Library Policy

Library Policy

Panitza Library Temporary Working Policy for AY 2021-22

Panitza Library Temporary Working Policy for AY 2021-22


Circulation/reserve services

Circulation/reserve staff is responsible for the procedures concerning patrons’ access:

  • Check-in and check-out of library materials. Maintenance of the Panitza library patron database
  • Maintenance of the collections’ shelf order, keeping track of missing books, placing requests of overdue books and book re-shelving
  • Helping with reference questions and usage of the catalogue in the absence of the Reference staff
  • Helping the readers with all technical devices such as CD/DVD players, videos etc. Informing the library users about the library working hours and all changes in it

Library System

  • The Library’s operations are fully automated using VIRTUA ILS. The VIRTUA integrated library system maintains:
  • Patrons records, accounts and activities
  • Check-in, check-out and renew operations
  • Transactions – requests, audit trails, transaction logs
  • Reserves maintenance

Eligible patrons

Panitza Library is open to all AUBG students, faculty, alumni, and staff that hold a current and validated ID card. Outside visitors to AUBG are normally permitted to use the Library facilities and resources without checking out materials. Restrictions could be applied during exam periods in December and May. Service is provided at no charge.  

Circulation rules

All registered students, staff, alumni, and faculty may borrow materials from the library on their accounts. Library materials may be checked out ONLY with the ID card. You are responsible for items checked out with your library card.

  • Students and Staff

Students and staff members may take out up to 20 items at a time for a period of three weeks. The specified due date note is provided.

Renewal is possible if the book is not reserved by another reader and a recall is not placed. The first renewal requires only the ID card; any other renewal requires that the material is brought to the library. Library materials on Loan to other readers can be reserved by a student/staff member. An e-mail is automatically sent by the system when the material is returned. The reservation will be valid for three days after the day of the return.

All materials checked out on a student’s/staff member’s account should be returned to the Circulation desk to be checked off the account and then reshelved. All books used within the library must be placed at the Books to be shelved – not left on the reading desks. Students and non-library staff are not allowed to enter the Circulation desk area. Violators of the circulation rules may include severe restrictions for library usage, fines or report to the University administration.

  • Faculty members

Faculty members may take out up to 30 items at a time for 90 days period. Renewal is possible, if the book is not reserved by another reader and there is not a recall. For first renewal the ID card is enough, for the next renewals the user should bring the material itself.

Library materials on Loan to other readers can be reserved by a Faculty member by providing the accession number of the material. An e-mail is automatically sent by the system when the material is returned. The reservation will be valid for a week after the day of the return.

All materials checked out on the faculty member’s account should be returned to the Circulation Desk to be checked off the account and then reshelved.

  • Alumni

Alumni may take out up to 3 items at a time for 30 days period. Renewal is possible if the book is not reserved by another reader and there is not a recall.


Patrons can renew their materials at the Circulation desk of the library or by visiting My Account on the library page.


If an item needed by the reader is on loan, the librarian can make a request. If a book on a loan is overdue and is needed by another reader, the librarian sends a recall e-mail letter. A patron may place holds on library items through the My Account. The patron will need to log in in his/her account using a library barcode (as printed on the student/faculty/staff ID) and password. When the patron has searched and found the item in the catalog she/he needs to click on the "Request” button.

Overdue/Lost library materials

When library materials are overdue the reader will be notified by email, sent automatically by the library system. If any part of the library material is missing upon return, (e.g. missing cassette, missing booklets, disks, etc.) user can replace the missing part(s), the user will be charged a replacement fee only. If the patron is not possible to replace the missing part(s), user will be charged for the entire cost. In case of lost library materials, the librarian gives the patron a ‘lost book form’ to fill in and sign. After the reader brings to the librarian a receipt from the Business office for the payment of the book and shipping costs, the librarian deletes the book from the account of the reader and then gives it to the acquisition librarian to be further processed.


Fines for overdue library materials are as follows:

  • Reserves and other limited check-out materials – $1.00 per day
  • Regular check-outs - $0.10 per day

Faculty is not charged overdue fines.

If material is lost, its full cost plus $10.00 shipping and processing fees will be charged towards the reader’s financial account. Repairable damage of a book will result in $5.00 fee. If material is non-repairable damaged, the reader will be charged the cost plus $10.00.  

