Introduction

Collection Development is the process of acquisition, weeding, placement, and access to materials that support education and research. The collection supports the core studies and interdisciplinary work of the MBRU community.

Purpose

Al Maktoum Medical Library plays a key role supporting students and staff of MBRU as well as the wider medical community, by providing access to high-quality and authoritative information resources. This policy outlines Collection Development and Management, of information resources in print and electronic formats including guidelines for selection and deselection, acquisition, cataloguing and preservation.

Scope

This policy applies to all content and resources in print and electronic formats.

Procedure/Process

• The collection is developed according to the best practices and standards adopted by regional and international medical libraries.
• The collection falls primarily within the subject scope as outlined in the National Library of Medicine Classification Scheme, (NLM) which is the international classification for medical libraries and the classification system used at AMML.
• The collection comprises of e-resources, including e-books, e-journals and databases. Print resources including books and journals and multi-media.
• Special collections are maintained including rare books and recreational titles.
• The collection includes electronic reference works and a wide selection of resources within the ambit of general reference such as atlases and thesauri.
• Collection development and management  is ongoing and in coordination with MBRU colleges and advisory of the library committee, in order to support teaching, learning and research of MBRU and the wider community.

Selection Criteria and Evaluation of Resources
The following factors are to be considered but not limited to when selecting and evaluating resources:

• Academic need
• Publication Date/coverage
• Format
• Review and feedback
• Cost
• Patrons
• Number of copies/licences to be acquired
• Usage statistics
• Publisher/vendor support

Course Reserves
Department Chairs and Program coordinators through College Curriculum Committees, will identify and determine textbook requirements for each program.

• Students are responsible for procuring their own copy of textbooks
• The library will maintain a limited special print collection of course reserves for each program and will seek updated requirements at the beginning of each academic year.
• Course reserves are for use within the library only.

       Acquisition and Management of Course Reserves

• Curriculum committee to forward approved list of course reserves of each program to the Librarian in at least 16 weeks in advance of the new academic year.
  • AMML Resource Justification form to be completed for each new resource
• Normal acquisition procedure to be followed as per procurement policy.
• Cataloguing, classification and shelving procedure to be followed as per AACR II and NLM scheme.
• Titles held in the courses reserves to be transferred to general collection if deselected as a textbook requirement for a program.
• Borrowing of Course reserves as per borrowing policy AMML-P0004.

Electronic Resources

• Electronic resources may can be suggested for acquisition through a number of channels. In addition to selection criteria identified in 6.7 the below procedure will be followed:
  • Demo of the resource and its features by the vendor
  • Minimum one month trial access of the resource
  • On completion of trial survey and analysis to be carried out as per electronic resource management guidelines
  • Upon approval for acquisition, resources to be budgeted for new academic year
  • Normal acquisition procedure to be followed as per procurement policy.
  • Acquired resources to be integrated into library management system as per electronic resource management guidelines
  • Ongoing Monitoring of Electronic resources will be carried out as per electronic resource management guidelines

Gifts and Donations

• Gifts of books or other resources will be accepted only if they meet the criteria of 6.7. Items that do not meet the criteria will be discarded with no obligations to the library.
  • Donated resources are to be accepted only with signature and completion of AMML donation form which a following statement that all donations are unconditional and transfers all rights of ownership to the library.

Weeding

• Collection will be weeded according to relevancy, information needs as identified and storage capacity. Weeded resources will be recorded. All new editions of publication will be added to the collection
• Print resources will be maintained and reviewed annually. New editions of the titles which are available and required will be updated to the collection. Outdated and damaged titles will be weeded to archive or disposed of.
• E-Books will be maintained and reviewed annually. New editions of the titles which are available and required will be updated to the collection. Older editions will be maintained through perpetual access.
• E-Resources will be maintained and reviewed annually. Selection and deselection wil be as per renewal and deselection of electronic resources guideline

Introduction

AMML Library supports instruction with course reserves and other collection access services to students, faculty, staff, alumni and all other registered patrons.

