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Terms of the Library and Information System Print
Annex
to Resolution No 549 of the Senate of the University of Warsaw of 30 May 2012
approving the regulations of the Library and Information System, University of Warsaw

Terms of the Library and Information System
of the University of Warsaw

Chapter 1
General Provisions

§ 1
The Library and Information System of the University of Warsaw, hereinafter referred to as "UW" serves the statutory tasks of the University as an institution of higher education. The functioning of the UW Library and Information System are described in this procedure and other legal acts, in particular: the Act of 27 July 2005 Law on Higher Education (Journal of Laws No. 164, item 1365 as amended), the Act of 27 June 1997 on Libraries (Journal of Laws 1997, No 85, item 539, as amended), the Statutes of the University of Warsaw (Resolution No. 115 of the Senate of the University of Warsaw on 21 June 2006, the UW Monitor No. 7A, item 94, as amended).

Chapter II
The structure and tasks of the UW Library and Information System

§ 2

1. The UW Library and Information System consists of: the University of Warsaw Library, hereinafter referred to as the "University Library", as the main library and faculty libraries and other organisational units of the University of Warsaw, including libraries of faculty organisational agencies, hereinafter the "faculty libraries."

2. The primary goal of the UW Library and Information System is to provide members of the UW academic community with access to the UW library resources and scientific information necessary to the process of teaching and research support.

3. The University Library the system’s main library is a university-wide organisational unit of the UW.

§ 3

1. Faculty libraries are subordinate respectively to the heads of competent UW agencies and UW faculty agencies.

2. Faculty libraries may connect to each other via the UW Library and Information System, as well as with other research libraries with similar collections, after consultation with the Director of the University Library and the Library Council.

3. Managers of UW agencies provide the faculty libraries with facilities and equipment, as well as adequate staffing for the library and information servicing of the agency.

4. The creation, transformation and liquidation of a faculty library requires consultation with the director of the University Library and the Library Council.

§ 4

1. The task of the UW Library and Information System is to gather, organise and make available the library collections and research information resources necessary to the process of teaching and research support.

2. The task referred to in par. 1, is specifically executed by the library system by: a) amassing traditional collections and electronic information resources, noting the needs of UW researchers and students; b) the development of library collections to ensure coherent and public available information about these collections, and the creation of online catalogue common to all libraries in the system; c) sharing library collections and electronic information resources to ensure full access to them for all members of the UW academic community, d) providing library, reference and property information, and assist users in using the library resources in the system, e) conducting educational activities in the form of library training and participation in the running of classes covered by the programmes of study at the UW, consultations, practicals, and internships, f) conducting and publishing research activities in the field of library science and related fields, and research on the special collections located in the collections of the system libraries, g) documentation of the academic work of UW staff, including the creation of a repository of academic texts produced at the UW, h) creating a UW electronic library, which shall primarily consist of digitized items from the collections of the system libraries, i) cooperation with libraries and other research and cultural institutions in Poland and abroad.

3. Faculty libraries carry out the tasks identified by the appropriate agencies of the UW in close cooperation with the University Library.

Chapter III
The UW Library Council

§ 5

1. The UW Library Council, hereinafter referred to as the "Council" is a consultative body of the Rector.

2. The Library Council consists of: a) five employees of the UW Library and Information System, employed at least as a senior librarian, or equal, elected by the employees in the units referred to in § 25. par. 1 of the Articles of the University of Warsaw, b) six academic teachers with at least a PhD, appointed by the Rector from among persons indicated by faculty councils, with the principle of equal representation of the humanities, social and natural sciences, and mathematics, c) two students referred by the students’ council, d) one doctoral student appointed by the doctoral students’ council, e) the Director of the University Library.

3. Library Council meetings also include, in an advisory capacity, representatives of trade unions active at the UW.

4. The Council shall elect from among the persons referred to in par. 2 pt. b a Chairman of the Library Council. 5. The Council appoints and dismisses the secretary of the Library Council. 6. The mode of operation of the Council is determined by the regulations adopted by the Library Council and approved by the Senate.