Missing book on the shelf

If a book is with the status ‘Available’ on the catalog record but is missing on the shelf, the reader fills in a search form. The librarian makes three book searches within a month. If the book cannot be found during that period the Circulation/Reserve librarians submit the lost book form to the Acquisitions librarian for further processing.

Outside AUBG visitors

Outside AUBG visitors fill in a form before using library materials. The Circulation librarians help them to find the needed material.

Reserve Materials

Materials on Reserve can be used in the library for 2-hours. Reserve materials cannot be taken out of the library. Students may check out up to three reserve materials at one time. Students should ask for reserve material by giving the author and the title of the material, the course and the name of the faculty member. Dismembering, damaging, and highlighting reserve material is not allowed. Reserve materials must be returned at the Reserve Desk. Electronic reserves can be accessed through the link on the reserve bibliographic record.

Online reserve materials

Access to the online materials is available through the Library Catalog.  Access is restricted via the university net. The policy also supports direct linking to the collection of licensed journals articles and e-books, rather than digitizing from print. Note that the licenses do not permit storing copies of the licensed material on another server for the purposes of printing or online access.

Print reserve materials

Book chapters - The Copyright Act permits the copying of a reasonable amount, which generally means a maximum of one chapter. This is the maximum from any book that may be copied in print for any course for the period that the course is being offered.

Journal articles - The Copyright Act permits the copying of one article per journal issue, or two or more if they are from a special issue of a journal. No greater quantity from a single issue may be copied for students for the duration of the course.

Freedom of access

Panitza Library does not restrict access to any materials. Library privileges may be canceled if abused.  

Confidential information

Library registration files and circulation records are confidential under Bulgarian law in order to protect the individual's right to privacy. Unpaid Library debts are financial records which are not confidential and may be disclosed.  

Last updated: August 31, 2021

Reference Service Policy


  • To explain the tasks and duties of the Reference Department
  • To describe the core skills and competencies of the reference staff
  • To state the professional, ethical and behavioral standards of reference service
  • To outline parameters of reference service, thus insuring consistency and clarity

Goal of Reference Services

The general service goal of the Department is to meet the information / research needs of library users (faculty, students, alumni, staff and other patrons) in an accurate, efficient, and pleasant manner. An additional goal is to provide instruction so that patrons may become more independent in their use of library resources.  

Specific Objectives of Reference Services

It is the policy of Panitza Library to consider each individual information query to be of equal merit regardless of the age, gender, ethnicity, disability, sexual preference or English language proficiency of the library patron. The Library's intention is to accord equal attention and effort to each inquiry, although the time spent by staff on a question may vary in response to the perceived needs of the patron, the information resources (both staff and collections) available and the method of receipt of the inquiry. There are some limits to service for non-university patrons (see appropriate section below).

  • To maintain an up-to-date, relevant and readily accessible working collection of reference materials, (electronic and paper) relating primarily to the University's programs. The reference collection includes general and research-oriented dictionaries, encyclopedias, biographies, bibliographies, indexes, directories, almanacs, handbooks, and statistical sources.
  • To give appropriate reference assistance to the Library's clientele in real-time (i.e., when it is needed, regardless of where the patron is). In helping patrons, the reference staff determines the need of the patron; the exact information requested and tries to find sources appropriate to the level of knowledge and interest of the patron. This service is provided regardless of whether the patron has come to the library, telephoned, e-mailed or engaged in an online chat session.
  • To provide instruction in how to use the Library by the most effective means and with suitable cooperation with other Library units.
  • To create pathfinders and other printed guides to the library's resources.
  • To actively publicize the scope, nature, and availability of the information services we offer.
  • To facilitate access to library materials which are not available in the Library.
  • To teach/model information literacy skills for lifelong learning.
  • To create an environment for and a tradition of good service within the Department and to promote the effective utilization of the staff and materials at our disposal.
  • To cooperate with other Library units by providing them with information about user needs derived from ongoing contact with our users.

Types of reference questions

  • Directional - Answer patrons' questions about the library, its collections and services and help patrons locate items in the library's collection.
  • Ready Reference - Answer factual reference questions which can be answered relatively briefly by using reference sources
  • Specific search questions
  • Library policy and procedures questions
  • Instructional  
  1. Assist patrons in using the library's databases and other online sources.  
  2. Assist patrons in using Internet resources.  
  3. Assist patrons in using library’s OPAC.
  4. Instruct patrons in using the library's computers and other equipment.
  • Research reference
  1. Identifying potential resources for conducting research or suggesting possible search strategies.
  2. Assist patrons in evaluation of resources to best meet information needs.   
  3. Referring patrons to other resources, libraries, or institutions when the nature of the question is beyond the scope of the library's resources or mission.
  4. In-depth reference appointments for faculty and senior students engaged in research based endeavors.

