Statutes of Tallinn University of Technology Library
Approved by TTÜ Regulation No. 68 of the Council of Tallinn University of Technology of 19 May 2009
Amended by Regulation No.40 of the Council of Tallinn University of Technology of 20 April 2010
Amended by Regulation No. 87 of the Council of Tallinn University of Technology of 17 June 2014 (entered into force 01 July 2014)
Statutes of Tallinn University of Technology Library
1. General provisions
1.1 The Tallinn University of Technology Library (hereinafter Library) is a part of the TTÜ structure, a research and development body fulfilling independent tasks. The name of the Library in English is Tallinn University of Technology Library and in German the name is Bibliothek der Technischen Universität Tallinn. The abbreviation of the Library's name is TTÜL.
1.2. The Library operates under the Universities Act, the Research and Development Organisation Act, the statutes of TTÜ, the TTÜ internal provisions, these statutes and other legislation.
1.3 These statutes (hereinafter Statutes) prescribe the Library’s objectives and tasks, structure and composition, management, possession of assets, financing of activities, reporting and inspection.
1.4 The Library is assembled, redesigned and terminated by the Council of TTÜ.
1.5 The Library has its own insignia, seal and letter-head. The Library has the right to use the TTÜ insignia and seal in the manner prescribed by TTÜ.
1.6 The Library is located in Tallinn.
2. Area of activity, objective and tasks
2.1 The Library’s area of activity is:
2.1.1 library and information services;
2.1.2 library and information based research and development activity;
2.1.3 counselling and training on information retrieval;
2.1.4 publishing activity;
2.1.5 researching, preserving and displaying the history of TTÜ.
2.2 The Library’s objective is to ensure:
2.2.1 TTÜ’s study, research and development activity is supplied with information;
2.2.2 successful operation as a publicly used research library and Estonian information centre in th field of technology;
2.2.3 a user friendly service environment and optimized organisation of work and service;
2.2.4 the publishing of study and research literature and other printed matter, their printing and organisation of distribution;
2.2.5 the successful operation of the TTÜ museum. [invalid 01 July 2014]
2.3 In order to achieve its objectives, the Library shall fulfil the following tasks:
2.3.1 assembles, processes, preserves and makes available necessary sources of information for TTÜ study, research and development activities, TTÜ publications and research publications and other sources of research information, in accordance with common acquisition plan for research libraries;
2.3.2 in cooperation with other TTÜ structural units, organises the continuous mapping of information needs, optimises the selection of library materials and electronic resources and the selection and shelf life of printed documents;
2.3.3 describes, typifies, systematises and assigns keywords to its collections in accordance with standards, and mirrors them in electronic catalogue;
2.3.4 coordinates the activities of the various libraries of TTÜ’s structural units and organises the keeping of a consolidated catalogue of TUT book assets;
2.3.5 creates bibliographies of TTÜ publications, research publications of TTÜ faculty and research workers, library materials about TTÜ and Estonian technical literature; on the basis of these prepares databases and lists and organises expositions;
2.3.6 is a cataloguing and interlibrary loan centre (ILL) of library materials in the technical field of technology;
2.3.7 conducts research and development work in the field of library and information sciences, publishes and puts into practice the results of research and development work;
2.3.8 acquires, systematises, analyses and disseminates information regarding library materials and databases according to its acquisition profile;
2.3.9 teaches information retrieval methods and the use of information systems to students, university employees and other Library users;
2.3.10 designs database and information systems, develops computer programmes, develops web based services and an electronic learning environment in the Library;
2.3.11 works together with libraries, information centres and professional associations in Estonia and abroad, and other legal and natural persons;
2.3.12 organises conferences, seminars and meetings;
2.3.13 promotes publishing activity;
2.3.14 organises the activity of the TTÜ museum; [invalid 01 July 2014]
2.3.15 informs the public about its activities;
2.3.16 fulfils other tasks arising from the Library’s objectives.
3. Services provided by the Library
3.1 The Library provides the following services:
3.1.1 the lending of library materials for use at home and in the Library;
3.1.2 the lending of library materials via ILL to libraries in Estonia and abroad;
3.1.3 the ordering of library materials and copies via ILL from Estonian and foreign libraries;
3.1.4 granting access to electronic resources in accordance with contracts
and licence agreements;
3.1.5 reference and information service;
3.1.6 training, counselling and consultations;
3.1.7 making photocopies;
3.1.8 publishing and printing services;
3.1.9 organising shows and exhibitions;
3.1.10 binding services.
3.1.11 other services pursuant to the Library’s objectives.
3.2. Library materials are loaned free of charge for use at home or in the Library; other services may be fee based. Prices for fee based services are established by a directive of the Rector of TTÜ.
4. Structure and composition
4.1 TTÜ’s Council forms the Library’s structural units and terminates their activity.
Research Council of TTÜL forms the Library’s units and terminates their activity.
4.2 The Library’s structure includes departments, divisions and a bindery, in the form of units, and the TTÜ Publishing Office as structural unit. [entered into force 01 July 2014]
4.3 The employer in the working relationship with the Library’s employees is TTÜ.
4.4 The Library’s employees are researchers and other employees.
4.5. The positions of researchers are filled in the manner prescribed by the Council of TTÜ.
4.6 The calculation of personnel is organised by the Personnel Office of TTÜ.
5. Research Council, the procedure for formation and bases for activities
5.1 The Library’s research council (hereinafter Research Council) is the Library’s collegial decision-making body.
5.2 The Research Council includes:
5.2.1 the Director of the library and the Deputy Director;
5.2.2 TTÜPublishing Office Director; [entered into force 01 July 2014]
5.2.3 three representatives of the Library’s employees;
5.2.4 one representative appointed by the Rector of TTÜ;
5.2.5 one representative from each faculty at the proposal of the faculties research council;
5.2.6 one TTÜ student representative at the proposal of the Student Council;
5.3 Representatives of Library employees shall be selected by a secret vote at the general meeting of the Library’s employees. Notification of the calling together of a general meeting shall be announced at least two weeks in advance. The general meeting shall have a quorum if at least 1/2 of the composition of the Library is present. The candidates having received the most votes shall be considered elected.
