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MAJOR DIVISIONS AND UNITS OF THE LIBRARY

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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

 

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

S

 

Librarian

Description

Responsibility

 

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

 

 

 

 

10

The processed books are forwarded to the

Display processed

Technical Section

 

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

to make sure books are not damaged by vapour, or insects.

Librarian

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