AMERICAN UNIVERSITY OF BEIRUT
STANDARDS AND PROCEDURES
TABLE OF CONTENTS
A. JAFET LIBRARY
B. BRANCH LIBRARIES
A. JAFET LIBRARY
ACQUISITIONS DEPARTMENT PROCEDURES
The aim of the Acquisitions Department is to acquire books and audio-visual materials for all Faculties, Departments and Administrative Offices of the University and to promote a rational growth of the Libraries' holdings. The procedures of work are as follows:
1. Order request forms properly filled and signed by the faculty and authorized by the department chairman are received at the Acquisitions Department throughout the whole period of the fiscal year. The Department also accepts orders from professional library staff and heads of administrative departments in the University.
2. Order request forms are checked against the public card catalog, the received and on-order files to verify if material is already available or not.
3. Orders are then verified in various bibliographic tools (Books in Prints, ,Whitaker's Books in Print, etc.) and publishers' Catalogs for availability, price, ISBN number, latest edition and number of volumes and year of publication.
4. Orders are searched in Library of Congress catalogs, CBI, BNB, etc. for correct entry, LC number, series entry if any, etc.
5. The Acquisitions Librarian distributes the orders to various dealers locally and abroad based on origin of order, best discount, etc.
6. All Departments are assigned a fixed fund number to which the orders are charged, and a sequential number for each order. This helps in keeping a record of money allocated, spent or still available. The Accounting Section in the Department, is responsible for assigning the sequential number.
7. Orders are then transferred to the Secretary for typing on multiple order forms of which the original and one copy go to the dealer and the remaining ones to the fund file, on order file, dealer file and claim file (filed monthly and to be claimed regularly).
8. At the same time the orders for the LC cards are typed on LC card forms and sent to the Library of Congress. When LC cards are received, they are filed behind the Corresponding slip in the on-order file.
9. Books and audio-visual materials are received from the dealer with the copy of the request form.
10. Books and audio-visual materials are stamped (A.U.B. Library) when received from the dealer.
11. The slips from the dealer and claim files are removed and compared with the item
at hand. The on-order file is checked to verify if LC cards have been received. If yes, both are removed and included in the item to be sent to the Cataloging Department. The dealer file slip is transferred to the received file. Books for which LC cards have not yet been received are held in Acquisitions Dept. until cards are received.
12. Once the items have been cataloged, the on-order slips are returned to the Acquisitions
Department. The dealer slips are removed from the received file thus closing the whole process.
13. When reports are received from dealers that the Item is out of stock, the files are annotated accordingly. If the item is permanently out of stock or out of print, all slips are removed, and it is reported cancelled to the department concerned.
14. The claim file is periodically checked in order to claim long pending items.
15. The same procedure applies for materials ordered on department or research grant fund.
16. Arabic language books are mostly ordered by the staff of the Acquisitions Department from various local dealers. Selection is made from catalogs and lists and from regular visits to the bookshops.
Budget and Accounts Section
This section manages all the expenditures of monographic items and serials, customs and transport, and binding.
1. The budget is allocated within various departments by the University Librarian in consultation with Acquisitions Librarian and Serials Librarian.
2. Allocations are assigned as numbered funds to the various departments within each Faculty and School based on the unit price per book, past expenditures, on-going programs, etc.
3. When items are ordered the fund slip is given a sequential number and the price is recorded. This price is also recorded on the Kardex record cards arranged by departments to keep track of commitments.
4. The invoices received are okayed by the Acquisitions staff and passed over to the Budget and Accounts Section for payment.
5. The staff in this section removes the fund slip from the on-order fund file and records the price, invoice number and date and files the slip in the paid file.
6. The invoice is also recorded in the ledger book and a payment slip is processed for the Comptroller's office for payment, mentioning dealer's name, fiscal year, fund number, invoice number and date, and serial ledger number.
7. All invoices are approved by the University Librarian before being submitted to the Comptroller's Office.
8. Copies of original invoices are filed alphabetically by name of dealer or publisher to be discarded after five years.
9. For Pro-forma invoices for which prepayment is required, a check request form is filled mentioning publisherís name, price, invoice number and date, and fund to be charged.
10. When the check is received, it is recorded in the ledger like a regular invoice and on the fund slip, and then mailed to the publisher.
11. Computer sheets are regularly received from the Comptrollerís Office showing the library
expenditures processed by the Comptroller. These sheets are verified against the ledger to check
for any discrepancy.
12. Statements from dealers and publishers are verified against received invoices; any invoice not received is claimed and discrepancy is follow-up with a letter.
13. Quarterly reports are prepared for internal use.
14. Mid-year budget reports, and annual fiscal year reports of commitments and expenditures are prepared to be distributed to the different departments of A.U.B.
ARCHIVES AND SPECIAL COLLECTIONS DEPARTMENT PROCEDURES
All materials processed in the Archives and Special Collections (ASC) Department are cleaned according to archival preservation practices. They are stored in acid-free containers when necessary and housed in areas in which archival environmental standards are applied such as a temperature of about 20 degrees Centigrade, 40% humidity and no light when not in use. A special ventilator is placed in the storage area to absorb dust.
All indexing is based on the ASC Department Authority File.
Preliminary sorting of material is done on arrival. Archives are divided into two main categories. AUB Archives (AA) and Non-AUB Archives (NAA). Whenever possible a "collection's file" is compiled for each collection received, grouping correspondence related to the acquisition of collection, terms of donation, bequest documents, background information or any other relevant material.
a. AUB Archives
1. All materials generated by an A.U.B. Unit of Origin is kept together and not dispersed according to subject. Strict archival practice advises never to discard an item immediately for it may have an unforeseen use or importance. The order of provenance is respected and the "Archives system of classification" reflects the organization of the University. Materials are arranged according to this system into seven major groups, namely generalities, administration, faculties, students, alumni, AUBites, AUB related bodies. These are further subdivided into sub-groups, series and sub-series, observing a chronological order when applicable. Press clippings on A.U.B. (which are part of "generalities") are arranged chronologically by day, month, year. This system of classification is updated when alterations in the University organization call for its revision.
2. All materials are thoroughly cleaned (with special cleansing products when necessary) and arranged in acid-free, archival quality containers, mainly boxes, envelopes and packages, and labelled. Labels show the numbers of the group, subgroup, series, boxes and files, the names, titles and inclusive dates when available. Unless the original covers and labels are of vital importance to the collection as a whole, they are discarded in favor of untorn, clean new acid-free folders.
