Information Resource Policy

The purpose of this Resource policy is to formulate general principles for the acquisition and development of collections, as well as the processing and preservation of the resources of the Library & Learning Resources Center (LLRC) of the Arabian Gulf University, in line with the mission of the LLRC set out in its charter.

This Resource policy is complemented by:

• - A policy of acquisition and development of collections:
• - A guideline for resources processing (cataloging, indexing and retention levels) setting out the main principles of processing, adapted to current practices and standards.

1. Overview

1.1. Adequacy with the mission of the LLRC

The LLRC of the Arabian Gulf University offers a full range of resources and documentary services to the university community and the City in response to the research, teaching, learning and culture needs of users.

The development of documentary resources focuses on the teaching and research fields, as well as the centers of excellence and areas of expertise of the University. To achieve this, close collaboration with the academic partners of the academic community is established. While respecting this mission in relation to teaching and research, the AGU/LLRC is not intended to exercise a patrimonial role.

Openness to the City is reflected in the availability to the outside public of the resources and information services developed for the needs of the institution, in accordance with contracts signed by AGU with scientific publishers or their intermediaries.

1.2. Adaptation to the scientific Resource offer

The LLRC endeavors to give the widest possible access to existing scientific editorial production, disseminated in physical or virtual form, necessary and useful for teaching and research activities, in order to contribute to the excellence of the institution. Different information channels are explored, as far as they are in line with the means of the LLRC of the Arabian Gulf University.

1.3. Accessibility of information

Support is given to media and distribution channels that allow members of the academic community to access the information offered at any point on the University and simultaneously. This is realized by the availability of online resources allowing a multiplicity of accesses or, in special circumstances, by making available several copies of the same resource.

In the case of online resources that are not hosted within the institution, the LLRC of the Arabian Gulf University guarantees access, within the framework of contracts with publishers and distributors of information.

2. Principles of acquisition

2.1. Adequacy with the strengths and constraints of the context

In a logic of complementarity, mutualisation and rationalization, the integration of resources in the collections of the LLRC must take into account:

• - Collaborations and partnerships with other academic and scientific libraries, as well as existing networks in which the Arabian Gulf University AGU-LLRC participates formally or informally. These elements determine before any acquisition whether other options can meet the needs of the university community (interlibrary loan, shared acquisition with cost sharing, obtaining a copy that can be retained and leasing copies).
• - Budgets available. Acquisitions are made after competing suppliers, comparing their offers, under the best conditions and negotiated rates, while respecting the allocated budget.

2.2. Coordination of resoources selection

The development of the collections is carried out by a coordinated and concerted selection within the AGU-LLRC. The development criteria are defined and periodically reviewed in order to set priorities and rationalize expenditures. The faculty members are involved in the definition of these orientations, according to the rules of governance of the AGU-LLRC. The selection is made by making optimum use of existing bibliographic tools.

2.3. Consideration of users' requests

Any purchase request from members of the academic community is considered and analyzed. Each application is honored, insofar as it is adapted to the disciplinary fields related to the activities of the institution, that it meets the criteria defined in acquisition policy, that it can be integrated into the budgets and that it respects the other principles of the resource policy. Any request is answered as soon as possible.

2.5. Integration of donations, legacies, deposits and exchanges

Resources obtained free of charge through donations, bequests and deposits is not accepted, except for documents that meet the discipline-specific acquisition criteria and whose information, of scientific value, is linked to the needs of the university community.

In case of acceptance, these documents are subject to the same processing process as the paid information.

Exchange of publications between institutions is studied on a case-by-case basis according to the disciplines and re-evaluated periodically.

3. Principles of Assessment, Conservation, Access and Processing

3.1. Evaluation

As the AGU- LLRC of the does not have a heritage conservation mission, the collections are re-evaluated and updated regularly according to the teaching and research needs. The objective is to adapt them to the changing context of the institution and to offer users the most relevant and current resources possible.

For the purposes of the evaluation of the collections, inventories are carried out regularly and the resources acquired by subscription (involving renewed expenditure from one year to the next) are analyzed and monitored.

3.2. Elimination and Conservation

Weeding is an integral part of the development of collections. The criteria for weeding are defined in the acquisition and development policy of the collection. The weeded material can be passed on to other partner institutions with the explicit purpose of long-term heritage conservation, teaching or some other comparable purpose.

3.3. Resource Processing, Management and Reporting

In order to make accessible and to promote the resources constituting the collections of the LLRC, processing, management and reporting operations are carried out.

Reporting and promotion are carried out through a series of channels adapted to contemporary research logics and to the uses of the university community.

Resource processing is carried out in accordance with current practices and standards, in a timely manner and at the best possible cost.