Reference Staff Core Competencies and Characteristics

Reference services are provided by qualified librarians with training or experience in this area of librarianship. Reference staff will strive to adhere to the "Professional Competencies for Reference and User Services Librarians" and to the "Guidelines for Behavioral Performance of Reference and Information Service Providers", both of the American Library Association.

Standards of Service

Assisting the immediate library user, whether in person or on the telephone, takes priority over all other tasks. All patrons will receive respectful and courteous attention. Questions will be answered using the best and most authoritative available resource. Every reasonable effort will be made to answer the patron's question to his or her satisfaction, keeping in mind that staffing limits may not always allow a single patron to monopolize a staff member's time. While no strict time limit can be set for a reference transaction, staff may need to limit their assistance to ten or fifteen minutes when they see other patrons waiting for assistance. When reference staff assists patrons with research it shall be done in the physical or online presence. The priority will be serving patrons at the reference desk, then via virtual reference tool and then by email.  

Services to users

Panitza library primarily serves the students, facility, and staff of the American University in Bulgaria. Faculty members will be served with priority. Occasionally, reference staff receives questions from outside visitors. Staff will respond to these as time and resources allow. When reference questions are asked while reference librarians are not at work (during the week-end and after 5:00 o’clock at working days) the circulation staff answers directional, policy and procedures and specific reference questions. They should not try to answer instructional and research questions. Instead they should advice patrons to come and meet the reference librarian or fill the printed or on-line request form for reference assistance. The circulation staff has to assist the patron in filling-up the request form.  

Reference department does not offer the following services:

  • Actually doing the patron's research. Typing or otherwise preparing the patron's documents. Proofreading or otherwise correcting the patron's work.
  • Performing calculations or translations, unless the matter can be handled briefly and is within the staff member's own knowledge.
  • Providing medical, legal or financial advice or services.
  • Engaging in psychological or vocational counseling.
  • Appraising or evaluating used books, manuscripts, paintings, artwork, antiques, or collectibles.
  • Giving in-depth computer instruction. By this is meant teaching patrons basic computer operations and skills or assisting them in technical problems with their personal computer equipment.
  • Patrons desiring basic computer training will be referred to AUBG OCC qualified individuals. Reference staff will assist patrons with specific questions about computer applications, if they are within the scope of the staff members’ knowledge, and will provide quick troubleshooting.

Reference assistance hours

  • Monday - Friday 8:00 - 17:00
  • Chat with librarian: Monday - Friday 8:00 - 20:00
  • Basic reference support is available during all open library hours.
Interlibrary Loan Policy

Purpose of the Interlibrary Loan (ILL) service

Panitza Library supports Patrons’ research needs by offering a wide range of additional resources via interlibrary loan service. The Library has established contacts not only with local Bulgarian libraries, but also with many international ones through WorldCat, AMICALCat, British Library Document Supply Center and SUBITO Document Delivery Service. ILL acquires books, conference papers, copies of journal articles, not owned by Panitza Library.

Eligible users

Interlibrary Loan service is available to all current AUBG faculty, students and staff that hold a valid ID card. This service is NOT available to Alumni, guest or community borrowers.

Limitations and cost

The service is free of charge only for limited users – faculty and senior students, with certain restrictions on the number of the free ILL borrowings:

  • Faculty members: up to 5 materials per academic year
  • Senior students: up to 3 materials per academic year. Senior students should provide an approval from their senior thesis advisor, stating that the requested material is highly needed for the student’s research work

The requester himself should pay for orders exceeding this limit. All other users of the service are required to pay part of the cost of each request. The fees are as follows:

  • For article - $ 3.00
  • For book or other paper format document - $15.00.

Although the paid service is unlimited, ILL is designed to be used for serious research projects. The Library reserves the right to refuse any ILL request if it is deemed to fall beyond the reasons the service was designed for.