3. Archival material are described, collated, analyzed and cataloged or indexed following as much as possible the latest rules recommended by the Society of American Archivists and applied by USMARC Archival and Manuscripts Control Format.
b. Non-A.U.B. Archives
1. For non-AUB archives, notes are made of donor and date of donation and the name and/or nature of the papers in the collection which already have the appearance of organization (e.g. accurately labelled files of correspondence or pasted-in news clippings etc.) can be left in their original condition. Loose papers are organized by the Archives Librarian and both types of documents placed in a logical order (e.g. a collection may fall neatly into biographical material files; chronologically arranged correspondence files; reports and/or minutes accumulated; newspapers and pamphlets). When printed volumes are found within a collection, they are removed and transferred to the relevant section of the Library collections. Exception to this are the reprints of articles with special reference to the originator of the donated collection or similar materials, like college magazines of the collector's era. But whenever possible printed materials are extracted. Diplomas, certificates, etc. are stored flat and grouped together chronologically. Acid-free folders for paper storage are used.
2. Collections should not be broken up by transferring documents to what seems to be a more relevant place. The collection, as assembled by the originator, is inviolate. However, discretion can still be exercised.
II. A.U.B. Theses, Projects and Dissertations
1. Two copies of theses and projects (sometimes presented in lieu of theses), and three copies of dissertations are received by ASC Department. They must be presented according to the "General instructions for the preparation of theses at A.U.B." They are cataloged according to the Anglo-American Cataloging Rules (AACR2) Revised or latest edition, and assigned subject headings from the latest Library of Congress Subject Headings List. Their call numbers are made of the symbols T, ET, ST, Pj, EPj, D followed by a sequential number. Their records (sets of cards) are filed in the shelflist and the Library public catalogs.
2. A copy of the Engineering theses (ET) and a copy of the Agriculture theses (ST) with attached sets are sent respectively to the Engineering and Science Libraries after binding.
3. A list of "A.U.B. theses, projects and dissertations" is compiled with indexes when possible and updated periodically. Each entry includes the author's name, title of thesis, department and if not available, faculty presented to, year of presentation, number of pages and call number of thesis.
III. Closed Area Materials
1. Closed Area (CA) materials include rare books and serials, materials of restricted nature and University and/or faculty publications.
2. Except for Closed Area serials, all these materials are cataloged by the Cataloging Dept. in order to avoid any duplication or divergencies in cataloging practices since copies of many of them are also processed by the Cataloging Dept. for the general Library collections.
3. Coordinating policies explain the guidelines and processing to be followed for these materials, by the Cataloging and Serials Departments.
4. A.U.B. publications bear the symbols CA:AUB and its subdivisions (see List of symbols). Their records (sets of cards) are located in the shelflist and the Library public catalogs.
5. CA materials are shelved vertically on metal shelves except for the largest category (CA:LFF) which must remain flat.
1. Manuscripts (i.e. monographs in manuscript form) are cataloged according to AACR2 Revised or latest. They are assigned call numbers made of the symbol MS, a classification number from the latest Dewey Decimal Classification and an author number from the Cutter-Sanborn tables.
2. Manuscripts are cleaned according to archival preservation standards and stored in acid-free boxes.
3. All original manuscripts are put on microfilm. Users consult the microfilm copy only, except when special research needs call for the observation of the physical manuscript.
1. Photographs are divided into A.U.B. photographs (Ph:AUB) and general photographs (Ph).
2. A.U.B. photographs are arranged chronologically by year and subdivided by sequential number (e.g. 1912/1, 1912/2, 1914/1-3). Non-A.U.B. photographs are arranged by sequential number according to the order of receipt of the collections (e.g. Ph:l (Blatchford's collection), Ph:2/1-4, Ph:5... ). Undated photographs are classed by approximate dates: years, decades, eras and periods (e.g.1954?, 1960s, To 1902, D. Bliss presidency). Attempt is made to identify people, places, events or any special feature (e.g. stereoscopic views). Important information is noted on envelopes or packages in which photographs are placed.
3. Identical duplicates are discarded. Duplicates with the slightest variation (dark/light, small print/large print) are kept. Geographical localities, salient events, prominent persons may be useful and are kept. "Happy snaps" are not. The Archives Librarian discretion should operate.
4. Photographs and groups of photographs are cataloged according to AACR2 Revised or latest edition, or briefly described.
5. Photographs are stored flat in metal cabinets.
1. Posters are divided into A.U.B. posters (Ps:AUB) and general posters (Ps).
2. All posters are arranged by sequential order reflecting a chronological order by date of appearance of poster.
3. Posters are cataloged and described briefly.
4. Posters are stored flat in metal map cases.
1. Maps are cataloged according to AACR2 Revised or latest edition. Their records (sets of cards) are located in the shelflist and the Library public catalogs.
2. Maps are stored flat in specially designed metal map cases to secure the best protection.
BINDING SECTION PROCEDURES
The Head Clerk-Binding Section shall coordinate this activity.
I. Binding of books for Jafet, Science/Agriculture and Engineering/Architecture Libraries.
1. Books are prepared with instructions on two duplicate slips, "AUB Binding Slips":
a. Original Binding Slip is inserted in book which goes to Binder.
b. Copy Binding Slip is kept as record of shipment in Record File in Binding Section.
2. Bookcards are stamped with date and sent immediately to concerned location without the accompanying sets of cards in the case of the Reference Dept., Science/Agriculture and Engineering/Architecture Libraries.
3. Copy Binding Slips are stamped with despatch date on the day despatch takes place. Accompanying sets of cards for Reference Dept. and Branch Libraries as well as special instructions on fliers (Rush, Notify, CA, etc. material are attached each to its slip. The slips and attached items to them are filed numerically by call number and by section (Jafet, Ref. Dept., Sc./Agr. and Eng./Arch. Libraries). Each shipment slip should be filed separately to detect any unreturned items.
4. Special materials (Rush, Notify, CA and books with specific instructions or needing distinct handling) are sent to Binder in a "Special Box" and returned by him in the same way, in order to receive individual attention and priority processing. Rush volumes must be returned after ten days.
