Introduction:

The collection development policy acts as a framework for the growth of the library's collection, outlining the principles and procedures that will guide Badya University Libraries' efforts in collection development. This includes activities such as the selection, acquisition, organization, evaluation, maintenance, weeding, and disposal of materials.

Library collections encompass information resources acquired and maintained by the library, available in both Physical (Printed) formats (such as books, periodicals, scientific reports, university theses, etc.) and Digital (Electronic) formats (such as online databases, e-journals, audiovisual materials, etc.). These resources are organized and made accessible to provide specific information or services to library patrons in the most efficient manner.

Note: This policy will be reviewed and revised regularly adapt to any changes.

Values:

Badya University Libraries adopt its core values from Badya University and the International Federation of Library Associations. Therefore, all its activities, including collection development and management, are guided by these principles:

• Ensuring access to information
• Upholding responsibilities to individuals and society
• Commitment to privacy, confidentiality, and transparency
• Supporting open access and respecting intellectual property rights
• Maintaining neutrality, personal integrity, and professional expertise
• Promoting fairness and respect

Users:

The priority of Badya University Libraries in developing the collection is to provide access to information resources that meet the educational and research needs of the core group of Badya University Library users, which includes students, faculty (academic staff), and administrative staff.

• Students: Badya students may request scholarly and general resources following this policy; however, such requests will be reviewed by Badya Librarians for general resources, and faculty for academic resources.
• Academic Staff: Faculty may request scholarly resources for teaching, learning, and research following this policy and contact the School Coordinator to collect requests and obtain the Dean’s signature; however, such requests will be reviewed by Badya Librarians.
• Administrative Staff: Badya University employees may also request resources; however, such requests will be reviewed by Badya Librarians.

Scope of Collections

Subject: Badya University libraries focus on supporting the university's current academic disciplines, which include Medicine, Dentistry, Physical Therapy, Business Administration and Applied Economics, Computer and Data Science. The library also plans to expand to future disciplines as they emerge. General subjects are regularly added to the collection to broaden the users' overall knowledge.

Geographic Area: The library prioritizes collecting materials from Egypt, North Africa, and the Middle East, particularly those relevant to academic study and research.

Language: English and Arabic are the primary languages for resource acquisition. Works in other languages, such as novels, plays, historical texts, and other literary works, are also considered, especially if they come from donations.

Copyright: Badya University Libraries adhere strictly to Egyptian copyright laws and ensure that all resources are legally acquired. The library expects its users to comply with these laws as well.

Up To Date: Resources are chosen based on their publication date and edition, with a preference for the most recent editions. Historical information resources are an exception to this rule.

Formats: The library collects resources in all formats as long as they align with the collection's scope, with a preference for digital resources. The core concept of Badya University Libraries is centered around being a "Digital Library."

Selection

The selection process for library resources is collaborative and involves consultation with faculty and departments. This cooperation is essential, as it helps address both curriculum and research needs, benefiting from the faculty's expertise in specific subjects and diverse fields. Instructors are given the academic freedom to choose the best course materials for their teaching requirements.

Additionally, the library welcomes suggestions from all members of the Badya community through the "Request a Purchase" form. Users can recommend resources across various subject areas, whether for academic purposes or general knowledge.

Acquisition:

Physical Resources

The library acquires between one to five (1-5) copies of each requested academic resource and two (2) copies of general resources.

• Academic resource Types: Basic Texts (5 copies), Manuals (3 copies), Workbooks (3 copies), References (1 copy), Exercise books (3 copies).

Note: Schools may request additional copies by providing appropriate justification based on the guidelines above.

General resource Types: Novels, philosophical books, books on self-development, etc.

The library aims to ensure that study-related resources are available before the start of each academic semester. Therefore, the library, along with other involved Schools, follows these procedures:

Requesting Resources:

For the academic resources: The Acquisition Team sends emails to school coordinators twice a year, in June and November, to gather requirements for textbooks and reading books for the upcoming academic year. This process begins at least three months before each semester starts to prevent delays, as resource availability can take between one to three months.

For general resources: The library accepts requests for other resources year-round via the "Request a Purchase" form via Library portal.

Book Purchase Requests (PR):

• The library receives PRs signed by the school dean.
• Resources listed in PRs undergo bibliographic verification by the library to ensure they align with the collection’s scope.
• After verification, the PRs are sent back to the coordinators for final approval by the school dean, in case there are any modifications to the request.