Make an order

  • by email -;
  • by fulfilling an electronic form (paper copy can be obtain from the library Circulation Desk)
  • personal request – please contact the Serials and ILL Librarian, Panitza Library, Office 208, ext. 340

Fill out the form completely

  • Give an accurate bibliographic citation and the source of each reference.
  • Provide your ID card number, name, and email address
  • Fill out a separate form for each item he/she wants
  • Forms that are incomplete, or have inaccurate citations delay the process
  • Turn in the completed form(s) at the Circulation desk, the ILL office or via email

Restrictions for ILL

The following materials cannot be requested through ILL:

  • entire issues/volumes of a periodical
  • most genealogical material
  • some current year materials
  • audiovisual material
  • reference and archival documents
  • pictures
  • rare, valuable and fragile materials

Delivery time

Most requests are filled within 3 -10 days. However, delays are common and it may take up to 28 days, if the requested item is out of the ordinary, in great demand or if the details that the Patron supply are incomplete or inaccurate. Sometimes the first owning library may choose not to loan the material and in such cases a second or third library must be contacted. Nevertheless, there is no guarantee that a request can be filled.

The ILL Librarian will inform the Patron via email of the status of the request – if it is available for order, specific conditions of the lending library (for example, in-library use only, shorter due date), and approximately how long it will take to be delivered. The Patron may contact the ILL librarian to check the progress of the requests and should inform the ILL librarian as soon as possible if he/she no longer requires an item. If the request is already fulfilled, the student has to pay the full fee.

Reinitiating request

The Patron may ask that an unfilled request be reinitiated. However, the ILL librarian must first determine if there is sufficient reason to expect a second request to be filled. The Patron may be asked to provide additional information or to agree to some reset condition established by the lending library (for example, in-library use only, shorter term for use).

Secure electronic delivery (SED)

SED is a service from the Subito Document Delivery Service or The British Library Documents Supply Center, which supplies some ILL electronic copies. Instead of the lender printing a copy of an article and posting it, they put a copy on their web server for users to read or print out for limited time. The Patron will get an email to tell him/her how to access the material, as well as instructions about necessary software requirements.

Loan periods and due dates

After receiving the material, the ILL librarian will inform the Patron that the requested document is ready to be checked-out and that the fee, specified in the ILL policy, will be deducted from his/hers account. The loan period for books is determined by the lending library. Normally it is 21 days. The due date is indicated on the yellow card, given to the Patron on check out. The card has to be kept and returned together with the book. All materials should be returned by the due date to the Circulation desk of the library where they were picked up. Borrowers, who disregard due dates, jeopardize their Interlibrary Loan borrowing privileges. Patrons will be charged one dollar ($1.00) per day for each day that an Interlibrary Loan book is overdue. All items should be returned to the Panitza Library staff at the Circulation desk and NOT directly to the lending library!

Loan recalls

The lending library retains the right to request the immediate return of any material it has loaned to Panitza Library at any time before the original due date given. In these rare instances, the ILL librarian will contact the Patron and inform him/her of the new due date. The Patron will owe an overdue fine for any materials returned after this newly established due date.

Renewal request

A Patron may ask that the loan period of a borrowed item be extended. Any request for renewals must be made before the due date. The lending library determines the length of time, if the loan period may be extended at all. Many items borrowed through ILL are clearly marked "NO RENEWAL". No attempt will be made to extend the loan period of these items.

Lost/damaged materials

The lending library will determine the replacement cost of any lost or damaged material. All charges will be paid by the Patron, responsible for the lost/damaged materials.

Collection development policy

I. Introduction

A Purpose

Collection development policy statement is needed to:

  1. Guarantee developing a collection which serves the liberal arts programs of the University and supports the curricular and research needs of the students, faculty and staff at the American University in Bulgaria. The collections also seek to support the general cultural and intellectual formation of students and the work of the administrative staff.
  2.  Provide guidance for sound judgment in acquiring library resources and ensure consistency and continuity in selection and discarding.
  3. Describe the scope and size of the current collection, determine priorities and help plan future collection development in accordance with changing institutional needs.
  4.  Assist in fair budget allocation and wise use of funds.
  5.  Facilitate access to research materials located at other institutions throughout the region, nation and world through services such as interlibrary loan, cooperative arrangements with other institutions, and electronic access to information.
  6. Assist in evaluation of collection strengths and weaknesses.