5. When books are received from Binder, discharging takes place. Each book should have its Original Binding Slip inserted in it. No numbers or other Binder identification sign or scratches should appear on book.
6. Books are arranged by section (Ref. Dept., etc.) and according to call numbers within each section. Checking of bound books is done carefully and comprehensively according to set standards and against instructions (call numbers, author/title information, color, paper covers kept inside book or pasted on it or discarded, kind of binding material if particular, large special pockets, etc.) on Original Binding Slip. If book is bound correctly, its Copy Binding Slip is withdrawn from the Record File and discarded.
7. Books found with binding errors or needing other corrections are piled separately to be returned to Binder. Correctly bound books are then prepared by student assistants for circulation. They stamp them and paste plates, pockets, date due slips (excluding Reference books for the last two operations) and write clearly and neatly call numbers on left corner of pockets.
8. Accompanying sets of cards and other related items are inserted in their respective books.
9. Reinforcing books.
10. Books are sent to their respective destination. At reception, Original Binding Slips are removed from pocket, initiated by Librarian in charge to acknowledge book has been indeed received, and then the bookcard is placed in pocket. In Jafet Library this operation is held jointly by Head Clerk-Binding Section and Librarian in Charge of Circulation. All initiated Original Binding Slips are then stapled to covering invoice.
II. Binding of periodicals for Jafet, Science/Agriculture and Engineering/Architecture
1. With each shipment sent from Serials Dept., Science/Agriculture and Engineering/ Architecture Libraries, a Binding Shipment Form (different color for each library) will be included listing name of periodical, volume number and year. The list is made in triplicate, one copy to be kept by sender and two copies sent to Binding Section. Rush items are to be indicated at the bottom of the list after the regular items. Shipment will be collected from Branch Libraries and Serials Dept. once a week, on a fixed day.
2. The volumes are checked by Head Clerk-Binding Section to verify and report any discrepancy to issuing departments. Shipments with their respective lists are collected by Binder from Jafet Library once a week, on a fixed day.
3. Shipments with Binding Shipment Forms are returned by Binder directly to each Library, at the latest after three weeks. Rush volumes must be returned after ten days. The Head Clerk-Binding Section discharges shipment against the list in presence of Librarian in charge. Both initial the checked list. For Jafet Library discharge is made at Binding Section in presence of Serials staff who will also initial receipt.
4. Marking of RP materials.
Invoices from Binder are approved by Head Clerk and submitted to Acquisitions Dept., Accounting Section with Binding Shipment Forms (periodicals) attached.
CATALOGING DEPARTMENT PROCEDURES
I. Incoming items
1. The Cataloging Department receives items (monographs, microforms, videotapes, films, sound recordings, kits, etc.) mainly through the Acquisition Department. Some items are also received from Gift and Exchange Department and from Serials Department (Monographic series, some classified serials). These items are accompanied by Acquisition slips (Pink slips) prepared by those departments. Around 50% of Western items are also accompanied by Library of Congress (LC) sets of cards acquired by Acquisition Department.
2. Items received are checked and sorted by the Cataloging Department. They are counted physically and not bibliographically and divided into five basic categories: New titles, Titles with LC sets, Gift titles, Additions, Titles from Kardex (serials). They are recorded on a monthly basis and added annually. Titles are shelved in the Department.
1. Li numbers assigned and recorded on items and on pink slips by Acquisitions
Department are checked by catalogers.
2. Items with LC sets of cards:a. Bibliographic information is checked against the accompanying item.b. Main entry and all other added entries are checked in the card catalog. If the entry(ies) is already established in the catalog it is followed exactly. If the cataloger decides to introduce any changes in the form of entry, relevant cross references are added (see form, or "For works cataloged before 1986, search under [old form]... For works cataloged after 1985, search under [New Form]". In some cases, the cataloger might decide to recatalog according to new rules (i.e., AACR2).c. Subject entries are checked against latest edition of the Library of Congress Subject Headings (LCSH). In case of any discrepancy, entries are modified and required cross references made. Subject headings are created when necessary.3. Items with no LC sets of cards (Original cataloging):In addition to steps followed in 2a and 2b, the cataloger ckecks other bibliographic tools, such as NUC, LC Name Authorities etc. If the bibliographic data is available it is copied and verified against card catalog. If no data is available, item is cataloged originally, following prescribed rules. 4. Authority Files:a. Series authority files are created and maintained for both sections. Series authority cards and "Series temporary slips", initialled and dated, are created and filed.b. Name authority file for Oriental Section is created, referenced, initialled, dated and filed. Western Section uses LC "Name Authorities" File.c. Subject authority file for Oriental Section is created and maintained. Cards in English and Arabic for each new subject are typed, initialled, dated and filed.5. Call Number:a. Class numberOnce all the checking procedures are completed, a class number is assigned from Dewey Decimal Classification (DDC) in its latest edition. No corrections are made for any old (obsolete) numbers. Books which are bibliographically related (other editions, books about other books, etc.) are assigned same Class no. The Class number should not exceed six digits, with few exceptions (such as Lebanon and some limited topics).b. Cutter numberA cutter number is assigned according to main entry preceded by the first letter, in capital, and followed by the first letter of the title. If the main entry is a title entry, the same letter is repeated for practical reasons. Main entries in Arabic alphabet are transliterated and a capital A is added as the last element to this cutter number.c. Departmental/Branch Library symbolA symbol denoting location of item is assigned from a List of Symbols adopted by the Library.6. A temporary shelf list slip (Blue for Western and Green for Arabic)is prepared, carrying call no. and brief information, to ensure uniqueness of call no.7. The Cataloging slip is initialled and dated. The item is then sent to typing. Non-book materials are assigned relevant symbols and accession numbers.8. The typist(s) receiving items and slips does the following:a. Files the "Temporary Shelf lists". If any call no. is found to be duplicated, the typist draws the attention of the cataloger to introduce the necessary changes.b. Writes call no. on title page of paperback books.c. Types the cataloging slip information. She runs main entry card(s) for checking. Typing is checked (and rechecked in case of errors in typing). The typist then runs the exact number of cards determined by the number of entries recorded in tracings plus three (The third card is a 2nd shelf list needed for the "New Acquisition List"). - One extra shelf list card is run for CA materials.- Duplicate sets are run for Reference books, and for branch Libraries (E & S).d. Types added entries, and book cards. Book pockets are typed for all hard cover books except for Reference books.9. Catalogers check typing of added entries, book cards and call nos. on book pockets. Typed sets with their pink slips are kept in special boxes for spreading. Any additional sets of cards (R, E, S, CA) are kept with items and sent to Marking. Paperbacks are sent to binding with instructions if necessary.10. The person who does marking (normally a typist or a student assistant) receivingmaterials does the following:a. Stamps them when need be.b. Pastes University Label on internal front cover.c. Pastes book pocket on internal back cover (with white glue). In case of important illustration on lining papers, pocket is glued on preceding page, etc.d. Pastes "date due" slip (with rubber cement) on facing page of back cover.e. Writes down the Call no. with a pencil on the first left corner of title page, (right corner for Arabic titles).f. Marks call no. on spine or on the bottom of the front cover (with an electric stylus, special marking pens [i.e., painty] for glossy covers, etc.).11. Cataloger checks marking.12. Materials are then sent to their appropriate location (Circulation Dept., ASC Dept., Reference Dept., Science Library, Engineering Library), with appropriate sets of cards.13. Cards are spread at the end of each month (Author/title, subject, and shelf lists). They are counted bibliographically by categories and recorded on Statistics Forms .14. Spread cards are sorted, filed in their appropriate drawers. Filing is checked by Catalogers or assistant catalogers.15. First shelflist cards are filed and temporary slips are withdrawn.16. Second shelf list cards are sorted and used for issuing the New Acquisition List.17. The New Acquisition List is prepared by a typist and duplicated by photocopying, and distributed according to an updated mailing list.19. The Department prepares interim quarterly reports and annual reports.20. The Department cumulates statistical data on an annual basis.
