F.1 — Learning Resource Center (LRC)

Document Control Information

Policy Code

F.1

Standard

F.Learning Resources

Status

published

Version

3

Process Owner

Head of LRC

Prepared By

Head of LRC

Reviewed By

QAIE

BOT Approval

approved

First Issue Date

20 Sept 2023

Last Review Date

25 Nov 2024

Relevant To

DMU Stakeholders

Used With

—

Modification History

Purpose and Scope

Abbreviations and Definitions

DMU: Dubai Medical University: is a private higher education institution in Dubai, United Arab Emirates, dedicated to medical and health sciences education.

LRC: Learning Resource Center: is a centralized academic facility that supports teaching, learning, and research by providing access to a wide range of information resources, services, and technologies. It typically includes print and digital collections, study spaces, instructional support, and guidance to help students, faculty, and staff effectively access, evaluate, and use information.

QA&IE: Quality Assurance and Institutional Effectiveness Department: is the designated department responsible for overall quality control, compliance, enhancement of operational plans and local and international standards.

OPAC: Online Public Access Catalog: is an electronic database used by libraries that allows users to search, identify, and locate library resources—such as books, journals, and digital materials—through an online interface. It provides information about the availability, location, and status of items in the library collection.

DDC: Dewey Decimal Scheme: is a library classification system that organizes books and other information resources into ten main classes, each divided into more specific categories using numerical notation. It is designed to systematically arrange materials by subject, making them easy to locate, shelve, and retrieve in libraries.

Policy Statement

Policy Statement — Continued

 DMU LRC General Rules

The DMU Learning Resource Centre rules are approved by the DMU LRC Committee to help all users make the best use of the library’s resources. These rules explain what is expected from all library users. Following the rules helps create a comfortable and fair environment for everyone. Not following the rules may cause inconvenience to others and may result in fines or other penalties.

The rules may not cover every possible situation. In special cases, reasonable judgment may be applied. The LRC/Library Committee will review and update the rules and procedures when needed.

·         All registered library users are expected to know and follow the library rules. These rules are available in the Student Handbook, inside the library, and on the DMU Library website. Any updates or changes will be displayed in the library.

·         Library staff may check books or materials being taken out of the library. Users may be asked to show the contents of bags or cases when entering or leaving the library.

·         The Head LRC has the authority to suspend library privileges and apply appropriate penalties if a user breaks library rules.

Patron Rights

·         Well-organized library books, databases, and resources that support their study and research needs.

·         Polite, helpful, and efficient support from library staff.

·         Reasonable support for different learning styles and learning needs.

·         Guidance and training to help users develop effective library and research skills.

·         Private and confidential use of library resources.

·         A clean, safe, and comfortable library environment.

·         A respectful library space free from harassment, discrimination, or physical harm.

·         Prompt attention and responses to questions, feedback, or concerns raised by users.

Patron Responsibilities

·         Learn how to use library services, resources, and facilities properly.

·         Plan enough time to search for information and complete library research.

·         Be polite and respectful to other library users and library staff at all times.

·         Follow the University’s no-smoking policy inside the library.

·         Use library equipment, services, furniture, and facilities carefully and report any damage or problems to library staff.

·         Take good care of all library books and materials.

·         Respect other users by returning borrowed items on time and when they are requested by the library.

·         Keep personal belongings safe; the library is not responsible for lost items.

·         Use library resources and services responsibly and for academic purposes.

Dubai Medical University (DMU) Learning Resource Centre is committed to providing a safe, comfortable, and supportive environment for study and research. All library users and visitors are expected to behave in a respectful manner that supports this goal and to comply with all applicable university policies and the laws of the United Arab Emirates.

To ensure fair and effective use of library resources and services, all users and visitors must follow the library rules and regulations. Entry into the Learning Resource Centre signifies agreement to comply with these rules.

Any person who witnesses a violation of these rules may report it to Library staff or University Security, who will take appropriate action in accordance with DMU policies.

General Behaviour

·         All library users must follow the posted Library rules, including rules related to the use of group study rooms, single study rooms, computers, and other facilities.

·         Mobile phones must be set to silent mode before entering the library. Phone calls should be short and spoken in a low voice. For long calls, users should step outside the library or designated phone areas and take their belongings with them.

·         Headphones must be used when listening to audio or video materials. The volume should be kept low so that it does not disturb others.

·         Prior approval from Library Administration is required before taking photographs or recording videos inside the library.

