students studying librarianship.
11. Fulfills other duties assigned by the higher authority.

Article 13 - Branch Directorates:

Branch Manager; Reporting to the Head of the Department, he/she is responsible for the correct and complete fulfilment of the duties of the units under him/her. The duties of the Branch Manager are as follows:

1. Carries out the services to be provided in the library within the framework of the regulations made by the Head of the Department.
2. Supervises the coordinated, healthy, and correct workflow between the sub-units within the library.
3. Notifies the Head of the Department of the tools, equipment, and all kinds of library materials needed in the library.
4. Follows the work done in the library, makes the weekly work organization, supervises and corrects the problems.
5. Collects and evaluates various data related to library activities and makes use of these data in the planning and suggestions to be made.
6. Prepares the University General Secretariat Administrative Calendar Activity Report and submits it to the Department.
7. Prepares and organizes numerical data and information about the departments and units under his/her responsibility, which will form the basis of the annual activity report prepared by the Department, and submit it to the Department at the end of the year.
8. Ensures and monitors the arrangements for the organization, maintenance, and protection of the collection in the library.
9. Continuously monitors the latest developments in librarianship, endeavors to improve the processes for which he/she is responsible, and makes suggestions to the Head of the Department in this regard.
10. Fulfills other duties to be assigned by the Head of the Department.

Article 14 - Counting and Deduction Commission

1. The Central Library and Unit Libraries establish a Counting and Deduction Commission for the counting and deduction procedures to be carried out every year and decide on the deduction process for the worn-out materials in their own collections with the approval of this commission and submit it to the approval of the expenditure authority.
2. In the event that material is lost due to any reason other than the intention, fault, negligence, imprudence, and carelessness of the official, the relevant commission may decide to deduct those materials. However, the amount to be deducted shall be deducted according to the provisions of the Regulation on Movable Property, and the monetary limits shown in the 5th section of Table 1 shall be taken into account in the removal of movables from the records by transfer, destruction, scrapping, sale, and abandonment.

Article 15 - Value Determination Commission

The Value Determination Commission determines the current value of library materials lost or damaged by readers and determines the value of materials donated to the library. It consists of at least 3 people. The Value Determination Commission determines a current price by conducting market research to determine the value of the library material. The decision of the value determination commission is submitted to the approval of the expenditure authority.

 

SECTION SIX

Library Services

 

Technical Services

Article 16 - Technical Services; It is all of the work carried out from the selection and provision of all the tools, equipment, and all kinds of library materials of the library until they are brought to the condition to be presented to the reader.

1. Procurement Service: It selects, purchases, donates, and exchanges books and similar collections that will support university education and training and help in research, and the materials to be accepted as donations to the library are required to comply with the "Donation Publication Acceptance Principles" specified in Article-25.
2. Cataloguing and Classification Service: Classifies books and other materials provided to the library according to the Dewey Decimal Classification System (DOS). Catalogues based on Anglo-American Cataloguing Rules 2 (AACR2). Makes MARC entries to the Library Automation and makes them available to readers.
3. Periodicals Service: Provides publications through selection, purchase, donation, and exchange to build and develop the Periodicals Collection and makes them available in a certain order.

All of the operations listed in subparagraphs 1, 2, and 3 of this article are carried out by specialized librarians and other officials. The staff of the technical services unit shall participate in the census once a year on a suitable date and submit the report to the Head of the Department. They perform other duties to be assigned by the head of the department related to the department.

Reader Services

Article 17 - Reader services is the unit that ensures that readers benefit from information resources and library services in the most effective way. These services are carried out by a sufficient number of specialized librarians. Reader services consist of the following sub-units:

1. Information and Promotion Services: It is the promotion of library resources and services inside and outside the University. It assists in the use of library materials, provides publication scanning services to users, announces new publications, and carries out information services.
2. Lending Services: It carries out intra-university and ILL (Interlibrary Loan) services of library materials in accordance with the Library Directive.