The purpose of the policy is to guide the Collection Development Librarian and others responsible for developing the collection in selecting books, serials, electronic information resources and other library materials for addition to the collections. The policy assists in making not only routine purchase selection but also book vendor YBP’s approval plan profiles and gift acceptance decisions. The Collection Development Policy informs the University community about the goals, scope and nature of the existing collections, prospects for future collection growth and serves as a communication channel between the Library and its clientele.

The Panitza Library recognizes that as academic programs and other information needs of the university change, and as technology changes, so too should elements of the collection development policy. Therefore, the policy should be reviewed periodically by the Library Committee and the Collection Development Group. The library staff welcomes ideas and suggestions concerning the nature and content of the policy.

B Clientele

The American University in Bulgaria is a one-of-a-kind institution in the region. It offers degree programs at the baccalaureate and master’s levels. Disciplines in which degrees are offered include Business Administration, Economics, Computer Science, Political Science and International Relations, Journalism and Mass Communication, European Studies, History and Civilizations, Mathematics, and Information Systems. The Panitza Library’s collections are developed primarily to support the undergraduate students enrolled in these academic programs. The collection is responsive to the teaching and research needs of the faculty and the work of the administrative staff. The research needs of the faculty are supported also by ILL and Document delivery service. To the extent that providing access to its collections does not conflict with the needs of the University, the Library provides materials to support the needs of the community. Community users include students enrolled in the English Language Institute, students from local high schools, and South-West University students and faculty.

II. Overview of the collection

The general subject scope of the Panitza Library collections is defined by the Library of Congress classification system. Divided into four distinct parts the collections consist of the Circulating Collection, the Reference Collection, the Periodicals Collection, and the Multimedia Collection.

III. Responsibility for collection development 

Final responsibility for the development and maintenance of the Library’s collection rests with the Library administration. Authority for coordinating the selection of materials for all collections is delegated to the Collection Development Librarian, who is the chair of the Collection Development Group. The Collection Development Group assists the Collection Development librarian in making decisions regarding purchase of library materials. The Serials librarian is responsible for selecting materials in all formats for the serials collection and for the selection and acquisition of electronic resources. Selection of materials in the Circulating, Reference and Multimedia collections is the responsibility of the Collection Development Librarian.

The Library encourages teaching faculty to participate in the development and management of collections. To facilitate consultation, academic departments are responsible for designating a faculty member to serve as a library liaison. Library liaisons facilitate communication between the academic department and the Collection Development librarian. A librarian is assigned to each faculty department, who works in collaboration with faculty to develop a high quality collection. Other users of the library, in particular students, staff and administrators may leave requests for library materials in the Library’s suggestion box. Requests can be sent also via library’s form. All requests are welcome and will receive serious consideration.

IV. Intellectual freedom

Panitza Library is committed to providing a balanced collection that represents a diversity of perspectives on issues and ideas. The central guiding principle in collection development is academic freedom, which incorporates freedom of expression, pluralism, and diversity of viewpoints. The Library adheres to the principles of intellectual freedom as outlined in the Library Bill of Rights of the American Library Association.

V. Criteria for the selection of library materials

A General Criteria

The major criterion for the addition of all materials to the Library’s collection is the relevance of these materials to the educational programs of the University. Additional criteria to be considered include:

  • Recommendation by faculty members
  • Reputation of the author and the publisher
  • Anticipated use
  • Reviews in scholarly journals and other reputable publications
  • Availability/non-availability of other library materials on the subject
  • Cost within the allocated budget
  • Accuracy and reliability of information and data
  • High representation of interdisciplinary content
  • General cultural and intellectual value

The following tools are used to guide the selection of library materials: YBP’s Academia (an online magazine and resource for academic librarians), YBP’s approval plan, “Books for College Libraries”, “Magazines for Libraries”, “Choice’s Outstanding Academic Books”, “The Best Books for Academic Libraries”, “Guide to Reference Books”, ALA Notable Books, Book Awards, publishers’ printed catalogs, publishers’ web sites, new book releases from publishers via e-mail, and book review sections of professional journals.

