REPUBLIC OF TURKEY [cite: 1]

ISTANBUL AYDIN UNIVERSITY [cite: 2]

LIBRARY DIRECTIVE [cite: 3]

CHAPTER ONE [cite: 4]

Purpose, Scope, and Definitions [cite: 5]

Purpose [cite: 6]

ARTICLE 1 - This directive regulates the duties, authorities, and responsibilities of Istanbul Aydın University Libraries, their operational principles, the conditions and responsibilities for users to benefit from the libraries, and their coordination with other educational units. [cite: 7]

Scope [cite: 8]

ARTICLE 2 - This directive covers the IAU Central Library and the Bahçelievler Library. [cite: 9]

Definitions [cite: 10]

ARTICLE 3 - The abbreviations used in this directive: [cite: 11]

• a. University: Istanbul Aydın University, [cite: 12]
• b. "Library": Istanbul Aydın University Library, [cite: 13]
• c. Rector: The Rector of Istanbul Aydın University, [cite: 14]
• d. Rectorate: The Administration of Istanbul Aydın University, [cite: 15]
• e. System: The library automation system, [cite: 16]
• f. Member: Academic and administrative staff and students employed at IAU, [cite: 17]
• g. User: Persons who benefit from Library services and information resources, regardless of whether they are members, [cite: 18]
• h. Circulation Desk: The unit where long-term lending transactions are conducted, [cite: 19]
• i. Exchange Student: Students who come to the University for a specified period through international exchange programs (such as Socrates, Erasmus), [cite: 20]
• j. ILL: (Inter Library Loan) Interlibrary lending transactions, [cite: 21]
• k. Information Resources: Printed (books, journals, newspapers, reports, etc.) and electronic (online databases, CDs, DVDs, cassettes, etc.) resources available in the library collection, [cite: 22]
• l. Transaction Cost: The cost calculated for transactions carried out during the information resource procurement process, [cite: 23]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 24]

Organization and Management [cite: 25]

ARTICLE 4 - The coordination, management, and services of the Library are carried out by the following bodies: [cite: 26]

• a. Coordination Board: Consists of one faculty member or instructor elected by each unit affiliated with IAU for a term of two years. [cite: 27] The Department Head is a natural member of the Coordination Board. [cite: 28] The Board convenes when necessary under the chairmanship of the Rector or a faculty member representing the Rector. [cite: 29]
• b. Department Head. [cite: 30]

Duties and Authorities of Library Bodies [cite: 31]

ARTICLE 5 - [cite: 32]

• a. Coordination Board: Advises the Department Head on determining the Library’s objectives and ensuring coordination between the units and the Library. [cite: 33]
• b. Department Head: In line with the advisory decisions of the Coordination Board, determines the principles of services to be provided by the Library and ensures their operation. [cite: 34] Submits the decisions taken in this regard to the Rectorate for approval. Ensures the execution of all library services. [cite: 35] Ensures and supervises coordination among branch libraries affiliated with the Central Library. [cite: 36]

Library Services [cite: 37]

ARTICLE 6 - [cite: 38]

• a. Collection Development: Procurement of printed and electronic publications through purchase, subscription, donation, and exchange to support education and instruction at the University, contribute to research, and support the social and cultural needs of users. [cite: 39] Faculty members and instructors are asked at six-month intervals about the publications they wish to be acquired for the library. [cite: 40] These are evaluated by the Collection Development Division. The following principles are taken into consideration during evaluation: [cite: 41]
  • a) The subject of the requested publication (its suitability to the education policy of IAU) [cite: 42]
  • b) Its interdisciplinary use [cite: 43]
  • c) Its currency [cite: 44]
  • d) The quality of the publisher [cite: 45]
  • e) The proportion of the publication’s subject within the collection [cite: 46]
  • f) Its price [cite: 47]
  • g) The language of the publication [cite: 48]
  • h) Its physical characteristics (printed, electronic, microform, etc.) [cite: 49]
  • i) Whether the same copy of the requested publication already exists in IAU Libraries [cite: 50]
  • j) If lost publications are not found within a certain period, they are repurchased based on usage rate and demand [cite: 51]
  • k) Publications that are physically unusable are repurchased based on usage rate and demand [cite: 52]
  • l) For electronic resource subscriptions: the scientific quality, subject, license terms, ease of use, and usage statistics of the database are taken into account. [cite: 53]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 54]