The use of already existing metadata and any form of simplification of these operations of processing, management and reporting must imperatively be privileged. The levels of cataloging and indexing to be applied are explained in the Guidelines for Resources processing which complements this policy

Guidelines for Resources processing

These guidelines focus primarily on resource description procedures and their entry in the catalog as well as the subject indexing policy applied to represent the content of these resources. It responds to the needs of information retrieval of real and potential users on site or remotely.

Cataloguing

The cataloging policy is based on the International Cataloging Principles adopted by the International Federation of Library Associations (IFLA, 2009).

The bibliographic description standards used to describe all types of resources are the Anglo-American Cataloging Rules 2.0. A transition strategy to the new RDA standards, more adapted to the digital environment, is being put in place and the transition should take place in January 2019.

Cataloging Formats

The cataloging format used by LLRC is the Marc 21 format. Ultimately, the library's BibFrame format should be adopted for better support of digital resources.

Cataloging level

The level of cataloging adopted is the basic level including:

• - Maximum of 2 assigned subject headings
• - Access points: only for the main relationship links and important titles (usually a maximum of 2 in addition to the main heading, the title proper, the parallel title and the collection)
• - NLM (for resources in medicine) and LC classification (for resources in other disciplines)
• - Authority records created for the headings

Standards for authorities

The author authorities are managed by:

Anglo-American Cataloging rules, Chapter 21

Guidelines for Authority Records and References, IFLA, 2003

Indexing policy

The indexing languages used for the resources in English language are the following:

MeSH subject Headings, for resources in medicine and medical sciences

LC subject Headings, for resources in other disciplines covered by LLRC

In Arabic language:

List of Subject Headings of Chaaban Khalifa

Arab expanded Thesaurus of Mahmoud Itayem

ALECSO Thesaurus

UNBIS Thesaurus

Classification

The classification of the National Library of Medicine (USA), for medicine and medical sciences and classification of the library of congress for other disciplines.

Collection Development Policy

1. Introduction

The development of the collection includes two essential tasks, the acquisition of new resources and the weeding of resources that are no longer suitable for the collection. The Arabian Gulf Library & Resources Learning Center’s mission is to provide the resources and information required for teaching, research and support activities.

In order to achieve these aims the LLRC actively seeks and encourages the full participation of all members of the university, and particularly of academic and research staff and librarians, in the selection of materials for addition to the library stock.

2. Collection Overview

The collection includes books, journals, theses, reports, guides and manuals. The collection contains both electronic and printed material.

3. User groups

In keeping with the University’s mission, the Library works to support teaching and research by offering resources to all members of the Arabian Gulf University. External visitors to the Library use the Collection with the General Supervisor’s permission.

4. Scope

4.1 Languages

As a general rule, materials will be limited to languages taught in the university. Selection of materials for other languages may be purchased.

4.2 Types (formats)

Format priorities

1st priority of selection is given to electronic version

2nd priority is given to paperback version

3rd priority is given to hardcover editions

4.3 Publication dates

For purchasing new materials, we should select the latest publication year available. When requests for an old edition are made, consult with the requestor to confirm requests for older editions.

4.4 Number of copies

English books: Two copies, and depending on teacher’s request and on the number of the students attending the course.

Reserve books: Multiple copies depending on teacher’s request and on the number of the students attending the course.

Arabic books: one, and depending on teacher’s request and on the number of the students attending the course.

4.5 Special considerations

Textbooks: The Library purchases textbooks for courses taught at AGU when requested by academic staff. Copies of textbooks are also acquired when their price is too high for students to purchase themselves and in coordination with the Bookshop. Textbooks are located in Reserve.

Theses and Projects: Theses are collected by the library. Student projects will not be collected.

The Library will provide access to master’s theses donated to the Library by Arabian Gulf University students and faculty. Theses/dissertations from other universities will be made available online via Proquest and other databases like al Manhal etc.

Recreational Reading Materials: General books, popular fiction and books about hobbies are part of the collection according to faculty and user demand.

Periodicals: 1st priority of selection is given to electronic. Print versions are only subscribed to if there is no electronic version of the journal.

Reference Collection: Replace print encyclopedias with electronic versions. In case there is no electronic version, replace encyclopedias every five years. Replace yearbooks and almanacs annually preferably with the electronic version.

A/V collection: The library buys audiovisual material corresponding to its fields of specialization.

4.6 Handling of Gifts and Donations

Acceptance of a donation is with the understanding that the library is free to use the gift in the most useful and beneficial way. Gifts will be evaluated on an individual basis and accordance to the library’s selection criteria. Once donated, all items become the property of the library.

5. Collection Evaluation and weeding procedures

5.1 Collection Evaluation

The Library purchases resources to support the level of instructional programmes of the Arabian Gulf University. Strong consideration is given to titles fulfilling the accreditation needs of faculties and departments.