B Special criteria serials

Serials (journals, magazines, newspapers) serve as a major source of current information in many academic disciplines. Because each periodical title involves a prospective long-term commitment of resources and time, acquisition of periodical titles requires serious consideration. In addition to the general criteria, the following factors will be considered:

  • Inclusion in major indexing and abstracting services
  • Availability in full-text coverage in a subscribed licensed electronic database
  • English language (items in other languages will be considered as far as they directly support an academic program)
  • Availability in other libraries or from a free document delivery source

C Special criteria electronic resources

  • Electronic resources enhance the Library’s collections by providing convenient access to information. Electronic databases, electronic books and journals, and gateway services enable the library to provide new technologies, which are becoming essential tools for information delivery. The acquisition of electronic services typically involves negotiating and signing a license agreement with the information provider. Because machine-readable formats require nontraditional means of acquisition, storage and access, the following additional factors will be considered:
  • Availability of full-text and/or images
  • Ease and reliability of access and unrestricted access in term of location and time
  • Enhanced contents and additional functionality of electronic as compared with print.
  • Hardware and software requirements, including maintenance
  • Vendor support and contractual requirements
  • Staff and users training
  • Availability of usage statistics
  • Cost effectiveness

VI. General collection development policies

A Formats of materials

All formats in which library materials are published are considered potential resource materials for the Library’s collections. Library users will be referred to other sources such as Interlibrary Loan and Document Delivery for materials not available on-site.

1. Monographs

The Library emphasizes the purchase of current in-print materials as the most effective and economical means of building its collections. When specific out-of-print titles are required the Library will attempt to purchase these titles from out-of-print dealers if they are available at a reasonable price. For reasons of economy, paperbacks are usually chosen except in the case of reference resources, collected or major works, materials considered core source in a subject field, highly used books, or when only hardcover is available. Recreational paperbacks are acquired only through donation.

2. Periodicals

Periodicals are selected to cover fields reflecting the curriculum of the University thereby providing core titles for all represented disciplines. A small group of popular titles is purchased in order to provide for the general interests of the academic community. Priority is given to those periodicals which are included in major indexes and which are likely to be widely used. Periodicals will be acquired and retained in various formats including print and electronic. Retention of back-files will be decided on title-by-title basis. Availability of storage space, storage format, reference value, and anticipated demand will be used to determine the retention period. Panitza Library will provide both print and electronic access to a journal if:

  • electronic access is available only to print subscribers
  • the content coverage is not identical to that of the print version, or the text or illustration format of the print and electronic versions is not of the same quality
  • electronic publication lags behind the print edition
  • the publisher has not commitment to archiving the electronic version

3. Newspapers

The Library provides access to current general news through nationally-known prominent Bulgarian and USA newspapers. The Library maintains current and archival copies of major newspapers such as International Herald Tribune, Financial Times, Wall Street Journal, etc.

4. Textbooks

Because of frequent revisions, textbooks are acquired only if they are high quality materials and can be expected to remain significant over time. Normally the Library does not purchase textbooks which are available in the University bookstore.

5. Senior thesis

The Library maintains one paper or electronic copy of each senior thesis. They are searchable in the electronic catalog and are kept behind the Circulation desk.

6. Audio-visual materials

Audio-visual materials include videocassettes, CDs, DVDs, etc. Additional criteria such as quality of sound, color reproduction and compatibility with available equipment are adopted in this case.

7. Electronic resources

Electronic resources include:

  • Indexing and abstracting databases
  • Full-text (aggregated databases)
  • E-journals o E-books
  • Reference databases (directories, dictionaries, encyclopedias, etc.)
  • Numeric and Statistical databases

It is preferable for electronic resources to be purchased via group consortial payment in order to benefit from significant discounts. It is the responsibility of the Serials Librarian to select e-resources yet input from faculty, professional librarians and consortial agreements is also sought. Due to the nature of electronic resources, specific considerations should be taken into account:

  • Functionality, i.e. interfaces must be user friendly for any user
  • Ability to print, save and email results and/or articles
  • Authentication by IP address (rather than passwords or logins)
  • Compatibility with the library existing server and software
  • Potential usage and/or uniqueness of information justify cost
  • Product is compatible with standard web browsers if accessible via the Web Subscribing or purchasing e-resources involves signing license agreements

It is the responsibility of the Serials librarian to negotiate these licenses to ensure that they address AUBG needs and recognize its obligations to the licensor. Additions of new e-resources require free trials for a short period of time. All trials should be coordinated through the Serials librarian, who will solicit feedback from the AUBG community to evaluate the product(s). Trial could be individual only or collective through library consortia in which Panitza library is a member. The Library offers selected internet resources on the library’s web-site.