• Performs the necessary entry-exit procedures for the works requested to be read outside the library.
• Check whether the books borrowed from the library are returned on time and warn those who do not return.
• When necessary, the Department may request the materials back from the readers before the lending period expires.
• The person who does not return the borrowed books and other materials at the end of the lending period at the latest and does not have an extension of the period, without the need for any further action, will be charged a library material usage time overrun fee for each day that has passed since the day following the end of the period. The amount of the annual fee to be applied within the year is determined by the University Administrative Board upon the proposal of the Head of the Department.

3. Audiovisual Services: It provides and maintains audiovisual materials that will support education, training, and research in a certain order.

4. Services for the Visually Impaired: It creates the appropriate collection for the visually impaired, provides the necessary equipment for readers, and makes it available for use.

5. Education Services: When necessary, it organizes practice and internship programs for students studying librarianship, in-service training for library staff, and user training programs for students and lecturers to ensure efficient use of library resources and services.
 

Interlibrary Loan Services (ILL)

Article 18 - Çanakkale Onsekiz Mart University Libraries provide publications that are not in their collection from domestic information centers and libraries in our country in order to meet the academic information needs of users.

Çanakkale Onsekiz Mart University Libraries provide interlibrary loan services through the ANKOS Interlibrary Cooperation Tracking System (KITS) and Turkey Document Provision and Lending System (TÜBESS).

Academic, administrative staff, and doctoral students can benefit from the interlibrary loan services of Çanakkale Onsekiz Mart University Libraries.

The user who requests a publication through interlibrary loan services is deemed to have accepted to use the publication without violating copyrights and to comply with the rules of the library where the publication is provided. Interlibrary loan service is utilized by filling out the "Interlibrary Loan Form" on the Interlibrary Loan link on the library web page.

All costs (cargo, postage, photocopying, etc.) of the publications requested by the interlibrary loan service are borne by the requesting user. In case of delay in the return of the borrowed publications, loss, or damage, the responsibility belongs to the requesting user.

1. Turkey Document Delivery and Lending System (TÜBESS)

The service fee for articles, theses, and book chapters requested through TÜBESS is determined by the Department, and the resources are delivered to the user only in printed format. The delivery of the resources provided through TÜBESS to the user takes place after the service fee (toner and paper usage fee) and the transaction fee determined by the requesting library are deposited into the bank account determined by the Strategy and Development Department and the transaction document is delivered to the library.

The transaction fee determined by the requesting library varies according to the type of publication requested and is covered by the requesting user. The transaction fee, borrowing time and cost, the maximum number of books that can be borrowed, the number and duration of extensions, delay, damage, and loss fees depend on the policy of the borrowing library.

2. Ankos Interlibrary Cooperation Tracking System (KITS)

The transaction fee, borrowing period and fee, maximum number of books that can be borrowed, the number and duration of extensions, delay, damage, and loss fees related to the resource provided by the library/information centers of KİTS, Higher Education Institutions depend on the policy of the library to be borrowed.

In case of delay in the return of borrowed books, loss, or damage, the responsibility belongs to the requesting user.

 

SECTION SEVENTH

Rules for Using and Lending Libraries

Article 19 - The libraries are open to the academic and administrative staff and students of the University, their first-degree relatives, and external users with the status of researchers who are conducting academic research and who request to use the Central Library for this purpose. Those who can borrow materials from Çanakkale Onsekiz Mart University Libraries and benefit from electronic materials are limited to the users listed in subparagraph a of Article 22.

Article 20 - Users are obliged to use the books or other materials belonging to the Library in a way not to damage them. In the event that books or other materials belonging to the library are scratched, scribbled, torn, cut, or otherwise damaged, legal action is initiated by the Head of the Department, and the situation is notified to the Rector's Office. The same procedure is applied to persons who do not comply with the library rules and damage other fixtures of the library.