·         Posting notices, signs, or distributing flyers inside the library is allowed only with prior approval from Library Administration.

Prohibited Behaviour

·         Blocking or limiting access to library spaces, equipment, or materials, including theft, vandalism, or intentionally hiding or misplacing library items.

·         Taking library materials out of the library without properly checking them out.

·         Writing on, damaging, destroying, or altering any library books, equipment.

·         Causing disturbances or engaging in disruptive, noisy, or inappropriate behaviour.

·         Using tobacco products of any kind, including smokeless tobacco, inside the library.

·         Selling items, advertising, or soliciting money or services within the library.

·         Entering staff offices, staying in the library after closing hours, or refusing to leave when asked during emergencies or safety drills.

Library Electronic Resources

The DMU Learning Resource Centre (LRC) provides access to electronic resources through the University’s network. All use of Library computers, internet access, and electronic resources must follow DMU policies on computer use, network access, and information security. Library users are expected to use electronic resources responsibly, ethically, and for academic purposes only.

Acceptable and responsible use of Dubai Medical University Library computing and communications facilities and services requires that Library patrons:

·         Follow copyright laws and license agreements for all software, databases, and electronic content.

·         Respect intellectual property rights and comply with all DMU policies related to academic honesty and plagiarism.

·         Respect the rights and privacy of others and follow DMU policies related to harassment, discrimination, and data privacy.

·         Take responsibility for all activities and messages sent using Library computers and network services.

·         Respect others’ privacy by not accessing, changing, or using another person’s files, passwords, or accounts, and by not impersonating others online.

·         Use Library computers and systems in a considerate manner without disturbing others or misusing shared resources.

·         Use only authorized user IDs, accounts, and systems, and only for their intended academic and institutional purposes.

·         Do not attempt to damage, alter, disrupt, or gain unauthorized access to computers, software, networks, or data.

·         Follow all University rules and procedures for academic work created using DMU computing systems. Use of Library technology for personal business, commercial activities, or private profit is not allowed.

·         Use Library computers and electronic resources primarily for coursework, research, and activities that support the educational and research mission of Dubai Medical University.

Procedures & Guidelines

Food and Drink

·         Food and drinks are not permitted in the library.

Policies on Library Operations

The DMU Learning Resource Centre (LRC) operates according to approved University schedules and policies. The library is normally open according to schedule below and remain closed on public holidays, and other official University closure days.

The library’s regular opening hours are published on the DMU LRC website and are as follows:

·         The LRC shall remain closed on officially declared public holidays and other institutional days of obligation as determined by Dubai Medical University.

·         Ramadan, winter, spring, and summer vacation periods, special working hours apply and will be announced in advance.

The LRC follows the University academic calendar and will be closed on days when Dubai Medical University is officially closed. Any changes to Library hours will be clearly communicated through notices and official University channels.

Use of the Learning Resource Centre is limited to registered and authorized users and is subject to compliance with all library rules and University regulations.

E-Learning Students – Library Materials Access

E-learning students have full access to the Learning Resource Centre (LRC) materials and services. Most Library resources are available online 24/7 through the DMU Library website. Physical library materials may be accessed by contacting the library staff during official working hours, from Monday to Friday.

LRC/Library support is available to users through phone, email, and WhatsApp, for general inquiries, research support, and use of electronic resources. Librarians and Library staff can be contacted via the DMU Learning Resource Centre official email: library@dmu.ae

Cataloging and Classification

The DMU Learning Resource Centre (LRC) organizes all library materials using the Dewey Decimal Classification (DDC) system and standard subject headings to ensure easy access and retrieval. All newly acquired items are entered into the online library catalog as soon as possible. Each item is assigned a unique barcode number in the online catalog. Electronic resources, including databases and e-journals accessible under license, are listed on the library’s website and are available to authorized users at any time.

Library Management System

The DMU Learning Resource Centre (LRC) uses the Follett Destiny Library Management System along with the Knimbus Library Web Portal for single sign-on access. These tools automate and streamline all Library operations, making it easier for students, faculty, and staff to access and manage resources.

The automated system includes the following modules:

·         Online Public Access Catalog (OPAC): Enables users to search and locate library materials online.

·         Cataloging and Authority Control: Organizes and classifies all library resources for easy access.

·         Circulation Module: Manages borrowing, returns, and user accounts efficiently.
Reports Module: Manage different library reports.

