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
The following institutional factors and priorities shall govern
the Centre Library responsibilities related to developing and managing the
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.
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
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
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
Development and Management Principles
Several overarching principles guide the
Library’s policies for the selection, retention, and preservation of
Access and Ownership of
· 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.
· 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
· 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.
· 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
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,
Levels of the
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.
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.
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.
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
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
· 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
· The Library shall
develop access agreements with other institutions to provide local user’s
access to information resources - physical or digital- of these
Access Constraints &
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.
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.
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.
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.
· The library recognizes
the importance of professional development to equip the staff with relevant
skills to enable effective information service delivery.
· 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
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,
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
· 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
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.
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.
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
Never retain personal data on
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.