Legal action shall be initiated by the Head of the Department against those who take or attempt to take library materials out of the building without permission and the situation shall be notified to the Rector's Office.

The user must return the borrowed material to the library at the end of the loan period at the latest. If a borrowed material is lost, the user is obliged to immediately notify the Department of the loss of the material.

Legal action is taken against those who do not fulfill these obligations according to the relevant articles of this directive and other Higher Education Institutions Legislation.

Materials that cannot be lent

Article 21 - The following library materials cannot be lent:

1. Reference works (index, dictionary, encyclopedia, etc.)
2. Theses,
3. Audiovisual aids,
4. Periodicals,
5. Music notes,
6. Atlas, maps, and slides
7. Collectibles, sculptures, artistic, etc. materials,
8. Rare artifacts
9. Other materials are determined by the Head of the Department and are not allowed to be taken out of the library.

Those in need may use such materials only in the library and, if necessary, under the supervision of a member of staff.

Borrowing and Lending

Article 22 - The procedures and principles for utilizing library resources are as follows:

1. Associate and undergraduate students 5 books for 20 days and 5 multimedia materials for 7 days at most; graduate and doctoral students 20 books for 30 days and 5 multimedia materials for 7 days at most; Academic staff can borrow a maximum of 30 books for a maximum of 45 days and 5 multimedia materials for a maximum of 7 days, individual study room for a maximum of 8 hours and group study room for a maximum of 5 hours; Administrative staff can borrow a maximum of 15 books for a maximum of 30 days and 5 multimedia materials for a maximum of 7 days.
2. The principles regarding the lending of books and other materials other than those specified in Article 21 are determined by the Department within the framework of the provisions of this directive. 
3. It is compulsory for users to show their University ID card during each publication borrowing process.
4. Publications cannot be borrowed with the ID belonging to another reader, time extension, reservation transactions cannot be made, and the borrowed publications cannot be transferred to other people.
5. Users can follow the tracking of the materials they have borrowed-returned online through their library accounts.
6. Users who have overdue books on their books will not be lent.
7. A reserve can be made for publications borrowed by someone else. If reserve publications are not taken within 2 days, they are given to the next user in the reserve queue, if any, and if there is no user in the queue, the publication is sent to the shelf.
8. Users can extend the loan periods of the borrowed materials 1 time through their library accounts. Users who want to make an extension from the library lending service should come with the material.
9. Individual and group study rooms are for the use of University academic staff. The keys of the rooms are lent hourly through the automation system like other library materials. Individual study rooms are lent for 8 hours and group study rooms are lent for 5 hours provided that they are used by at least 2 people during the loan period.
10. Books and CDs/DVDs with hardcover magazine supplements can be lent.
11. The user is obliged to return the borrowed material on the specified return date.
12.  If necessary, the Library management may recall the lent publication regardless of the return period.

Non-Returned Materials

Article 23 - The user's right to use the borrowed materials is limited to the periods specified in paragraph a of Article 22. If the borrowed material is not returned on time for any reason, the user is obliged to pay the "over-use fee", which is determined by the Department, approved by the Rector's Office, and announced to the libraries, for each day following the date of return of the material without any further action. The over-usage fee application aims to ensure the sustainability of library services and to ensure that other users can also access the borrowed material. In accordance with equity, it is also aimed that the user who exceeds the legal period stipulated for return will share in the wear and tear of the material for the period exceeding the period of use. Usage period overrun fees are transferred to the account of the University's Strategy and Development Department.

   As of 01.12.2012, the usage overrun fee is 0,25 TL per day per material, 0,25 TL per hour per material for materials lent hourly, and 0,50 TL per day for delays exceeding 30 days, and these amounts can be changed at any time with the proposal of the Department and the approval of the Rector's Office. A person who has been charged an overdue fee will not be allowed to borrow any other material unless he/she returns the borrowed material and pays the full amount if the amount of the accrued overdue fee exceeds the limit determined by the Department.