Acquisition Process:

Book suppliers/vendors participate in a tender to meet the required technical specifications. All purchasing orders, accompanied by a justified comparison analysis among the tendered publishers, are forwarded to the purchasing department to proceed with the acquisition process. The signature of the library management shall be included in the signatures of the purchase order.

Digital Resources

Badya University Libraries provide a wide range of Digital (electronic) information resources, including e-journals and online databases, across various subjects, formats, and access methods.

Egyptian Knowledge Bank (EKB)

The EKB serves as the primary source of online resources, recognized as one of the world's largest digital libraries with unlimited resources exclusively available to Egyptian citizens.

Users must register on the EKB portal using their national identification number. During registration, they choose one of four sub-portals based on their affiliation. Faculty and students select the Academic sub-portal, which grants them access to academic resources as well as other sub-portals. Registration requires a university email and national ID.

Open Access Resources

Badya University libraries’ subject librarians assist users in finding alternative open access resources, including Open Educational Resources (OER).

Open access information is freely available online with minimal copyright or licensing restrictions. Users can typically download, copy, print, display, distribute, search, index, and link to the content. The original creators retain intellectual property rights, ensuring proper attribution and control over their work's integrity.

Subscriptions

Subscribed digital (electronic) resources are selectively acquired based on school request, their relevance to school programs, accessibility, full-text availability, cost, and usability.

The library strives to provide digital content free from digital rights management (DRM) restrictions, favoring access through Badya-IP addresses. However, limited or password-based access may be acquired if the content holds significant value.

Factors such as cost-effectiveness, cooperative purchase discounts, savings from print budgets, subscription vs. per-use pricing, and overall net cost are also considered.

Subscription Procedures

The library accepts requests for online resources year-round.

Send an email to the library to request a subscription form. Write the justification and importance of subscribing.

A trial period, typically lasting one to three months, is arranged for these resources.

After the trial, the library compiles a report with usage statistics and user feedback.

The Deans make the subscription decision based on the report.

If a trial is not available, the library consults directly with the Dean for initial approval before seeking final approval from the university president.

All subscription-related documents are forwarded to the purchasing department to proceed with the acquisition process.

Donations and Gifts

Badya University libraries accept donated resources such as books, journals, etc... as long as they are consistent with the Scope of Collection’s parameters and do not match any of the weeding criteria.

Once accepted, the material becomes the property of the Badya library and, in principle, cannot be returned to the donor. The library retains the right to select, distribute and process any material it considers appropriate.

Donations can be easily submitted by users and donors by sending an email to the library. Being aware that the Badya University Libraries are not responsible for the gift's actual delivery to the library.

The contributions will be used for the benefit of the library, e.g., they can be kept in the library or given as gifts to other libraries in need.

Inventory and Evaluation

The inventory process is conducted annually to compare the information in the Integrated Library System (ILS) with the actual physical items on library shelves.

Step 1: The process begins by scanning all items in a collection using barcodes.

Step 2: Two types of reports are generated using the ILS (Koha):

• Missing Items Report: Lists items that were not scanned during the inventory.
• Exceptions Report: Identifies items with issues like incorrect location, outdated barcodes, bibliographic errors, or poor physical condition.

Step 3: Addressing the reports:

• Missing Items Report: This report remains active for three months after the inventory is completed. After this period, the status of unresolved missing items is updated to "Lost" in the ILS. A "Lost Items Report" is then generated. Using the "Lost Items Report," a "Usage Statistics Report" is produced to help decide which items should be re-acquired.
• Exceptions Report: These reports support maintenance tasks, such as updating bibliographic records, reordering, shelving, and removing items that are no longer needed, in line with the collection's scope.

Weeding and Disposal

Regularly weeding the library collection is essential for effective collection development and maintenance. It offers several benefits, including:

• Maintaining a current, accurate, and relevant collection.
• Identifying materials that need repair or replacement.
• Assessing the collection's strengths and weaknesses.
• Optimizing the use of available space.

Weeding Criteria

• Usage: Circulation statistics play a role in deciding which items to weed.
• Format Obsolescence: Items in outdated formats may be removed if the content is accessible elsewhere or if the resource is in poor condition. This also applies to print resources that have a digital alternative.
• Content Obsolescence: Resources with regularly updated content, such as annuals, bibliographies, indexes, abstracts, magazines, and journals, may be subject to weeding.

