The library aims to be an active Learning Resource Center that contributes to the development of graduates and scholars of the college, by providing a flexible open access learning system and a diverse collection of resources. The library is equipped to provide adequate resources and services to support the needs of the college’s programs. The library collection comprises of over 9000 titles, all classified according to Dewey Decimal Classification System and catalogued according to Anglo-American Cataloguing Rules.
Hours of Operation:
11.00 AM till 8.00 PM Sunday to Thursday.
11:00 AM till 06:00 PM Friday & Saturday
The library is closed on all UAE national holidays and official university holidays.
Contact: Tel: +971 4 2675016 ext 109, 116
Collection Development and Acquisition Policy:
A detailed Library Development Policy will be developed that allows for the involvement of librarians and teaching faculty in recommending purchases. The primary responsibility for developing the collection resides with the professional librarians.
Collection Development Policy
The Collection Development Policy for ECMIT library is the combination of 3 separate policies such as
- General Collection Policy
- Acquisition Policy
- Weeding Policy
1. General Collection Policy
The purpose of this Collection Development Policy is to describe the ECMIT College Library collection development program and to create the necessary standards for selecting, developing, and maintaining the library’s collection. Within the constraints of available funds, facilities, and staffing, the ECMIT Library will acquire and make available materials in various formats, evaluate existing collections, and develop policies and procedures to maintain the quality of collections and information services. These needs include resources to keep faculty members up-to-date in their respective fields, standard resources representing the heritage of Arab and western civilizations, a variety of resources currently available in all areas of study to give students an opportunity to develop a well-versed reading experience. The librarian will discuss with VPAA and faculty members, as appropriate, decisions to evaluate, select, weed, and replace materials in their subject areas. Priority in collection development will be given to materials needed to support faculty requirements for course assignments and student research and core materials to support the curriculum at ECMIT, with an emphasis on the general education, Business Studies, and Information Technology areas.
The goals of this plan are to:
- Provide library materials and information resources which meet and support the instructional, institutional, and individual needs of the ECMIT population
- Provide a planning document for collection development
- Provide a working tool and standards for the selection of library materials
- Provide guidelines for the maintenance and preservation of the collection
- Provide standards for the ongoing assessment of the collection
- Assure consistent and balanced growth of the collection
- Promote communication between the library and its users
- Help in determining and documenting budget needs
1.2 Responsibility for Collection Development:
This policy is developed such that it allows for the involvement of librarians, VPAA and teaching faculty in recommending purchases. The primary responsibility for developing the collection will reside with the professional librarian. Faculty provides details about the purchase of books, journals, and multimedia resources by using the book suggestion form or by sending requests through e-mail. The librarian will inform the faculty and staff about all new additions received by the library.
The traditional print collections of the library are supplemented with a variety of multimedia and electronic resources. Automated systems enhance the services provided in the library
1. Library Advisory Committee:
The Library Advisory Committee serves as a link between the library and its academic/student body. The purpose of the committee is to provide/advise and input to the library on significant issues; give feedback and recommendations to the library regarding resources, policies, collection development and strategic planning. The Advisory Committee is very important to the library.
2. Structure of the Committee:
This committee is chaired by the librarian and the members included are VPAA and HOD’s of all academic departments and a student representative. The date and time of the meeting is decided by the librarian as and when needed.
3. General Selection Criteria for the Library is:
- Curriculum support
- General or special professional growth
- Contribution to breadth or depth of the collection
- Selection for review in relevant review media
- Faculty recommendation
- Bibliographic accessibility, inclusion in important bibliographies, major indexes and abstracting services, syllabi, and databases
- Reputation and /or significance of the author
- Date of publication
- Publisher’s reputation
- Timeliness of information
- Depth of coverage and adequacy of scope
- Authoritativeness and accuracy
- Appropriateness of format
- Special features
- Cultural enrichment
- Physical space requirements
1.3 Types of Resources
In selecting books, the major aim is on acquiring new or current titles, although important retrospective titles may be acquired when appropriate for the collection. The library will always attempt to obtain the latest international edition of a title except in rare instances when an earlier edition may be preferred
In selecting periodicals the following additional criteria will be considered along with the General Selection Criteria:
- Indexing in available databases
- Availability through full-text databases
- Availability of back files
- Demand by users (teachers/students), dependent on funds available
- Recurring/ongoing costs
- Scope, audience level
- Course accreditation requirements
The library subscribes to a number of local newspapers, national newspapers, and special interest papers. A limited number of newspapers are kept for one year. Back-files will be maintained, when possible, for selected titles.
The titles on micro-form are limited to selected back files of periodicals and newspapers.
