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INTERNAL OPERATING REGULATIONS FOR THE UNIVERSITAT DE VALÈNCIA LIBRARY AND DOCUMENTATION SERVICES
(APPROVED BY THE GOVERNING COUNCIL ON 5 APRIL 2011)

(print version)


PREAMBLE

The Libraries and Documentation Service of the University of Valencia is the functional unit which integrates the libraries, archives and central section for their management, organisation and coordination.
The article 148 of the Statutes regulates the university library and archive as part of the structure of the University of Valencia. Both the archive and the library play a key role of support to teaching, study, research, management and operation of the University.
In recent years, the university library has been transformed to adapt to the European Higher Education Area and attend the demands of the current society of information and knowledge. The university library evolves towards a new organisational model characterised by a preferential attention to the needs of users.  
On the other hand, the university archive contributes to te efficiency and effiiency of the management of the university administration and guarantees the preservation of its documentary heritage. Moreover, the university archive must participate in the implementation of the electronic administration.

In this context, and with the purpose of developing the articles 77.3 and 148.3 of the University Statutes, these regulations have been developed, whose purpose is to create a regulatory framework that regulates, in a flexible and broad way, the structure, organisation, operation and resources of the Libraries and Documentation Service and allows to adapt it to the future changes.

TITLE I. DEFINITION, MISSION AND FUNCTIONS

Article 1
The Libraries and Documentation Service of the University of Valencia is the functional unit which integrates the libraries, archives and central sections for their management, organisation and coordination.

Chapter 1. From the university library
Article 2
The university library is a resource centre for the learning, teaching, research, culture and other activities related to the operation and management of the University.

Article 3
The mission of the university library is to manage the information resources and the heritage bibliographical collection of the University, to facilitate the access to the information resources and their diffusion, to collaborate in the creation process of knowledge and provide services which contribute to the achievement of the objects of the institution, all of that addressed to the university community and the society in general.  

Article 4
The library collections are mainly constituted by the acquisitions carried out with regular budget of the University, by the lecacies and donations of public or private entities, of physical people, and by the collections received as exchange with other institutions.
It is competence of the library to manage the different resources of information in any kind of material.





Article 5
The university library has the following functions:
a)    To select and acquire information resources in accordance with teaching, study, learning and research needs of the University of Valencia.
b)    To facilitate the access and diffusion of information resources and strengthen their use.
c)    To organise, preserve and spread the bibliographical and docummentary heritage of the University.
d)    To organise and promote the training in the management of information and the use of services offered by the library.
e)    To provide the users the documents which are not available in the libraries of the University of Valencia and set the background itself available for other Spanish and foreign institutions.
f)    To support the spread and assessment of scientific and research production of the University in collaboration with other areas and university services.
g)    To participate in programmes, projects and agreements with the purpose of improving the librarian services.
h)    All those functions and competences which correspond or may be assigned by the University. 


Chapter 2. From the university archive
Article 6
In accordance with the article 148.2 of the Statutes of the University of Valencia, "the university archive is constituted by the organic groups of documents produced or met by the governing bodies at the service of the University of Valencia in the development of their areas, as well as by donations or transfers of physical or legal persons".
Article 7
The mission of the university archive is to organise and preserve the documentary heritage for the administrative management, information, research and culture. 


Article 8
The university archive has the following functions:
a)    To develop the archive system of the University of Valencia in accordance with the guidelines of the Libraries and Documentation Service.
b)    To collect, organise and preserve the documentation transferred by the administrative services and units of the University of Valencia.
c)    To manage the docummentary transfers of the administrative services.
d)    To apply the evaluation and selection of the documentation, in accordance with the rules established by the University.
e)    To guarantee the access, consult and loan of documents in accordance with the specific rules.
f)    To give technical advice to management archives.
g)    To train the users in the management of the archive and the use of their services.
h)    All those other functions and competences which correspond or may be assigned by the University.



TITLE II. ORGANISATIONAL STRUCTURE OF THE LIBRARIES AND DOCUMENTATION SERVICES

Article 9
The Libraries and Documentation Service is structured as a unique functional unit coordinated by the Management of the Service. It is integrated by central sections, libraries and archives with the aim of provide services of quality to users. (This organisational structure is developed in annex I)
The organisational structure should have flexibility in order to adapt to future changes.



TITLE III. GOVERNING AND MANAGEMENT BODIES

Article 10
The Libraries and Documentation Service of the University of Valencia has the following governing and management bodies:
a)    Committee of the Libraries and Documentation Service
b)    Director
c)    Committees of users of the libraries
d)    Technical Board
e)    Docummentary Assessment Committee

Article 11
The Committee of the Libraries and Documentation Service is the collegiate body for participation of all sectors of the university community in the planning and development of the Service. 


