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

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

1. Subject:
   
   Badya University libraries focus on supporting the university's current academic disciplines, which include Medicine, Dentistry, Physical Therapy, Business Administration, and Applied Economics, Computer and Data Science, Fine Arts. The library also plans to expand to future disciplines as they emerge. General subjects are regularly added to the collection to broaden the users' overall knowledge.
2. Geographic Area:
   
   The library prioritizes collecting materials from Egypt, North Africa, and the Middle East, particularly those relevant to academic study and research.
3. Language:
   
   English and Arabic are the primary languages for resource acquisition. Works in other languages, such as novels, plays, historical texts, and other literary works, are also considered, especially if they come from donations.
4. Copyright:
   
   Badya University Libraries adhere strictly to Egyptian copyright laws and ensure that all resources are legally acquired. The library expects its users to comply with these laws as well.
5. Up To Date:
   
   Resources are selected based on their publication date and edition, with a preference for the most recent editions. Historical information resources are an exception to this rule.
6. Formats:
   
   The library collects resources in all formats as long as they align with the collection's scope, with a preference for digital resources.

Physical Resources

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

Academic Resource Types:

1- Basic Texts (5 copies).

2- Manuals (3 copies).

3-Workbooks (3 copies).

4-References (1 copy).

5-Exercise books (3 copies).

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

General Resource Types:
Novels, philosophical books, books on self-development ... etc.
The library aims to ensure that study-related resources are available before the start of each academic semester. Therefore, the library, along with other involved Schools, follows these procedures: 

1- Requesting Resources:

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

• For General Resources:
  The library accepts requests for other resources year-round via the Request Resources form on the library portal.

2- Book Purchase Requests (PR):

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

3- Acquisition Process:

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

Digital Resources

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

1. Egyptian Knowledge Bank (EKB):

• The EKB serves as the primary source of online resources, recognized as one of the world's largest digital libraries with unlimited resources exclusively available to Egyptian citizens.
  
  
• Users must register on the EKB portal using their national identification number. During registration, they choose one of four sub-portals based on their affiliation. Faculty and students select the Academic sub-portal, which grants them access to academic resources as well as other sub-portals. Registration requires a university email and a national ID.

2. Open Access Resources:

• Badya University libraries’ subject librarians assist users in finding alternative open access resources, including Open Educational Resources (OER).
  
  
• Open-access information is freely available online with minimal copyright or licensing restrictions. Users can typically download, copy, print, display, distribute, search, index, and link to the content. The original creators retain intellectual property rights, ensuring proper attribution and control over their work's integrity.

3. Subscriptions:

• Subscribed digital (electronic) resources are selectively acquired based on school requests, their relevance to school programs, accessibility, full-text availability, cost, and usability.
  
  
• The library strives to provide digital content free from digital rights management (DRM) restrictions, favoring access through Badya-IP addresses. However, limited or password-based access may be acquired if the content holds significant value.
  
  
• Factors such as cost-effectiveness, cooperative purchase discounts, savings from print budgets, subscription vs. per-use pricing, and overall net cost are also considered. 
  
  

• Subscription Procedures:

1- The library accepts requests for online resources year-round.

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

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

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

5- The Dean makes the subscription decision based on the report.

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

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

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

Once accepted, the material becomes the property of the Badya University Library and, in principle, cannot be returned to the donor. The library retains the right to select, distribute, and process any material it considers appropriate. Donations can be easily submitted by users, and donors send an email to the library. "Being aware that Donors should be aware that Badya University Libraries are not responsible for the physical delivery of the donated materials".

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

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

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

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

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

Step 3 : 

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

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

Weeding Criteria:

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

Disposal Methods for Weeded Resources:

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

  
  

  ---

  Authority 

  Version: 1

  Date: 1st January, 2026