Duties and Functions

The library organizational structure and job descriptions of library staff are based on the Rector’s Decree 251A/SK/2009 as described in Figure 2 and item 5.5.1.1., regarding the job descriptions of library staff, including:

5.5.1.1. Task Description of UB Library Staff

THE HEAD of LIBRARY BEING TOP MANAGEMENT

Setting a strategy plan of library.
Setting a plan and annual work programs.
Setting a library development program.
Organizing the resources and the funds.
Guiding and training the human resources in their unit.
Coordinate the implementation of the existing fields in the unit.
1. Monitoring and evaluating the performance of technical services task, user services, development and cooperation, as well as administration and domesticity.
2. Preparing periodic reports; monthly, quarterly, semester and annualy of activities of the library to the Rektor.

SECRETARY OF THE LIBRARY BE MANAGEMENT REPRESENTATIVE (MR)

Helping to set a strategy plan of library.
Assisting to set the annual work plan.
Helping to prepare the development programs.
Helping to organize the resources and the funds.
Helping in guiding and training the human resources in their unit.
Helping in monitoring and evaluating the performance of technical services task, user services, development and cooperation, as well as administration and domesticity.
Helping to coordinate the implementation of activities of Technical Service Sector, User Services, Development and Cooperation, and Administration and Domesticity.
Helping in preparing the periodic reports of library activities to the Rektor.

USER SERVICE SECTOR

Coordinator of User Services Sector

Setting an annual work program of User Service Sector.
Analyzing the development of user services.
Coordinating the activities of the Sub Division of Membership Services, Circulation & Reselving, as well as Reference and Multimedia.
Monitoring and evaluating the implementation of Sub Division of Membership Service tasks, Circulation & Reselving, as well as Reference and Multimedia.
Arranging the concepts, materials and implementation the education for users.
Responding to the suggestions and feedbacks from the user either manually or electronically.
Recommending the replacement of the losing books.
Providing free loan approval.
Setting up and organizing the activities service around library.
Setting up and organizing the exhibitions of library materials.
Preparing the monthly reports to the Head of Library.

Membership Desk (Membership)

The Head of Membership Desk (Membership) :

Planning a work program of Sub Membership Division.
Registering the library members.
Performing data entry of the library members.
Shooting and printing the library card.
Registering and activating the status of membership.
Giving and making a request of covering letter for the user.
Coordinating the administration activities and manufacturing FKP2T card.
Coordinating the administration activities of alumni donations.
Coordinating the administration of students’ final assignment submission.
Coordinating the loan-free administration activities.
Coordinating the activities of the front office (check-in and check-out) and the cloakroom.
Providing a regular reports to the Head of User Services Sector.

Supervisory staff of entrance and registration control/activation

Checking the incoming users of library.
Performing user registration and activation whose active period has already ended.
Recapitulating the presence of library visitors.
Recapitulating the service activities out of office hours.
Assisting the circulation of service activities.
Assisting the services of safe custody and locker lending.

Supervisory staff of Exit Control & the Borrowed Collections

Conducting the user checking who comes out of the library.
Controlling the users goods carried out from library.
Recording and reporting the activities in the lobby of library.
Welcoming and directing visitors or guests who needs an information to the Head of Sub Membership Divisions or units of information.
Assisting the circulation service activities and registration.
Assisting the services of safe custody and locker lending.

Staff of Safe Custody and Lockers

Conducting the safe custody and locker lending.
Implementing the borrowing of laptop bag.
Receiving objects, goods and the other likes received from the postal service and another kind of it, and submitting it to the Administration & Domesticity.
Securing objects, goods and the other likes found by others, and submitted to the Head Division of Membership.
Assisting the circulation service activities and registration.
Assisting the checking activities for user who comes out of the library.

Staff of Students Scientific Works Admission, Free Loan, FKP2T, Covering Letter

Conducting the request for covering letter from the library users.
Carrying out the administration activities and manufacturing FKP2T card.
Carrying outthe administration activities of alumni donations.
Conducting the submission of student final project either in printed or electronic form.
Carrying out the administration activities and free loan approval.
Implementing temporary members ID-card for users who done the free loan.

Circulation Services & Arranging Collection Desk (Reselving)

Head of Circulation Service & Arranging Collection Desk (Reselving):

Developing a work program of Sub-Circulation and Reselving Division.
Coordinating and conducting the borrowing and returning collection.
Undertake fines administration and penalties dispensation.
Performing administration of replacement book.
Coordinating the orders of collection books by users.
Setting up a data call to the borrowers who are late in returning a collection of the books.
Coordinating the preparation and rearrangement the collection on the bookshelves.
Receiving and evaluating the delivery of the book collections from the related sections.
Supervising, evaluating the copy activities.
Providing the regular reports to the Head of User Services.

Staff of Circulation Services

Conducting the borrowing and returning books.
Implementing the fine sanction of the delays of returning books.
Developing and implementing the user call who late in returning a book.
Implementing data collection and reporting the results of circulation activity services.
Carrying out the administration of the replacement books removed by the users.
Conducting the collection orders and the billing collection in order.

Staff Reselving of Text Collection

Implementing the preparation and arrangement of the table / chair in the den.
Implementing the reselving of the collection books regularly and continuously.
Implementing the return, transportation and sorting of the collection that is returned from the circulation unit to the shelf collection.
Implementing the collection and sorting the collection at the table read and putting into storage shelf collection.
Conducting retrieval and assisting the users in finding the collection.