5. Atlases, Maps and Globes:
Atlases and maps will be collected selectively to support general reference and research needs. The library purchases individual maps, map sets and atlases in both print and online formats in accordance with general selection criteria. Outdated maps will be retained only if they are of political or of historic value.
The library does not routinely acquire pamphlets. When, on occasion, such items are added, they will be catalogued and shelved with books.
In choosing videos for the collection, the following will be considered in addition to the General Selection Criteria:
- Copyright/Licensing issues
- Curricular Support vs. Leisure
In choosing audio material for the collection, the following will be considered in addition to the General Selection Criteria.
- Copyright/licensing issues
- Unabridged rather than abridged material
- Curricular support vs Leisure
9. Online databases:
- Distinctiveness of the database in the ECMIT environment and the relationship of the database to the library’s print and other holdings
- Usability and ease of access
- Licensing requirements
- Extent of coverage
- Data capture ability (print, email, download)
- Importance of the resource to the academic discipline(s) and the level of expected use
- Comprehensiveness, durability, and accuracy of the database
- Currency of the information and update schedules
- Improvement or enhancement the resource will give to existing print collection
- Long-term viability of resources for preservation purposes
- Accessibility of the resource under present copyright laws and licensing agreements
- Availability and adequacy of documentation
- Ability to provide off-campus access through IP recognition
10. Web links:
In addition to the general selection criteria, the following criteria will be used in selecting Web links:
- The site is authoritative, credible, and non-commercial (exceptions will only be made for sites of exceptional quality)
- The site is open to everyone and does not require membership or fees
- The site is intuitive and user friendly
- The site’s purpose is clearly stated
- Information about the author, title, and most recent update is clearly identified
- The site employs navigation buttons or links, enabling the user to locate a particular page easily
The library will accept gifts in a variety of formats. Gifts must come with no conditions attached to the acceptance, and they must comply with the same standards used in the selection of purchased library resources.
2. Acquisition Policy
Acquisition in the library is one of the technical services, which aims to develop and update the library collection with books and periodicals. The policies will act as a guide for the acquisition and selection of the library materials to be added to the collection. The acquisition policy for ECMIT can be divided into three such as:
- 2.1 Acquisition of Books
- 2.2 Acquisition of Periodicals
- 2.3 Acquisition of Electronic Journals
2.1 Acquisition of Books
There are four stages in acquisition of books: Selection, Ordering, Accessioning, and Payments. Each stage has several operations and recording procedures.
Selection is mainly done on the recommendations by the faculty, administrators in their special fields by filling a Library Request Form available at the Circulation Desk or via Website.
Subject coverage/new subject / the subject relevant to the library patron’s interest/enrich the collection
English and Arabic.
4.The different modes of selection:-
4.1 Books selection through publishers catalogues
The library will provide latest publishers catalogues to all HOD’s, So that the teachers can send a list of books with HOD’s recommendation to the library for purchase.
4.2 Visits of the Publishers Representatives
Often publishers send their representatives to college for the promotion of their books. They can be requested to visit the departments and promote their books, as they are not the direct sellers and only create awareness about the recent publications of different subjects. Hence, teachers will be informed of the recent books in their subject. The HOD can send their recommendations to the library for purchase.
4.3 Direct Recommendations
Teachers might also get information about books from different journals and reviews.
The library will also arrange to circulate reviews to the department. They may also get information through the Internet. In such cases also they can send recommendations through their HOD.
4.4 Teachers’ Visit to Book Shops/ Book Fairs
Teachers when they visit any bookshops and bring the details of the books and fill in the recommendation forms, the library will make necessary arrangements to procure those documents.
4.5 Students’ Participation in Book Selection
A separate register is maintained in the library in which the students can write the books they need. The library will consolidate all the recommendations periodically and divide them according to departments requests and after the duplicate check send them to the respective departments for the recommendation of the HOD. Once they are recommended the library will process the purchase procedure.
4.6 Books Purchase on High Priority
Any teacher or student can request for purchase of books instantaneously which are urgently required for their use. The same will be procured directly. Their request through the HOD of the department for immediate purchase will be effected immediately. If the book is not available in the country and is to be imported then it may take one to three weeks to obtain the book.
4.7 The Revision of the Text Books and Number of Copies to be Purchased
Every year ECMIT will revise the textbook, and try to maintain the latest editions. If the book is of reference in nature the library shall purchase a maximum of two copies. In case of text books the library shall purchase maximum 10 copies. In exceptional cases; on the strong recommendation of the teacher concerned,15 copies of text book. The librarian will decide on procurement of the books based on the already existing copies in the library. This will avoid duplication.
5. Final List Preparation and Approval
The librarian will prepare the final list of books with the number of copies and send the soft copy of the same to all HOD’s for final confirmation.