Following the evaluation, the procurement of resources approved for acquisition is carried out by the Procurement Unit. [cite: 55] Purchased resources are added to the library system and assigned an inventory number. [cite: 56] Resources to be used as course materials are lent to academic staff on a semester basis. [cite: 57]

• b. Technical Services: All operations performed to prepare the publications provided by the Collection Development Division for presentation to users. [cite: 58] Cataloging and classification: all materials procured for the libraries are organized according to contemporary cataloging and classification systems and made available to users. [cite: 59]
• c. User Services: Services provided to enable users to benefit from information resources and library services. [cite: 60] User services are carried out by a sufficient number of qualified librarians to ensure the efficient execution of these services. [cite: 61]
  1. Reference Services: The entirety of activities conducted for library users, including introducing library resources and services, providing training for efficient use of library resources, offering literature search services, announcing new publications, and ensuring effective delivery of information and document services. [cite: 62]
  2. Lending Services: Ensuring and supervising the in-library and out-of-library circulation of all publications in the library within the framework of the principles set out in this directive, in order to meet the educational, research, scientific, and cultural needs of IAU members. [cite: 63]
  3. Interlibrary Loan / Document Supply Service: Obtaining information resources needed by IAU members but not available in IAU Libraries through borrowing or photocopying from domestic and international libraries. [cite: 64] The rules regarding this service are determined separately by the Department Head and take effect upon the Rector’s approval. [cite: 65]
  4. Training and Orientation Services: Organizing practical training and internship programs for students studying in information and document management departments of universities, in-service training programs for library staff, and user education programs to ensure efficient use of library resources and services for students and faculty members. [cite: 66]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 67]

CHAPTER TWO [cite: 68]

Library Usage Conditions [cite: 69]

Members [cite: 70]

ARTICLE 4 - [cite: 71]

• a. IAU academic and administrative staff, undergraduate, associate degree, and graduate students are permanent members of the Library. [cite: 72]
• b. Members are obliged to promptly notify the library of any changes in the information provided in the registration form. [cite: 73]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 74]

For Members: [cite: 75]

• Users may borrow up to three materials for a period of seven days. [cite: 76] The usage period for multimedia resources is 3 days. [cite: 77]
• Materials designated as course resources are not lent out. [cite: 78]
• No extension of the borrowing period is granted for borrowed materials. [cite: 79]
• In case of failure to return borrowed publications on time, a fee determined annually by the library administration shall be collected as a penalty. [cite: 80] (1 TL per day) [cite: 81]
• The Library sends a reminder message to the reader’s e-mail address three days before the return date. [cite: 82]
• New materials will not be issued to those who have overdue materials. [cite: 83]
• A new card cannot be issued for lost cards without a newspaper announcement. [cite: 84]
• Users who do not bring their membership card cannot enter the library. [cite: 85]
• Members are obliged to inform the library when there are changes in their identity and address information. [cite: 86]
• Members who lose resources borrowed from the library are required to fill the gap and procure the same resource. [cite: 87] If the resource cannot be procured again for certain reasons, the determined value of the book shall be collected from the member as a penalty. [cite: 88] The Library does not accept books without a barcode label. [cite: 89]
• Resources not available for lending: Basic Reference Resources, Dictionaries, reserve resources, Periodicals, Theses, and CDs. [cite: 90]
• Users have the right to use the library area 24/7. [cite: 91]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 92]

Daily External User [cite: 93]

• External users may visit the library on a daily basis. [cite: 94]
• They may use the library collection within the library (photocopying, etc.) but may not borrow materials. [cite: 95]
• The library usage hours for 7 days are between 08:00 and 17:00. [cite: 96]
• Upon entry, they must show their national identity card and obtain approval from the staff. [cite: 97]
• They must fill out the information form prepared for external visitors (institution they represent, purpose of visit, etc.). [cite: 98]

ARTICLE 6 - All users, regardless of whether they are members of the Library, accept to comply with the Library Directive. [cite: 99]

ARTICLE 7 - Users are obliged to comply with the ‘Law on Intellectual and Artistic Works’ when using information resources. [cite: 100] Users cannot impose any legal liability on the University due to their violation of this article. [cite: 101]

CHAPTER THREE [cite: 102]

