NATIONAL MATHEMATICAL CENTRE

An International Centre of Excellence in the Mathematical Sciences

Lokoja Road, Sheda, Kwali, PMB 118, Garki GPOAbuja, FCT, Nigeria

900001

MATHEMATICAL SCIENCES LIBRARY

STAFF MANUAL & SCHEDULE OF DUTIES

LIBRARIAN: James O. Daniel, Ph. D; MALS, (Mich., USA); BLS (ABU, Nigeria) FNLA, CL

© nmc msl 1994, 2006 by James O. Daniel

TABLE OF CONTENTS PAGE

Title Page ---------------------------------------------------------------- 1

Table of Contents --------------------------------------------------------- 2

Foreword ------------------------------------------------------------ 3

Mathematical Sciences Library Mission and Vision Statements --- 4

Current Staff List with Qualifications -------------------------------------- 5

Staff Schedule of Duties ---------------------------------------------------- 5

Historical Overview of the Centre’s Library ------------------------- 6

The Establishment of the Mathematical Sciences Library --------- 6

The Principles Governing Collection Policy ----------------------- 7

The User Communities ---------------------------------------------------- 8

Collection Development and Management Principles --------------- 9

Access and Ownership of Library materials -------------------------- 9

Intellectual Freedom -------------------------------------------------------- 9

System wide Coordination ------------------------------------------------ 9

Unrepresented and Under-represented Users ------------------------ 10

Collection Scope -------------------------------------------------------------- 10

Levels of the Collection ------------------------------------------------------- 10

Collection Access -------------------------------------------------------------- 10

Access Systems -------------------------------------------------------------- 10

Access Agreements ---------------------------------------------------------- 11

 

Access Constraints & Security -------------------------------------------- 11

 

Copyright and Licenses ------------------------------------------------------ 11

 

Preservation of Library Materials ---------------------------------------- 11

Retention and Weeding of Library Materials -------------------------- 11

Mathematical Sciences Library Electronic Mail Staff Use --------- 12

General Guidelines on e-mailing --------------------------------------- 12

Public Relations ---------------------------------------------------------- 12 Media Contact ------------------------------------------------------------ 12 Speaking Engagements -------------------------------------------------- 12 Library Materials Promotional ------------------------------------------ 12 Emergency Situations --------------------------------------------------- 12

Library Staff Schedule of Duties -------------------------------------- 12

Mathematical Sciences Library Team ------------------------------------ 16

Library Rules and Regulations ---------------------------------------- 17

Clearance ---------------------------------------------------------------- 18

Foreword

The Mathematical Sciences Library was established in 1991 as mandated by Decree 40 of 1989. The mission of the Library is to create and develop an excellent resource centre to serve both national and international communities for advanced research in the Mathematical Sciences; and to develop high-level personnel in mathematics and mathematical sciences including mathematics, physics, computer science, statistics, and mathematical sciences education and its applications. The Library has witnessed tremendous developments since its inception including its computerization using in-house conceptualized and developed dBase IV software.

Given the deluge of activities and the international nature of our clientele, it is only normal to stipulate in general and specific terms the rules and regulations governing the day-to-day operations of the Mathematical Sciences Library. Similarly, details of duties and functions of every established position are better spelt out for efficiency, strategic planning, evaluation and regular “SWOTING.”

Again as a pace-setter and the only Library of its kind in the Mathematical Sciences in Nigeria and the sub- region of West Africa, a manual like this may be useful to other libraries elsewhere itching for best practices. To my indefatigable and amiable staff members and such others that may wish to employ it, I anticipate you will find it helpful. For us at the Mathematical Sciences Library, where we have as expected, assumed the responsibility for building, managing and disseminating the Centre’s cumulative collection of recorded scientific knowledge in the mathematical sciences, the staff manual has been a most useful tool for our operations.

James O. Daniel, FNLA, CL, Ph.D, MALS, BLS.