The library identifies the correct source of ordering the books. Books are mainly acquired from different vendors in the UAE and abroad.
7. Ordering Procedures
Once the initial selection for ordering has been made, each item is checked against the Library Catalog and the order file. A Document Request Form should be filled and sent for the approval of the dean and then to the administration manager.
The Document Request Form should be checked for the availability of budget and to hold an exact amount of budget for the settlement of the account.
8. Order Forms
The librarian will arrange a Library Advisory Committee meeting for final approval. A decision is then taken to obtain the selected/approved library materials from the book supplier (regular vendors). The Order Forms/quotations should be signed by the VPAA and sent to the addresses assigned.
After the books are delivered checked against invoices all technical processing will be completed.
The approved Expenditure Request Form, Order Forms and the invoices (Original) are sent with a covering letter to the Finance Department to settle the account.
2.2 Acquisition of Periodicals
As in acquisition of books, there are four stages in acquisition of periodicals: Selection, Ordering, Accessioning, and Payments. Each stage has several operations and recording procedures.
Selection is mainly done on the recommendations by the faculty, administrators in their special fields by filling an appropriate request available at the Circulation Desk or via the Website.
Subject coverage/ New subject / the subject relevant to library patrons interest/enrich the collection
Only one copy for each periodical can be ordered.
The library identifies the correct source for ordering periodicals. Periodicals are mainly acquired from different vendors in the UAE and abroad and sometimes directly from publishers.
5. Ordering Procedures
Once the initial selection for ordering has been made, a Document Request Form should be filled and sent for the approval by the dean and then to administration manager. The Document Request Form should be checked for the availability of funds to purchase the periodical.
6. Order Forms
A decision is then made to obtain the selected periodicals from the periodical supplier if it is available. The order forms should be signed by the VPAA and sent to the address assigned.
After receiving each issue it must be registered in the periodical database and stamped then kept for display to.
The approved Document Request Form,order forms and the invoices (original) must be sent with a covering letter to the Finance Department to settle the accounts.
2.3 Acquisition of Electronic Journals
ECMIT collects or provides access to material in multiple formats, including electronic formats. The challenges to providing access to electronic journals warrant a separate Collection Development Policy focusing on these materials. This policy will provide guidelines for the selection and acquisition of electronic journals as well as the provision of access. Related collection development documents will address procedural concerns in detail.
2. Scope This policy seeks to address the selection and acquisition of electronic journals accessible via the Internet. This policy covers electronic journals for which the library gains free access, access at a reduced rate because the library subscribes to the print, or has purchased access to an electronic-only version.
Collection development policies for online resources and offline electronic resources address the selection, acquisition, and provision of access for these materials.
3. Principal Access Point and Provision of Access
The library will provide access to electronic journals which it acquires and/or licenses via the library page of the college website or directly in the library through desktops. The library will maximize access to the library’s electronic journals through several means: cataloging of each e-journal, archiving and/or storage, provision, maintenance, preparation, and loading of the necessary software and hardware and user support and training for optimal use.
4.1 Selection Responsibility:
Responsibility for selecting these materials falls to individual subject specialists such as HOD’s of different academic departments. The librarian and library users will offer suggestions to appropriate subject specialists.
4.2 Adherence to Other Collection Development Guidelines:
The purchase of electronic journals should follow the general collection policies.
4.3 Specific Format Criteria:
In addition to content, subject specialists should closely consider the criteria listed below when considering the purchase of electronic journals:
- If free will it improve or enhance existing print materials
- The technical requirements necessary to provide access
- The broad accessibility of the resource under present copyright laws and licensing agreements
- The user-friendliness of the resource
- The necessity of archiving and/or availability of back volumes
- Consultation of available published reviews
The librarian will negotiate and comply with vendor licensing agreements. An appended list of pre-order guidelines outlines the necessary details for this negotiation and compliance. Because this format increases the complexity of licensing agreements, subject specialists will include the detailed list of pre-order guidelines and the necessary licensing agreement, when available, with any order for electronic journals prior to ordering the title.
6. Policy Review
Because of the complex and dynamic nature of providing access to electronic journals, the subject specialists, and librarian will review this policy at least every two years.
3. WEEDING POLICY
In order to enhance the value and usefulness of ECMIT Library to the entire college community, care is taken to ensure that its holdings are as comprehensive as possible and are properly maintained. The vitality of a library collection depends on vigorous collection development as well as careful collection management. One aspect of this management is the judicious weeding of materials that no longer support the instructional mission of the college.
Like all collection development, the weeding of materials is a consultative endeavor involving librarians, faculty members, and other parties as appropriate. This process will help identify both strengths and weaknesses of the collection.