Disposal Methods for Weeded Resources

• Donating to other libraries.
• Organizing book fairs with sales for students and staff (academic and administrative).
• Selling to companies that trade in used books.

1. Preface

The core mission of Badya University Libraries is to offer extensive library services and research materials that address both present and future academic and research requirements of Badya University. This includes a commitment to support author rights, promote fair use, and champion open access to information and publications.

To facilitate the promotion of Intellectual Property (IP), Fair Use, and Open Access to information and publications, it is vital to provide an Internal Intellectual Property and Copyright Policy for Badya University Library. This policy should align with global and national Intellectual Property and Copyright policies to ensure legal protection and effective management that encourages scientific development.

This policy defines the responsibilities and expectations for both the library staff and patrons (students, academic staff, university employees, and visitors) concerning copyright adherence at Badya University Libraries.

2. Definitions

2.1. Intellectual Property (IP)

Intellectual property (IP) refers to creations of the mind, such as inventions; literary and artistic works; designs; and symbols, names and images used in commerce. The IP system aims to foster an environment in which creativity and innovation can flourish. (WIPO)

IP is protected in law by: Patents, Copyright, Trademarks, Industrial Designs, Geographical Indications, Trade Secrets which enable people to earn recognition (Moral Right) or financial benefit (Economic Right) from what they create.

2.2. Copyright

“Copyright (or author’s right) is a legal term used to describe the rights that creators have over their literary and artistic works. Works covered by copyright range from books, music, paintings, sculpture, and films, to computer programs, databases, advertisements, maps, and technical drawings.” (WIPO, nd.)

Copyright laws vary between countries, but there are fundamentals that are recognized internationally through agreements.

2.3. Copyright Economic Rights

Copyright Economic Rights allow the owners of a copyrighted work to control the exclusive privileges (financial benefit) granted by their creative endeavors.

Copyright Economic Rights are not unlimited, and the duration of copyright protection varies by jurisdiction; once expiring, the work enters the Public Domain.

2.4. Public Domain

A work anyone can use, adapt, reproduce, or distribute for commercial and noncommercial purposes without permission. Once the Copyright Economic Rights expires, the work enters the public domain.

2.5. Copyright Moral Right

Copyright Moral Rights refer to certain noneconomic rights that are considered personal to an author, including the right to be recognized as the author (as the owner of the idea of the work), the right to integrity, and the right to decide when and how the work is disclosed to the public.

2.6. Copyright Exclusive Rights

Copyright Exclusive Rights encompass all the rights granted to a copyright owner, including both Economic and Moral Rights:

• 2.6.1. Reproduction Right: Control over making copies of the work. This includes activities like photocopying, scanning, or digitizing the work.
• 2.6.2. Derivative Works Right: Control over modifying or adapting the work into new forms, such as translations or adaptations into movies.
• 2.6.3. Distribution Right: Control over how the work is distributed, whether by sale, rental, or lending. This includes preventing unauthorized distribution.
• 2.6.4. Public Performance Right: Control over the public performance of certain works, like literary, musical, and audiovisual works. This does not apply to sound recordings.
• 2.6.5. Public Display Right: Control over the public display of certain works, such as showing a photograph on a website or a mural in a movie.
• 2.6.6. Digital Audio Transmission Right: For sound recordings, control over public performance via digital audio transmission.

2.7. Copyrighted Works

A wide range of works that are covered by copyright law including but not limited to the following

2.8. Fair Use:

Fair use, in copyright law, a legal doctrine allowing portions of copyrighted material to be reproduced in certain circumstances without the permission of the copyright owner. (Eldridge, S. Britannica, 2024)

Fair use protections include criticism, commentary, teaching, scholarship, research, news reporting, and parody.

2.9. Property Licenses:

License, in property law, permission to enter or use the property of another. (French, Susan. - Britannica, 2023)

Licenses grant specific rights to use, modify, distribute, or sell that property.

Creative Commons Licenses give everyone from individual creators to large institutions a standardized way to grant the public permission to use their creative work under copyright law. (Creative Commons, n.d.)

