Organizational Structure

The organizational structure of the Library of the College of Basic Education at the University of Kirkuk is the administrative and organizational framework that defines the distribution of tasks and responsibilities among staff and contributes to the coordination of efforts to ensure the provision of highly efficient library services. This structure aims to ensure clarity of roles and integration of functions, and to achieve the highest levels of discipline and effectiveness in library work.

The library's organizational structure consists of a set of interconnected units and tasks, subject to the direct supervision of the college administration. Its basic components are as follows:

1. Library Officer/Library Director:

He is the highest official responsible for managing the library's administrative and technical affairs and is responsible for the following duties:

• General supervision of the workflow within all library units.
• Preparing annual plans to develop library services and update its holdings.
• Coordinating with the college debt regarding the library’s material and human resources needs.
• Representing the library in relevant academic meetings and committees.
• Periodically monitoring staff performance and submitting reports to the relevant authorities.
• Working to improve the infrastructure and develop technical and information services.

2. Cataloging and Classification

This unit is responsible for organizing library materials according to internationally recognized standards (such as the Dewey Decimal Classification). It performs the following tasks:

• Cataloging new books and references and entering them into the library’s electronic system.
• Classifying library materials by subject to facilitate searching and retrieval.
• Continuously updating paper and electronic catalogs.
• Collaborating with the Loan Unit to accurately locate materials on shelves.

2. Loaning:

This unit represents the direct interface for beneficiaries and performs the following tasks:

• Recording book loans to beneficiaries (internal and external).
• Tracking return dates and notifying of late or lost items.
• Preparing an electronic and paper loan register to control book flow.
• Implementing loan regulations and adhering to the terms of use.

4. Guidance and Reference

This unit is concerned with guiding beneficiaries and directing them toward optimal use of the library. Its tasks include:

• Assisting beneficiaries in searching for resources within the catalogs.
• Providing academic guidance on how to use databases and references.
• Answering student and researcher inquiries and facilitating access to rare resources.
• Supporting researchers in tracking intellectual production inside and outside the library.

5. Preservation and Maintenance

This unit is concerned with maintaining the library's holdings and protecting them from damage or loss. Its tasks include:

• Arranging books and returning them to their proper locations after loan.
• Restoring damaged books and maintaining the cleanliness of shelves and reading rooms.
• Monitoring the library environment in terms of lighting, ventilation, and humidity.
• Periodically inspecting collections to ensure their safety.

6. Technology and Electronic Support

With the development of library services toward digitization, this unit has taken on a fundamental role. Its responsibilities include:

• Managing the electronic cataloging and lending system.
• Supervising the operation of computers and databases.
• Supporting students in using electronic resources such as digital books and virtual libraries.
• Working on developing the electronic library portal and updating its content.

7. Documentation and Statistics

This unit documents all library activities and prepares statistical data to assist in planning and development. Its responsibilities include:

• Preparing periodic reports on the number of beneficiaries, the number of loans, and new resources.
• Maintaining paper and electronic library records in an organized manner.
• Documenting university theses and research deposited within the library.
• Contributing to the development of databases for local resources.

8. Administrative Relations

The Library Director is administratively linked to the Assistant Dean for Academic Affairs and submits performance reports and development plans to higher authorities. The relationship between library staff is complementary and interactive, as cooperation between cataloging and lending, or between guidance and preservation, contributes to providing comprehensive service to the beneficiary.