Lending Rules [cite: 103]

ARTICLE 8 - [cite: 104]

• a. Members must present their university or institutional identity cards when borrowing information resources. [cite: 105] Staff who have lost their identity card must bring a document from the Human Resources Department; [cite: 106] students must bring a document from the Student Affairs Department. [cite: 107]
• b. Information resources cannot be borrowed using another member’s identity card, and extension transactions cannot be performed. [cite: 108]
• c. A user who has overdue information resources cannot borrow new information resources or request an extension without returning those resources and paying the late fee. [cite: 109]
• d. The Library reserves the right to request the return of borrowed information resources without waiting for the return date when deemed necessary. [cite: 110] The information resource must be returned within a maximum of 3 (three) days after the user is notified. [cite: 111]
• e. Periodicals, reference books (encyclopedias, dictionaries, almanacs, etc.), master’s and doctoral theses, and rare works are not lent out. [cite: 112]
• f. Before the return date of borrowed information resources, a reminder notice is sent to the member’s electronic mail address by the system. [cite: 113] However, tracking the return dates of information resources borrowed from the Library is the responsibility of the user. [cite: 114] The failure to receive the reminder notice sent by the system for any reason shall not be accepted as a valid excuse for non-application of penalties arising from delays. [cite: 115]
• g. Three (3) reminder letters are sent for information resources that are borrowed and not returned on time. [cite: 116]
• h. Information about members is not disclosed to other users. [cite: 117]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 118]

CHAPTER FOUR [cite: 119]

Principles Regarding the Rules [cite: 120]

ARTICLE 9 - At the beginning of each academic year, the Library and Documentation Department Head notifies the Rectorate of proposed changes to the rules. [cite: 121] Changes are made by a decision of the University Senate and take effect from the beginning of that academic year. [cite: 122]

LENDING RULES: [cite: 123]

Academic and Administrative Staff [cite: 124]

• a. Academic staff may borrow a total of 5 books for 20 days, and if for use as course material, they may borrow the requested resources for one semester. [cite: 125] If the information resource has not been reserved by another user, they may request 3 extensions for books borrowed for the 20-day period. [cite: 126] No extension is available for course books borrowed for the semester. [cite: 127] If reserved information resources are not borrowed within 3 days, the reservation is automatically canceled by the system. [cite: 128]
• b. Administrative staff may borrow 5 books for 20 days. [cite: 129] If the book has not been reserved by another user, they may request 3 extensions. [cite: 130] They may reserve up to 3 information resources through the system. [cite: 131] If reserved information resources are not borrowed within 3 days, the reservation is automatically canceled by the system. [cite: 132]

Student [cite: 133]

• a. Graduate students may borrow 5 books for 15 days. [cite: 134] They may reserve up to 3 information resources through the system. [cite: 135] If reserved information resources are not borrowed within 3 days, the reservation is automatically canceled by the system. [cite: 136]
• b. Undergraduate students may borrow 3 books for 15 days. [cite: 137] If the book has not been reserved by another user, they may request 3 extensions. [cite: 138] They may reserve up to 3 information resources through the system. [cite: 139] If reserved information resources are not borrowed within 3 days, the reservation is automatically canceled by the system. [cite: 140]
• c. Associate degree students may borrow 3 books for 15 days. [cite: 141] If the book has not been reserved by another user, they may request 3 extensions. [cite: 142] They may reserve up to 3 information resources through the system. [cite: 143] If reserved information resources are not borrowed within 3 days, the reservation is automatically canceled by the system. [cite: 144]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 145]

Other Users [cite: 146]

• a. Exchange students benefit from the library under the same conditions as IAU students. [cite: 147]
• b. Academic and administrative staff who benefit from the Library through the Interlibrary Loan (ILL) system may borrow 3 books within the lending period in accordance with the lending rules of the counterpart institution. [cite: 148] No extension is available. They may not place reservations for information resources held by other users. [cite: 149] They may not borrow periodicals or books in the Reserve Collection. [cite: 150] IAU academic and administrative staff who wish to borrow books from other libraries are obliged to comply with the lending rules of the respective library. [cite: 151]

Rules to Be Applied in Cases of Delay, Loss, and Damage: [cite: 152]