9 April, 2006

Mathematical Sciences Library Staff

The Library team is made up of highly skilled staff, which is charged to develop a national Resource Centre for the mathematical sciences. It is comprised of three (3) professional librarians, two (2) paraprofessionals and a Secretary typist listed below

 

S/No.	NAME	QUALIFICATIONS	DESIGNATION
1.	Daniel, James O.	Ph.D., MALS, BLS	The Librarian
2.	Ibrahim, Christiana	MLS, BLS	Principal Librarian
3.	Fadeyi ,Victoria Bola	B. Ed, MLS	Senior Librarian
4.	Aderele, Janet A.	Dip. LS, BLS in view	Sen. Lib. Officer
5.	Abdullahi, Abubakar	Dip. LS	Higher library Officer
6.	Alagbu, Francisca S.	Snr. Typist	Secretariat Qualifications

The Mathematical Sciences Library Mission Statement

The mission of the Library is to support, enhance, and collaborate in the instructional, research, and service activities of participants, staff and contribute to the common good by procuring, organizing, preserving, communicating, and sharing the records of human knowledge among the mathematical sciences community in Nigeria and the sub-region of West Africa.

The Centre’s Library mission statement reflects the centrality of the collections and the continuum of responsibilities related to making these resources accessible to support, enhance, and collaborate in the instructional, research, and service activities of its clientele to contribute to the common good by communicating, and sharing the mathematical sciences records of human knowledge.

To this end, the Library initiates policy, procures, processes, organizes, disseminates and preserves the collections for optimal use. It also provides links to remote information sources through the electronic Superhighway – the Internet. In addition, it provides services, including instruction for Information Communication Technology literacy and its applications in mathematical sciences. The Library provides resources and services to non-NMC clientele only to the extent possible and within its rules and regulations. Relying on its highly skilled staff, the Library encourages innovation, capitalizes on appropriate technologies, forges effective partnerships, and aggressively promotes excellence.

Historical Overview of the Centre’s Library

The history of the Mathematical Sciences Library and its collections parallels the history of the National Mathematical Centre itself. As the institution grew and the Programme Coordinators came on board, the scope and nature of the Library’s collections grew, became more physically distributed, and expanded in complexity and richness of disciplines and formats.

In addition to acquiring books, journals, research reports, preprints and a variety of other e-materials, the Library has provided leadership in attaining the full life cycle of these intellectual resources through the selection, acquisition, access, maintenance, analysis, preservation, and sharing of the collections.

Several prominent themes are evident in the over one decade history of the Centre’s Library.

Over time, the Library has assumed primacy in the responsibility for building and managing the Centre’s cumulative collection of recorded scientific knowledge.

The development of the collection has often paralleled the development of new academic programmes.

The Library has been challenged to maintain areas of traditional collection strength and to respond to new academic programme needs and opportunities in the Mathematical Sciences.

Support for collections carries attendant costs of facilities, staff to select and maintain the collections, and ongoing costs of preservation and access. Resources to support this related array of needs have not always matched the support for building the collections.

New technologies and inter-institutional cooperation and exchanges have provided new models for providing access to information resources and new ways of conceptualizing the Mathematical Sciences Library “collection.”

The issue of space has been a continuous problem and will remain so until we move into the new Library currently under construction at the permanent site.

The Establishment of the Mathematical Sciences Library

The decree 40 of 1989 established the National Mathematical Centre, Abuja. That Decree also promulgated the creation of an ultra modern library as an intrinsic part of the National Mathematical Centre. This notion of a national resource centre had its first principal elaboration in 1991 with the establishment of the Mathematical Sciences Library. This became possible because of the employment in 1990 of a part-time Librarian, Mr. Jegekuma Ombu, who was then on sabbatical leave to open the Library. Dr. James O. Daniel was later employed as the pioneer substantive Librarian. He assumed duty as the substantive Librarian on December 9, 1991. The Library enjoyed enormous growth which, brought fame to the Centre. The Mathematical Sciences Library as it were, supplies the daily food of the mind. It is impossible to carry on the educational research in the chosen disciplines of such an Institution as the National Mathematical Centre without an ample supply of current and backsets of journals, and books in every branch of the mathematical Sciences and the pedagogy. Books and journals, here, are not an amusement or a luxury; they are a prime necessity; they are the fixed capital of any institution of higher learning like the Centre or a University.

 

The development of this comprehensive mathematical sciences resource continued to be enhanced through significant gifts and the establishment of an active exchange programme to compensate for inadequate funds and the vagaries and constrictions of the national economies. Notable, too, was the development of cooperative collection development strategies with other institutions to address weaknesses in the collection of which the Library took maximum advantage. Special beneficial relationships with book dealers also contributed to the Library’s ability to use its resources efficiently to fulfill its collection development mission; many of these agreements continue today.