Within the Library, selection and evaluation responsibilities are shared among the Library General supervisor, Head of Technical Service, Digital Library and Collection Development Coordinator, and Liaison Librarians. Outside the Library, selection assistance and advice is sought from academic department heads, academic staff, and students. Therefore, Liaison Librarians serve as coordinators for faculty in each department.

General Considerations

• 1) Library materials support and are consistent with the general goals and objectives of the university.
• 2) Library materials meet high standards of quality in both content and presentation.
• 3) Library materials are appropriate for their subject area and for the needs, abilities and interests of those for whom the materials are selected and in order to support the teaching, learning, research programmes and support activities.
• 4) Library materials are authored and prepared by competent and qualified authors and publishers.

5.2 Weeding

5.2.1 Objectives of Weeding:

• - Eliminate or replace obsolete or damaged documents;
• - A way of developing the collection such as acquiring latest/recent editions of older books on demand in any bibliographic resources
• - Maximize the use of physical spaces by maintaining the rate overall usage of shelves at 90%
• - Identify unused and redundant books/items
• - Verify the strengths and weaknesses of resources for specific subjects (find out where more books are needed).

5.2.2 Weeding Procedure:

5.2.2.1 Who will manage and implement the Weeding procedures:

Liaison Librarians, Information Specialists (from Circulation Unit, Information Unit), Collection Development coordinator, academic staff coordinator, Cataloguing staff.

5.2.2.2 Criteria for weeding:

Documents whose content is obsolete, erroneous or whose author is no longer credible

• - Documents whose content no longer corresponds to the University's offer of courses, to research activities or to the level of study of users
• - Physical state: Documents whose physical state (damaged pages, missing pages, erasures) makes the consultation difficult or impossible
• - Reissue: Only the most recent edition of a book will be kept on the shelves of the library
• - Multiple copies: In the absence of an important consultation, the library usually keeps only one copy of each document.
• - Circulation: Documents whose consultation is weak or null.
• -Old or unused Books with more than one copy: retain one copy for Circulation and send the others to Archives, the rest will be discarded.

5.2.2.3 Procedure

• - Create a printed list of suggested weeded items/books and send it to the Academic Coordinator.
• - Get the Academic coordinator approval prior any withdrawing or record change. Books are returned to the shelves if an acceptable case for retention is made by academic staff. New edition of some books can be ordered if it is requested by the academic coordinator.
• - A final approval is needed from the director of the library before the books can be sent to technical services to change their location.

5.2.2.4 Record maintenance

• - Change the weeded books/items status in the bibliographic records.
• - Stamp the weeded books with Withdrawn or Archives.
• - The Weeded list must get the General Supervisor’s approval.
• - Following the list’s approval, coordinate with the Cataloguing Unit for a location change in the catalogue record. The Weeding Procedure should take place between May and September.

5.2.2.5 Weeding Needs

• - Shelves Allocate space Boxes
• - Trolleys Barcode readers
• - Borrowing Statistics from Circulation

The books are then sent to the Technical Division (Cataloguing) in order to change their labels. Then the Head of Reference and user Services Department, will arrange for the books to be added to the Archives collection.

5.3 Binding

Binding priorities are determined by level of use, current form, and expected period of retention. Out of print book titles that are still in demand are bound. Other damaged books are bound if it is cost-effective e.g. If only a hardback replacement is available.

Our Team

Name	Job Title	E-mail	Phone
Dr. Khalid Habchi	General Supervisor	khaledh@agu.edu.bh	17239 606
Sara A. Rahman	Administrative & Logistical Assistant	saraaja@agu.edu.bh	17239 751
Athraa Al Alawi	Head of Digital Library	athrasmaa@agu.edu.bh	17239 761
Hussain Al Fardan	Head of Technical Services	hussainmea@agu.edu.bh	17239 792
Khaled Ahmed	Information Specialist	khaledafb@agu.edu.bh	17239 846
Bindu V. K.	Information Specialist	binduvk@agu.edu.bh	17239 563
Laica Lyn Tabujara	Information Specialist	laicaltp@agu.edu.bh	17239 754
Isa Hassan	Acquisition Technician	isahj@agu.edu.bh	17239 736

Evening Staff

Name	Job Title	E-mail	Phone
Yusuf Muhana	Circulation Specialist	yusufm@agu.edu.bh	17239 754
Rashid Al Najar	Library Attendant		17239 754

Faxes

General Supervisor	00973 17-274 822
Acquisition Department	00973 17-239 665

Library Hours

Standard Term Time Opening Hours

September - June
Sunday - Thursday	08:00AM - 09:00PM
Saturday	01:00PM - 07:00PM
Friday	Closed

Summer Hours

July - Augest
Sunday - Thursday	08:00AM - 02:00PM
Friday - Saturday	Closed