MAJOR DIVISIONS AND UNITS OF THE LIBRARY
The Library presently has four major Departments
(i) Collection Development
(ii) Readers' Services;
(iii) Technical Services; and
(iv) Research Development
The Departments are further divided into sections and units
(a) Collection Development Department
(i) Serials
(ii) Orders
(ii) Acquisitions
(b) Readers’ Services Department
(i) Circulation
(ii) Reference
(iii) Faculty Libraries
(c) Technical Services Department
(i) Cataloguing and Classification
(ii) Reprography
In view
(d) Research Development Department
(i) Africana
(ii) University Archives
(iii) Government Documents
Process
1.0: Overview
The Library is charged with the responsibility of providing students and staff access to an extensive range of information resources by carrying out the basic functions of: sourcing, sorting, acquiring, processing, organizing, preserving and dissemination of information within the mission and vision of the university. The library enforces security measures in the library and collect materials for the Africana and special collection Unit as well. The core activities of the library department are:
(i) Collection development
(ii) Organization of Information Materials
(iii) Readers’ Services
(iv) Serials Management
(v) Reference and Reserved Services
(vi) Orientation of new members
(vii) Management and use of Information and Communications Technology
(viii) Preservation and Conservation of Library Resources
(ix) Audio, Visuals and Audio-visual Services
(x) Research and Development
Collection Development Processes
2.0: Value: Expected Output(s)
Acquisition of information resources
Process Details
|
S/N |
Description |
Output |
Responsibility |
|
1 |
Receiving approved request for titles of books and other materials from Faculty Deans, Library Users for acquisition purpose Note: in addition, Catalogues from publishers and book-sellers are circulated to Staff to select titles of books and other resources. |
Faculty list of required books |
Head of Acquisition of Library |
|
2 |
Acquisition Librarian compiles lists of the selected books for the University Librarian |
Compiled Departmental List |
Acquisition Librarian |
|
3 |
Sourcing for quotations through Procurement Department |
Quotation(s) |
Procurement Officer |
|
4 |
Returned quotations are opened in the presence of Procurement, Audit and the Library Department Representatives |
Opening of quotations |
Procurement Officer, Internal Auditor, University Librarian |
|
5 |
Summarized quotations given to the University Librarian |
Summarized of quotations |
Procurement Officer |
|
6 |
Requisitions are done and taken to the Vote Book in Finance Department of the Institution |
Requisitions |
University Librarian |
|
7 |
Requisitions are delivered to Procurement Department to raise LPOs |
Delivered requisition |
Finance Officer |
|
8 |
Procurement Department raises LPOs and forwards them to Deputy Vice Chancellor (AFPD)/VC for approval |
LPOs |
Procurement Officer |
|
9 |
Approved LPOs forwarded to books suppliers |
LPOs |
Procurement Officer |
|
10 |
Approved LPOs are posted to the suppliers |
LPOs |
Procurement Officer |
|
11 |
Supplier delivers books to procurement Department |
Posted Approved LPOs |
Procurement Officer |
|
12 |
The Librarian fills a store requisition note for issuance of the books |
Stores requisition note |
Acquisition Librarian |
|
13 |
Books are received in the Library’s Technical Section for processing |
Book delivery note |
Acquisition Librarian |
Processes for Organization of Information Materials in the Library
Ownership marks are placed on books and related materials with LAUTECH University Library Stamp, Accessioned books, Technical Classification of books manual
3.0: Required Inputs
3.1 Expected Outputs
Processed books
3.2 Receivers
Patrons/Clientele
3.3 Process Details of library materials
|
SN |
Description |
Output |
Responsibility |
|
1 |
Receipt of books from Procurement Department for processing |
Book delivery note |
Acquisition Librarian |
|
2 |
Received information materials recorded in the accessions register |
Register of newly acquired books |
Technical Section Librarian |
|
3 |
Books are checked in the Library's OPAC to determine whether they are new or added copies to avoid duplication of records. |
Checking notes |
Technical Section Head |
|
4 |
Books are classified using the Library of Congress (LC) Classification Scheme. |
Checking notes |
Technical Section Head |
|
5 |
Sourced through the internet from the Library of Congress website or in related websites. Where a class number for a title of book is obtained without a cutter number, the Cutter number is derived from Cutter table.