CIRCULATION DEPARTMENT PROCEDURESSince AUB has closed their stacks to all users except faculty and graduate students it is necessary for each user to examine the card catalog to identify the item(s) desired and to fill out call slips for individual items. The call slip includes the borrower's AUB identification number the main entry (author) and title as well as the classification number of the desired item, and the name of student plus his box no. When the item(s) is retrieved from the stacks by a member of the staff the borrower fills in his AUB identification number on the call slip and the book card which is stamped with dayís date, and the book with the due date. Books are stamped for two weeks for undergraduate students, for a month for graduate students, and for a semester for Faculty. The call slips are then filed by borrower's number and book cards are filed by classification number. The double filing system certainly makes it possible to answer two questions that are asked frequently of circulation personnel.1. Is a particular book in circulation?2. What books are presently in circulation to an individual borrower?In an academic library it is very desirable to be able to give an immediate answer to the first question. The second question has significance at AUB for two reasons:1. The library staff has established limits as to the number of items different classes of users may have out of the library at any one time. These limits vary from 8 items per user for undergraduate students to 50 items for a faculty member.2. When a borrower is severing his relationship with AUB for any reason (graduating, leaving the country, etc.) it is very important that all items borrowed from the AUB libraries be returned. This second file is helpful for that purpose.a. Book out: a hold notice is filled, attached to the book card and returned to the file. When book is back, discharge, and send a copy of the hold notice for the new reader and give him/her one week to pick it up.b. Return books: correct book card, remove from file, and the call slip is discharged from the student file.c. Book renewals: correct book card from file, stamp book with the new date due, check borrowers file and stamp todayís date on book card and call slip, then refile.Certainly of equal, if not greater importance, is the necessity to recall items that are overdue, a task which is exceedingly time consuming at the present time. Since there is no file arranged by date due, the staff has no choice but to examine each item in one or the other of the files to determine ermine those items which are overdue. If necessary, a total of three overdue notices over a three week period will then be sent to a delinquent borrower. Fines are charged for overdue books of L.L.1000/book/day.Daily circulation records are maintained by the circulation staff, cumulated monthly and finally yearly. In addition, statistics are taken for reserve materials, overnight loans and daily use, monthly and yearly. Typical usage figures obtained from the circulation librarian are:May 2, 1996 - 453 books borrowed for outside use.180 books used in the library.Books in circulation that are needed for the reserved book area or have been requested by another user are recalled by the circulation staff. In the latter case the requester is notified and the book is held at the circulation desk for approximately one week.I. Processing reserve booksBooks are taken to the Reserve Counter, put a reserve card in each book after filling in the call no., author, title, name of instructor and course no. Book card is stamped RESERVED and the dayís date then returned to the Circulation Desk to be filed.Reserve books are arranged alphabetically by author on the shelves.The Reserve Book Area in the Jafet Library is likewise the responsibility of the Circulation Librarian. Items are arranged by course number with circulation periods of two hours and/or overnight, an arrangement that is typical of most university libraries. The only unusual condition noted was that items placed on reserve for a course were the responsibility of the professor teaching the course who typically delegated the 'leg work' to a student assistant. This arrangement certainly eases the load of the library staff and with a felt shortage of library personnel undoubtedly saves the staff hours of labor each semester.The Circulation Librarian has a number of other responsibilities.1. All newly cataloged items from the technical service area are sent to the circulation librarian. If the item has been requested by a particular faculty member he/she is notified; a number of items of "wide appeal" are displayed opposite the circulation desk in a special new book section while the bulk of the items are shelved in the stacks.2. Interlibrary loan requests, whether requests from AUB personnel or to the AUB Library, go through the circulation librarian. Between 10 to 15 requests of each type occur weekly. Interlibrary loan material will be discussed more thoroughly under photocopying.3. The photocopying personnel and the photocopying machines are also the responsibility of the Circulation Dept.4. The guards by the door who check people leaving the library are present all hours that the library is open. They, too, report to the Circulation Librarian.5. The stacks for books, bound periodicals, are the responsibility of the Circulation staff.AUB students whether undergraduate or graduate are the easiest borrowers for the circulation personnel to handle. Each student has an AUB identification card with a unique number showing that he/she is presently registered in the University. Since the name, address and status of a student is very important to the registrar, comptroller and other members of the University community, this list is both accurate and current. It would be a great service to the library and possibly to other divisions of the University if unique identity cards which are updated yearly would be issued to all faculty and staff. This would mean the library staff would do no registration for the large percentage of their borrowers. At the same time a list produced by the computer center, arranged by unique number giving name and address of the holder of the number would require only a single look-up to send overdue notices or other information to an individual AUB borrower. (For Contract employees, Faculty, Alumnus, and outsiders, see chart)Library material is acquired to be used and certainly, since the expense of acquiring and maintaining the collection rests entirely with AUB, first priority on the use of the collection rightfully belongs to AUB personnel. At the same time AUB must recognize that they have the largest and finest collection in the