• a. In case of delay in returning information resources borrowed from the Library’s Circulation Desk, a penalty of 1 TL per day per information resource is charged for delays between 1 and 40 days. [cite: 153]
• b. Users who damage information resources in any way, whether inside or outside the Library, are required to provide a new copy of the information resource. [cite: 154] If the user cannot provide the information resource: if the edition is out of print, clause (c) applies; [cite: 155] if the edition is still in print, the current price of the information resource plus a 10 TL processing fee is charged. [cite: 156]
• c. In case of loss or damage of out-of-print books, if the market value of the information resource can be determined, the amount is calculated based on the Turkish Lira equivalent of the currency in which it would be procured, using the Central Bank foreign exchange selling rate on the day of the Library’s transaction. [cite: 157]
• d. In case of loss of CD-ROMs that are book supplements, a penalty of 10 TL is charged to the user; [cite: 158] in case of loss of DVD-ROMs, a penalty of 30 TL is charged. [cite: 159]

CHAPTER FIVE [cite: 160]

Use of Electronic Resources [cite: 161]

ARTICLE 10 - [cite: 162]

• a. Electronic resources are accessible from on-campus and off-campus only by IAU faculty members and students. [cite: 163]
• b. Publications may not be copied from databases by downloading using robots or similar software, nor systematically transferred to personal computers or external storage devices. [cite: 164]
• c. Articles, books, theses, or other documents copied from databases, whether in part or in full, may not be distributed through data storage devices or e-mail lists, nor sent to individuals or institutions outside the University. [cite: 165]
• d. Users who fail to comply with the above rules shall be reported to the Rectorate for necessary legal action. [cite: 166]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 167]

CHAPTER SIX [cite: 168]

Rules to Be Observed Inside the Library [cite: 169]

ARTICLE 11 - [cite: 170]

• a. Food and beverages are not allowed inside the library building. [cite: 171]
• b. Mobile phones must be kept turned off inside the library building. [cite: 172]
• c. Unauthorized filming or photography using cameras, mobile phones, or similar devices is not allowed inside the library. [cite: 173]
• d. Users are responsible for their own belongings. The Library and Documentation Department Head is not responsible for lost or stolen items. [cite: 174]
• e. Loud talking and group study are not allowed in reading halls and corridors. [cite: 175]
• f. Borrowing and return transactions must be completed 15 minutes before the library closes. [cite: 176]
• g. Computers in the library are to be used solely for educational and research purposes. [cite: 177]
• h. In the event of non-compliance with library rules, users are obliged to heed the warnings of library staff. [cite: 178]
• i. Users who damage library information resources and equipment (computers, desks, chairs, etc.) in any way shall be reported to the Rectorate for necessary legal action. [cite: 179]
• j. In the event that information resources are removed or attempted to be removed from the Library without authorization, the user involved shall be reported to the Rectorate for necessary legal action. [cite: 180]

CHAPTER SEVEN [cite: 181]

Rules to Be Applied When Members Leave the University [cite: 182]

ARTICLE 12 - [cite: 183]

• a. The clearance procedures of members who leave the University due to retirement, resignation, or other reasons shall not be completed without returning borrowed information resources and paying any outstanding fines. [cite: 184]
• b. Students’ re-enrollment, graduation, and clearance procedures shall not be processed without returning information resources and paying any outstanding penalty fees. [cite: 185]
• c. A member who leaves the University for any reason without returning borrowed information resources shall be reported to the Rectorate for necessary legal action. [cite: 186]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 187]

CHAPTER EIGHT [cite: 188]

Donation Policy [cite: 189]

ARTICLE 13 - Our Library also utilizes the "Donation" channel in addition to "Procurement" as part of its collection development methods. [cite: 190] Materials donated to our Library are evaluated within the framework of the collection development policy and accepted accordingly. [cite: 191] At the IAU Information Center, library materials (books, periodicals, audiovisual materials, etc.) are accepted from private individuals and legal entities in order to develop the library collection to support education and instruction at the University, contribute to research, and meet the cultural needs of users, provided they are in line with the purpose and principles of the university library. [cite: 192]

The IAU Library takes the following matters into consideration when accepting all types of printed and electronic materials as donations: [cite: 193]