B Languages

Materials added to the collection are primarily in English. However, materials in other languages are acquired if they fulfill at least one or more of the following criteria:

  • Relevant and enriching to specific academic courses
  • Recommended by faculty or librarians
  • Have value as classics or outstanding works in the field Bulgarian language materials are selected as the majority of students and administrative staff are Bulgarians

The following categories of works are acquired in Bulgarian primarily as donations:

  • Reference resources – that have proved to be in great demand for students working on projects and papers on Bulgarian economics, politics, history and social life
  • State historical materials supporting Balkan history courses
  • Statistical publications of the National Statistical Institute of Bulgaria
  • Bulgarian National Bank reports
  • Works representing Bulgarian classical literature and humanistic thought.
  • Bilingual editions of works in English translated into Bulgarian and vice versa
  • Works by AUBG Board Members and Board of Trustees Members
  • Bulgarian periodicals and newspapers but retained for a limited period of time

C AUBG authors publications

The Library encourages campus authors to donate one copy of their published works to the collection. When this is not possible, the Library will purchase works by campus authors if those works are available at a reasonable price and will enhance the collection

D Multiple copies

Single copies of monographs are usually acquired. Duplicate copies are justified when recommended by faculty or in case there is a heavy demand by users. The Reference collection maintains multiple copies of dictionaries. The Library does not acquire separate volumes of multivolume sets.

E Copyright

Panitza Library is committed to compliance with copyright laws. Photocopying is limited to those materials not to be “used for any purpose other than private use, scholarship or research”. No photocopy or reproduction will be made in excess of “fair use” as stated by the laws.

VII. Gifts

Panitza Library encourages and appreciates donations of library materials as well as monetary contributions, provided the donated resources are highly relevant to the AUBG needs. The Library does not usually accept or retain the following types of materials:

  • Material whose subject matter does not fall within the current collection objectives
  • Outdated material on subjects well represented in the library’s collection (unless historically significant)
  • Odd copies of periodicals (unless needed to complete holding in the collection)
  • Duplicate copies of materials that the Library owns (unless there is a great demand for a particular title, or if they can be used to replace worn copies)
  • Gifts in other languages than English and Bulgarian are accepted if they support the university’s modern language studies program
  • Materials in poor physical condition
  • Textbooks (except these in high demand)

Gifts of library materials should be directed to the Collection Development Librarian who evaluates them by consulting the Collection Development Group and faculty members. Materials are evaluated for retention on the same basis as purchased items. The Library is not obliged to retain gifts that fail to meet its selection criteria. In case of large donations the Collection Development Group makes a decision after careful discussion and explains the reason of refusal/acceptance to the donor. For large donations the Library requires a list of titles to be provided and only the titles evaluated for inclusion will be shipped to the University.

The Library does not appraise gift items, and any appraisal information used by the donor for tax purposes is the responsibility of the donor. An acknowledging letter, which includes a description of the item but not its value, is sent to the donor. A gift plate may be affixed to the donated material showing the donor’s name or the person in whose honor or memory the gift was made. When a monetary donation is given, the Library adheres to reasonable wishes of the donor, such as the purchase of particular titles or works within a given subject field. Gifts not added to the collection are offered to other libraries or included in the annual “Friends of the Library” campaign whose goal is to collect contributions for new acquisitions.

VIII. Interlibrary loan (ILL) and document delivery

Panitza Library supplements its collections by providing interlibrary loan and document delivery service to eligible patrons. By using the service, the qualified users have access to materials not owned by the Library. Patrons eligible to use the service are all currently employed AUBG faculty members and all senior students. Senior students should have a special authorization by their teaching professors to verify that they are working on projects and/or thesis.

IX. Collection maintenance

A Preservation

Because library materials are expensive to purchase, to process and to store and because many of these materials are of lasting value, the Library strives to treat all acquisitions with care. Through conservation measures such as temperature, humidity and dust control, the library staff makes an effort to maintain the physical integrity of materials in the collection.

B Replacement of missing resources

Missing or worn out resources are replaced based on the following:

  • The item is highly demanded
  • Lack of other copies or new editions
  • Lack of adequate resources on the topic
  • Importance of the item for the overall balance of the collection

C Weeding of materials

The primary goal of the weeding is to improve the quality of the collection as it relates to the support of the educational and research mission of the University. The deselecting process frees space for newly selected materials. Materials to be withdrawn in general are:

  • Superseded editions
  • Worn or mutilated items
  • Duplicate copies of seldom used titles
  • Materials that contain outdated or inaccurate information o Incomplete sets, ceased titles with few volumes, lack of indexing, availability in electronic format are particular considerations in regard to periodicals

Though the library staff are primarily responsible for collection weeding, seeking feedback from the relevant faculty is highly recommended. Materials withdrawn from the collection will be disposed by donation, discard, or included in the annual “Friends of the Library” campaign.