area. The number of inter-library loans both requested and sent each week clearly testifies to both the value of the collection to others and to the dependency of AUB personnel upon material owned by others.II. Proposed guidelines for use of AUB library materials by non-AUB personnel:1. All serious seekers of information when seating space is available, should be allowed to register at the circulation desk and be issued a card for Building use of the collection. The card would be good for a limited period of time (for example, one academic year.) Privileges should include use of both books and periodicals as well as access to photocopying facilities.2. Borrowing privileges for use outside an AUB library is limited to books that are normally circulated (no bound or unbound periodicals, no reference books or rare books should be lent, although photocopying should be permitted). This privilege is extended to faculty of other colleges and universities in Beirut as well as to alumni.Bound periodicals which are the responsibility of the circulation librarian should not be lent and would not need to be lent if photocopying facilities were generally available. Typically a user wants to seriously pursue a single article in a bound volume. Thus it would be a great service to the user if he/she could photocopy the article so that it would be available more or less permanently while other users would benefit from having bound periodicals always available in the library.III. Special Materials:a. Reserve books:i. Students of the course for which a book is reserved; overnight from one hour before closing time until one hour after opening time the next day.ii. Other readers: overnight, as above, but by special permission granted only if the book is not already reserved for a student in the course concerned.Note: Detailed regulations concerning the use of reserve books are posted at the Reserve Desk.b. Non-circulating materials:AUB books and Arabic periodicals stamped "Not to circulate" may be borrowed only by AUB faculty members, after special permission has been granted by one of the following staff members only: Chief Circulation Librarian; Assistant University Librarian, Readers' Services; University Librarian. Other qualified readers may consult these materials within the Library.
IV. RenewalsAny ordinary loan may be renewed, on the same conditions as those of the original loan, provided that no other reader is waiting for the item. Personal application must be made before the expiration date of the loan, and the item borrowed must be brought in for re-dating. Renewals will not be accepted by telephone.V. Recall and Transfer of Loansa. Any loan may be recalled after two weeks if the item is needed by another reader.b. Any loan, of any duration and to any borrower, may be recalled immediately if a faculty member has asked that the item be placed on reserve for a class.c. A loan may not be transferred from one borrower to another, and no person may borrow on behalf of another.VI. Overdue Loansa. Fines are levied on overdue items as follows:i. General loans (books):L.L.1000 per item per day.ii. Reserve books: L.L.1000 per first hour or fraction there of and LL.10,000 per day.b. The total fine for any one item shall not exceed its replacement.c. Failure to receive an "overdue" notice does not constitute an excuse for non-payment of fine.d. Receipts: the Circulation staff issue receipts for overdue books. Receipts are made in triplicate (Comptroller office, Student, and department concerned)VII. Lost or Damaged MaterialsFor each item lost or damaged, a replacement charge including overhead costs is made:Stack PrivilegesAccess to the bookstacks is granted to:1. Faculty.2. AUB Graduate students upon having a permission from the Dept.3. Other readers by permission of University Librarian; Assistant University Librarian, Readers' Services; or Chief Circulation Librarian.Note: Persons in stack areas are required to show ID cards or other means of identification to Library staff members upon request.Reading Privileges1. Use of general reading areas is normally authorized to all persons having borrowing privileges or holding "building use" permits (see 2. below). However at examination periods or other periods of special pressure, use of the reading areas may be restricted to AUB faculty, staff, and students.2. Occasionally a non-AUB applicant may be issued a "Building Use Permit" in lieu of borrowing privileges. This permit entitles the bearer to read materials in the Library only.Carrels for Faculty/Graduate Research1. Study carrels are available to AUB graduate students and faculty members conducting research. As the number is limited, graduate students may have one only during the period of thesis preparation. To secure a carrel a student should obtain a request from his thesis advisor addressed to the Chief Circulation Librarian, stating that he is engaged in actual thesis preparation. If a carrel is not immediately available, the student will be placed on a waiting list from which assignments will be made in order of application.2. Charging books to carrels: Books are brought to Circulation Desk. A card is put after stamping dayís date. Call no. of the book and the student carrel no. are written on the card, the book card is stamped with dayís date and the carrel no. is written on it and filed in the Circulation file.3. Books may be charged to a carrel through the Circulation Desk, where special instructions are given. Any book or periodical left on a carrel and not charged to it will be returned to the stacks.Withdrawal of PrivilegesBorrowing and/or reading privileges may be withdrawn from any person who abuses them by not observing all regulations concerning Library use. Particular attention is drawn to regulations published in the Library Handbook concerning silence, smoking, and mutilation or defacement of Library property.Binding ProceduresItems that should be bound or rebound are given to the Circulation Librarian. If the book can be repaired and is worth repairing, it is sent to the Preservation Section. Book cards are then stamped in the Preservation Section and returned to the Circulation Department to be filled.Student AssistantsThe Circulation Librarian is responsible for hiring student assistants. The student is sent to the Circulation Librarian with a referral paper from Student Affairs. They are distributed to Departments. Department heads keep record of each student in his/her department, with the no, of hours he/she worked. Every 4 weeks, the Circulation Librarian collects the papers from all the departments, issues vouchers for each student, and sends it ti the Student Affairs Office where the Office processes the vouchers for payment.
