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National Mathematical Centre, Kwali, Abuja

Centre Library Collection Development Policy Statement:


Principles Governing Collection Policy

Objectives of the Collection Policy Statement

The purpose of this Collection Policy Statement is to inform the National Mathematical Centre’s scientific community about the Centre Library principles and priorities for developing and managing its collections - whether maintained locally or accessed remotely - and to provide guidance to those responsible for supporting the collections through selection, processing, maintenance, preservation, and administrative activities. 

The following institutional factors and priorities shall govern the Centre Library responsibilities related to developing and managing the collections. 



The National Mathematical Centre Library Advisory Committee shall serve as a medium for discussion and advice to the Centre Librarian in respect of matters of common interest to the library. This Committee shall consist of the Director of the Centre, the Centre Librarian, and the Programme Coordinators. The Librarian shall have responsibility for the development and day-to-day implementation of the Library Collection Policy. Mainly the Coordinators of Programmes, the Course Organizers and the Librarian, with input and recommendations from course participants and other Library users, shall do the selection of materials. 

 The User Communities: The Centre Library’s mission statement reflects the primacy of the Programme Coordinators, Course Organizers, Participants and visiting scientists as the user community, and has responsibilities to serve the broader scholarly community of mathematical scientists. The Library’s collection and access policies shall reflect three levels of user communities. 

1.    The Primary community: The National Mathematical Centre Programme Coordinators and Academic Staff, the Course Organizers, Participants, and Visiting Research Scientists constitute the primary user group for the Mathematical Sciences Library collections. The collection development and access policies, first and foremost, reflect the educational and research goals of Centre’s programmes and the information needs of National Mathematical Centre constituents.

2.     The Secondary Communities: Through a variety of Exchange and cooperative agreements with other research and academic libraries, collection resources shall be available to other institutions.  Agreements relating to access and responsibility for cooperative collection development in the interests of the members shall be secured. The Centre benefits through these agreements by reciprocal access to the collections of other libraries as well as the efficiencies that, result from coordinated activities in acquisition, maintenance, preservation, and resource sharing.

3.   Tertiary communities:  As a major Inter-University Centre designed to serve Nigeria and the sub-region of West Africa with the national and international resource, the Centre Library collections shall be accessible to general and scholarly users in the local community, in the sub-region of West Africa, and worldwide. The Centre Library recognizes its responsibilities to share its resources with these communities, subject to constraints of resources and priorities of the above constituencies. Its access policies include on-site access, information sharing and exchanges privileges, interlibrary loans and information services through the digital links. 



Collection Development and Management Principles

Several overarching principles guide the Library’s policies for the selection, retention, and preservation of information resources.


Access and Ownership of Library Materials

·   Scholarly communication is not limited by institutional boundaries nor can any institution expect to hold all necessary information resources. Cooperation among institutions in the development and sharing of collection resources (print or digital) is a central strategy to ensure broad access to all necessary scholarly resources. 


Intellectual Freedom 

·     The Centre Library is committed to the professional principles of access to information and academic freedom. The Library’s collection policy will not limit or exclude materials on the basis of the viewpoint of the content or affiliation of the author(s). 

System Wide Coordination 

·   To ensure the maximum benefit from the information resources of the Centre, the collections shall be managed as an aggregate resource, as coordinated whole rather than individual segments, with attention to unnecessary duplication and effective use of staff and physical resources. 

Unrepresented and Under-represented Users 

·    The Library’s responsibilities to manage a cumulating collection resource require attention not only to the needs of current users, but also to the anticipated needs of future user communities. The Library also acknowledges its responsibility to maintain collections of distinction for the broader scholarly community, regardless of current programme strengths or the size of local user communities. 



   Collection Scope

·    The Centre’s Library’s collection policy covers nearly all known formats of information, including print and electronic resources (monographs, serials, maps, technical reports, documents, manuscripts, dissertations, drawings, prints, photographs), micro formats, media (audio, film, multimedia), digital compact Discs and Digital Video Disc, resources (bibliographic databases, images, encoded text, compound documents, numeric and spatial data), software, and realia. 