Physical space and the maintenance of the growing collections have been serious issues since the early days of the Centre’s Library. Since the inception of the Library, the selection of materials has been a joint cooperative endeavour between the Coordinators of Programmes, the Course Organizers, Supervisors, the participants and the Librarian to the Centre, who complements the decisions with his own selections to achieve consistency and balance.

It is worth noting that since 1998, we have witnessed some of the more tumultuous changes and greatest challenges in the Library’s history. The unprecedented inflation in publishers’ prices and the abolition of the dual exchange rate in Nigeria in 1998 has occasioned several serial reduction programmes thereby creating gaps in the collection. The specter of new information technologies for the preservation, access, storage, and delivery of information is also beginning to be an integral part of our collection picture and provides new opportunities for further enrichment of our information resource

The National Mathematical Centre Library Collection Policy Statement

The Principles Governing Collection Policy

The 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’s 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’s Library responsibilities related to developing and managing the collections.

Authority

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 Coordinators, the Course organizers, and 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 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’s 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 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.

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.

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.

Collection Access

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

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:

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.

 

Preservation of Library Materials:

In order to maintain the Centre’s 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.

Mathematical Sciences Library Electronic Mail Staff Use

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 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.

 

 

 

NMC LIBRARY STAFF SCHEDULE OF DUTIES

 

PARA-PROFESSIONAL CADRE (NONE- ACADEMIC)

Library/Office Assistant (LO) – OUT SOURCE

Senior Library Assistant (SLO) - OUT SOURCED

Assistant Library Officers - (ALO) - VACANT

Receiving of new arrivals (books/journals)

Checking of the correctness of Delivery of Ordered books/journals

Alerting the Librarian of missing issues of books/Journals

Recording of new issues as they are received in the Cardex

Processing (Stamping and Accessioning) of new books/journals

Cataloguing of Library Materials

Shelving of Books and journals

Displaying and maintaining of new arrivals

Assisting Readers

Any other duty that may be assigned by the Superior Officer

LIBRARY OFFICER (LO) (1 N0.) Dip. LS - VACANT

Assisting readers

Data entry

Circulation Services

Processing of photocopy request

Any other duty that may be assigned by the superior Officer.

SENIOR LIBRARY OFFICER (SLO) - (1N0.)

Mallam Abdulahi Dip. LS

Shelving and shelf reading of books & Journals

Assisting readers

Cataloguing of books/Journals

Circulation Services

Compilation of Bibliographies

Processing of photocopy request

HIGHER LIBRARY OFFICER (HLO) – 1 N0.)

Mrs A. Aderele – Dip LS; BLS

Shelving/shelf reading of books & Journals

Assisting readers to locate materials

Circulation services

Cataloguing of books/Journals

Indexing and Abstracting

Compilation of Bibliographies

Supervision of the units

Any other duty that may be assigned by the superior Officer.

PRINCIPAL LIBRARY OFFICER - Dip LS - VACANT

Shelving reading

Assisting to readers

Loan services to readers

Internet Searching

Cataloguing of books

Organizing/supervising of shifts

Indexing and Abstracting

Compilation of Bibliographies

Supervision of other library unit

Any other duty that may be assigned by the superior Officer.

ASSISTANT CHIEF LIBRARY OFFICER Dip LS (VACANT)

Shelving reading

Assisting to readers

Loan services to readers

Cataloguing of books

Organizing/supervising of shifts

Indexing and Abstracting Services

Compilation of Bibliographies

Supervision of other library unit

Any other duty that may be assigned by the superior Officer.

CHIEF LIBRARY OFFICER Dip LS (VACANT)

Shelving reading

Assisting to readers

Loan services to readers

Cataloguing/Classification of books

Organizing/supervising of shifts

Indexing and Abstracting

Compilation of Bibliographies

Supervision of other library unit

Any other duty that may be assigned by the superior Officer.

LIBRARIAN PROFESSIONAL CADRE

ASSISTANT LIBRARIAN TO THE CENTRE - VACANT

Assisting readers

Indexing of Journals

Cataloguing and Classification of books

Supervision of subordinates

Shelf reading

Any of other duty that may be assigned by the superior Officer.

