DEFINITION OF A LIBRARY:

A lot of people have come up with various definitions of a library over the
years, depending on perception of the function or roles of a library. Some see it as a
store house of knowledge, while others look at it as a place set aside for reading and
reference.

Webster’s 3rd new international dictionary, defines it as “A collection of books,

manuscripts and other materials for study and reference”.

For encyclopedia Britannica it is a ‘A collection of books or the physical

accommodation in which such a collection is housed.’

The role of a library has changed over the years, consequently, some
definition do not suit the concept and role of modern libraries. For this, a modern
definition of library is a collection of book and non-book materials housed, organized
and interpreted to meet the broad and varying needs of people for information,
knowledge, recreation and aesthetic enjoyment. Hence, modern libraries include
films, slides, records and tapes as well as books computers, internet facilities, etc.

CONDITIONS FAVOURABLE FOR LIBRARY GROWTH AND DEVELOPMENT

Library became very important in the civilized society when the need arose for
storing written records so that can be referred to when needed. History shows that
libraries of the different ages have not taken the same pattern or form, neither have
they served the same purpose, rather, their structure and function have been
determined by the needs of the people who establish and use them.

Though, social, economic, cultural and educational needs affect the

development of libraries as they affect societies. Libraries seemed to grow under the
following:

(1) In societies that are politically and culturally matured and thus recognize the
importance of preserving, transmitting and knowledge.

(2) When individuals have both time and money to embark on production of
written materials.

(3) In a peaceful atmosphere which allows for intellectual activities.

(4) During the period of intellectual creativity and scholarly activity, when large
and varied materials are needed.

(5) When the society emphasis self-improvement

(6) During the period of revival of learning which depends on the accumulation of
materials.

1
(7) In urban are where the financial means of supporting the library will not be a
problem.

(8) when there is economic property which enriches individuals and encourages
philanthropic giving.

TYPES OF LIBRARIES

Libraries are classified into different types, these are:

(1) Public libraries

(2) Academic libraries, divided into college and university libraries.

(3) Special libraries

(4) National Libraries

(5) School libraries

(6) Private libraries

PUBLIC LIBRARY

Public libraries are libraries built for the general public. They are supervised,
financed and supported either by the central or local government of a nation. For
instance in Nigeria, the responsibility of building and maintaining the public libraries
rest on the state government. While in other countries like Britain and the United
State of America, public libraries are social service provided by the local government,
and as such are under it direct control.

As a public agency, the public is supported from the general public funds and
administered for the benefit of the citizens of the city, town or reign which maintains
it on the basis of equal access to all.

USERS OF PUBLIC LIBRARIES

Public libraries are built to serve the general public. They are expected to
serve without discriminating the inhabitant of the communities where they are
located. For this, the UNESCO public library manifesto stated that the public library
should serve the entire population including the children, young people, men and
women, as well as special group such as the disable, the handicapped, so as to
ensure availability of resources without discrimination. Again, the UNESCO Ibadan
seminar of 1963, stated that for Africa, the public library should provide effective
services for children and young people and adequate services for special groups
such as girl, women, language groups etc. In a nutshell, the users of public libraries
are the general public.

2
 Though public libraries are meant for the general public, it is unfortunate to
note that a good number of people do not utilize the resources of the public libraries
even in advance

CHARACTERISTICS OF PUBLIC LIBRARIES:

The present day library is not what is need to be years ago. Its functions have
been enlarged. Hence it is important to understand the characteristics of the modern
public libraries so as to appreciate their functions and role in the society.

(1) One of the most important characteristics of a public library is that it is

financed from public funds-taxes and revenues, as well as donations from
wealthy citizens.

(2) Another important characteristic of the public library is its open door policy
with regard to users; its door is open to the entire members of the
community, both young and disabled, the handicapped, the old, the
disadvantaged and even the non-literates etc.

(3) A public library as a matter of necessary must have a physical or form which
is the library building construction according to professional standards .

(4) A public library is also a system with inputs Processes and Outputs.

a. The inputs comprise knowledge, information renounces, finance, personnel

and physical facilities.

b. Processes on the other hand include classification, cataloguing, indexing,

collection development, processing of materials, administration and
dissemination of knowledge and information.

c. The outputs are in the form of systematically organized resources as selective

dissemination of information, resources such as books etc. All such outputs
are from the public library system.

(5) Public libraries are also characterized by other features like professional
personnel and supportive staff who work as a team to realize the objective of
the library.

(6) Another peculiar feature of public libraries is their mode of management.

They are usually managed by a board whose members are appointed by the
authority that established the library.

ACADEMIC LIBRARIES

Academic libraries are those libraries that are established in tertiary institution. They
are set up to serve the interest of institutions of higher learning. In the Nigerian

3
context, libraries attached to institution of higher learning such as universities,
polytechnic, college of education, school of agriculture and college of technology are
classified as academic libraries. They are however divided into two namely:
University and college libraries. While university libraries are libraries attached to
universities college libraries are those attached to college of education, college of
technology, polytechnics, schools of agriculture etc.

The users of academic libraries are mainly staff and students of the host
institution who embark on research work.