Levels of the Collection

·   Ideally, information resources will be acquired for the University community at a level that meets the Foundation Postgraduate (FPC); Research Lecture Series (RLS) functional needs of Mathematics, Statistics, Computer Sciences, Theoretical Physics Programmes and their pedagogy. Yet the manner in which these needs are met will vary due to differences in the types and intensity of information required by individuals and by various disciplines. The finite nature of budgets will restrict the Centre’s ability to fulfill all the information needs, and institutional programme priorities will also suggest priorities for developing collection resources. 

Selection of Library Materials

·       Selectors shall consider a range of factors in their decision-making, including: mathematical sciences programme relevance, collection depth, quality, price, and language. Selection decisions shall take into consideration the attendant factors of staff costs, storage, space, and necessary hardware/software, as well as available resources and collection commitments of other Universities and related institutions with a view not to duplicate them

Accessibility to Materials

·       As distributed computer systems increase the accessibility of resources on and off the Centre’s location, opportunities for cooperative activity with similar institutions will be taken into consideration. Cooperative arrangements and exchanges will allow the Centre’s Library to rely on other units or institutions for resources of peripheral interest or to benefit from advantageous access agreements of other international organizations. 

Collection Access

·    The effective stewardship of the Library’s existing collection assets includes support for the ongoing accessibility of these resources. The Library collection management policies cover the full life cycle of these collections. 

Collection Access through Institutional Repository

·    The IR is hosted on NMC portal to store all NMC research publications and make them readily available to everyone online perpetually, making them more central to research, teaching and learning.

Access Systems 

·     The Library shall bear responsibility for providing access mechanisms - bibliographic or other retrieval tools to its collections, including bibliographic control over its local resources and strategies to ensure access to critical remote resources 

Access Agreements 

·     The Library shall develop access agreements with other institutions to provide local user’s access to information resources - physical or digital- of these organizations. 

Access Constraints & Security 

·      License agreements with publishers or vendors may limit access to specific resources based on the specified user populations of the license. In addition, some collection materials may be restricted in access due to condition and/or value in order to ensure future availability. Security mechanisms/systems shall be deployed to reduce potential theft or destruction of collections.

Copyright and Licenses (print and electronic materials) 

·     The Library shall support the legal and professional principles related to the protection of intellectual property and fair use of copyrighted materials. Access systems and reprography services shall provide and enforce the necessary protections required by law or contractual agreements. 

·   Users must be responsible for limiting use to non-commercial academic research or learning purposes, and must not systematically download, distribute, or retain substantial portions of information as per the license agreements.

·        Copyright and proprietary notices must not be removed from any printed or downloaded material and all use of material must be cited appropriately.

Preservation of Library Materials: 

·      In order to maintain the Centre collections for future use, the Library’s preservation programme shall routinely address issues of repair, replacement, and reformatting in accordance with recognized standards and priorities of the Centre.

Retention and Weeding of Library Materials

·       The Library recognizes its responsibility to maintain access and ensure availability of collections. Some collection items shall be withdrawn in order to maintain the integrity of the collection, as well as, the effective use of resources and space. Examples of weeding shall include: superseded, deteriorating, or duplicated items, etc.

Professional Development

·    The library recognizes the importance of professional development to equip the staff with relevant skills to enable effective information service delivery.

Public Relations

·    Through engagement of public relation tools Staff/Participants/Users are informed about significant contributions and library capabilities that can facilitate untrammeled access to information and library services.

Library Materials Promotion

·     The library recognizes its responsibility to make resources readily available and easily accessible to support teaching and research activities. To this end, User Education and Information Literacy Programmes shall be constantly organized to equip users with relevant research skills to make optimal use of available resources.

