Library Regulations of the University of Rostock

The Library Regulations describe the legal status, structure and duties of the University Library as well as the form of collaboration with faculties and other structural units in library matters.

1. The University Library is a central organisational unit of the University of Rostock.
    
2. The University Library is organised as a single-tiered library system that is characterised as follows:
   1. the University Library comprises all literature and information collections held by the University of Rostock – with the exception of the materials set out in § 3(6) – regardless of the physical form of the information carrier, the type of procurement or licensing, or the type of financing;
   2. the University Library uniformly administers all of the financial resources used to expand its collection and develop its infrastructure; and
   3. all staff members assigned to library duties are assigned to the University Library’s organisational units in accordance with the job descriptions and duty rotas approved by the University of Rostock and the Library Director.
       
3. The University Library is divided into:
   1. the Central Library Offices, which provide administrative management and coordination of the entire library system and safeguard the technical infrastructure, and comprise the Director’s Office, general administration, and the Information and Communication Technology Department;
   2. four departmental libraries, which can each be sub-divided into subject-specific libraries, and serve to provide user-specific services at the University of Rostock’s main sites;
   3. two divisions that organise internal library-related processes across locations: the Collection Expansion and Cataloguing Division, and the Information Services and Collection Access Division;
   4. the Special Collections (Sondersammlungen) Department;
   5. the Centre for Patents and Standards (Patent- und Normenzentrum – PNZ), and
   6. the University Archive (Universitätsarchiv) and University Collections Department (Kustodie).

1. The University Library is responsible for supplying the entire University with scientific literature and information in support of research, teaching and academic study. Insofar as it would not impede its ability to fulfil these duties, as a scientific library, the University Library also supports the regional and transregional provision of literature and information in support of academic and professional work and further education.
    
2. The University Library fulfils its duties in cooperation with the University’s Computer Centre and Media Centre, through active participation in the German Common Library Network (Gemeinsamer Bibliotheksverbund – GBV; a cooperative cataloguing and service association), and through close cooperation with libraries and information facilities throughout the region. Subject to the agreement of the University of Rostock’s leadership, the University Library may become a member of specialist national and international organisations to support fulfilment of its duties.
    
3. The divisions of the University Library ensure:
   1. the systematic expansion of its collections;
   2. formal and content-related cataloguing and record-keeping;
   3. the provision of library-related and subject-specific advice and information;
   4. the usability of collections and their long-term archiving; and
   5. interlibrary loans and document delivery.
       
4. The University Library procures all of the University’s budget-financed literature and information resources as well as licences for access to electronic media in coordination with the Computer Centre.
    
5. Furthermore, the University Library procures further literature and information collections within the bounds of financial and practical feasibility by mandating the submission of thesis copies and through exchanges, donations and endowments. The mandatory submission of theses and habilitation theses is regulated in the Mandatory Copy Regulations (Pflichtexemplarordnung).
    
6. The University Library does not procure:
   1. literature or information resources for official purposes on behalf of central administrative units or the University Hospital (i.e. functional literature);
   2. teaching, learning or test materials; or
   3. operating instructions, product catalogues or literature to support laboratory or workshop operations.
       
7. The literature and information resources to be procured are selected by the subject librarians within their remit for their respective subject areas. The subject librarians make these selections in close collaboration with professors in their field. Without prejudice to the responsibility of the Library Director, the subject librarians ensure – with due regard for economical use of funds – the procurement of books, journals and other information resources to create an offering that is as wide-ranging and relevant as possible. In this context, duplicate purchases are only permitted in justified exceptional cases. In addition to the current needs of academic studies, teaching and research in their respective subject areas, the subject librarians also secure cross-disciplinarity and sustainability in the context of collection expansion.
    
8. Cataloguing processes follow uniform library rules and standards. Library collections are recorded in a centrally managed electronic catalogue.
    
9. Worn, outdated and other literature no longer required for teaching or research is removed from the collection in accordance with the Sorting-Out Regulations (Aussonderungsrichtlinien) issued by the Ministry of Education, Science and Culture of Mecklenburg-Vorpommern on 7 July 1993.
    
10. Where possible, current literature for teaching and research is made available in the open stacks areas of the departmental libraries in line with the Regensburg Shelf Classification System (Regensburger Verbundklassifikation). Historical collections from before 1850 are generally stored in the University Library’s closed stacks. The University Library decides how to shelve other collections based on their value and condition and taking account of the potential demand and available space.
     
11. In the context of national and international interlibrary loans, the University Library sources literature not locally available for its users in accordance with the currently valid Interlibrary Loans Regulations (Leihverkehrsordnung) and provides its own collections to other libraries, either as originals or as copies, in line with the University of Rostock’s Fee Regulations (Gebührenordnung).
     