GIFTS & EXCHANGE SECTION PROCEDURESProcedure for work with gift and exchange materials1. All gift and exchange materials (books, monographs, serials, pamphlets, etc.) whether solicited or not and from whatever source, go directly to Gifts & Exchange Section with wrappings. An exception is made for established serial continuations which are addressed to the Serials Department.2. Head of Gifts & Exchange Section is to coordinate all gift & exchange routines involving serial publications with the Serials Librarian or other librarian in the Serials Department designated by her. In case of specialized periodicals, concerned faculty members are consulted by Gifts & Exchange Section. 3. Head of Gifts & Exchange Section will regularly prepare and arrange for meetings of Selection Committees.4. Routine for handling unsolicited materials:a. Screening of unsolicited materials will be done by Head Gifts & Exchange Section. b. Wanted monographic titles will be searched bibliographically by Gifts & Exchange personnel. Bibliographic searching involves checking Card Catalog, Acquisitions Department Files Received and on Order plus Gifts & Exchange In-Process File. Titles not found are given order number then pink slips are typed and inserted in materials and the order number for each title is noted on the verso of the title page. Original white slip is to be filed in the Acquisitions Department Received File and materials are passed to the Cataloging Department.c. Questionable monographic titles will be verified and checked by Gifts & Exchange Section and referred to the Selection Committee for final decision. Titles selected and approved by the Committee will be searched and processed (procedure as in para.b).d. Unwanted monographic materials will be either discarded or put aside to be used for the duplicates exchange list. Exchange duplicate lists are prepared and sent twice a year.e. Decision for Western new serial titles is made in consultation with the Serials Librarian and Arabic with the Selection Committee. Acknowledgement letters are prepared by Head of Gifts & Exchange Section and sent for each title for continuity. Serial titles offered on exchange with AUB periodical publications are decided on with either editor of the periodical or with faculty member concerned in the subject. Exchange arrangement letters are sent to the institution offering the exchange by Head of Gifts & Exchange Section. When exchange is confirmed records are made for the mailing list and titles sent are recorded on a separate card noting the date of department. The new serial title is sent with copy of agreement letter to Serials Department to set records.5. Routine for handling solicited materials:a. Letters soliciting gifts will be prepared by Head of Gifts & Exchange Section and typed by clerk-typist .b. Booklists, duplicate lists from exchange partners, book reviews in weeklies and newspapers plus library journal are reviewed regularly by Head of Gifts & Exchange Section.c. Selection is made in cooperation with Selection Committee members. If materials offered are in a very specialized subject (especially pure sciences) lists are usually sent to departments concerned via SC/AG and Engineering Librarians for selection and returned back to.. Gifts & Exchange Section for order.d. Titles selected are checked against Card Catalog, Acquisitions Department Received and On Order Files plus Gifts & Exchange In-Process File. Work slips are prepared by Gifts & Exchange staff for titles to be requested. Request letter is prepared by Head Gifts & Exchange Section and typed by the clerk-typist with list of titles needed. Slips are filed in the In-Process File of Gifts & Exchange Section. When requested items are received, slips are removed from the In-Process File and verified against the books. Order number is given and then pink slips are typed and inserted in materials and the order number for each book is noted on the verso of the title page. White slips are to be filed in Acquisitions Department Received File and materials is passed to the Cataloging Department.6. Acknowledgement routines: a. Letters of acknowledgement are prepared by Head of Gifts & Exchange Section when necessary and typed by clerk-typist. b. When a form acknowledgement is permissible, it will be typed by clerk-typist, checked and signed by Head Gifts & Exchange Section. c. Head Gifts & Exchange Section will decide if a gift is important or valuable enough to warrant a special acknowledgement by the University Librarian.7. AUB Publications sent on exchange:a. For periodical titles a regular number of copies is requested from the University Publications Office when new volume is out (number of copies change if new exchange arrangement is made). Labels are typed and packages prepared by clerk-typist under the supervision of Head Gifts & Exchange Section.b. For monographic titles number of copies requested from the University Publications Office for exchange use varies depending on the subject of the monograph. Decision to which institution of the mailing list should the new title be sent, is made by Head of Gifts & Exchange. Labels are typed and packages prepared by clerk-typist and supervised by Head Gifts & Exchange Section.c. The University Library gets 4 free copies of each new University Publication.d. The University Library gets 50% discount on invoices from Publicationsí Office.
MICROGRAPHICS SECTIONThe Micrographics Section main function is to put hard copy volumes on microforms. Newspapers, manuscripts, periodicals, books, etc., old or new, are all stored in microforms (microfilms, microfiches), in a high standard, archival quality, for preservation, reproduction and library use.The procedures of work are as follows:I. Preparation of documents1. Current newspapers are collected daily and checked-in in kardex.2. Old bound newspapers are unbound.3. Every effort is made to obtain any missing issues or pages.4. All volumes of the different documents are collated page by page and a list of missing, imperfect or mutilated pages, is made.5. All unumbered paged of documents (i.e., manuscripts) are numbered.6. Torn pages are mended, wrinkles and creases are ironed.7. A title page is designed for each volume to be filmed at the begining and end of each reel. I contains a bibliographic citation identifying the work filmed.II. Filming1. The cameras are cleaned, adjusted and loaded.2. Light is adjusted for the required density for each volume.3. The National Bureau of Standards (NBS) Microcopy Resolution Test Charts are used to achieve the archival quality.4. Only a trained operator may perform the actual filming of library materials.5. Every page of the entire file is microfilmed consecutively after the "START" page and the bibliographic citation. The same title page and an "END" page are microfilmed after the last page is microfilmed.6. The exposed microform is unloaded in complete darkness ready for processing.
III. Processing and inspecting the exposed film1. The microfilm processor is cleaned, chemicals are added, and processor is adjusted.2. The exposed microfilm is loaded in the processor in complete darkness.3. After about 10 minutes, the 100ft microfilm is completely processes and a negative "Master Copy" is formed.4. With the help of the Inspection Kit, the processed microfilm is checked exposure by exposure to verify that the whole file has been microfilmed properly.5. The density of the negative is measured by a special densito-meter, and contrast and legibility are checked for archival quality.6. After checking all technical aspects, the microfilm is ready for producing a "Userís Copy".IV. Making a Userís Copy1. The microfilm duplicator is cleaned, light and speed are adjusted, and special films are used for duplicating.2. The negative "Master Copy" is duplicated into either positive or negative copy in complete darkness.3. The duplicated film is processed in the same way as the "Master Copy".4. After processing, the film is inspected for quality and contrast.V. Storage1. Microfilms are stored in acid-free boxes.2. Bibliographic information (i.e., mic. no., title, etc.) are added on each box.3. The negative "Master Copy" and the positive "Userís Copy", are checked-in in kardex.4. The "Master Copy" is stored in special cabinets in the Section under controlled temperature and humidity.5. The "Userís Copy" is sent to the Reference Department ready to be used by library patrons.
