Policy on the Resource and Information Centre

Transcription

1 Policy on the Resource and Information Centre Status Approved Custodian Director: Strategic Support Services Date approved Decision number CEO 03/11 Implementation date Due for review File Number File Reference: 1

2 TABLE OF CONTENTS 1. Introduction Purpose Definitions The nature of the collection Lending privileges Reference Collection Assigning ISBN to SAQA publications Termination of Service Copyright Security... 5 File Reference: 2

3 1. Introduction The Resource and Information Centre (hereafter referred to as Centre ) collects, manages and provides information resources and services to SAQA employees, members of the Board and its committees to enable them to carry out their mandate to oversee the development and implementation of the NQF. The Centre also provides information relating to SAQA and the NQF to the public. 2. Purpose The purpose of this policy is to regulate the proper use and safe-keeping of SAQA s information resources. 3. Definitions According to the Copyright Act (Act 98 of 1978): literary work includes, irrespective of literary quality and in whatever mode or form expressed - (a) novels, stories and poetical works; (b) dramatic works, stage directions, cinematograph film scenarios and broadcasting scripts; (c) textbooks, treatises, histories, biographies, essays and articles; (d) encyclopaedias and dictionaries; (e) letters, reports and memoranda; (f) lectures, speeches and sermons; and (g) tables and compilations, including tables and compilations of data stored or embodied in a computer or a medium used in conjunction with a computer, but shall not include a computer programme. works eligible for copyright are: (a) literary works; (b) musical works; (c) artistic works; (d) cinematograph films; (e) sound recordings; (f) broadcasts; (g) programme-carrying signals; (h) published editions; (i) computer programmes File Reference: 3

4 4. The nature of the collection 4.1 The Centre acquires the following material: books and periodicals Legislation documents Reference works Maps, street guides and telephone directories Audio-visual material CD-ROMs Microfiche/film Newspapers Non-book material (this includes reports, newsletters, conference proceedings and papers, loose-leaf material and pamphlets) 4.2 The Centre ensures that these are kept at a single location and are accessible to all users. 4.3 The Centre maintains an archive of SAQA publications. Directorates are required to send copies of all SAQA published material to the Centre. 5. Lending privileges 5.1 Lending privileges are extended to all permanent SAQA employees. 6. Reference Collection 6.1 The reference collection and archived material cannot be lent out. In circumstances where an item in the reference collection needs to be taken out, a formal request must be made to the Assistant Director: Resource and Information Centre. 7. Assigning ISBN to SAQA publications 7.1 The Centre is responsible for assigning ISBNs, obtained from the National Library, to all new SAQA publications. 7.2 Copies of new publications are sent to the five Legal Deposit Libraries in Pretoria, Bloemfontein, Pietermaritzburg and Cape Town (including the Library in Parliament). 8. Termination of Service 8.1 Subject to paragraph 3 of the Procedure and Guidelines on the Resource and Information Centre, an employee whose employment contract is terminated, must return any item(s) that he/she has taken out from the Centre. File Reference: 4

5 8.2 The HR Directorate shall, within seven days of receipt, notify the Centre of the termination of the employment contract, in order to allow the Centre to check its records for any outstanding items against each resigning employee's name. 8.3 If an employee whose employment contract is terminated, does not return an item(s) taken out from the Centre, the Centre will, prior to the payroll submission date, inform the HR Directorate who will then require the employee to authorise SAQA to deduct a replacement amount for the item(s) from his/her payout. 9. Copyright 9.1 Section 12(1) of the Copyright Act (Act 98 of 1978) allows anyone to use a work, which includes copying from it for the purposes of research or private study, or for personal or private use; but not more than one third of a work may be so used. 9.2 If an employee wants to copy more than one chapter or article of any work in the Centre he/she must first consult with Staff in the Resource Centre. 9.3 Copyright must be acknowledged on any sources that are used. 10. Security 10.1 No items may be removed from the Centre without the consent of the Centre's staff Removing items from the Centre without the necessary permission shall be deemed theft and the employee concerned shall face disciplinary action. APPROVAL Changes recommended by the SAQA Management Committee approved by the Deputy Executive Officer in accordance with delegated authority Signature Date File Reference: 5