CHARACTERISTICS OF ACADEMIC LIBRARIES

Academic libraries have certain peculiar characteristics which distinguished them

from other types of libraries. They are:

(1) Identification with their mother institutions. The first characteristics of a good
academic library are to identify fully with the objectives of its institution. Its
resources and services will aim at supporting and realizing the objectives of
that institution.

(2) Another important characteristic of academic libraries is the provision of

materials for teaching, learning and research to both students and staff of
their respective institutions needs of users.

(3) They also go a long way to provide students opportunity for independent
learning, as the teacher plays the role of guidance.

(4) The collection of an academic library contains all forms of recorded

information owned by the institution for educational, inspirational and
recreational purposes.

(5) Easy physical accessibility of library materials is yet another characteristics of

academic libraries.

(6) They are again characterized by so many departments such as

(a) Cataloguing

(b) Acquisition

(c) Circulation

(d) Reference

(f) Government

(g) Reserve and Administrative Department

4
In large institution, sub departments exist in the various faculties such as Education,
Agriculture, Soil Science, and Physical Science etc.

(7) They provide adequate and comfortable physical facilities for study.

(8) In terms of funding, they are directly founded by the host institution.

(9) Academic libraries also act as depositories of publications of the host institutions
and national publications as well as was the case in Nigeria before she got her
independence in 1960.

(10) Professionals working in academic libraries are highly qualified, some being
specialist in various fields with qualification in librarianship.

In attempt to achieve the objective of the host institutions, collections fall within the
scope of the institutions. E.g the colleges of education, polytechnics and schools of
agriculture, only run programmes leading to the award of their professional
certificates and in view of this their libraries collect materials within that scope to
meet their requirements.

The executives of academic libraries are appointed either by the vice-

chancellor in the case of university libraries, provost or rector in the case of college
libraries.

They are run the efficient board members who are mainly composed of
members drawn from the host institution. While the chief executive is answerable to
the board, the board is answerable to the vice-chancellor or Provost or Rector.

Division of labour is highly practiced in academic libraries for effectiveness in

the provision of services. There is well co-ordination and direction of staff on duty.

The size of professional staff depends largely on the type of organization

within the library, student enrolment, the size and character of the collection, the
teaching method in use, and the number of hours the library is opened.

FACTORS INFLUENCING THE DEVELOPMENT OF ACADEMIC LIBRARIES

A number of factors have influenced the development of libraries in institution of

higher learning.

These include:

(1) Accrediting Agencies

(2) Professional Organization

(3) Private Philanthropy

5
(4) Friends of the Library group

(5) Federal legislature.

ACCREDITING AGENCIES:

Accreditation can be described as the recognition accorded to educational

institution that meets the standards or criteria set by a competent agency. It is a
kind of approval given to an educational institution to run certain programmes and
certificates by an accrediting agency.

The process of accreditation involves establishing minimum standards or

criteria by an accreditation agency which an institution must meet in order to be
accredited, then examination of the institution is carried out by the agency to
determine whether it has met the standards, and if such condition are met, the
institution is then accredited. Accrediting agency can be regional, state or national.

PROFESSIONAL ORGANIZATIOS:

The agency provides leadership and guidance in the areas of selection,

evaluation, publication, study an review of library materials and professional
literature.

Professional organization also exerts great influence formulation, evaluation

and promotion of standards. As professionals, they ensure that good academic
standards are set and that these standards are achieved or realized. In addition,
they play important role in the professional growth of librarian, the development and
interpretation of libraries and library services in the kinds of institutions they
represent. Finally, such professional organization help the academic libraries keep up
to date through periodic publications.

PRIVATE PHILANTHROPY

Some philanthropic organizations have contributed immensely to the

development of academic libraries. For instance, the Carnegie Corporation of New
York had paid considerable attention to the growth and development of college and
university libraries. Grants were made to institutions to enable them purchase books
for their libraries.

As a matter of fact, funds provided by philanthropic organizations for

scholarship, research and overall library development contributed both directly and
indirectly to the growth of libraries in institutions of higher learning.

FRIENDS OF THE LIBRARY GROUP:

6
Apart from private philanthropist, there are groups of people who are interested in
library affairs. These groups of people are called friends of the library groups, and
are made up of such groups as alumni and friends of the institution. These people
continue to work on behalf of the academic library by making individual or group
gifts, donations etc.

FEDERAL LEGISLATURE:

The Federal government of some countries sometime by law make academic

libraries legal depository, as well the case in Nigeria before her independence, when
the university college library Ibadan was made the legal depository. As legal
depository, such libraries are empowered to retain copies of both government
publication and other publications or materials published in the country.

Sometimes, educational programmes are mounted by the government and

acts are enacted to fund academic libraries to run such programmes. E.g., Universal
Primary Education (UPE), Adult Education, Nomadic Education, etc.

SCHOOL LIBRARIES

School libraries are libraries that are established in primary and secondary schools.
School library collections are meant to serve the young students and probably their
teachers. They usually contain books and audio visuals for reference and educational
instruction. Their essence is to provide reading materials that are stimulating both
recreationally and intellectually, and such materials help their transition from
children’s books to adult’s books.