• a. Upon the application of those who wish to make a donation to the Information Center, a committee consisting of two or three librarians, organized under the Acquisitions Division, is appointed by the Department Head to inspect and examine the donated collection and perform the necessary technical procedures. [cite: 194]
• b. Information resources to be donated are delivered to the Library with a "Donation Handover Report." [cite: 195] The authority to decide whether donated information resources will be added to the library collection, donated to other institutions, or sent for recycling belongs to the Department Head. [cite: 196] Books and similar materials that are not accepted because they are not current in content, do not have historical value, or are not suitable for the purpose of the university library may be evaluated in another type of library. [cite: 197] Donors may be guided by the committee in this regard. [cite: 198]
• c. Donations are accepted into the Library only after the committee has inspected and approved the collection. [cite: 199] If the resources are suitable for the library collection, their technical processing is completed, access numbers are assigned, and they are added to the collection like other materials and made available to users. [cite: 200] The priority for processing donated books and similar materials to make them ready for service is in line with the library’s acquisitions policy. [cite: 201] As per the acquisitions policy, books and similar materials purchased upon requests from faculty members, students, and other users take priority in processing. [cite: 202]
• d. The Library may also apply to private individuals or legal entities for the donation of collections. [cite: 203]
• e. Materials accepted as donations must not have lost their currency or scientific value and must be suitable for the education provided at the university or of a nature to support researchers socially and culturally. [cite: 204]
• f. Materials containing ideological or religious propaganda, incompatible with moral principles, containing propaganda for terrorist organization(s), or found to contain content demeaning national and religious sentiments shall not be accepted. [cite: 205]
• g. Multi-volume works such as encyclopedias must be complete. Materials (books, periodicals, encyclopedias) that do not maintain volume integrity within themselves shall not be included in the collection. [cite: 206] For periodicals to be accepted as donations, the beginning or continuation of the collection must be available in the library. [cite: 207]
• h. Books, periodicals, and similar materials that are worn to the point of being unusable, with torn bindings, torn or missing pages, shall not be accepted as donations. [cite: 208]
• i. Manuscripts and rare works accepted as donations shall be preserved in their own section. [cite: 209]
• j. Donors of 1,500–3,000 books shall be recognized as Silver Donors, donors of 3,000–5,000 books as Gold Donors, and donors of 5,000 or more books as Platinum Donors, with their names displayed on the Donation Board. [cite: 210] A separate section shall be established for donors of 7,500 books and above. [cite: 211]
• k. Donated publications that already exist in the library collection (excluding reserve publications) shall not be accepted. [cite: 212]
• l. Special placement requests by donating individuals or institutions shall not be accepted in order to maintain the integrity of the collection’s shelving arrangement. [cite: 213] It cannot be requested that donated publications be kept in a separate section from the collection or together on the same shelf. [cite: 214]
• m. The Department Head reserves the right to return materials accepted as donations or to donate them to another library, if deemed appropriate. [cite: 215]
• n. Donors may not make any claims or demands regarding their donations at a later date. [cite: 216]
• o. Books, journals, and similar resources belonging to or published by the institution shall not be accepted as donations. [cite: 217]
• p. The donor may request the list of donated materials after the technical processing of the books has been completed. [cite: 218]
• q. If the donor wishes, they may have a stamp made bearing their name and surname indicating that they have donated to the University Library and deliver it to the library; [cite: 219] this stamp shall be affixed to the inside cover of the donated works by the library. [cite: 220] The donor’s name and the date of donation shall be recorded in the automation program in use. [cite: 221]

Materials That Shall Not Be Added to the Collection as Donations: [cite: 222]

• a. Primary and secondary education textbooks (excluding current Ministry of National Education textbooks) [cite: 223]
• b. Lecture notes (current and past) [cite: 224]
• c. Information resources reproduced through piracy or photocopying or similar methods [cite: 225]
• d. Duplicate materials; materials for which a second or additional copy is not needed [cite: 226]
• e. Activity reports, statistics, and similar materials published by universities (excluding IAU Publications) [cite: 227]

Date and Decision Number of Senate Approval: September 14, 2022, Decision 2022-12 / 7 [cite: 228]

CHAPTER NINE [cite: 229]

Miscellaneous and Final Provisions [cite: 230]

Entry into Force [cite: 231]

ARTICLE 14 - This directive enters into force upon approval by the University Senate. [cite: 232]

Execution [cite: 233]

ARTICLE 15 - This directive is executed by the Rector of Istanbul Aydın University. [cite: 234]