5.4 The composition of the Research Council shall be confirmed for a period of one year by the Rector of TTÜ at the proposal of the Director.
5.5 Research Council:
5.5.1 makes proposals to the Council of TTÜ regarding the amendment of the Library's statutes;
5.5.2 approves the Library’s structure;
5.5.3 approves the directions and topics of the Library’s research and development activity;
5.5.4 adopts the Library’s strategic plan and submits it to the Council of TTÜ;
5.5.5 approves the Library’s report on research and development activity and gives it an assessment;
5.5.6 co-ordinates the Library’s budget project and approves the report on the execution of the budget;
5.5.7 listens to the reports of the Library’s Director and the managers of the Library’s structural units and submits proposals to them regarding the organisation of work and service; [entered into force 1 May 2010]
5.5.8 selects regular research workers in the manner prescribed by the Council of TTÜ;
5.5.9 makes proposals to the Council of TTÜ regarding the approval and amendment of the statutes of the Library’s structural units;
5.5.10 discusses, at the proposal of the Director, other Library related questions in accordance with these statutes and other legislation;
5.6. The Research Council meeting is directed by the Chairman of the Research Council. The Chairman of the Research Council is the Director of the Library. In the absence of the Director, he shall appoint as a replacement a member of the Research Council;
5.7 The Research Council shall have a quorum if at least 2/3 of its composition is present.
The Research Council adopts decisions with a simple majority. In case the votes are split evenly the Chairman of the Research Council, or his replacement, shall cast the deciding vote.
5.8 Meetings of the Research Council shall be held as necessary, but not less frequently than twice each year. The Research Council shall be convened at the initiative of the Director or at the proposal of least one half of the members of the Research Council;
5.9 The work principles of the Research Council and the procedure for conducting a meeting shall be prescribed by the Research Council in their Rules of Procedure.
5.10 The Library is managed by the Director, who is selected in the manner prescribed by the Council of TTÜ. [entered into force 01 July 2014]
5.11 manages the operation of the Library in accordance with the interests of TTÜ, the decisions of the Research Council and the requirements set for the research library;
5.11.2 prepares the Library's strategic plan and submits it to the Research Council and is responsible for the development of the Library;
5.11.3 submits proposals to the Research Council for the approval of the Library's structure;
5.11.4 approves the Library’s list of academic positions and the Library’s composition;
5.11.5 approves the rules for using the Library;
5.11.6 is responsible for the Library’s activity and the preservation of assets in the Library’s possession;
5.11.7 approves the Library’s internal provisions and ensures their conformity with TTÜ legislation;
5.11.8 enters into, in the name of TTÜ, contracts for the performance of Library tasks and performs other civil law transactions on the basis of the letter of authorisation granted by the Rector of TTÜ and within the limits of budget funds;
5.11.9 makes proposals to the employer’s representative for the conclusion, amendment and termination of contracts with the Library's employees, and the payment of remuneration to the employees, issuing of warnings and the motivating of employees [entered into force 01 May 2010]
5.11.10 prepares and confirms the job descriptions of the Library’s employees, except for
the job descriptions of structural units; [entered into force 01 May 2010]
5.11.11 provides employees with oral and written orders within the limits of his or her competence;
5.11.12 issues directives and prepares orders, which are mandatory for the Library’s employees;
5.11.13 prepares the Library’s budget project and report on the execution of the budget;
5.11.14 is responsible for maintaining budget discipline;
5.11.15 presents the report on the execution of the budget to the Library’s Research Council;
5.11.16 may submit proposals to the Library’s Research Council regarding the amendment of these statutes;
5.11.17 confirms the composition of the supervisory publishing board of the TTÜ Publishing Office and submits proposals to the Rector regarding the appointment of the Library’s structural unit director;
5.11.18 submits proposals to the Rector regarding the appointment of a substitute for the Director of the Library's structural unit [entered into force 01 May 2010]
5.11.19 decides on other questions based on these statutes and other legislation;
5.12 Upon the absence of the Director the Director’s duties shall be performed by the Deputy Director or an employee named by the Rector.
6. Assets and financing
6.1 The Library possesses and uses the assets of TTÜ.
6.2 Assets placed in the Library's possession and use are reflected in the TTÜ balance sheet.
6.3 The procedure for asset possession and use shall be designated by the Director, pursuant to TTÜ legislation.
6.4 To fund its activities, the Library utilises the provision of funds from state budget funds and non-budgetary state funds, and funds received for a specific purpose.
6.5 A budget is prepared regarding all of the Library’s revenue and expenditures, which is a part of the TTÜ budget. The disposer of the budget funds is the Director.
6.6 Library accounting is a part of TTÜ accounting.
7. Reporting and inspection
7.1 The Library keeps financial and statistical account in the manner prescribed by legislation.
7.2 The Library submits reports regarding its activities to the Council of TTÜ and the Rector in the manner and by the deadlines prescribed by them.
7.3 Control over the Library’s research and development activity on the bases prescribed in the Research and Development Organisation Act is carried out by the Ministry of Education and Research.
7.4 The Library’s financial activity is controlled by routine and special review designated by TTÜ and the internal audit department.