Purpose

This document outlines the policies for patron’s access to AMML services and use of AMML resources.

Scope

This Policy applies to all patrons using the library’s resources and services.

Procedure/Process

• Acceptable fair use of resources of AMML can be summarized in the following table:

• Patrons who do not comply with the Library Acceptable Use policy, or who do not comply with the conditions of fair use, may have their Library access privileges revoked.
• Failing to comply with this policy may result in:
  • Suspension of library entry rights.
  • Suspension of borrowing rights.
  • Other action deemed appropriate.
•  Borrowing
  • Registered patrons are required to use the MBRU ID/DHCC ID for borrowing.
  • Patrons are required to return all library items on time.
  • Patrons are required to pay all fines or charges to the Library.
• Facility
  • Visitors are required to provide ID and report to the library security prior to entering the library. A visitor log is maintained for this purpose.
  • Water/tea or coffee is allowed in designated areas.
  •  Study lounges available for all patrons and group study rooms are designated for use by faculty, residents and students of MBRU only. Group study room guidelines applies for usage of rooms.
  • Patrons are required to switch mobile phones and other devices to silent mode.
  • Patrons are required to treat library staff and other library patrons with respect.
  • Patrons are required to not engage in activity which will be a nuisance or create a noisy environment for other patrons.
  • AMML provides access to electrical outlets in order to power approved devices, including laptop computers, devices loaned to users by the library, and other mobile devices. Outlets may not be used for powering small appliances, or any other electrical device that may pose a hazard to library equipment, facilities, and collections.
  • Electrical cords and power strips attached to approved devices may not be draped across aisles or arranged in any fashion that constitutes a personal hazard or that obstructs the use of identified emergency exits and/or fire doors.
  • Patrons may not unplug library equipment in order to access an outlet for personal use.
  • AMML is not responsible for the security of personal belongings brought into library facilities. The library encourages its patrons to take every precaution to ensure the safety of personal belongings. Lockers are provided for storage of personal items.
• Safety & Security
  •  Patrons are to be guided by all MBRU and DHCC health and safety regulations that are in place. These may be viewed on the AMML website and posted throughout the facility.
  • Lockers are available for secure storage of personal items.
  • Onsite security personnel available 24×7

• Access
  •  Visit the library site at mbru.ac.ae/library
  • Login with the login name and password.
  • Use the library catalogue to search resources.
  • Use smart search to search multiple databases simultaneously.
  • Use the A-Z Journal list to search journals.
  • Use the database tab to access available electronic resources.

Introduction

The MBRU institutional repository provides long-term preservation and access services for the intellectual and creative output of the MBRU’s academic, research, and administrative communities. The repository aims to capture emerging unpublished scholarship and creative works of MBRU’s authors/creators and to preserve and disseminate previously published works in a manner consistent with copyright law.

Purpose

This document outlines the policy for submitting, maintaining, preserving and accessing institutional repository.

Scope

This Policy applies to MBRU students, faculty and staff.

Procedure/Process

Contributors to Repository
Contributors must be affiliated with the MBRU University to deposit work in the repository. Contributors may include:

• MBRU faculty, postdoctoral researchers, and staff with academic appointments
• MBRU graduate students
• MBRU undergraduate students depositing:
  • Work that has been accepted elsewhere through a peer review process (such as a conference poster or paper)
  • Theses or dissertation
  • Research or creative projects guided by a MBRU faculty member
• Alumni submitting scholarly work completed at MBRU

Scope of Deposited Content

• Deposited content can be scholarly, creative and research-related resources.
• Acceptable Content Types
  The following is a non-exhaustive list. Contributors are welcome to deposit content that can be characterized as “scholarly, creative, research-related, or teaching resources” and should contact AMML for any questions:
  • Publications (including preprints)
  • Dissertations
  • Masters and undergraduate theses
  • Working papers and technical reports
  • Conference presentations
  • Conference white papers
  • Conference posters
  • Campus-based publications
  • Course-based publications
• Deposited content should be in a completed state, rather than in-progress and regularly updated.
• Contributors may deposit content created prior to joining the University.
• Contributors must be willing and able to grant the University the non-exclusive rights to both preserve and make their work available through MBRU Repository.
• Deposited content must be in a digital format.
• If the deposited content is part of a series, other works in that series should also be deposited when possible so that we can offer a full and complete collection. This policy applies to all electronic resources of the AMML.