Article 12
The members of the Committee of the Libraries and Documentation Service are:
a)    The vice-principal who has attributed the functions on the matter in which the Committee is competent, that will act as a president.
b)    The director of the Libraries and Documentation Service, who will act as a secretary of the Committee.
c)    The coordinators of the campus board, or their delegate.
d)    The members of the Senate representing the Libraries and Documentation Service.
e)    Three students' representatives, upon proposal of the Student Council.
The renewal of the Committee members shall comply with their term of office, except for students, who will be renewed annually. 
The chair may invite to attend the meetings of the Committee, with voice but without vote, to competence technicians on the matter that deems appropriate.

Article 13
The Committee of the Libraries and Documentation Service has the following functions:
a)    To propose general strategic and organisational measures that affect the Libraries and Documentation Sertvice and issue reports.
b)    To propose the general guidelines of archive and librarian policy and promote improvement proposals for the operation of services.
c)    To inform about the planning projects, the new services and the cooperation and colaboration projects subscribed by the University of Valencia in relation with the Libraries and Documentation Service. 
d)    To inform the Governing Council about the reform proposal and the specific rules which regulate the services.
e)   To inform about the annual memory of the Service. 
f)    To study the proposals of the Technical Board.
g)    To analyse and study the proposals, advices, and complaints that the users raise to the Committee and that, for its general nature, the users committees of each library cannot  be solved.
h)    Those that are entrusted by the principal and/or the Governing Council of the University of Valencia.

Article 14
The Committee is met, with ordinary nature, once a year, and with extraordinary nature, at the request of the chairperson or half plus one of their members.
The call regulations of the Committee shall comply with the article 229 of the Statutes of the University of Valencia states. In the event that it meets in urgency session, the call notification must be processed twenty-four hours in advance.

Article 15
The director of the Libraries and Documentation Sertvice is the person responsible for the management and operation of the Service, and is appointed by the principal in accordance with the current regulations.


Article16
The following functions correspond to the director of the Libraries and Documentation Service:
a)    To direct, organise and manage the Libraries and Documentation Service in accordance with the guidelines and dispositions established by the Governing Board.
b)    To drive the agreements of the Committee of the Libraries and Documentation Service.
c)    To propose to the Governing Board the Action Plan of the Service.
d)    To convene and direct the Technical Board and drive their proposals.
e)    To participate in the production and development of the projects of new installations and equipments, and in the improving, restructuring and supression programmes of those existing.
f)    To propose the annual budget of deposits and costs of the Libraries and Documentation Service.
g)    To propose the staff and the staff distribution assigned to the Libraries and Documentation Service in accordance with the guidelines established by the Governing Board.
h)    To direct and supervise the assigned staff to the Libraries and Documentation Service.
i)    To propose refresher, training and advanced classes of the staff of the Libraries and Documentation Service. 
j)    To represent the Libraries and Documentation Service in the face of the committees, authorities and bodies of the University of Valencia and other institutions.
k)    Those other functions that the principal may assign.

Article 17
The committees of users of the libraries are bodies of communication and participation of the users from each library in their management, in which the centres are duly represented.
We must create a users Committee for each of the libraries that create the Libraries and Documentation Service, except for the Historical Library and Deposit Library.


Article 18
The members of the committees of users of the Libraries and Documentation Service:
a)    Two representatives of the teaching and research staff for each of the centres to which the library services, upon proposal of the Centre Board. One of them will act as a chair of the Committee.
b)    The director, or coordinator of the library, who will act as a secretary.
c)    Representatives of the administration and services staff of the library, the number of which must be half of the representatives of the teaching and research staff.
d)    Two representatives of the students for each of the centres to which the library services, upon proposal of the Student Council.

The members of the committees must be renewed every three years, except for the students, who will be annually renewed.

Article 19
The following functions correspond to the committees of users of each library:
a)    To make proposals on the general guidelines of the library.
b)    To inform about the improvements in the provision of services.
c)    To collect, analyse and solve the proposals, suggestions and complaints of the users. When they cannot be solved in the specific committees of users they will be taken to the Committee of the Libraries and Documentation Service.
d)    To study the proposals of new acquisitions for the library and issue reports.

Article 20
The users committees have to meet regularly, once a year, and extraordinarily at the request of the Chairperson or the half plus one of its members.