Creative Commons (CC) licenses include six types:

• CC BY - Allows distribution, remixing, adaptation, and building upon the material in any medium or format, including for commercial purposes, with attribution to the creator.
• CC BY-SA - Like CC BY, but adaptations must be shared under the same terms. Allows commercial use with attribution.
• CC BY-NC - Allows distribution, remixing, adaptation, and building upon the material for noncommercial purposes only, with attribution to the creator.
• CC BY-NC-SA - Like CC BY-NC, but adaptations must be shared under the same terms. Allows noncommercial use with attribution.
• CC BY-ND - Allows copying and distribution of the material in unadapted form only, including for commercial purposes, with attribution to the creator.
• CC BY-NC-ND - Allows copying and distribution of the material in unadapted form only for noncommercial purposes, with attribution to the creator.

Open Access is a broad international movement that seeks to grant free and open online access to academic information, such as publications and data.

A publication is defined 'open access' when there are no financial, legal, or technical barriers to accessing it - that is to say when anyone can read, download, copy, distribute, print, search for and search within the information, or use it in education or in any other way within the legal agreements. (Open Access, n.d)

It is mandatory to respect the Moral Right of Open access Publications.

Copyleft is a general method for making a program (or other work) free (in the sense of freedom, not “zero price”), and requiring all modified and extended versions of the program to be free as well. (GNU, n.d)

Copyleft also provides an incentive for other programmers to add to free software.

2.10. National (Intellectual property) IP Law:

Law No. 82 of 2002 on the Protection of IP Rights includes four books which cover different areas of intellectual property rights, amended up to: September 5, 2020:

• Book One: Patents, Utility Models, Layout-Designs for Integrated Circuits, and Undisclosed Information.
• Book Two: Marks, Trade Names, Geographical Indications, and Industrial Designs.
• Book Three: Copyright and Related Rights.
• Book Four: Plant Varieties.

Visit WIPO for more details.

2.11. Intellectual Property and Copyright Policy of Badya University Library:

A policy provides guidelines following global and national Intellectual Property and Copyright policy and its related concerns to be applied by the university community when dealing with copyrighted works.

3. Scope of the Policy

This policy applies to all Badya University library staff and all patrons of the libraries including university employees, academic staff, researchers, students, visitors.

The usage of copyrighted works, including library physical collection, electronic resources (E-Books, DBs, etc....), and the provision of library services (Library website content, Library system, Library Instruction Program, cataloging records, etc....) that may involve the use of copyrighted content.

4. Responsibilities and Expectations

Responsibilities include:

• Always acquire accurate knowledge and raise awareness among library patrons and the university community by offering information resources related to intellectual property, copyright policies, and licenses.
• Show respect by applying intellectual property and copyright policies when dealing with library resources and providing library services.
• Consulting the University’s legal counsel for advice when faced with copyright concerns.

(university employees, academic staff, researchers, students, visitors)

Expected to be responsible for:

• Showing respect by applying all concerns of Intellectual Property and Copyright Policy when using Library resources (physical collection and digital resources).
• Respecting the rights of copyright holders (Economic, Exclusive, and Moral rights) as well as the terms and conditions of licenses and agreements such as when using resources under CC licenses.

5. Intellectual Property and Copyright Policy Guidelines

The library complies with international, national, and internal considerations of Intellectual Property and Copyright Policy.

5.1.1. Physical Collection:

Acquisition: The library develops its physical collection via trusted legitimate vendors to ensure the Intellectual Property Rights, and Indian copies (which are considered as infringement of exclusive rights) are not allowed in Badya Libraries.

Donation: All donated resources must be original, and the library maintains all rights to refuse the inclusion of illegitimate books in its collection.

5.1.2. Digital Resources:

Subscription: The library develops its Digital Resources via legitimate publishers and vendors. All materials provided via paid databases are subject to copyright protection unless stated otherwise.

Open Access: All materials provided via open access databases are subject to copyright protection unless stated otherwise. Databases are responsible for the collection they provide. Any database that is found to be providing illegitimate or pirated content will be subject to removal from the library collection.

6. Enforcement

Non-compliance with the Intellectual Property and Copyright Policy of Badya University Libraries may lead to disciplinary action, loss of library privileges, or legal consequences.

7. Revision

The library is committed to regularly reviewing this policy to maintain currency and relevance. Any upcoming suggestions or changes will be reviewed by the University Librarian, the University Council, and approved by the University's legal counsel.

9. Authority

Version: 1

Date: 29th Oct. 2024

By: Nesreen Elsayed, Senior Librarian

Revised: Rahma Essa, Library Manager

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