VI. Cleaning and repairing equipments1. All production equipments are cleaned and adjusted prior usage.2. Broken equipments are repaired in the Section by staff; others are repaired by companies technicians.3. Spare parts are bought either locally or from abroad and stored in the Section.4. All microform-readers are checked periodically, cleaned and repaired when necessary.
REFERENCE DEPARTMENT PROCEDURESI. SelectionA. An order slip is filled out for titles selected from different selection tools (magazines, journals, catalogs, brochures, etc.)B. The general library Author/Title card catalog is checked in order to avoid duplication.C. One copy of the order slip is kept in a special drawer behind the Reference Desk; the other copy is sent to the Acquisitions Department. The Reference copy is discarded when the ordered book is received.II. AcquisitionsA. From the Cataloging Department: New books with set: 1. If ordered by Reference, remove order slip from drawer. 2. Count titles and volumes. 3. Sort sets out to be filed in Reference Card Catalog. 4. Shelve books.B. From Binding: a. New books with sets: 1. Remove order slip from drawer, if any. 2. Remove binding slip from drawer. 3. Count titles and volumes. 4. Sort sets out for filing. 5. Shelve books. b. Repaired books: 1. Remove binding slip from drawer. 2. Shelve books.C. From Serials through Binding: New books (RP) with pink slip and bibliographical information to be added on main entry and shelflist cards. 1. Remove binding slip. 2. Count titles and volumes. 3. Update record. 4. Shelve books.
D. From Serials: a. Unbound issues: shelve only. b. Bound books or issues with pink slips and information to add on Main Entry and shelflist cards: 1. Update records. 2. Count titles and volumes. 3. Shelve books. 4. Remove unbound issues, if any. 5. Count and send superseded items (if any) to the Cataloging Department.III. Binding (conservation and preservation) a. Collect books from shelves. b. Fill out a slip for each item. c. File slips in binding drawer. d. Count titles and volumes. c. Send books to the Binding Department.IV. Weeding a. Remove obsolete materials from shelf. b. Count titles and volumes. c. Send with sets to the Cataloging Department.V. Borrowing a. Fill out slip. b. File slip in special drawer. c. Discard slip when borrowed items are returned. d. Send notice or call when items are overdue.VI. Special materials a. An ID is required of patrons who wish to use materials kept behind the Reference Desk, or in the vertical file. b. Staff have to retain IDís until borrowed materials are returned.VII. Microform a. Microform materials (cassettes, disks, fiches, films, microcards, slides, transparencies, videos: received through Cataloging, Micrographics, Serials) are checked in, counted, and stored in their proper place.b. Microprinting is performed by Library users.
SERIALS DEPARTMENT PROCEDURESThe function of the Serials Department may be said to correspond for the Serials collection to what the Acquisitions Dept. does for purchasing monographs, the Cataloging Dept. does to record them for the library collection, and Circulation and Reference Depts. do in providing services.The Serials Dept consists of three units which are directed by the Serials Librarian.A. The Periodicals Reading Room and Kardex-Unit.The Kardex Unit is responsible for receiving, recording and all subsequent handling of issues of a title until the volume of the title is bound. The flow of work is as follows:1. Mail is received daily from the Post Office and sorted; airfreight shipments from Europe and the U.S. are received once a month and sorted. The periodical mail is alphabetically sorted by entry in the mail room.2. Serials are checked-in in Kardex record.3. Serials involving change of title, split in publishing policy, etc. are brought to the attention of the Serials Librarian who refers them for bibliographic checking and adjustment of records.4. Serials which do not check, such as sample copies, are referred to the Serials Librarian for examination and decision.5. Serials are stamped (i.e. ownership).6. Serials are sorted according to destination, Jafet Periodicals Reading Room, Branch Libraries, Reference Dept. and Acquisitions Dept.7. Serials for Periodicals Reading Room are shelved according to broad subjects. Serials that are cataloged (for Reference and Acquisitions Depts.) are given to the Cataloging Unit.8. Kardex is "read" at regular intervals for issues not received and those reported lost. A slip is made of the wanted number indicating title of periodical, volume and issue nos. and year, dealer's name and passed over for claiming to the Cataloging Unit. Record of lost issues is passed over to Serials Librarian for ordering.9. Completed volumes are regularly collected from the shelves, recorded in Kardex as complete, slips are made for each title and a list of all the titles to go to the Binding Section is prepared by the secretary. When volumes are returned from binding, volumes are verified against the list to check if all have been returned and Kardex is annotated accordingly.
B. The Bibliographic and Cataloging Unit.This Unit is responsible for all the bibliographic and cataloging work related to serials acquired for Jafet, Science & Agriculture and Engineering & Architecture Libraries. Western serials are cataloged but not classified while Arabic Serials are also classified. The cataloging is done according to AACR2, the Library of Congress List of Subject Headings, and the Dewey Decimal Classification system. The flow of work is as follows:1. Orders are received from faculty on periodical request slips signed by the Chairman of the Department.2. Requests are received by the Serials Librarian who decides with which dealer to place the order (a European journal with a European dealer, an American journal with a U.S. dealer).3. The orders are checked in bibliographic tools for proper form of entry, and then checked against library holdings to verify if it does not already exist in any library.4. Orders are typed on special order forms to be sent to the dealers with a covering letter from the Serials Librarian.5. Records for new subscriptions are typed: Kardex records (two sets if for branch libraries), binding file, subject file, fund file and rotary file. Records are filed.6. L.C. cards for Western serials are ordered, if available. If not, original cataloging is carried out. Original cataloging as well as classification are performed on Arabic periodicals.7.. Catalog cards, whether L.C. or locally typed, are filed in appropriate files: shelf list and main catalog, and branch libraries catalogs.8. Closing of records as titles cease publication or are cancelled.9. Recataloging as title changes occur.10. Adjustment of holdings as volumes are added for annual publications that go to Reference (classified RP). 11. Same procedures apply to periodicals received through Gifts and Exchange Section.C. The Accounting Unit.All serials orders are placed on the Library serials budget unless it is an order for departmental use on campus (e.g. Division of Education Program). Subscription orders are placed by the Serials Librarian with the most appropriate dealer. Orders for departments, and certain backfire orders are placed direct with publishers. The Serials Dept is responsible for checking, recording and clearing all: invoices related to Serials before transmitting them to-the Library Accounting Section in the Acquisitions Dept. Any problem related to serials accounts (i.e. duplicate charges, credit claims, high increase in price) is handled by the Serials Librarian.