Moreover, the materials identified to be discarded may be maintained in a separate section. This section can be served as closed reference for research purposes. In certain cases, material may be so deteriorated or ineffectual that it may simply be discarded from the book collection.
- Save space. Shelf space costs money in a variety of ways, not least of which is the actual cost to buy additional shelving to house more and more materials. Weeding allows the college to maintain the open, friendly appearance that is the quality of a good community library.
- Save the time of the users and library staff. The users will get the required book easily and the library staff can reshelf the returned books easily. Also it reduce the dust inside the library
- To make the collection more appealing by replacing old books with new ones
- To enhance the library standards by providing latest editions of books
- To keep up with library collection needs, because regular weeding provides a continuous check on the need for repairing/binding. It’s an alert because library staff who weed continuously have a greater knowledge of the collection.
- As a tool to get a feedback on the library’s strength and weakness
3.3 General Guidelines
A. Poor Content:
- Outdated and obsolete information (especially on subjects that change quickly or require absolute currency, such as computers, law, science, space, health and medicine, technology, travel)
- Insignificant subject matter, including topics that are no longer relevant
- Unused sets of books (although specific volumes may be kept if they meet local needs and are used)
- Superseded editions
- Material that contain biased, racist, or sexist terminology or views
- Unneeded duplicates, especially if they are worn or tattered
B. Books of Poor Appearance:
- Worn out; ragged items
- Poorly bound or poorly printed editions
- Rebound editions that are worn and shabby or have torn pages
- Scratched CDs or DVDs, brittle film or magnetic tape (in the case of video and audio cassettes)
- Books that are damaged from wear or have broken or missing parts
- Books with dust jackets or cover art that is dated, especially on children’s and young adult books
C. Unused Materials:
- Items that have not circulated within the past 3-5 years and have not actually been used for reference or in-house research
- Duplicate copies that are no longer needed, regardless of condition
- Periodicals that are not indexed
- Periodicals that are available in full-text databases
- Unused volumes in sets or series
- Unneeded titles in subject areas that are less frequently used
- Materials on the ‘hot topics’ that were popular more than five years ago
- More books than are needed on any single subject
- Formats that are no longer popular in your community, especially if the technology needed to use the format is no longer owned by people in the community
3.4 Weeding Procedure
- Check list Preparation: The librarian will prepare one check list as per the following details and circulate them electronically to all faculty members and VPAA. Details to be included in the check list: date/ year of publication, the accessioned date, author, publisher, physical condition, additional copies (if any), shelf-time (how long has the item sat on the shelf without circulating?), relevance of the subject to the community
- The librarian arranges a location at the library for physical review of the items
- The faculty members and students can come and review these books and can also write their recommendations
- At the end of the review period, the librarian evaluates the reviews of faculty members and students
- The librarian prepares a final list to be withdrawn from the library and presented in the Library Advisory Committee for approval
Archive Section for Withdrawn Books
ECMIT Library will make a separate closed reference section for withdrawn books which are in good condition. These books are arranged as per DDC 21st classification system and are in a separate printed catalogue. As we all know some information in old books are valuable and can be used for research purposes.
The lending policy of the library allows:
- The books in the general category, compact discs, and video cassettes to be borrowed for one week
- Materials to be re-issued in person for an additional period of one week provided there is no other reservation waiting
- References to be issued for one day (at the discretion of the librarian)
- Current journals and periodicals to be used for reference only within the premises of the library
- Back issues of journals to be borrowed for three days
- All registered users are entitled to borrow materials from the library
- Borrowing privileges may differ depending on the members category of usage
- All library users must produce an ECMIT ID card for borrowing books
- Current journals and archive section of journals and periodicals can be referred to in the library only
- Students – 3 books for 1 week
- Faculty – 10 books per semester
- Staff – 3 books for 1 week
- Reference books – 1 book for 3 days (at the discretion of the librarian)
- Library materials can be renewed for additional period of one week
- Provided there is no reservation
- Borrowed library materials may be returned to the Circulation Desk during library hours
- A fine of 1 dh per day will be charged for the overdue materials
- A fine of 2 dh will be charged for overdue of reference books
- Users will not be allowed to check out any material from the library until the fine is paid
- If there is library material presently on loan that you are interested in, it may be reserved at the Circulation Desk
- An email notice will be sent to you and the item will be re-shelved if it is not picked up within three days
Damaged or Lost Items
Borrowers will be required to replace lost or damaged item(s) in the collection with a new copy
Responsibility for Library Materials
Borrowers should endeavor to take good care of library materials, returning them by the due date and in the same condition they were in when they left the library