|
Soft copy of call Numbers and Cutter number |
Technical Section Head |
|
6 |
The call number settled on is written on the verso page of the book. |
Details of call entries on catalogue cards number on verso page of a book Bibliographic |
Technical Section Head |
|
7 |
Classified books are forwarded to cataloguers to generate catalogue cards for shelf list. The cards are filed alphabetically in a classified order of the call number |
Shelf list. |
Technical Section Head |
|
8 |
Bibliographic details of classified books are then Management System entered into Koha Library |
Koha database |
Technical Section Librarian |
|
9 |
The catalogued books are forwarded to the Library clerks to do physical processing which includes spine-Mark and insert the magnetic strips. |
List of processed books |
Technical Section Librarian |
|
10 |
The processed books are forwarded to circulation the circulation section for display and circulation |
Display processed books |
Technical Section Librarian |
|
11 |
A copy of each new book is displayed for Some times before releasing for circulation |
Displayed books |
Circulation Section Librarian |
4.0: Process for Weeding Information Materials
4.1 Required Input
Identification of obsolete /unwanted books/Shelf soften/shelf sitter
4.2 Output Expected
4.3 Receivers
Needy stakeholders, archives, disposal
4.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
Identification of information materials to be weeded |
Identification list |
Circulation Librarian |
|
2 |
Removal of identified information materials |
Identified materials |
Circulation Librarian |
|
3 |
A list of weeded information materials is prepared |
List of weeded books |
Circulation Librarian |
|
4 |
List of weeded information materials is forwarded to Library Committee for approval |
Proposed list for materials to weed |
University Librarian |
|
5 |
Library Committee approves or disapproves list of information materials proposed for weeding |
Deliberation minutes attached |
Library Committee |
|
6 |
Weeded information materials are forwarded to the University disposal committee on recommendation by University Library Advisory Committee |
Approved materials for weeding |
Library Advisory Committee |
5.0: Circulation
5.1. Source
Library clientele
5.2 Required inputs
Request of information material(s) by library user(s)
5.3 Outputs expected (expectation)
List of Circulated books
5.4. Receivers
Library users
5.5 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
Library users consult the Library's OPAC to identify the books required |
A record of bibliographic details of book(s) |
Readers’ Services Librarian |
|
2 |
Library patron present(s) the class mark (s) of |
Record of |
Readers’ Services staff |
|
3 |
User produces identity card/document |
ID/document |
Library circulation staff |
|
4 |
The identification document is matched with the user's account to verify ownership |
|
Librarian in charge of Circulation Section |
|
5 |
The information material is lent to the User following University Library Rules and Regulations Note: one hour or overnight or weekend loan |
Charging record in Library Mgt System (Koha) |
Librarian for Circulation Section/ Short loan Section |
|
6 |
When the information material is due for returning following the allocated period the book is returned to the short-loan section and discharged may be granted. |
Discharging record in Library Mgt System (Koha) |
Librarian for Circulation Section/ Short loan Section |
|
7 |
Renewal of the loan may be granted if no other user has booked the material. |
Renewed book(s) |
Circulation staff for loan Section! |
|
8 |
The discharged book is then put aside for shelving |
Books for re-shelving |
Librarian for Circulation Section |
6.0: Process for Long Loan Circulation
6.1 Source
Library patrons
6.2 Inputs Required
Identified Information material(s) from the open shelves
6.3 Expected Outputs
List of circulated books
6.4 Receivers
Library patrons
6.5 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
The Library patrons identifies the information materials from OPAC and notes the call number |
Call number record |
Library Patrons |
|
2 |
The user moves to the relevant shelf, traces the book and takes to the issue counter. |
Book to be borrowed |
Library Clientele |
|
3 |
The clientele presents the book to be borrowed to Library Staff on duty at the circulation Long Loan desk |
Students identity card |
Circulation staff
|
|
4 |
The user produces identity card |
Identity Card |
Library User |
|
5 |
The Library Assistant matches the identity card with the users account to 'ascertain ownership. (The Library Assistant verifies the document to make sure details are correct) and stamps on the date slip the date the book is due for returning. |
Charging record in Library Management System (Koha) |
Library Assistant Officer |
|
6 |
The book is demagnetized to allow its removal from the Library. |
|
Library Assistant |
|
7 |
The borrower presents the book to the Library security personnel to verify whether it is borrowed and records it at the security desk book. |