CHARACTERISTICS OF SCHOOL LIBRARIES:

A school library is characterized by the provision of materials to support the

teaching and learning process done in the school. Initially, when the mastery of
subject matter was the essence of school education, there was little need for the
library. But when the emphasis shifted from the subject matter to the learner, library
services became indispensable in order to afford the learner the opportunity to
develop all the potentials.

The nature and size of the library collection of a particular school depends on
many factors among which are the philosophy of education held by those
responsible for the school and specific objectives and programmes of the school.
These collections include Books Magazine, Computers, Filmstrip, Transparency,
Slides, Maps, Globes, Disc, Tape Recordings, etc. The collections are organized
properly for efficient use and easy accessibility to teachers, students or pupils in the
library, classroom and home use. These materials are expected to be current.

7
 Professional staff of school libraries includes teacher libraries and supportive
staff which include library technicians and library aids. The size of the staff is based
on the number of users. The staffs participates in curriculum development, work
with students and teacher, provide sources and services appropriate to users’ need
and also help in planning physical facilities to provide effective learning environment.

School libraries are financed by state, local government and the Parents
Teachers Association (PTA). Libraries in private school are directly funded by their
proprietors.

They are run by boards that are answerable to local or state government
ministries of education. School libraries also have these characteristics of organizing
film shows, cinemas, radio and television debates among students and users.

Acquisition of materials for school libraries are either by direct purchase from
the publishers bookshops, markets or donations from the philanthropic organizations
and individuals.

Comparatively, school libraries are not normally large, rather they range from
one to three rooms.

Comparatively, school libraries are normally large, rather they range from one
to three rooms.

Organization and charging systems are usually simple ranging from broad
classification to simplified cataloguing. This is done for easy accessibility.

SPECIAL LIBRARIES

The term “special” as regards to libraries has various meanings. Sometimes, it is

used as a term to apply to all libraries that are not school, academic or public
libraries, and at other times, it is used more inclusively to cover certain private
special collections. Sometimes, it often applied to subject branches or departments
of public or university library complexes such as business branch of a public library
or the unindustrial relations of a university library system.

However, article II of the bylaws of special library Association defines a Special

library as:

(1) A library or information centre maintained by an individual, corporation,

association, government agency or any other group.

(2) A specialized or departmental collection within a library, for the organization

and dissemination of information and primarily offering service to a
specialized cliental through the use of varied media and methods.

8
KINDS OF SPECIAL LIBRARIES:

Since world war II, many special libraries have been established, being
stimulated by the tremendous increase in the number of scientific, technical,
business and industrial research and development, and also the flood of
technological and scientific materials being produced. These different types of
libraries serve different organizations or corporations. They include those which
serve historical societies, newspapers, hospitals, prisons, learned societies, music
organizations, banks, museums, advertising agencies and other business both large
and small.

CHARACTERISTICS OF SPECIAL LIBRARIES:

Special libraries are normally located in their parent’s organization which may
either be private or government. In other words, each of them is a unit of an
agency, organization, institution, business or industry.

Special libraries aim at providing information and knowledge resources that

would help the users in achieving the organizations specific objectives. This is why
the scope and subject coverage are limited to their parents organization objectives.
Thus the collections contain such materials as books, periodicals, audio visual
materials, maps, computers, encyclopedias handbooks that cover special areas , etc.

The users of special libraries are limited in terms of interest and such include
the members of staff of the parent organization and researches of the specialized
profession.

There are various forms and sizes of special libraries. Through some of them
contain large collections; most of them tend to be small.

Special libraries are financed run by the parent institutions.

The emphasis of special libraries is on the provision of information for immediate

utilitarian application that is bringing together users and the information they
require. While other types of libraries may work towards providing the users with
materials, the special library serve the purpose of providing users information rather
than materials. To achieve this, the collections contain all basic frequently used and
potentially useful materials to meet both the current and anticipated needs of users,
and these include books, pamphlets, transactions, report, archival materials,
yearbooks, translations, dissertations, periodicals, newspapers, directories, press,
research reports, research and library notebooks, audio –visual materials abstracts,
maps, etc.

Efforts is made for proper organization of materials by means of indexing and

abstracting.

9
 professional librarian with clerical assistants. However, some special libraries have a
number of specialists on the staff, such as translator, abstractors, indexers, etc.

STRUCTURE AND ORGANIZATION OR LIBRARY DEPARTMENT

CIRCULATION SECTION:

In the five laws of library science, it is stated “that in libraries, books are
collected for use, kept for use and served for use”. The endless technical processes
and routine, which entails getting suggestions from experts, acquiring by purchase
or gift, accessioning, classifying, cataloguing, shelf registering, shelving, charging,
and discharging are only carried on for use. To fulfill this law and make for
maximum utility, the; library user must be assisted.

Though all activities of the library are performed for the purpose of serving
users, it is only two sections of the library staff normally some in contact with the
readers. These are the reference section and the circulation section. Of these, the
reference section is in charge of the academic side of bringing readers and books by
readers. Once a library has acquired and catalogued its book and other materials, it
is bound to lend them out to legitimate a user that is circulation service. Secondly,
the library is also obliged or render full assistance to readers in using the library and
its contents and this is also obliged to render full assistance to readers in using the
library can escape coming into relation with the circulation section unless such a
person would not want to go out of the library with library materials.