Through these systems, users benefit from integrated access to both physical and electronic resources, simplified research, and secure single sign-on services.

 Collection Development

The DMU Learning Resource Centre (LRC) develops its collections under policies defined by the Head LRC/Library in consultation with the LRC/Library Committee. These policies guide the selection, acquisition, and maintenance of library materials.

The goal of the LRC’s collection development is to build resources that effectively support the academic and research needs of undergraduate and graduate programs, faculty, and the wider University community. The collection aligns with the mission of both the LRC/Library and Dubai Medical University, ensuring that students and staff have access to high-quality, relevant materials.

The LRC/Library is committed to supporting faculty research needs through a combination of physical and electronic resources, including databases and online materials. Recognizing that no single Library can meet all user needs, the LRC actively engages in cooperative agreements with other libraries in the UAE to expand access to resources.

This policy provides a framework for the principles and guidelines used in selecting, acquiring, evaluating, and maintaining library resources. It also communicates the library’s goals, methods, and priorities to faculty, students, staff, and other users. As academic programs, technology, and information needs evolve, the LRC remains committed to updating its collections and services to meet new demands.

Balancing the Collections

Historically, academic library collections were primarily composed of print materials. In recent years, the growth of electronic resources and the increasing demand for digital access have changed the way library collections are developed. Despite these changes, the main goal of the DMU Learning Resource Centre (LRC) remains the same: to provide the University community with the resources needed to achieve academic excellence.

The LRC strives to provide information in the most appropriate and effective formats. When scholarly materials are available in multiple formats, the library usually acquires them in a single format to use University resources efficiently. However, in some cases, acquiring materials in more than one format ensures that resources are accessible to users when and where they need them, supporting flexible learning and research needs.

Collection Development Guidelines

The DMU Learning Resource Centre (LRC) follows these guidelines to ensure the library’s collections effectively support teaching, learning, and research:

·         Build high-quality, relevant, and balanced collections that strengthen academic programs and research activities.

·         Manage print, electronic, and media resources through clear collection policies to meet the evolving information needs of the University community.

·         Provide leadership in a collaborative, team-based environment to plan, implement policies, and prioritize resources that support balanced collections and adapt to new technologies.

·         Engage with faculty to enhance existing collections in line with current research and curricular priorities, and to identify emerging areas of scholarship.

·         Expand access to resources through library cooperation, resource sharing, and partnerships with local, regional, national, and international libraries.

Procedures & Guidelines — Continued

General Selection Criteria

The following criteria guide the selection of all library materials at the DMU Learning Resource Centre (LRC). The importance of each criterion may vary depending on the type of material or subject area:

·         Curriculum and Research Needs: Materials should support academic programs and research activities of the University.

·         Scope and Content: Resources should offer comprehensive and in-depth coverage of the topic.

·         Scholarly Value: Materials should have recognized academic or research significance.

·         Currency and Timeliness: Resources should be up-to-date. Older editions are selected only for valid reasons.

·         Relevance to Existing Collections: Materials should complement and strengthen the library’s current holdings.

·         Availability via Interlibrary Loan or Document Delivery: Materials accessible through other libraries may influence selection decisions.

·         Inclusion in Indexing and Abstracting Tools: Materials indexed in major databases or recognized professional indexes are preferred.

·         User-Friendly Search Interface: Resources should be easy to search and navigate.

·         Compatibility with Available Hardware and Platforms: Materials should work on university-supported devices and platforms.

·         Technical Performance: Resources should provide reliable access, consistent response times, and overall technical stability.

·         Cost: Both initial purchase price and ongoing maintenance fees are considered. Excessive costs may limit access.

·         Mode of Access: Resources should be accessible via the vendor’s platform (e.g., Internet, LAN, single workstation) as suitable for Library needs.

·         Size of Potential Audience: Resources should meet the needs of the intended number of users.

Resources Collected

The DMU Learning Resource Centre collects a wide range of information resources in various formats to support the University’s teaching, learning, and research needs. These resources include physical materials—such as books, print journals, maps, pamphlets, and audio-visual recordings—as well as digital resources, including online citation and full-text databases, e-books, and digital audio and video content.

Resources Not Collected

The DMU Learning Resource Centre does not collect materials in certain categories, including but is not limited to classroom textbooks, large-print books, and standalone software packages. Materials in obsolete or unsupported formats (such as VHS tapes or floppy disks) are generally not acquired. In exceptional cases, particularly in response to faculty requests, such materials may be accepted or purchased, provided that any required external equipment, technical support, or licensing is arranged outside the library’s provision.