§ 6

The powers of the Council shall be: a) providing opinions on trends and business rules of the Library and Information System appropriate to the UW’s teaching and research needs, b) providing opinions on the draft Regulations of the UW Library and Information System drawn up by the Director of University Library as well as submitting such Regulations to the UW Senate for their passage, c) providing opinions on the draft University Library financial plan and its implementation, and a report on the activities of the UW Library and Information System, d) providing opinions on candidates for the posts of heads of agencies in the University Library and the libraries in the UW Library and Information System, and for determining the career development of UW library staff, e) presenting the Senate with proposals for candidates for the library committee evaluating university teachers working in agencies of the UW Library and Information System, and identifying the criteria for said evaluation, f) providing opinions on the Director’s submissions on the appointment and dismissal of the deputy directors of the University Library, g) considering and providing opinions on proposals and initiatives made by the staff and students of the University of Warsaw.

Chapter IV
Library of the University of Warsaw (the University Library)

The organisational structure of the University Library

§ 7

1. The University Library comprises the following agencies: a) branches, offices, independent sections, and independent stations created and liquidated according to the needs of the Library, b) The NUKAT Centre and the Austrian Library.

2. The Director of the University Library, in consultation with the Library Council: a) determines the internal structure of branches, b) creates task forces and independent positions, c) appoints proxies. 3. The organisational structure of the University Library is contained in Annex 1 to these Regulations.

The Director of the University Library and his remit

§ 8

1. The Director of the University Library shall be appointed by the Rector for a five-year term from among candidates selected through a competitive process, in consultation with the Senate and the Library Council. The competition regulations shall be adopted by the Senate at the request of the Rector.

2. The Rector may dismiss the Director of the University Library prior to the end of his term after consultation with the Senate and the Library Council

3. In the absence of the Director of the University Library, his duties are performed by his designated deputy.

§ 9

1. The Director of the University Library shall coordinate the activities of the UW Library and Information System directly or through his deputies and agency heads.

2. The remit of the Director of the University Library covers, in particular: a) coordinating the activities of the UW Library and Information System with particular emphasis on the implementation of uniform library procedures in all agencies within the system, b) defining strategies and directions of development for the University Library, as well as organising and supervising the day-to-day work, c) raising funds for the University Library’s activities, d) drafting financial and asset plans for the University Library and supervising their implementation, e) shaping the detailed organisational structure of the University Library, f) overseeing the development of the University Library staff, their education and professional development, and also collaboration with heads of UW agencies in the development, education and professional training of library staff in the faculty libraries, g) representing the University Library in dealings with the UW authorities, the central administration, and the authorities of other UW agencies and external partners, h) leading national and international cooperation, i) guiding and monitoring the academic, research, and publishing activities of the University Library, j) submitting an annual report to the Senate on the activities of the UW Library and Information System.

3. The Director of the University Library shall directly supervise the Administrative Division of the University Library, the NUKAT Centre, and the Austrian Library.

4. If required, the Director of the University Library shall: a) interpret the Rules for access to University Library Collections, b) decide matters not regulated by the provisions of this Regulation.

Deputy Directors of the University Library

§ 10

1. During the exercise of his functions by the Director of the University Library, the Rector shall appoint no more than three deputy directors.

2. The Deputy Directors shall be appointed and dismissed by the Rector at the request of the Director of the University Library, reviewed by the Library Council.

3. Deputy Directors shall report directly to the Director of the University Library, and direct the affairs entrusted to them and the activities of agencies subordinate to them pursuant to their scope of duties.

Heads of University Library agencies and their scope of action

§ 11

1. Heads of University Library agencies and employees in independent positions shall be appointed by the Rector at the request of the Director of the University Library in consultation with the Library Council.

2. Heads of University Library agencies and employees in independent positions referred to in par. 1 shall report directly to the Director or the appropriate deputy and are responsible for the proper management of the agencies assigned to them.

3. The head of an intradepartmental agency shall report directly to the department head and is responsible to him for the agency’s activities.

§ 12

1. The powers of the head of a University Library agency shall include, in particular: a) organising and supervising, directly or indirectly, the ongoing work of the agency, b) developing plans for the agency’s work and development, and reporting on the work conducted, c) initiating new courses of action in line with trends in modern librarianship, as well as in other sciences used in such studies, d) submitting proposals for the agency’s staffing, premises, and equipment matters, and caring for the premises occupied by the agency and property entrusted to it, e) assessing the work of subordinate employees and submitting proposals on personnel matters, f) determining responsibilities, powers and responsibilities of agency employees, g) attending to the continuous improvement of agency staff professional qualifications, h) cooperating with faculty libraries and other institutions in the area of science and culture, and providing them with substantive assistance within the agency’s remit.