The performance and attitude of circulation section makes or mars the

reputation of a library. For the nature of their work, the circulation section unless
such a person would not want to go out of the library with library materials.

The performance and attitude of circulation section makes or mars the

reputation of a library. For the nature of their work, the circulation staff ought to be
courteous without being lax, friendly and strict without being offensive.

FUNCTIONS OF CIRCULATION SECTION:

It is the responsibility of the circulation section to organize and maintain all

the records relating to each of the users of the library. It admits users as members,
deals with withdrawal of membership, keeps all the records relating to loan of book,
collect the dues from members and take care of the volumes returned after
consultation by users.

The circulation section also manages the entire work of inter-library loan.

In recent years due to sharp increase in library hours, the circulation has had
additional responsibility of general library supervision especially when other
members of staff are not on duty.
10
 The circulation section play important role in detecting materials which
require replacement, binding or repair.

The section equally keeps control of book lost, assist in guiding readers to
locations and services within the library and sometimes even help a reader with
simple reference questions if, no reference librarian or other members of staff of the
reference section are on duty.

New library patrons receive their first introduction to the library at the
circulation desk. The failure of the circulation section to provide quick and efficient
assistance may have damaging effects.

The circulation staff act as liason between readers and books, and the
department is generally regarded as the heart of the library. Success in carrying out
its work depends largely on the understanding of the functions of the library, careful
planning and organization of circulation duties and a genuine interest on the part of
the staff in all types of readers.

ORGANIZATION OF THE CIRCULATION SECTION:

Whatever form of organization used in circulation services is determined by

the size of the library community, the library itself and its purpose. Other
determining factors are the policy on open access, reverse books, security of the
collections, physical arrangement for study and staff working in the library. A library
that serves a large community would need more members of staff, and this depends
on whether the library is operating manually and mechanical computer charging
systems.

If the library is to serve users who are versatile and scholarly, adequate
provision for reserve and reading rooms will be needed. If the circulation desk is so
close to the catalogue, the desk attendant or assistant may be able to assist a
reader in using the catalogue.

In a small library circulation, activities may be carried out by both the librarian
and some library assistants. But in Bigger library, it becomes necessary to distinguish
between the job of the librarian and the library assistants or attendants. While the
library assistants and attendants do the routine jobs, the librarian supervisors and
administers the department.

MANAGEMENT OF CIRCULATION SECTION

CIRCULATION POLICIES:

Like other organization or institution, there are rules and regulations guiding
the operations or activities of the library. These rules and regulations are contained
in the handbook which is normally called library guide. It contains rules pertaining to
11
loan periods renewals, overdue charge, items which cannot be loaned out, etc.
usually, the handbook is given to users on registration with the library to enable
them read and comply.

REGISTRATION:

For a user to be allowed to take book from the library, he must be formally
registered. Registration involves a process in which the prospective user is given a
printed registration card or cards as the case may be, for the reader to provide
necessary information about himself as required by the library. Such information
includes names, address, registration number (for student), signature and date.
There is also provision for a guarantor who must be a person above the age of 21
years. In academic libraries, the student is required to take the cards of their heads
of department for signing.

On completion, the library staffs collects the card and completes the process
by filling the portion allocated for office use only. In the end, the prospective user
will be issued borrower’s card/tickets which entitle him as a member to draw books
from library. The members of book readers are allowed to draw from the library vary
from one library to another and it depends on the holdings of the library.

Qualification for registration also differs from one library to another. In public
libraries , membership is open to very individual resident within the area of the
library. In some areas, person who study or work within the area is permitted to
become members, but in to other areas all non-residents are permitted to join on
payment of a registration fee. In academic libraries, membership is limited to staff
and students of the institution.

CHARGING SYSTEMS:

The means of issuing materials to users are called charging systems. It is

necessary that an efficient charging system is chosen because it is an essential of a
good circulation service when books are charged out. It is necessary to keep records
of such books with the library. An efficient charging system maintaining records of
items charged out indicates the following:

(1) Books charged out to readers.

(2) Where books are when not in their places on shelves
(3) When books charged out are due for return

There are various types of charging systems and they are broadly grouped into
manual and automated systems. The manual system is of different types, namely,
Network system Ledger system, Graphic system and Brown system.

12
TYPES OF CHARGING

Network charging system: This system requires the use of two book cards.
Whenever a reader wants to borrow a book, the two cards of the book are signed by
the borrower and stamped date due stamp. One of the cards is filled numerically in
the date due charged tray to show when the book is due for return, while the other
card is filled alphabetically by main entry of the books are on loan. On returning the
book to the library, the cards are removed from the trays, the borrower’s name will
be cancelled and the cards are inserted back into the book pocket.

BROWN CHARGING SYSTEM: In this system, each volume in a library has a small
pocket to hold the book ticket, formed at the bottom of the date label. The ticket
gives the call number of the book the accession number, author and title of the
book. Each borrower is provided with as many reader’s tickets as the number of
volumes he is entitled to have on loan at a time.