LIBRARIAN II TO THE CENTRE - VACANT

Information Service

Indexing and abstracting Services

Cataloguing and Classification of books/Journals

Compilation of Bibliographies

Supervision of subordinates/Units

Any other duty that may be assigned by the superior Officer.

3. LIBRARIAN I TO THE CENTRE - (VACANT)

Internet search fir research

Indexing and Abstracting of Journals

Cataloguing and Classification of books/Journals

Supervision of Subordinates and Units

Any other duty that may be assigned by the superior Officer.

 

SENIOR LIBRARIAN TO THE CENTRE

Miss V. B. Fadeyi B.A. Ed., MLS, CL

Systems Analysis/ Webmaster

Indexing and abstracting of Journals

CIP Cataloguing/Classification of books

Generation of computer assisted research data

Selective Dissemination of Information (SDI) Services

Any other duty that may be assigned by the Librarian.

PRINCIPAL LIBRARIAN TO THE CENTRE

Miss Christiana Ibrahim BLS, MLS, CL

Indexing and abstracting of Journals

Original Cataloguing/Classification of books and Journals

Coordinating computer generated research data

Liaising with the Librarian on policy and standardization

Selection and Acquisition of materials

Selective Dissemination of Information (SDI) Services

Acting in the absence of the Librarian

Any other duty that may be assigned by the Librarian.

DEPUTY LIBRARIAN OF THE CENTRE - VACANT

Information Services

Indexing and abstracting of Journals

Coordinating /generation /input of computer cataloguing data

Liaising with the Librarian on policy and standardization

Selection and Acquisition of materials

Selective Dissemination of Information (SDI) Services

Committee Services

Acting for the Librarian in his absence

Any other duty that may be assigned by the Librarian.

LIBRARIAN OF THE CENTRE

James O. Daniel, Ph.D, MALS, BLS, FNLA, CL

Overall Library book and journals policy formulation and development in support of the Centre’s mandate as spelt out in the Decree 40 of 1989

Selection, Procurement, Processing, Organization and Dissemination of books and Journals of all formats

Selective Dissemination of Information Service

Overall Coordination & Supervision of the Library and information Systems

Management Committee Services

Academic Board and Council Services

Responsible to the Director and Chief Executive for the day-to-day running of the Mathematical Sciences Library

• Any other duty that may be assigned by the Director and CE of the Centre

 

 

 

 

The mathematical sciences library Abuja

Our team

james Daniel Librarian to the Centre policy matters +234-0-8033116409 e-mail jimidaniel@yahoo.com christiana ibrahim cataloguing +234-0-8037003833 e-mail: Ibrahim@nmc Abuja.org abdulahi, abubakar book acquisition tel: e-mail abubakar@nmcabuja.org bola fadeyi system analysis +234-0-8033795162 e-mail: fadeyi@nmcabuja.org franka alagbu secretariat +234-0-8039716678 e-mail: alagbu@nmcabuja.org atinuke aderele serials & periodicals loan desk +234-0-80345524587 e-mail: aderele@nmcabuja.org

msl rules and procedure

opening hours: monday – Friday 8:30a.m. - 5:00p.m. saturday & sunday Closed. researchers from other scientific institutions may apply for access to the library by contacting the librarian registration all first-time users must register at the loan desk users receive a personal which is required to borrow material during their period of stay loans books and bound periodicals - a maximum of 5 each - may be borrowed for one month loans should be kept on nmc premises during courses, restrictions on loans may be applied lending conditions may vary depending upon the type of material and status of user recall messages for overdue items are generated and sent automatically by computer visitors may lose borrowing privileges after two disregarded notices loans may be renewed a maximum of two times if there is no waiting list library staff may recall any loaned item holds may be placed on any loaned item returns must be handed to the loan desk staff when on temporary absence from Sheda Kwali campus, all borrowed items must be returned reference collection items, unbound periodical issues and any item on temporary display, such as newly arrived books, journals, reports, or material needed during courses, normally cannot be loaned and can be used only in the library lost or damaged material should be reported promptly the borrower may be required to pay for a replacement clearance on departure, users must return all borrowed items

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