Record of borrowed books |
Library Security Personnel |
|
8 |
Borrowed books are returned by Library users after they are through with using them |
Discharge record in LMS |
Library staff at the counter |
|
9 |
The returned books are removed to a sorting bay for distribution to respective shelves. |
Returned books |
Library Assistant Officer |
|
10 |
The next morning all the retuned books plus those removed from the study carrels are shelved. |
|
All Library Staff |
7.0: Process for Reference Services
7.1 Source
Library patrons
7.2 Required Inputs
Information Request by Library Users Filled information requests forms
7.3 Expected Output(s)
Answered queries/Questions
7.4 Receivers
Library Options
7.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
Patrons present their queries to Reference / Information Desk. |
Filled request forms |
Reference Librarian |
|
2 |
Reference interviews are conducted to establish what actually the query is about. |
Reference Interview |
Reference Librarian |
|
3 |
Direct queries are answered immediately while complex queries are recorded, by Information Seekers on information request forms. |
Filled request forms |
Reference Librarian |
|
4 |
Contacts information of the user are taken during the time of the interview. |
A record of information seekers |
Reference Librarian |
|
5 |
When a quorum for orientation is attained, students Pre-notified through the notice board when to report for orientation and subsequent registration. |
Final orientation lists |
University/Readers’ Librarian |
|
6 |
Orientation is done to Students who reports late at a scheduled day and time |
List of participants orientation |
University/Readers’ Librarian Library Library Assistants |
|
7 |
Registration is closed one month after the \ Admission of the first-year students. |
Orientation exercise report |
University/Readers’ Librarians Library |
8.0: Process for Management of computer Resources Centre
Library patrons/students
8.1 Input Required
ICT Skills to be learned
University Students
8.2 Outputs Expected
E-resources Services
8.3 Receivers
Library Users
8.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1. |
The Librarian maintains a Resource Centre Section within the Library where users carry out research through the internet-connected computers. |
Computer Resource Centre |
System Librarian Analyst/ |
|
2. |
The Librarian for computer Resources supervises usage including timing of e-resources and offers assistance to the users where necessary. |
Timing Software |
Head of Library System Analyst |
|
3. |
Each computer is assigned a number/code and users are directed to one which is free where they fill in the Resource Centre data sheet their personal details and remarks when they have finished work. |
Numbered/ coded Computers Names written on
|
HOD, Library Librarian for Computer Resource Centre |
|
4. |
The Patrons use the Library Resource Centre following stipulated user guidelines (Refer to Library Policy). |
|
Librarian for Computer Resource Centre |
9.0: Process for Preservation of Books. Required Inputs
Strict compliance to Library Rules and Regulations
9.1 Expected Outputs
Preservation and Conservation of books appropriately
9.2 End users
Students, Library users
9.3 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1. |
The Library Assistants remove books showing signs of falling apart from circulation and takes to the bindery. |
List of Damaged books |
Readers’ Services |
|
2. |
Request is made to Vice Chancellor for books to be bound. Loose covers are bound for reinforcements. |
Approved letter Quotation |
Univ. Librarian Binder |
|
3. |
Books on shelves are loosely shelved for ease of removing and shelving. |
Shelved books |
Reading Room Staff |
|
4. |
Library environment is regularly checked to make sure books are not damaged by vapour, or insects. |
|
Preservation Librarian |
3.0 Required Inputs
3.1 Expected Outputs
Processed books
3.2 Receivers
Patrons/Clientele
Process Details of library materials
|
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|
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|||
|
SN |
Description |
Output |
Responsibility |
|
|
|
|||
|
1 |
Receipt of books from Procurement Department for processing |
Book delivery note |
Acquisition Librarian |
|
|
|
|||
|
2 |
Received information materials recorded in the accessions register |
Register of newly acquired books |
Technical Section Librarian |
|
|
|
|||
|
3 |
Books are checked in the Library's OPAC to determine whether they are new or added copies to avoid duplication of records. |
Checking notes |
Technical Section Head |
|
|
|
|||
|
4 |
Books are classified using the Library of Congress (LC) Classification Scheme. |
Checking notes |
Technical Section Head |
|
|
|
|||
|
5 |
Sourced through the internet from the Library of Congress website or in related websites. Where a class number for a title of book is obtained without a cutter number, the Cutter number is derived from Cutter table.