Article 21
The Technical Board of the Libraries and Documentary Service is the participation, consultation and advisor body of the Management of the Committee of the Libraries and Documentary Service. It is responsible of the technical aspects of the internal system with the objective of unifying the criteria and rationalise the work between all the libraries and archives. 

Article 22
The members of the Technical Board are:
a) The Director of the Libraries and Documentary Service, who acts as Chairperson.
b) Two directors of the libraries.
c) Two heads of the central sections.
d) One coordinator of the thematic libraries.
e) One coordinator of the archives of the Libraries and Documentary Services.
f) One representative for each of the groups and staff of the Libraries and Documentary Service.

The members of the Technical Board are elected by and among the technical staff and their position will be renewed by halves every two years, except the Director of the Libraries and Documentary Services. One of the members of the Technical Board elected for this proposal of the Chairperson, acts as secretary and takes the minutes of the meeting. This should be spread among the staff of the Libraries and Documentary Service.

The Chairperson could invite to attend the meetings of the Technical Board, with voice but without vote, the technicians with competence in the related subject matter. In addition, and with the agreement of the Board, they can create technical committees or improvement groups.

Article 23
The Technical Board has to meet in ordinary session at least once a year, and, in extraordinary cases on request of the Director of the Service or the half of its members. The call regulations of the Technical Board will be adjusted to the provisions of the article 229 of the Statutes of the University of Valencia. In the event that the meeting is arranged in an emergency session, the notification of the call should be process 24 hours in advance.

Article 24
The Documentary Evaluation Committee is a collegiate body of technical nature that aims to evaluate the documents and documentary series generated or collected by the administrative units of the University of Valencia, according to the current legislation.

Article 25
The Documentary Evaluation Committee of the University of Valencia is composed of:
a) The Vice-Principal that has the functions on the subject matter in which the Committee is competent, who acts as a Chairperson.
b) The director of the Libraries and Documentary Service, who acts as Secretary of the Committee.
Three members:
a) The general secretary of the University of Valencia.
b) One archivist of the Libraries and Documentary Service.
c) One PAS member of the Legal Services.
Four permanent advisers:
a) One PAS member of the Information Systems Service.
b) One PDI member of the area of Administrative Law.
c) One PDI member of the area of Contemporary History.
d) One archivist of the Libraries and Documentary Service.
The members of the Documentary Evaluation Committee are appointed by the Vice-Principal that has the functions on the subject matter in which the Committee is competent, except those who are members according to their position.
Non-permanent advisors are: the heads of services or the secretaries of centres and departments, and the responsible people of documentation who will be assessed in each moment and one PDI member of the archive area.
The Chairperson could invite the technicians with competences related to the subject area to the meetings of the Committee, with voice but without vote.
The Committee members must be renewed every three years, except those who are members for their position, their renewal will be adjusted to their term of office.

Article 26
The Documentary Evaluation Committee has the following functions:
a) To develop evaluation tables.
b) To set the transfer period of documents and documentary series to the archive.
c) To determine the preservation in original or in a different medium to the production one or its elimination.

Article 27
The Documentary Evaluation Committee must meet in ordinary session at least once a year and in extraordinary cases, at the request of the Chairperson of the Committee or more than half of its members.
The call regulations of the Documentary Evaluation Committee will be adjusted to the provisions of the article 229 of the Statutes of the University of Valencia. In the event that the meeting is arranged in an emergency session, the notification of the call should be process 24 hours in advance.

TITLE IV. HUMAN RESOURCES

Article 28
The Libraries and Documentary Service must have administrative, technical and specialised staff necessary for the fulfillment of its mission.
The Director of the Libraries and Documentary Service is responsible of the management and technical coordination of the staff.

Article 29
The Libraries and Documentary Service has to promote the development of continuous training and professional perfection activities of the staff in the area of their competences and facilitate the attendance to courses both organised by the university and by others organisations and institutions.

TITLE V. ECONOMIC SYSTEM, INFRASTRUCTURE AND EQUIPMENT

Article 30
The Libraries and Documentary Services must have its own budgetary allocation that should be reflected in the budgets of the University of Valencia, in order to fulfill its purpose and ensure the quality of the service.

Article 31
The Libraries and Documentary Service can have extraordinary financial resources for new services and/or projects. In addition, it can also have external financial resources from grants, subsidies and other concepts, within the limits set by the University of Valencia.

Article 32
The Libraries and Documentary Service has to provide the equipment, infrastructure and facilities appropriate for the provision of services of quality.