During the process of borrowing, the book ticket is tucked into the reader’s
ticket after being stamped with date due for return. The coupled book ticket and
reader’s ticket is filled in the charged tray under date due for return. When the book
is returned, the call number and the date due stamp on its date label help the
discharging staff to locate the book ticket in the charged tray. The coupled book
ticket and the reader’s ticket is taken out. The book ticket is inserted back in the
date label of the book and the reader’s ticket is handed over to the borrower.

BOOK DISCHARGING SERVICES OF BOOKS RETURNED: Returned books are

received and checked out at the circulation desk. When a user returned a book
consulted, the book is examined to see if it has suffered any damage. If it has, the
user is sent to the librarian with the book. If it has not, the book is received and
kept for shelving. Shelving back books consulted in the library and the ones returned
by users to their proper location is done by the library staff. Library users are not
supposed to shelve.

OVERDUE CHARGING: Users are normally allowed to loan library books for a
definite period of time. The number of books to be borrowed by a user and the
length of time the books are to be on loan vary from one university to another.
When a borrowed book is due to be returned and it is not returned, the book is said
to be overdue. Sometimes, an overdue notice to sent to the borrower so as remind
him that the book is due for return. For any extra day the book stays with the
borrower after the expected day of return, an overdue time is charged.

RENEWAL OF BOOKS: Libraries permit the renewal of books to borrowers on the

ground that the books concerned are not requested by other library users. A
borrower may return a book to the library when it is due for return and expresses

13
his desire to have it for longer. This is granted and the book is first of all discharged
and issued to him again as a fresh loan.

RESERVE BOOK SERVICES: When a particular book is highly demanded by many

users, the book is withdrawn from open access to close access to be issued on an
hourly or two hourly basis as the case may be. The essence of this is to enable all
that are in need of such materials have access to it.

Another condition for placing a book on reverse is a situation where there is

just a copy of important book. Books on reverse could be loaned out for two or three
days especially on weekends, Heavy fines are imposed on this to ensure prompt
return of such books.

There are various methods of administering reverse books. The most common
method is to place them behind the reverse desk, if the library has separate reverse
section and where it has not, they kept it behind the circulation desk, On request,
the librarian gives the book to the borrower who drops card with the librarian, and
would only be allowed to take back the card at the end of the loan period.

It is necessary that users are made to know about reserve materials. At the
same time, care must be taken to control the use of these materials. Without proper
care, some books will be mutilated, some will be misplaced and others stolen. For
this, there has to be bold inscription showing users which books are on reserve.

PROTECTION OF LIBRARY MATERIALS: Protection is library materials is of

uttermost important. Though this is not the direct responsibility of the circulation
department, it plays important role in checking the theft of library materials.
Normally, circulation desk is located at the entrance/exit of the library. This enables
the library staff at the counter to keep careful watch at the readers as they take
books out of the library.

In large libraries, an attendant may be stationed at a small desk just inside

the exit door for the purpose of checking everyone leaving the library materials. In
advance countries, some librarians install electronic devices to reduce losses. In any
case, some methods of checking readers leaving the library theft are necessary in
the open access collection.

Apart from preventing book theft, the circulation department also helps in
book conservation. This they do by detecting books returned by users that are in
bad condition, such books are kept back and later sent to the bindery section for
binding.

While shelving, shelves are not to be filled with books, and if any is already
filled, it will be reduced so as to prevent damage while pulling out books.

14
 Circulation staffs also wage war against parasites, moulds, cockroaches, book
worms, termites, etc. If any of these is seen, adequate measures are taken to
prevent their spread.

Temperature and humility control are also checked frequently because they
are very important in paper preservation.

LOSS OF LIBRARY MATERIALS: Penalties are place on loss of library materials. If

a borrower loses the book he has borrowed, he is made to pay a replacement cost
for the book. If on the other hand he mutilates or defaces the book, he is equally
made to pay for the replacement cost.

STATISTICS OF LIBRARY LOAN: The circulation department is also responsible

for keeping statistics of library loans. It also maintains other statistics like, readers in
the library which are done at materials and statistics of books consulted and left at
the table.

Sometimes these are recorded on subject basis. Some libraries keep statistics
of reserve materials loaned out to readers for home use.

Statistics are very important for circulation librarian because they help him to
prepare and support his annual budget to improve services. With statistics, Service
to library patrons can be evaluated.

COPY SERVICE: Most libraries provide copy services in order to enable library
users reproduce copies of document they needed. Libraries may also use copy
service to preserve their own materials.

Fees may be placed on copy services or libraries may install coin –operated
machines for that purpose. In some libraries, copy, machine are located close to the
circulation desk and this enable the circulation staff to supervise the copy service
operations.

SERIALS DEPARTMENT

Serials are defined as publications issue in successive parts, usually at regular

or irregular intervals, and a rule are intended to be continued indefinitely. Serials
include the following:

(1) Journals

(2) Magazines

(3) Periodical annuals like yearbook

(4) Proceedings and transaction of societies, etc.

15
Contributions to serials are many, usually from different fields of specialization.

Serials in recent times have become very important because of the current
and new subjects they contain. Serials are said to contain information on recent or
current issues because information about most important researchers are first
published in the form of journal articles.