|
Soft copy of call Numbers and Cutter number |
Technical Section Head |
|
|
|
|||
|
6 |
The call number settled on is written on the verso page of the book. |
Details of call entries on catalogue cards number on verso page of a book Bibliographic |
Technical Section |
|
|
||||
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|
Head |
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||||
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||||||
|
7 |
Classified books are forwarded to cataloguers to generate catalogue cards for shelf list. The cards are filed alphabetically in a classified order of the call number |
Shelf list. |
Technical Section S |
|
|
||||
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|
Librarian |
|
Description |
|
Responsibility |
||||
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|
|
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||||||
|
8 |
Bibliographic details of classified books are |
Koha database |
Technical Section |
|
|
||||
|
|
Then entered into Koha Library |
|
Librarian |
|
|
|
|
||
|
|
Management System |
|
|
|
|
|
|
||
|
9 |
The catalogued books are forwarded to the Library clerks to do physical processing which includes spine-Mark and insert the magnetic strips. |
List of processed |
Technical Section |
|
|
||||
|
|
books |
Librarian |
|
|
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|
10 |
The processed books are forwarded to the |
Display processed |
Technical Section |
|
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||||
|
|
circulation section for display and |
books |
Librarian |
|
|
|
|
||
|
|
circulation |
|
|
|
|
|
|
||
|
11 |
A copy of each new book is displayed for Some times before releasing for circulation |
Displayed books |
Circulation Section Librarian |
|
|||||
|
|
|
|
|
|
|
|
|
||
4.0 Process for Weeding Information Materials
4.1 Required Input
Identification of obsolete /unwanted books/Shelf soften/shelf sitter
4.2 Output Expected
4.3 Receivers
Needy stakeholders, archives, disposal
4.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
Identification of information materials to be |
Identification list |
Circulation Librarian |
|
|
weeded |
|
|
|
2 |
Removal of identified information materials |
Identified materials |
Circulation Librarian |
|
|
|
|
|
|
3 |
A list of weeded information materials is |
List of weeded |
Circulation |
|
|
prepared |
books |
Librarian |
|
4 |
List of weeded information materials is |
Proposed list for |
University Librarian |
|
|
forwarded to Library Committee for |
materials to weed |
|
|
|
approval |
|
|
|
5 |
Library Committee approves or disapproves |
Deliberation |
Library Committee |
|
|
list of information materials proposed for |
minutes attached |
|
|
|
weeding |
|
|
|
6 |
Weeded information materials are forwarded |
Approved materials |
University Librarian |
|
|
to the University disposal committee on |
for weeding |
Library Advisory |
|
|
recommendation by University Library |
|
Committee |
|
|
Advisory Committee |
|
|
5.0 Circulation
5.1. Source
Library clientele
5.2 Required inputs
Request of information material(s) by library user(s)
5.3 Outputs expected (expectation)
List of Circulated books
5.4. Receivers
Library users
5.5 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
Library users consult the Library's OPAC to identify the books required |
A record of bibliographic details of book(s) |
Readers’ Services Librarian |
|
2 |
Library patron present(s) the class mark (s) of |
Record of |
Readers’ Services staff |
|
3 |
User produces identity card/document |
ID/document |
Library circulation staff |
|
4 |
The identification document is matched |
|
Librarian in charge of for |
|
|
with the user's account to verify ownership |
|
Circulation Section/ |
|
|
|
|
|
|
5 |
The information material is lent to the User |
Charging record in |
Librarian for |
|
|
following University Library Rules and |
Library Mgt |
Circulation Section/ |
|
|
Regulations |
System (Koha) |
Short loan Section |
|
|
Note: one hour or overnight or weekend loan |
|
|
|
6 |
When the information material is due for |
Discharging record |
Librarian for |
|
|
returning following the allocated period the |
in Library Mgt |
Circulation Section/ |
|
|
book is returned to the short-loan section |
System (Koha) |
Short loan Section |
|
|
and discharged may be granted. |
|
|
|
7 |
Renewal of the loan may be granted if no |
Renewed book(s) |
|
|
|
other user has booked the material. |
|
Circulation staff for loan Section! |
|
|
|
|
|
|
8 |
The discharged book is then put aside for |
Books for re- |
Librarian for |
|
|
shelving |
shelving |
Circulation Section/ |
|
|
|
|
|
6.0 Process for Long Loan Circulation
Source
Library patrons
6.1 Inputs Required
Identified Information material(s) from the open shelves
6.2 Expected outputs
List of circulated books
6.3 Receivers
Library patrons
6.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1 |
The Library patrons identifies the information materials from OPAC and notes the call number |
Call number record |
Library Patrons |
|
2 |
The user moves to the relevant shelf, traces the book and takes to the issue counter. |
Book to be borrowed |