The flow of work is as follows:1. Letter mail is opened by the secretary who stamps all invoices with receiving date stamp and passes them to Serials Librarian.2. After verification, invoices for current subscriptions are given to accounting staff for recording charges on Kardex. Any discrepancy such as duplicate charge, abnormal increase in price, etc. is brought to the attention of the Serials Librarian for follow-up.3. Invoice is photocopied (3 copies) and initialled by the staff who records the fund number to be charged on. Then it is passed over to the Serials Librarian for approval.4. Invoices are all forwarded to Accounting Section in Acquisitions Dept. for final action.5. Invoices for backfile orders are not recorded on Kardex but on individual order slips in multiple forms. Each order is given an order number (consecutive) recorded on the slip along with title of journal, volume and issue number and year, price and name of publisher. The green slip is passed over with the invoice to the Accounting Section, Acquisitions Dept. The pink slip is filed in drawer of Backfiles on order.6. When backfile issue is received, pink slip is annotated received and moved to drawer of backfiles received.7. Claims for overdue unreceived backfiles on order are regularly sent to publishers.8. For direct orders from publishers, a banker's check is requested in writing from the Accounting Section. When check is received it is mailed to the publishers along with a copy of their invoice and an accompanying letter.D. Miscellaneous duties and responsibilities which do not fall in the direct sequence of work flow.1. Tables in the periodicals Reading Room to be cleared daily and issues reshelved.2. Periodically pigeonholes of magazines should be read for misfiling of issues.3. Supervision of student assistants.4. Circulation of periodicals (to faculty and graduate students only) and handling reference questions concerning serials.5. Maintenance of incomplete volumes collection.6. Statistics kept in all units.7. Preparation and typing of various lists.
B. BRANCH LIBRARIESENGINEERING AND ARCHITECTURE LIBRARY PROCEDURES1. Circulation in our case differs because stacks are open to all users and a call slip is filled out and presented to the desk only when the user is checking out a book for outside use. Otherwise the user browses inside the library and only fills out a call slip for checking out a book.2. When borrowed material is overdue, the borrower is denied borrowing privileges and in the case of material on reserve, the faculty member concerned is notified as well.3. At present, overdue items are called back twice a month and immediately if needed by another user or for the reserve area. Faculty are reminded of their overdues at the end of each term. Borrowed items that get lost are paid for by the borrower.4. We also follow procedures for book orders. We code them to the department concerned and we check if we have them or if they are already on order. When cleared we pass them on to the Acquisitions Department keeping a copy of each order filed under main entry for follow up.5. When orders are received, we check the call number on the set against call numbers on the spine, the book card, the pocket and the title page. The order slip is removed and the person who ordered the book is notified if that is indicated on the order slip. Books are stamped and shelved and cards are checked against the shelf list markings and filed. If an item supersedes an earlier edition we usually discard the latter after we observe usage.6. Every other year, an inventory is made. As the inventory results are entered on the shelf list, items of outdated nature are detected and set aside for a subject specialist to determine if those should be discarded. Items discarded are stamped as such and sent to the Cataloging Department with their card sets. Card sets for items that have been missing for more than five years are removed and also sent to the Cataloging Department.7. Donations through our library or the Gifts and Exchange Department are screened by the librarian who keeps copies of order slips for follow up.8. Journals are received mainly from the Serials Department. A request for missing items is made periodically. Replacement of lost issues is requested only for journals of a more permanent nature. The kardex shows received journals missing journals, lost journals and dates journals are sent to binding and received from binding.9. British Standards are received, stamped and filed regularly. Amendments are entered on existing standards and the index is updated with every shipment. Missing items are reported to the Serials Department.10. Our reference activities do not differ from elsewhere.11. Our restricted materials are available for lending as our photocopiers do not meet the demands of architecture and graphic design students.
SCIENCE/AGRICULTURE LIBRARY PROCEDURESI. Circulation SystemThe same Circulation procedures in the main Library, are applied at the Science and Agriculture Library with few amendments: 1. Stacks are open to all users. 2. 1000 L.L./day are charged for every overdue book. 3. The circulation record items are: - Circulation: Books and journals borrowed for outside use. (Bound journals for faculty members only). - Reserve loans: (In library or overnight). - Building use: (except reserve books). 4. There is no new books display section, but the jackets of the new books whenever available are posted at a special board. 5. Interlibrary loan requests are forwarded to the Jafet Circulation Librarian. 6. Staff and student assistants at the Circulation Desk check patrons when leaving the Library. 7. The Reserve shelves are inside the Circulation area and are the responsibility of the Circulation staff.II. Other procedures than CirculationAs the Science and Agriculture Library is a branch library, many procedures other than Circulation are determined necessary for the core of its operation. These procedures are mostly extensions to the procedures of the various departments of the Main Library. 1. Requisition of new books: Duplicate request copies are received from the faculty members, checked for duplication (whether available in the Library or the title is on-order). One copy of the request is forwarded to the Acquisitions Dept. while the second copy is filed in a special drawer for future checking and follow up. Besides the faculty members, ordering new books is also one of the responsibilities of the Library head. 2. Receiving new books: New books are received either directly from the Cataloging Dept. of from the Binding Section. When the books are received, they are stamped with the special library stamper, the card sets are checked for errors then filed in the card catalog. The second copy of the request mentioned above is removed from the special drawer, call number is typed on it, and sent to the requester notifying him that the new book has arrived. The new books are kept in the counter area for one week thus preserving loan priority for the requester; this also serves as an alternative for a display section. 3. Receiving new issues of journals: Current issues of the journals are received from the Serials Dept. They are recorded on kardex similar to that of the Serials Dept., stamped with the Library stamper, then displayed on the display shelves in the reading area of the Library. 4. Binding the journals: When the journal issues are due to be bound, they are collected from the display shelves, duplicate binding lists are typed, one copy is sent together with the issues to the Binding Section, while the second copy is kept in the Library. Notices are put on the kardex of the journals indicating the issues that have been sent to be bound. 5. Receiving bound journals: When the journals are back from binding, they are checked against the binding list, indicated BOUND, stamped with the Library stamper, and finally shelved in the stacks. 6. Monthly statistics of in/out books and bound journals are maintained both as titles and as physical volumes.