For its importance, serials are very useful to students, lecturers and other
researches of college of education, schools of agriculture, polytechnics, and
universities who embark on project work. For a research report to be accepted for
publication in periodicals, experts in the fields are asked to assess it and pronounce
its fitness for publication. The essence of this is to ensure that research reports are
of high quality and as such reliable.

Researchers prefer to publish their research reports in periodical because of

the speed of printing and distribution. The production and circulation of periodicals
are faster compared to books. This enables the colleagues of the researcher to react
quickly if there is doubt the authentically of the report. Apart from research reports,
periodicals also contain information like advertisement, announcement of meetings,
book reviews, conferences, correspondences, bibliographies, etc. Serials or
Periodicals are published by professionals.

ORGANIZATION OF SERIALS:

The method of handling serials from the point of selection to the point of use
is a great deal from one type of library to another. The common practice is to order
for the material and “check in” the serials in the acquisitions or serials department,
and then to shelve the current issues in the periodical rooms. In some libraries, all
the unbound issues of the volume preceding the current are held at the loan desk to
ensure that readers get what they want. In large libraries where large serial
collections are maintained, they retain back issues with the current issues in the
periodical room.

Ordering and recording of serials involves a great deal of details. However,

the serial “check in” record is key tool that provides complete information about
changes in price and title source, missing issues , etc. Some large libraries usually
install separate card catalogue at the serials department while a work catalogue and
visible strip index are usually used by librarians in the work room. There are some
libraries that have list of their serials in book form.

In some libraries, serials are usually under separate department, while in

others it is usually a section of acquisition department. In order to be successful in
serial work, the librarian need to have administrative talents, imagination, command
of language and the aggressive ability to obtain and use money.

16
SERIAL MANAGEMENT

SELECTION:

The selection and acquisition of journals are cumbersome especially with its
spiraling costs. The major difficult in selection arises in some case from personal bias
and sometimes sharp disagreement between the librarian and library community
faculty members as to which journals are important, although personal bias do
influence the selection. There are certain basic selection aids such as:

(a) SAMPLE ISSUE: Sometimes sample copies of serials are requested for
form the agents of publishers before acquisition. This is well examined
when in doubt about the quality of the journal.
(b) REVIEW OF CURRENT JOURNALS: Professionals periodicals carry
descriptive notes about new journal, and include useful bibliographical and
information. Scholarly journals like the “Times library supplement”,
sometime carry reviews of new periodicals titles.
(c) ABSTRACT AND INDEX JOURNALS: Abstracting and indexing influence
the choice of journal. For instance, if a journal is abstracted in one of the
well-known abstracting journals, It certainly enhances the quality of that
journal, thereby influencing its choice, Also, if a journal is indexed in an
indexing journal, the usefulness of such journal is greatly enhanced.
(d) GUIDES TO PERIODICALS: Guides to periodicals are very important
tools for the selection of periodicals. This is because they direct users
where to get the needed information.

PURCHASE OF PERIODICALS
After the selection of serials, the next problem to tackle is the actual
purchase. Funds for serials are usually combined with funds for books.
While some libraries apply the use of purchasing agents, others deal
directly with the publishers. Many libraries however combine the use of
agent with direct dealing with publishers. In large libraries, agent must be
needed except where the periodical needed belonged to those which can
only be obtained by professional membership.
The advantages of using agent are not regrettable. The agent can
provide central order and billing services, pick up a batch file of the
journal for the year in which the subscription is placed, supply detailed
invoice for all journals, secure sample copies or request and claims
promptly to ensure that missing issues are forwarded before the
publishers stock is exhausted. In view of the vide fee which agents charge
to operate, it may be more economical to deal directly with the publishers
on purchasing expensive journals.

17
 There are a lot complexities involve in dealing with periodicals.The
librarian. The librarian needs to be aware of titles that are new, changed
renamed or emerged, with the help of tools such as:
(1) The library of congress new serial titles.
(2) The Ulrich international periodical.
(3) The bulletin of bibliography and magazine not.

BINDING: The binding serials constitute a major concern to all libraries because of
their importance for reference purposes. For the fact that serials are constantly
used, there is need to bind them in order to protect them from wearing out easily. A
good quality binding extends the life of a journal and prevent loss of separate issues.

Binding must take care of different requirement, depending on the type of

material and ways it will be used. For instance, some large indexes will require
heavier binding than the standard one. Paper backs also have their types of binding
requirements in order to make them last longer.

CATALOGUING AND CLASSIFICATION

The main purpose of cataloguing and classification of library materials is to

make the total resources of the library fully and easily accessible to the users. A
library catalogue is a systematic listing of books and other materials in the library
with descriptive information about each item, such as author, title date of
publication, place of publication, physical appearance, subject matter, special
features and location.

It is an index to the library materials just as the index of a book is the key to
the content of the particular book. Index card are prepared for library materials by
the cataloguing department. The process of preparing index card is known as
cataloguing.

Classification is a systematic arrangement of books and other materials in the

library according to their subject arrears. The department determines where each
new material belongs in the library’ scheme of arrangement.

The cataloguing department bears the responsibility of formulating and

recommending the departmental policies as well as those which affect the work of
other units of the library. The head of the cataloguing unit assist in the selection of
staff the department, prepares work schedule and supervises for inventory, the
withdrawal of books, cataloguing and classification and also mechanical preparation
of books for shelving.