Collection Maintenance and Evaluation

Preservation

·         The collections of the DMU Learning Resource Centre represent a significant intellectual and financial investment. With the responsibility of building and maintaining research and learning collections comes the obligation to ensure their long-term preservation and continued accessibility. The LRC is committed to the retention, preservation, and sustained access to its collections, regardless of format, in accordance with institutional priorities and available resources.

·         Library staff share collective responsibility for the active stewardship and preservation of LRC collections. Decisions regarding the preservation of damaged materials or the replacement of lost, stolen, or worn items are guided by factors such as usage, physical condition, availability of the content in the same or alternative formats, and alignment with the LRC Collection Development Policy. These decisions balance considerations of cost, historical, aesthetic, and scholarly value, as well as user accessibility.

·         Preservation activities include maintaining appropriate storage and environmental conditions, ensuring proper handling and housing of materials, implementing security measures to prevent damage and loss, commercial binding and rebinding, microfilming where appropriate, repair or replacement of damaged items.

·         While continued access to electronic resources cannot always be guaranteed once the original publishing format becomes technologically obsolete, the DMU Learning Resource Centre supports and participates in digital preservation initiatives and best practices to mitigate long-term access risks.

De-Selection (Weeding)

·         Weeding, or de-selection, is an essential part of the DMU Learning Resource Centre’s (LRC) collection development process. It ensures that the library’s collections remain current, relevant, and responsive to the needs of students and faculty. Weeding also optimizes the use of space, allowing room for new materials and resources.

·         When evaluating materials for weeding, the following factors are considered:

Retention

Materials may be retained based on:

·         Past usage data: How frequently the item has been used or borrowed.

·         Historical or research value: Importance for historical study or long-term research.

·         Last copy or archival value: Items that represent the final edition of a work or have unique archival significance.

Discard

Materials may be considered for removal based on:

·         Multiple copies of older editions: Extra copies of low-demand materials.

·         Superseded reference works: Outdated editions that have been replaced by newer versions.

·         Physical condition: Items that are worn, damaged, or otherwise unsuitable for continued use.

·         Weeding is carried out carefully to maintain a balanced collection that meets the University’s current academic and research needs while preserving materials of long-term value.

Duplicates

The DMU Learning Resource Centre (LRC) may purchase multiple copies of a title based on high demand. Factors considered include current or anticipated use for class assignments, course reserves, the prominence of a title or author, or high circulation levels.

Generally, the Library will purchase up to five copies of a specific book to ensure adequate access for students while using resources efficiently.Top of Form

Replacement – Monographs

Library liaisons are responsible for deciding whether to replace lost, damaged, missing, or worn-out monographs, subject to available funds. The appropriate subject selector determines, in line with Library policy, whether to replace the exact title or acquire a comparable alternative, and in which format.

When possible, replacement is preferred over rebinding for inexpensive in-print titles. Current editions are preferred, except in cases where an earlier edition has unique or distinguishing characteristics that are valuable to the collection.

Withdrawal of Materials (DMU LRC)

An item will be removed from the collection if it is worn, damaged, or defective, or when a decision has been made that it is no longer suitable for retention.

Lost or Missing Materials (DMU LRC)

An item is officially recorded as lost in the circulation system once it has been reported lost by a borrower or determined to be missing by the library. If a lost item is later returned, or a missing item is located after its record has been withdrawn, the subject selector will decide on its reinstatement to the collection in accordance with this policy.

Gifts and Donations (DMU LRC)

The Dubai Medical University Learning Resource Centre welcomes and appreciates gifts and donations of books and other library materials. All donated items are accepted with the understanding that they will be added to the library collection only if they are relevant, appropriate, and required to strengthen or fill gaps in the print collection, subject to the approval of the Head of the LRC/Library.

Donated materials that are not added to the collection due to duplication, poor physical condition, or outdated or irrelevant content may be disposed of at the discretion of the Learning Resource Centre. The same selection criteria applied to purchased materials are also applied to gifts and donations.

Donors are encouraged to consult with the Head of the LRC prior to offering gifts, particularly when donating specific titles or large numbers of materials. In accordance with legal requirements, the library is unable to appraise the monetary value of donated items; however, an acknowledgment of receipt can be provided upon the donor’s request.