Disaster Management Plan

·      Libraries are vulnerable to a wide range of disasters, therefore, disaster plan and management is indispensable for the efficient functioning of libraries. Disaster management plan of the Centre Library shall focus on potential threats to library collections; personnel and building; backup copies of library data and information regularly; staff training and raising awareness of the need to protect documents, equipment and systems from disaster; and developing a disaster team clearly stating their responsibilities in events of disaster,

Mathematical Sciences Library ICT Messaging

Every staff must recognize the value of electronic communication as a professional tool. Given the catalyst role of the Centre to all tertiary institutions in Nigeria and the sub-region, and the global village setting of the world, we anticipate a tremendous growth in the use of electronic-mail (e-mail) within the National Mathematical Centre community, especially in their transactions with the Library. E-mail, is therefore, first and foremost, a tool for communication; as it offers the greatest opportunity to transmit information without delay to individuals researchers, groups, or all employees and other users of the Library and information facilities.

General Guidelines

·    E-mail shall be used for legitimate Centre/library business only. Using the E-mail system to harass others or send anonymous messages is prohibited. Please exercise good judgments as you use the system.

·      If information must be delivered quickly or is of an ephemeral nature, E-mail is the appropriate tool. If the message states policy, or outlines a procedure or is of a durable nature, prepare a written memo. If the advantages of both media are required, use E-mail to initiate or follow-up a written memo.

·       Immediacy of transmission does not always translate into immediacy of receipt. Staggered schedules and paid time off (PTO) can impede communication. if your message requires timely feedback, consider using another medium. 

·         Keep messages short and to the point; generally limit to one subject. 

·         E-mail should not be conducted where it will interfere with service to our customers. 

·      Employees can use Internet E-mail to participate in professional list servers or conduct professional correspondence. Such use   must not conflict with other assigned duties, particularly public service duties.

·         E-mail of a purely personal nature may not be conducted on library time. 

·      E-mail is a library resource and is provided as a library communication tool. Employees have no personal privacy rights in any  materials created, received or sent through the E-mail system. The library reserves the right to monitor the E-mail system to enforce policies regarding business use and harassment, and to access information when an employee is not available.
Employees who violate the E-mail policy are subject to discipline, up to and including termination.

Internet Usage

·         Access to the Centre Library network facilities (wireless and wired) shall be controlled   through the following measures:

·         All Staff/Participants shall be provided with user name and password to be able to access the computer systems and the internet.

·         All Staff/participants shall be allowed access to the Internet network facilities from 9.00am to 4.00pm daily.

·         In line with the National Mathematical Centre core values, all authorized users shall not be allowed to view or visit sites with offensive and inappropriate materials.

·         All users shall not download or upload offensive material on the Library network.

Hardware Maintenance and Management

·         The Library Management shall refurbish or replace obsolete and outdated library computer facilities as early as possible to minimize maintenance cost.

·         The Library Management shall systematically modernize her stock of computers to meet the demands of latest software, web access and other tasks of computation and communication

·         A maintenance programme shall be put in place to ensure that the hardware devices are serviced and replaced from time to time.

·         NMC Computer Laboratory shall maintain and support all hardware devices/peripherals (which may include desktop computers, laptop computers, printers, scanners, digital cameras, projectors, power backup systems and network equipment) in the Centre Library.

·         Users of hardware shall strictly adhere to the guidelines on ICT usage of the hardware in order to guarantee support by NMC Computer Laboratory.


Information Systems Security

In order to ensure information system security, a user shall be responsible for the following:

·         Become familiar with the device that is sufficient to keep data secure.

·         Prevent theft and loss of data (using PIN/Password/Passphrase lock).

·         Keep information confidential where appropriate.

·         Maintain the integrity of data and information.

·         Never retain personal data on Library systems.

·         Staff shall not be encouraged to keep Library data in their personal systems/devices.

·         All official communication shall be routed through the Library e-mail.


·         The Centre Library shall activate and use encryption services with anti-virus protection in all cases where a device requires such services.

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The National Mathematical Centre Abuja was established by the Federal Government of Nigeria on January 1, 1988 although the decree (Decree No. 40) giving it a legal backing as a corporate body with perpetual succession and a common seal, was not promulgated until December 12, 1989.