In large libraries, there is always a central cataloguing process and the

department is responsible for efficiency, speed, accuracy and economy in the
ordering of library materials. Hence, one of the major duties of the cataloguing

18
department and acquisition department for efficiency, speed, accuracy and economy
in the ordering of library materials. Hence, one of the major duties of the
cataloguing department is to catalogue and process for use books received from the
acquisition department. To avoid unnecessary waste and duplication of efforts, only
those items which are established to be incorporated into the library collections are
routed to the cataloguing department.

ORGANIZATION OF CATALOGUING DEPARTMENT;

The division of work in the cataloguing department depends to a large extent

on the size of the library and the adequacy of physical facilities. Where the collection
is small, cataloguing is done by one professional who is helped by other staff.
Cataloguing, work is divided on the basis of function, subject, language and type of
material. The division of work along functional lines separates clerical from the
professional aspects of cataloguing. The aspect of work that has to do with typing
filling, reproducing cards from master copy and the mechanical preparation of books
are assigned to clerical staff.

The professional staffs on the other hand are concerned with the original
cataloguing editing and revising printed cars, supervision and other special problem
that may involve the ability and knowledge of the principles of bibliographical
organization.

The department may also be organized on the basis of subject and language
qualifications. Foreign language books are assigned to cataloguers who are familiar
with the language in which they are written. In the same manner, science books are
assigned to cataloguers with relative subject background or interest. Also, the
cataloguing of serials, rare books, manuscript, etc requires a degree of specialized
knowledge for which a division of work based on the form or type of material is
indicated. Normally, the librarian combines two or more of these in order to utilize
fully the special skills of staff.

ADMINISTRATIVE DEPARTMENT

The administrative organization of any library depends on the community

which the library is built to serve. A library is established to serve a particular
purpose or goal and given audience. For this, the library must be organized in such a
way as to achieve its objectives.

The purpose of academic library is different from that of the public library as
well as special library. Therefore, the administrative techniques and arrangement of
various type of libraries differ from one to another, each being organized in such a
way that would suit its purpose.

19
THE LIBRARIAN AS ADMINISTRATOR: The art of administration lies in the
combination of all available means to achieve objectives. It involves a relation of
activities which are complementary and a grouping together of staff to carry out the
different types of action in order to achieve set objectives.

The most important function of the librarian as an administrator is to let staff

and the library community understands properly the purpose of that particular
library, and then selects the best means of serving the library community. This is not
very easy for there are times there are times the chief executive disagrees with the
library board.

ORGANIZATION AND STAFFING OF LIBRARIES

LIBRARY BOARD: Library board is one of the internal governments of a library.

The nature and composition of the board vary from one library to another and from
institution to another, though their functions are generally the same. The board
derives it power from large parent body which the library is part of. The large
organization may be the local government, state or federal government, the
executive of the university, polytechnic, college of education or a college council or
any other corporate body.

With regard to academic libraries in Africa, there is no uniformity in the

composition of a library board. Generally the board is set by the senate or in few
cases by the vice-chancellor after consultation with the senate or academic board.
The library board reports to the senate periodically. In most cases, the composition
includes the vice-chancellor and the university librarian as ex-officio members and
faculty representative or representatives of the teaching staff.

In some universities, heads of unit of division in the library sometimes attend

library board meetings, though they are not however statutory members.

In Nigeria, most public libraries are owned by the various state governments. As a
result of this, board members are appointed by the state government just as other
boards of parastatals are appointed. Thus, the composition and size of the board is
purely determined by the governor of the various states of the federation.

In some way, the appointment of members of the national library is purely

vested on the head of Nigeria. In special libraries, the appointment of library board
is the responsibility of the chief executive of the ministry or organization which
establishes the library.

FUNCTIONS OF THE LIBRARY BOARD

20
 The function of a library board is usually spelt out in the edict or law establishing
the library itself as well as the board. Normally, the role of the board is more of
policy making than administrative. This means that the board determines guidelines
on many issues while the chief executive of the library carries out the
implementation of such policy guidelines.

In public libraries the library board performs a lot of functions, some of which
are discussed below.:

 The public library board is responsible for the formulation of library rules or
policies which are enforced by the executive of the library.
 The board also has the power to approve or sanction library budget and to
spend such money subject to budget provision. The board is also responsible
for the location of divisional or branch in libraries.
 The appointment of library staff is yet another function of the library board.
 It creates a professional and technical service division to carry out the
following duties: ordering, accessioning, cataloguing, binding, reproduction of
document etc
In academic libraries, the library board plays the following roles:
 It formulates policy on the purchase of multiple copies of rare or foreign
books for reserve.
 It is the duty of the board to survey the library resources and then allocate
funds for the purchase of library material.
 If the needs expansion, it is the duty of the board to plan for the enlargement
and the best model to embark upon.
 The board also determines the best way to handle audio-visuals.
 If students do not patronize the library as they should, it is the duty of the
board to determine the best way of promoting students interest towards the
library.
 The library board also recommends to the senate or council the regulations
for the use of the library.
 The board screens the research proposals of the professional staff of the
university or college library.
In national libraries, the library board performs the following functions:
 It is responsible for the establishment and maintenance of the national
library.
 The board formulates policy which guides the library in the acquisition of
materials as well as day to day running of the library.
 The library board is also responsible for the allocation of funds for the
expansion and running of the library.
 It is also the duty of the board to establish branches of the national library in
each state of the federation.