If the number of days for which the overdue fee is applied exceeds 30 (thirty) days, the overdue fee will continue to be applied; however, if deemed necessary, the Department may treat the materials as lost.

Unpaid overage fees of university lecturers and staff may be deducted from their salaries.

In case they benefit from the lending system in accordance with the reciprocity principle, the same provisions are applied to other university lecturers, staff, and students through the Rectorates of the relevant universities.

There is no excuse for accumulated overdue charges. The University reserves the right to initiate enforcement proceedings and other legal proceedings for the collection of the accumulated overage fees of library users.

Damage and Loss of Borrowed Books and Materials

Article 24 - The user who borrows a material is obliged to compensate for the wear and damage caused by careless or misuse of the material.

The provisions on lost material shall be applied to the material determined to have been rendered unusable by the user as a result of wear and damage.

In cases where the borrowed material has been lost or in cases where the borrowed material should be treated as lost in accordance with paragraph 2, the person who borrowed the book or similar material is asked to provide and deliver a complete and bound copy or a new and current edition of the book or material borrowed.

Until the user returns the lost material to the library, the over-use fee will continue to be charged on a daily basis.

In determining the value of the damaged, unusable, or lost material, the Appraisal Commission conducts market research, examines the catalogs of publishing houses, takes into account the volume of the material, binding cost, paper quality, transportation costs, depreciation of money over time, antique and artistic values, whether it is a rare work or not.

In the event that it is not possible to obtain and deliver the lost material, the Value Appraisal Commission shall determine the current market price of the material in accordance with the provision of paragraph 5 and shall charge the user fifty per cent more. In addition, the user is also obliged to pay the usage period overrun fees processed until the date of application to the Department with a written petition stating that he/she cannot obtain and deliver the material. The collected money is transferred to the account of the University's Strategy and Development Department.

 

CHAPTER EIGHT

Donation Publication Acceptance Principles

 

Article 25 - The principles of accepting donated publications are as follows:

1. The Department of Library and Documentation accepts donations of books, periodicals, non-book documents, multimedia materials, and other tools and equipment that the library needs.
2. Persons or organizations wishing to donate must submit the list of publications to be donated to the Library and Documentation Department in advance
3. The publications to be donated must have the qualities suitable for a University library, must not have lost their up-to-date and scientific features, must be suitable for the education given at the University, and must be socially and culturally supportive for researchers.
4. If the publications given by newspapers as promotions vary in terms of paper, printing, and content, donations cannot be accepted.
5. Publications that are physically unclean, missing pages, stamped, written notes, drawn and scribbled cannot be accepted as donations.
6. In periodicals and encyclopedias, publications that do not provide binding integrity within themselves, publications and single issues that do not provide integrity with the existing collection cannot be accepted as donations.
7. Publications and materials such as primary, secondary, and high school textbooks, open education faculty textbooks, question banks, duplicates, lecture notes, etc. cannot be accepted as donations.
8. A special collection or shelf cannot be created for donors in the library in a way to disrupts the integrity of the collection. However, if the donated publications constitute a rich collection of manuscripts and rare works, a special section can be created. The decision on this issue is made by the Rectorate.
9. The authority and rights regarding the shelving of the publications or sending them to the library of another unit or institution as a donation or exchange for those with excess copies belong to the Department.
10. Donors cannot make any rights and requests regarding their subsequent donations.
     

CHAPTER NINE

Enforcement and Execution

 

Enforcement

Article 26 - This directive entered into force with the decision of the University Senate dated 07/03/2017 and numbered 03/04. With this directive, the "Çanakkale Onsekiz Mart University Libraries Directive", which was put into effect with the Senate Decision dated 13/11/2012 and numbered 11/10, has been abrogated.

Execution

Article 27 - The provisions of this directive are executed by the Rector of Çanakkale Onsekiz Mart University.

 

* This is an English translation. In case of any difference in meaning between the original Turkish text and the English translation, the Turkish text shall apply.