Library Clientele |
|
3 |
The clientele presents the book to be borrowed to Library Staff on duty at the circulation Long Loan desk |
Students identity card |
Circulation staff
|
|
4 |
The user produces identity card |
Identity Card |
Library User |
|
|
|
|
-- |
|
5 |
The Library Assistant matches the identity card |
Charging record |
Library |
|
|
with the users account to 'ascertain ownership. (The |
in Library |
Assistant Officer |
|
|
Library Assistant verifies the document to make |
Management |
|
|
|
sure details are correct) and stamps on the date slip |
System (Koha) |
|
|
|
the date the book is due for returning. |
|
|
|
6. |
The book is demagnetized to allow its removal |
|
Library |
|
|
from the Library. |
|
Assistant |
|
7. |
The borrower presents the book to the Library |
Record of |
Library Security |
|
|
security personnel to verify whether it is borrowed |
borrowed books |
Personnel |
|
|
and records it at the security desk book. |
|
|
|
8. |
Borrowed books are returned by Library users after |
Discharge |
Library staff at |
|
|
they are through with using them |
record in LMS |
the counter |
|
9. |
The returned books are removed to a sorting |
Returned books |
Library |
|
|
bay for distribution to respective shelves. |
|
Assistant Officer |
|
10. |
The next morning all the retuned books plus those |
|
|
|
|
removed from the study carrels are shelved. |
|
All Library Staff |
7.0 Process for Reference Services
Source
Library patrons
7.1 Required Inputs
Information Request by Library Users
Filled information requests forms
7.2 Expected Output(s)
Answered queries/Questions
7.3 Receivers
Library Options
7.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
|
1 |
Patrons present their queries to Reference /Information Desk. |
Filled request forms |
Reference Librarian |
|
|
2 |
Reference interviews are conducted to establish what actually the query is about. |
Reference Interview |
Reference Librarian |
|
|
3 |
Direct queries are answered immediately while complex queries are recorded, by Information Seekers on information request forms. |
Filled request forms |
Reference Librarian |
|
|
4 |
Contacts information of the user are taken during the time of the interview. |
A record of information seekers |
Reference Librarian |
|
|
5 |
When a quorum for orientation is attained, students |
Final |
University/Readers’ |
|
|
|
Pre-notified through the notice board when to report |
orientation lists |
Librarian |
|
|
|
for orientation and subsequent registration. |
|
|
|
|
6 |
Orientation is done to Students who reports late at |
List of |
University/Readers’ Library |
|
|
|
a scheduled day and time |
orientation |
Librarian |
|
|
|
|
participants |
Library Assistants |
|
|
7 |
Registration is closed one month after the \ |
Orientation |
University/Readers’ Library |
|
|
|
Admission of the first-year students. |
exercise report |
Librarians |
|
|
|
|
|
|
Library Assistants |
8.0 Process for Management of computer Resources Centre
Library patrons/students
8.1 Input Required
ICT Skills to be learned
University Students
8.2 Outputs Expected
E-resources Services
8.3 Receivers
Library Users
8.4 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1. |
The Librarian maintains a Resource Centre Section |
Computer |
System Analyst/ |
|
|
within the Library where users carry out research |
Resource |
Librarian |
|
|
through the internet-connected computers. |
Centre |
|
|
2. |
The Librarian for computer Resources |
Timing |
Head of Library |
|
|
supervises usage including timing of e-resources |
Software |
System Analyst |
|
|
and offers assistance to the users where necessary. |
|
|
|
3. |
Each computer is assigned a number/code and users |
Numbered/
|
HOD, Library Librarian for |
|
|
are directed to one which is free where they fill in |
coded computers |
|
|
|
the Resource Centre data sheet their personal details and
|
Names written on |
|
|
|
remarks when they have finished work. |
|
|
|
4. |
The Patrons use the Library Resource Centre |
|
Librarian for |
|
|
following stipulated user guidelines (Refer to |
|
Computer |
|
|
Library Policy). |
|
Resource Centre |
9.0 Process for Preservation of Books. Required Inputs
Strict compliance to Library Rules and Regulations
9.1 Expected Outputs
Preservation and Conservation of books appropriately
9.2 End users
Students, Library users
9.3 Process Details
|
SN |
Description |
Output |
Responsibility |
|
1. |
The Library Assistants remove books showing signs |
List of |
|
|
|
of falling apart from circulation and takes to the |
Damaged books |
Readers’ Services |
|
|
bindery. |
|
|
|
2. |
Request is made to Vice Chancellor for |
Approved letter |
Univ. Librarian |
|
|
books to be bound |
|
|
|
., |
Loose covers are bound for reinforcements. |
Quotation |
|
|
-'. |
|||
|
|
|
|
Binder |
|
3. |
Books on shelves are loosely shelved for ease of |
Shelved books |
Reading Room Staff |
|
|
removing and shelving. |
|
|
|
4. |
Library environment is regularly checked |
|
Preservation LiLibrarian |
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to make sure books are not damaged by vapour, or insects. |
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Librarian |