Content Submission

• University scholarly works and research data must be submitted to the AMML IR for preservation and open access in accordance to this policy. The University also encourages the deposit of other works such as grey literature, the submitted version of a work and works recommended by a relevant faculty or staff members prior to joining the University, and special collection materials of cultural or historical significance.
• AMML in consultation with researchers, will ensure that scholarly works and research data deposited into the IR will be made publicly accessible, as far as technical, copyright, privacy and contract restrictions allow. Publications that contain material to be commercialised, confidential or culturally sensitive information, or where the availability of the publication would infringe a legal requirement by the University, and/or the author/s are excluded from the procedure. Where scholarly works and research data is not able to be deposited or made open access, the library will archive bibliographic metadata records for these outputs. If clarification is required as to how this procedure may be implemented in particular circumstances, advice should be sought from AMML prior to submitting research outputs for publication.
• Scholarly works should be deposited to the IR at the time of submission of the accepted version of a manuscript to a publisher via email to AMML or through the self-submission portal in IR. Submission of the accepted version of a research output is required even if this version will not become openly accessible. Subsequent revisions of an accepted version may also be forward to the AMML by email or the IR. Where technical specifications allow research data with accompanying metadata must be deposited into the IR.
• Other works may be deposited into the IR through the self-submission portal or via email to AMML. In cases of multiple authorship, the chief author or contact author must forward a copy of the accepted version to the AMML by email or the IR.
• Post Graduate Residents should forward electronic copies of theses and the AMML IR Deposit Agreement Form to the respective college administration office. Once processed, the college administration office will forward the electronic copy of the thesis and the MBRU Thesis Deposit Agreement to the AMML.
• The system collects personal information submitted during the deposit process and when subscribing to the repository’s alerting service. Submitted information will be used only for the purpose for which it was submitted, with the exception that the Library may make reasonable statistical reports that do not identify particular individuals. The Library does not share this information with private organizations or allow it to be used for commercial purposes. The Library contracts with Application Service Providers (ASPs) and required the providers to respect the confidentiality of the information placed on hosted servers. While AMML may disclose information about use of the Library in aggregate (such as server use statistics), AMML will not disclose to unaffiliated parties any information that could be used to identify individuals or their use of Library resources, except as required by University policies or as mandated by law.
• Deposited content will be made available through the AMML website. It should be noted that some documents shall be access restricted.

File formats
AMML will work to recognize and support as many file formats as possible. Depositors should consider depositing their items in formats that are open, sustainable, and well-used in their fields. The following formats are preferred for preservation reasons:

• Textual: PDF/A, TXT, HTML, XML, CSV
• Images: TIFF, JPEG 2000
• Database/Spreadsheet: CSV, XML

Privacy
Whenever a user visits the Library’s website, certain information is gathered and stored automatically. This information does not identify the user personally. The information is used internally for technical troubleshooting, and to improve the usability of our website, and to record aggregate statistics. Information that is automatically collected and stored when visiting the repository site includes:

• The Internet domain and IP address from which the IR was accessed
• The type of browser and operating system
• Date and time
• Pages visited

Copyright

• The contributor must either hold the copyright, or the right to deposit, for all contributed content. If the deposited content is unpublished, AMML recommends using a Creative Commons license, either CC-BY or CC-BY-NC. For data AMML recommends a Creative Commons Zero license.
• By depositing work, the contributor agrees to give the University the non-exclusive right to disseminate and preserve the content. Preservation may require reproducing the content in different formats to ensure future accessibility.