D Transfer of materials

Collections most affected by the transfer of materials are Circulation, Reference, Storage and Reserve Collections. Superseded editions from Circulation and Reference Collections are moved to Storage Collection. Infrequently used materials are transferred from Circulation to Storage Collection. Materials required for specific courses are transferred from Circulation to Reserve Collection.

E Binding

Binding decisions will be made regarding worn out books. Each decision will be based on the actual condition of the book, the current validity of the contents and the cost of binding versus the cost of replacement plus the availability of the same or alternative titles. If the book is damaged beyond repair or mending, it should be discarded. Serial titles are professionally bound if they are core titles in subject areas and are not available in electronic format.

X. Methods of acquiring materials

The Collection Development librarian determines the vendors and publishers to be used in purchasing library materials and processes the placement of orders. Materials for the collection are acquired by the following methods:

  • Firm orders – acquisitions places an order for a specific title(s)
  • Approval plan program – book vendor YBP sends notification slips or forms describing materials for review by the faculty and the Collection Development Group
  • Depository items – publications are automatically received on a selected basis from institutions such as World Bank, European Union Publications Office, etc.
  • Gifts – free materials that meet the library’s material selection criteria
  • Subscriptions – usually serials and electronic resources are acquired through annual subscriptions

In selecting vendors to which orders will be submitted, the Collection Development and Serials librarians use the following criteria:

  • Materials the vendor can supply
  • Prompt receipt of ordered materials in the past
  • Availability and size of discounts
  • Shipping and handling charges
  • Customer service

XI. Collection evaluation

As part of the collection development process, the collection should be systematically evaluated on an on-going basis. In many cases, the evaluation depends on the experience and expertise of the librarians, faculty members who serve as subject experts and the Library Committee. As a member of OCLC and AMICAL consortium, Panitza Library uses WorldCat Collection Analysis tools when evaluating its collections.

November 17, 2009

Use of the Library

In addition to the generally applicable American University in Bulgaria policies and regulations regarding the use of University facilities and property, the following specific library use and conduct policies apply:

  • Library patrons are expected to respect the rights of other patrons to use library resources and facilities in a quiet, clean, and peaceful atmosphere
  • Library patrons are expected to respect and care for all library materials, equipment, and property and may not remove such items from the Library without proper checkout or authorization
  • Library patrons must not engage in disruptive activity or other behavior that interferes with the normal use and operation of the library. Such behavior includes but is not limited to: verbal abuse, intimidation, or harassment
  • Library patrons must not maliciously access, alter, damage, or destroy any Library computer or database
  • Library patrons must respect a staff member's request to relinquish a computer, other equipment or library material for use by another patron
  • Children under the age of 16 must be supervised by a parent, tutor, youth program coordinator, or other responsible adult while in the Library
  • Library patrons are responsible for their personal property at all times, and should never leave it unattended. The Library is not responsible for any loss or damage to personal property
  • In order to provide an optimum environment for using the Library, users should conduct cell phone conversations away from study and research areas and turn off ringers while in the Library.Food and drinks are prohibited in the Library building with the exception of bottles of water

All Library patrons are expected to comply with these policies of library use. Failure to comply with these policies may be Grounds for removal from the Panitza Library on a temporary or permanent basis.

Use of library computers

The access to computers is free for all library users with valid AUBG ID card. Users can work with computers only if they comply with the AUBG Computing Policies available on the university web site. Students failing to comply with these policies may face university disciplinary action. Library may determine local rules governing specific terms of Internet use.

Computers in the library are meant to be used  for searching in catalogues and databases subscribed by Panitza Library, for study and research work. Users are not allowed to use computers on non-information search purposes (Internet relay chats, computer games, etc.).

Students wishing to do e-mail are referred to the computer workstations at the computer labs. Users must adhere to Internet ethics, copyrights and related rights and must take responsibility for their passwords and not to give them to other persons. 10 minutes before library's working time is over, computers are to be turned off.

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