TITLE VI. USERS

Article 33
All members of the university community and those people that belong to institutions and collectives that have signed an agreement with the University community are full members of the Libraries and Documentation Service, in the conditions that each case establishes.
Moreover, the Libraries and Documentation Service has to provide within its possibilities the use of its facilities, resources and services for citizens in general.

Article 34
The users can be required an identification, which certifies that they are members of the university community or authorised people by the Libraries and Documentary Service in order to access to its facilities and services.

Article 35
The users of the Libraries and Documentation Service have the rights, duties and responsibilities established by this regulation and the current legislation.

Article 36
The rights of the users of the Libraries and Documentation Service are the following:
a) To have spaces and facilities appropriate for consultation and study and also for accessing in affordable conditions to all the services that provides the Libraries and Documentation Service according to the current legislation.
b) To access to the facilities of the Service in an opening hours as extended as possible.
c) To have information resources of quality, with contents appropriate for learning, teaching, research and culture.
e) To borrow documents from the service collection and also from other institutions.
f) To use electronic information resources.
g) To receive basic information for using the services and resources for the acquisition of informational skills.
h) To be attended correctly and professionally by all the staff of the Libraries and Documentary Service.
i) The confidentiality of their personal information according to the current legislation.
j) Any other law that may arise of the current legislation.

Article 37
The duties of the users of the Libraries and Documentation Service are the following:
a) To respect the spaces, equipment and facilities and helping to maintain a suitable environment.
b) To avoid any behaviour that disturbs the activity of other users.
c) To make good use of the information resources that the Libraries and Documentation Service puts at their disposal.
d) To respect the intellectual property law, especially when copying documents.
e) To know and to comply the provisions that regulate the different services which offers the Libraries and DocumentationService specially of; loans regulations, use of consultation rooms and use of electronic resources.
f) To collaborate maintaining the correct functioning of the service, to behave properly with the Service staff and follow their indications.
g) Any other duty that may of the current legislation.

Article 38
The Libraries and Documentation Service must facilitate to users the necessary mechanisms to actively participate in its operation, and to be able to voice their complaints and suggestions.

Article 39
The Libraries and Documentation Service must meet all management commitments outlined in the Service Charter, which are the responsibility of all members.

Article 40
Users of the Libraries and Documentation Service must meet the conditions of use of the services and respect the rules of operation. Without prejudice to the administrative, civil or criminal liabilities that may arise in each case, breaching the rules laid down in this regulation shall be punished according to the loan regulations and other applicable rules.

 

TITLE VII. SERVICES

Article 41
The Library and Documentation Service provides users with the following services:
a) To provide, develop and facilitate access to a collection of resources appropriate to the needs of teaching, learning, research and culture.
b) To provide a quality, fast and accessible loan service, according to the current loan regulations, and to provide documents that are not in the collection of the University of Valencia’s library.
c) To train students in basic and specialised information skills
d) To support users correctly and professionally.
e) To provide extended opening hours and support services for study and learning.
f) To facilitate copying documents under the restrictions provided in the current legislation.
g) To provide a personalized service tailored to the specific needs of people with disabilities.
h) To provide fast, accessible and specialised services to support teaching, research and scientific publishing.
i) To inform the university community about the services provided by the University of Valencia’s Library and Archive.
j) To evaluate the quality of service.

Article 42
The Libraries and Documentation Services’ Service Charter details the services provided, in addition to establishing quality commitments with users. The Service Charter is regularly updated to ensure the continuous improvement in the provision of services and their relevance to users.

Article 43
The conditions of use of these services are subject to the type of users, specific regulations, agreements established with other organisations and groups, and current regulations.

 

TITLE VIII. REFORM OF THE REGULATION

Article 44
The following people can make proposals for the amendment of this regulation:
a) The principal.
b) The Governing Council.
c) The head of the Libraries and Documentation Service.
d) The 30% of the members of the Libraries and Documentation Service Committee.

The proposed amendment must be submitted in writing to the Libraries and Documentation Service Committee, which will issue the corresponding report to the Governing Council for its approval, if appropriate.

Repealing provision
The following internal rules of the University of Valencia’s Libraries and Documentation Service are repealed: (Governing Board 21-VII-1988) and its modifications (Governing Board 12-V-1992, 8-V-1995, 5-VII-1996, 23-II-1999 and 2-II-2000).

Final provision
This regulation shall enter into force the day after its approval by the University’s Governing Council.



ANNEX I.  ORGANISATION OF THE UNIVERSITY OF VALENCIA'S LIBRARIES AND DOCUMENTATION SERVICE (5-4-2011)
 

 
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