Library Support
Emailed submissions will be archived in IR, by AMML, for future reference and will only be made available on open access after the publisher embargo or other copyright requirements have been met. Self-submission enables self-archiving and uploads of publications and works and provides author/s access to a form to record specific access details and publication agreements. AMML will check for embargo and copyright compliance before making the final record Open Access. AMML will provide information and advice to authors to support submission of scholarly works and research outputs, including:

• Appropriate open access of submissions with author permission and in accordance with relevant legal obligations and policy requirements;
  • Which version of research output and which documentation to submit to library@mbru.ac.ae or the IR
  • How to submit research outputs and related documentation in the IR
  • How to submit relevant metadata for research datasets
  • Acquisition of publisher versions from publisher or other sites when appropriate
  • Indicating any pre-publication versions for potential readers
  • Information on how to retain the copyright of work and not assign exclusive rights to any third party, and compliance with copyright and other legal requirements and open access principles as per regional law.

Withdrawal

All deposits are considered permanent except content that is in violation of the deposit agreement or other exceptional circumstances, in which case the record will remain with the following message: “Item withdrawn by authority of the MBRU. If you have any questions, please contact library@mbru.ac.ae”

Preservation
AMML is committed to providing preservation of IR content. In order to better preserve this content, AMML will, in coordination with the repository vendor:

• Assign a persistent identifier that will always point to the object and/or its metadata
• Provide secure storage and backup
• Perform routine fixity checks using proven checksum methods

Introduction

AMML aims to support the instructional, research, and service needs of MBRU community. AMML policies are designed to support that mission by ensuring that library materials are properly accounted for and are available to library users on an equitable basis.

Purpose

• This document outlines the resource borrowing policy and procedures at the AMML.

Scope

• This policy applies to all patrons of the Al Maktoum Medical Library.
• Borrowing access rights are available for registered patrons. The policy covers the following areas:
  • Loans
  • Reserving
  • Return
  • Renewal
  • Fines
  • Lost or damaged resources

Procedure/Process

• Borrowing Categories

All patron excluding faculty and alumni

Faculty 

• Borrowing
  • Library materials are issued within the limits of the patron by borrowing category.
  • Resources are to be issued from the library’s information desk or self-checkout station within the library.
  • Overnight and Weekend Loans are available for resources which are in demand and in heavy use

• Self-Check Out Stations
  • Two self-checkout stations are available, which allows library patrons to check out their own materials.
  • The MBRU/DHCC ID card is required for self-checkout stations. Patrons may follow the instructions shown on the monitor screen.

• Reserving
  • Library materials may be reserved only when it is on loan.
  • Patrons will be informed through e-mail about the availability of the material.
  • Materials which has been reserved should be collected from the library within 3 days of receiving notification of availability, failing which the reservation is cancelled.
  • A book that is on loan may be requested by placing a recall on the item. The patron who has the book will be sent a notice alerting them to this request. Current borrower has to return the material within 24 hours after receiving the recall notice. When the book is returned, the patron requesting will be notified by email and the item will be held for 3 days. Requests for recalls may be placed at the Information desk.
• Returns
  • Borrowed library resources should be returned on or before the due date.
  • Reminders will be sent to the patron accordingly.
  • Notices are sent to the email address the library has on file for patrons.
  • Borrowed library resources should be returned to the library information desk or deposited in the book deposit.
  • The library will not be responsible for the loss of items returned elsewhere other than the book deposit or the library information desk.
• Renewals
  • Books in general collection may be renewed after 15 days for three times if there is no reservation against the particular item.
  • An online renewal option is available via library website.
  • Course reserves will not be available for renewals.
• Fine Schedule
  • Fine of AED 5/- per day will be charged for all overdue items to a maximum of AED 100/-.
  • When fine reaches the maximum of AED 100/- then library account is suspended until fine is paid and item returned.
• Lost or Damaged Resources
  • Library patrons shall replace lost resources at their own cost within 7 days of receiving the invoice.
  • If the patron fails to replace the resource within the stipulated time, the library will be suspended.