12. Working within its financial means, the University Library ensures that its extensive and valuable collections (i.e. manuscripts, old and rare prints, sheet music, historical maps, views, portraits and bequests, etc.) receive restorative care, are accessible for scientific work and are made suitably available for teaching and research.
     
13. The University Library, working in close collaboration with the ITMZ, ensures the indexing, provision and permanent archiving of electronic publications that are originally produced at the University, procured by the University Library or made available through retrodigitalisation of existing collections.
     
14. Working within its financial means, the University Library hosts training events and teaching for students and teaching staff to support the efficient use of the University Library and its information resources, and makes corresponding information materials available.
     
15. The University Library actively contributes to the University of Rostock’s cultural and public relations activities through exhibitions and talks and by issuing its own publications.
     
16. As a library that provides training and internships in media and information-related professions, the University Library meets the requirements of the responsible bodies in accordance with the relevant budgetary provisions.

1. The Centre for Patents and Standards (PNZ) serves the entire State of Mecklenburg-Vorpommern by providing access to national and international patent and standards databases in conjunction with qualified user advice and research services.
    
2. Use of the PNZ and commissioned research services are subject to the General Terms and Conditions of the Centre for Patents and Standards (Allgemeine Geschäftsbedingungen des PNZ) and the University Fee Regulations (Hochschulgebührensatzung) as amended.

1. As a public archive, the University Archive serves research and teaching at the University, its self-government and the protection of its legal rights. As a final archive, the University Archive is responsible for the safeguarding, custody, preservation and indexing of all documents worthy of archiving.
    
2. The University Collections Department (Kustodie) is tasked with safeguarding and verifying central ownership of historical artistic and cultural assets and providing stewardship in line with valid museum standards. Where possible, the stock of assets should be increased and integrated into the University of Rostock’s public relations activities.
    
3. Further information regarding the use of the University Archive is set out in the Terms of Use of the University Archive (Benutzungsordnung des Universitätsarchivs) and the University Fee Regulations (Hochschulgebührensatzung) as amended.

1. The University Library is managed in line with fundamental principles of library activities by a full-time Library Director. They must be suitably qualified to provide advanced library services (höhere Bibliotheksdienst) in scientific libraries. In accordance with § 34(2) of the Basic Regulations (Grundordnung) of the University of Rostock, the Library Director is appointed by the Rector following consultation with the Academic Senate. The Library Director is responsible for conceptual, structural and planning activities in support of the University Library’s development, and reports to the University’s leadership.
    
2. The Library Director acts as the line manager to all University Library staff members and provides supervision of the University Library (cf. § 2(3)).
    
3. The Library Director represents the University of Rostock in matters delegated to them by the Rector and in specialist library-related organisations.
    
4. Without prejudice to the role of the Registrar (Head of Administration and Finance), the Library Director is responsible for the proper and economical use of the funds and human resources allocated to the University Library. The Library Director is responsible in particular for strategic expansion of the University Library’s collection, working within the bounds of allocated funding and with due regard for the overall interests of the University of Rostock.
    
5. The Library Director is consulted by university bodies on all fundamental matters related to library, information and archiving activities.

1. The Advisory Board for Information, Communication and Media (Beirat für Information, Kommunikation und Medien - IKM) appointed by the Rector in accordance with § 34(2) of the Basic Regulations (Grundordnung) of the University of Rostock advises the University’s leadership on matters including fundamental library-related issues, in particular the use of available funds for literature and information procurement as well as the strategic development of information provision for teaching and research. The Library Director is a member of the Advisory Board.
    
2. Faculties may assemble library committees and/or appoint library representatives. These committees consult and support the Library in drawing up recommendations for development of the library and implementation of practical library-related issues. The responsible subject librarians are members of the respective library committees.

1. Further information regarding use of the University Library is set out in the Terms of Use of the University Library (Benutzungsordnung der Universitätsbibliothek).
    
2. In accordance with its Terms of Use, the University Library is available not only to members of the University of Rostock but also to all citizens.
    
3. The University Library shall not be liable for any damages resulting from any services that prove to be incorrect or incomplete, that are not provided or that are delayed.

1. Use of the University Library’s facilities is free of charge to members of the University of Rostock.
    
2. Access to certain services is subject to fees and charges, with official acts subject to administrative fees, in accordance with the University Fee Regulations (Hochschulgebührensatzung) as amended.

These Regulations enter into force upon their publication in the University of Rostock’s Official Bulletin, thereby replacing the Library Regulations of 27 February 1991.

Drawn up following the decision made by the Academic Senate on 4 May 2005 and following proper implementation of the notification procedure to the Ministry of Education, Science and Culture of Mecklenburg-Vorpommern.

Rostock, 24 May 2005

Prof. Dr. Hans Jürgen Wendel

Rector