Circulation Services (DMU LRC)

The Dubai Medical University Learning Resource Centre operates an open-shelf system for both the Main Collection and the Reference Section. Users are encouraged to browse, select, and retrieve materials independently without staff assistance. Library staff are, however, available to support users who are unable to access materials on the open shelves.

Books in the general collection are typically issued for borrowing. Based on course requirements and user demand, certain materials may be designated for short-loan periods or placed in the Reserve Section to ensure equitable access for all students. Materials that are not available for loan are housed in the Reference Section.

Borrowing (DMU LRC)

A valid photo identification card must be presented for every borrowing transaction. Library materials will not be issued without the presentation of an approved photo ID.

Borrowing and Renewing Guidelines

Most Learning Resource Centre materials are available for loan and may be renewed either in person or through email requests. Certain materials are designated as non-circulating, including reference resources and selected reserve materials. Loan periods, renewal limits, and borrowing conditions vary as outlined in the table below.

Note: External users associated with the University can use the LRC onsite in person.

The borrower is responsible for all materials issued to them for as long as the items remain recorded under their library account. Borrowed materials are for the personal use of the borrower only and must not be loaned, transferred, or passed to any other person—whether or not that person is entitled to use the Learning Resource Centre—except with the prior written permission of the Head of the Learning Resource Centre.

Borrowed materials may be renewed, provided they are not required by another user. Renewals may be completed in person or through the university email.

The Head of the Learning Resource Centre reserves the right to recall any borrowed material at any time. Recalled items must be returned by the date specified in the recall notice, regardless of the original due date indicated at the time of issue or renewal. Users are responsible for monitoring and responding promptly to recall notifications.

The following regulations apply to borrowed materials:

·         Users with outstanding library materials are not permitted to borrow until they return the overdue materials.

·         Library materials must not be taken outside the United Arab Emirates or to locations where there is a risk of damage or contamination, except with the explicit permission of the Head of the Learning Resource Centre.

·         For the purposes of the annual inventory, all Library materials must be returned by the end of each academic term on a date announced by the Head of the Learning Resource Centre, with at least one week’s prior notice. Borrowing privileges are suspended during the inventory period and are normally reinstated within two to four weeks of the commencement of the inspection, typically during the summer break.

·         The Head of the Learning Resource Centre has the authority to amend loan periods and to restrict or suspend the circulation of any Library material as deemed necessary.

Reserves:

Reserves may be placed by patrons either in person or over the phone. Patrons will be notified by telephone when the materials are available. There is no charge to the patron for placing a reserve or for interlibrary loan services.

Fines and charges

There are no fines for overdue materials. First notice is sent after the material is due. If the material is not returned within a designated period, a bill will be sent for the material with the cost of replacement of the material and a service charge for processing, cataloguing and postage. Patrons who have been sent an overdue notice shall be denied borrowing privileges until those overdue materials are returned or paid for if lost and/or damaged.

Lost/Damaged materials

LRC patrons shall replace lost resources at their own cost within 7 days of receiving the invoice. If materials are damaged to be judged by the LRC as being unsuitable for the collection, the patron must pay the replacement cost.

Interlibrary Loan

Because of limited budget and space, the LRC cannot provide all materials that are requested. Therefore, interlibrary loans are used to obtain from other libraries those materials that are beyond the scope of DMU LRC's collection.

In return for utilizing interlibrary loans to satisfy the needs of our patrons, the Dubai Medical University LRC agrees to lend its materials to other libraries through the same interlibrary loan network and try to have its current holdings listed in a tool that is accessible by other libraries. The LRC may charge the patron any cost incurred to obtain the LRC materials through Interlibrary loan. DMU LRC has established contractual agreements with several national and international libraries. At Dubai Medical University LRC, interlibrary loan (ILL) services continue as an essential part of library support, now focused entirely on electronic delivery rather than physical books.

Copyright Policy for Electronic Reserves (DMU LRC)

The Dubai Medical University Learning Resource Centre’s policy on electronic reserves is guided by the principles of fair use as outlined in UAE copyright and patent laws. The library actively monitors developments in digital copyright regulations and will update this policy as needed to ensure ongoing compliance.

Responsibilities for Application

• Vice Chancellor - Academic Affairs
• Head Academic Support Department
• College Deans
• Associate Deans of Academic Affairs
• Curriculum Committees
•  DMU LRC Committee
• Learning Resource Centre

Attached Documents & References

• LM-F-01 Library Materials Acquisition Form.docx