2. The head of a University Library agency is responsible for the reliable and timely execution of the tasks set for his agency, and for the accuracy of statistical data collected.

Chapter V Other Agencies of the UW Library and Information System

§ 13

1. The organisational structure of a faculty library shall be determined by the rules of the UW agency or UW faculty agency which includes the library.

2. Faculty libraries shall be dealt with pursuant to § 7 par. 1 pt. a.

3. The manager of a faculty library shall be appointed and dismissed by the head of the relevant UW agency or UW faculty agency in consultation with the Director of the University Library after consultation with the Library Council.

4. The faculty library manager shall be the direct superior of the library staff.

5. A faculty library may be run by an individual with the proviso that the employee hired should have a master’s degree in librarianship or equivalent, where, in the latter case, a candidate for the position should have had at least two years’ seniority in a library.

Responsibilities of the faculty library manager

§ 14

The responsibilities of the head of a faculty library, in particular, shall include: a) establishing and implementing policies for the gathering, development and sharing of collections, as well as organising and supervising the library’s activities, b) directing requests to the appropriate head of the relevant UW agency in matters concerning the library's organisational structure, c) developing work plans and the development of the library, and drafts for annual material and financial plans, and also preparing reports on the conduct of this work, d) conducting statistical reporting for the library, e) initiating new courses of action in line with trends in modern librarianship, f) substantive consultation with the University Library on matters related to library operations, g) determining responsibilities, powers and responsibilities of library employees, h) assessing the work of employees and submitting proposals on personnel matters, i) attending to the improvement of library staff professional qualifications; j) submitting proposals on library employment, premises and equipment, k) caring for the premises and property entrusted to the library, l) representing the library to the authorities of UW agencies or UW faculty agencies, the University Library, and external institutions, m) selecting a deputy for the time of his absence.

Employees of the UW Library and Information System

§ 15

1. University Library and faculty library staff shall be qualified librarians, qualified documentation and scientific information personnel, staff librarians, academic information professionals, technical staff, scientific, technical and administrative staff, and other specialists, depending on the library’s profile.

2. University Library and faculty library staff should be qualified for their positions and their functions, as defined in other regulations.

3. Academic teachers employed in the UW Library and Information System agencies referred to in § 87 par. 4 of the Statute of the University of Warsaw are subject to assessment by a standing committee of the Library Council.

4. University and faculty Library staff are required to comply with the Code of Ethics for Librarians and Information Professionals (Warsaw, 2005) and maintain constant care for the safety of collections and maintenance of the property entrusted to them.

Chapter VI
Access Policy for the Collections of the Library and Information System

§ 16

1. Sharing library assets of the UW Library and Information System shall take place with reference to the right of full access for all members of the academic community of the University of Warsaw.

2. Detailed rules for access to the collections, including categories of users who may use the assets and their rights in this area, are determined by: The Regulations for Access to University Library Collections constituting Annex 2 to these Regulations and the Regulations for Access to Faculty Library collections.

3. The Regulations for Access to Faculty Library Collections shall be set by the head of the agency established after consultation with the Director of the University Library.

4. In the libraries of the UW Library and Information System covered by the integrated UW library system, a user is entitled to one library account only.

5. The processing of library users’ personal data by the UW Library and Information System shall be determined by the Statutes of the University of Warsaw.

6. User personal data stored in the library system are protected pursuant to the Act of 29 August 1997 on the Protection of Personal Data (consolidated text: Journal of Laws of 2002 No. 101, item 926, as amended).

§ 17

1. These Regulations enter into force on 1 October 2012.

2. At the same time, the Regulations of the UW Library and Information System approved by the Senate at a meeting on 14 April 1999, the University Library Organisational Regulations approved by Resolution No. 256 of the Senate of the University of Warsaw on 20 June 2007, and the Regulations of the Use of the Library of the University of Warsaw approved by the UW Senate on 19 June 2002 are repealed.

 
 
 
 
 
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