21
 The library board equally determines the best method of making the library
materials available to the members of the public.
 CATEGORIES OF LIBRARY STAFF

The success or failure of a library as a service organization depends on the type

and caliber of the staff. It is for this reason that all types of library have to take
the issue of staffing very serious. Nomenclatures and professional requirements
for library post differ from one country to another and from one library to
another. For instance, nomenclatures differ from the universities, polytechnics to
the colleges of education. It also differs from academic libraries to public
libraries.

Below are categories of staff of the libraries:

NATIONAL LIBRARIES (IN NIGERIA): The national libraries employ the

highest calibre of staff. This is because of the national and international roles it
plays.

(1) The Director General.

(2) Director of Administration
(3) Director of Finance
(4) Director of State Branches
(5) Director of Special Duties.
(6) Chief Librarian
(7) Chief Documental
(8) Deputy Documental
(9) Heads of Divisions/departments
(10) Principal Librarian
(11) Senior Librarian
(12) Librarians
(13) Documental lists
(14) Secretary to the Board
(15) Accountants
(16) Principal System Analyst
(17) Principal System Engineer
(18) Head of On-line Services
(19) Indexers
(20) Bibliographers
(21) Administrative Office.
(22) Clerks and Others.

22
 UNIVERSITY LIBRARIES (IN NIGERIA)

(1) University Librarian.

(2) Senior Deputy University Librarian
(3) Deputy University Librarian
(4) Principal Librarian
(5) Senior Librarian
(6) Librarian 1 and 2
(7) Assistant Librarian
(8) Principal Library Officer
(9) Senior Library Officer
(10) Higher Library Officer
(11) Library Officer
(12) Assistant Library Officer
(13) Senior Library Assistant
(14) Library Assistant
(15) Library Attendants.

POLYTECHNIC/COLLEGE OF EDUCATION LIBRARIES

(1) Chief College Librarian

(2) Deputy Chief Library

(3) Assistant Chief Librarian

(4) Principal Librarian

(5) Librarian 1

(6) Librarian 2

(7) Librarian 3

(8) Chief Library Officer

(9) Assistant Chief Library Officer

(10) Senior Library Officer

(11) Higher Library Officer

(12) Library Officer

(13) Assistant Library Officer

23
(14) Chief Library Assistant

(15) Assistant Chief Library Assistant

(16) Senior Library assistant

(17) Library Assistant

(18) Library Attendant

PUBLIC LIBRARIES:

(1) The Director.

(2) Deputy Director

(3) Chief Librarian.

(4) Assistant Chief Librarian.

(5) Principal Librarian

(6) Senior Librarian

(5) Librarian 1

(6) Librarian 2

(7) Librarian 3

(8) Chief Library Officer

(9) Assistant Chief Library Officer

(10) Senior Library Officer

(11) Higher Library Officer

(12) Library Officer

(13) Assistant Library Officer

(14) Chief Library Assistant

(15) Assistant Chief Library Assistant

(16) Senior Library assistant

(17) Library Assistant

(18) Library Attendant

24
ORGANIZATIONAL CHART

The best way to represent the structure of an organization is to draw an

organizational chart. The chart helps to define the relationships in the organization
of the library. It is a means through which we can better understand the
organization as a whole, the components of the organization and the inter-
relationship among these different components.

Below is an organization chart for polytechnic library:

College Library

Administration

Technical
Reader Services
Services
Special
Collections

Cataloguing
Reference Department
Department

Acquisition
Department
Circulation
Department

Serial
Binding Department
Department

25
 DEPARTMENT OF THE LIBRARY

PROFESSIONAL POSTS

College
Librarian

Principal Deputy Chief Assistant Chief

Librarian Librarian Librarian

Librarian Librarian

1 3

Librarian

CHART SHOWING PROFESSIONAL POST FOR COLLEGE LIBRARY

26
 RECRUITMENT PROCEDURE

Vacancy posts are made public by advertisement on the daily government

recognized newspapers or internally within the institutions notice boards inviting
application from qualified candidates. When such candidates respond to the
advertised posts, the chief executive of the library scrutinizes each application and
then the qualified candidates are shortlisted. Consequently, dates for interviews are
fixed by the personal unit of the institution. Then invitation letters for interview are
sent to the shortlisted candidates.

An interview panel makes up librarians, representative from personnel and

other administrative unit is set up to select suitable candidates based on
qualifications, experience, research and publication, community service, interview
performance and referees reports.

The quantitative criteria developed for recruitment purposes are at best a

guide. It is possible for a candidate to score highly and yet not appointed. This is as
a result of the fact that some factors are difficult to quantity. Such factors are
candidate’s natural attitude for librarianship, genuine interest in post, willingness to
accept the offer, mode of dressing behaviour, comportment and manner displayed at
the interview. The candidate’s score must e considered with these factors.

For junior staff, they are subjected to serious quiz and the successful ones are
shortlisted for interview.

27