Staff Reselving of Reserve Collection

Implementing the preparation and arrangement of the table / chair in the den.
Implementing the reselving of book collection regularly and continuously.
Implementing the return, transportation and sorting of the collection that is returned from the circulation unit to the shelf collection.
Implementing the collection and sorting the collection at the table read and putting into storage shelf collection.
Conducting retrieval and assisting the users in finding the collection.

Staff of Photo Copy Service

Conducting the photocopy services.
Implementing the recording results of photocopy services.
Implementing the repair and cleanliness of the photocopy machine.
Implementing the provision and procurement of equipment, materials and paper for photocopying activities.
Making a report for photocopy services activity.

The Desk of Reference Services and Multimedia

Head of Reference Services and Multimedia

Planning a work program of Sub Division -Reference and Multimedia.
Organizing and supervising the internet and multimedia services.
Coordinating the service activities of reference, serial, Student Scientific Work and Student final project, B-Web, Brawijaya Knowledge (BK) and Sampoerna Corner.
Coordinating the rearrangement collections of serial, reference, Students Scientific Work and Student Final Project, and also Sampoerna Corner.
Providing an advice and support for information finding.
Conducting a cross-service activity.
Conducting the searching information activity.
Providing a regular reports to the Head of User Services.

Staff of Sampoerna Corner Service

Conducting the internet usage service.
Carrying out the guiding activity and utilization of Sampoerna Corner facilities.
Implementing the arrangement of Samporna Corner collection.
Responsible for existing facilities in the Sampoerna Corner room.
Implementing the data collection and reporting the activities of Sampoerna Corner Services.

Staff of Universitas Brawijaya Knowledge Services (BK)

Conducting the collection service of Universitas Brawijaya Knowledge (BK).
Carrying out the guiding activities of utilization facilities and the collection of Universitas Brawijaya Knowledge (BK).
Implementing the collection arrangement of Universitas Brawijaya Knowledge (BK).
Responsible for existing facilities in the Universitas Brawijaya Knowledge (BK) room.
Implementing the data collection and reporting the activities of Brawijaya Knowledge (BK) Services.

Supervisory Staff of B-Web

Conducting the service of internet usage and rental.
Carrying out the guiding activities and facility utilization of B-WEB.
Implementing the monitoring and evaluation of the B-WEB utilization.
Conducting the service of scanning, formatting data and printing the document.
Responsible for the existing facility in the B-WEB room.
Implementing the data collection and reporting the B-WEB Service activity.

Implementing Activities of Reference and Serial Staff

Conducting borrow and return a collection of references and serial.
Implement the guiding and directing of serial and reference collection utilization.
Prepare serial collections, magazines, daily news latest in a new series collection rack.
Implement to covering the serial collection that possibly to cover.
Conducting information investigation using the reference collection.
Implement the grouping of magazine collection based on the date and group name of daily news and magazine.
Implement the activities of scientific article errand and other information.
Responsible for existing facilities in B-WEB room.
Implement data collection and reporting of B-WEB Services.

Implementing Activities of Scientific Journal and Final Project Staff

Conducting borrow and return a collection of Student’s Scientific Journal and Final Project.
Implement the guiding and directing of Student’s Scientific Journal and Final Project.
Prepare the collection of Student’s Scientific Journal and Final Project in its shelf.
Implement the collection arrangement of Student’s Scientific Journal and Final Project collection.
Conducting the disposition activity of photo copy in Scientific and Final Student Project.
Responsible for existing facilities in Student’s Scientific Journal and Final Project room.
Implement data collection and reporting activities of Student Scientific Journal and Final Project activity Services.

TECHNICAL FIELD SERVICES
Coordinator (KORBID) Technical Services:

Develop annual work program of Field Technical Services.
Implement the analysis of technical service system.
To review the development of resources and needs.
Coordinate the activities of Sub-Sector Development library materials, processing and maintenance of library materials, and digitizing the collection and media transfer.
To monitor and evaluate the implementation tasks of Sub Field Development library materials, processing and maintenance of library materials, as well as the digitization and conversion.
Coordinate and conduct the inventory taking collection.
Develop concepts and analyze the development of a data collection system and bibliographic collection.
Prepare monthly reports to the Library Head.

Development and Procurement Affairs Library Materials

Head of (KAUR) Development and Procurement of Library Material

Develop a work program of Sub Division of Library Material Development and Procurement.
Collecting, selecting and weeding source library materials for the selection of library materials.
Set the standard requirement of library materials.
Prepare the latest scientific information sources to be selected by the faculty.
Selecting the source material has been selected.
Develop a list of proposed procurement of library materials.
Compile a list of the library to request a collection of materials from the academic community.
Provide regular reports to the Head of Technical Services.

Implementing Inventory Activity Staff

Receiving and checking Library Materials received.
Conduct an inventory of all types of library materials have been received.
To register and assigning ownership of library materials.
Submitting materials to the library and Maintenance Sub-Field Processing.
Helping to prepare a list of proposed procurement of books.
Creating Inventory Activity Report.

Affairs and Maintenance Materials Processing Library

Head of (KAUR) Processing and Maintenance of Library Material

Develop a work program and Maintenance Sub-Field Processing Library Materials.
Receive library materials from the library materials’ development.
Verification of library materials with the existing database.
Determine the description, the entry, subject and call number (call number) library materials based on established standards.
Bibliographic data input library materials in the library automation system.
Coordinate the activities of the collection has been improved of the maintenance section for completeness attribute collection.
Coordinate the activities of the completion about the attributes collection and library materials.
Coordinate the activities of the election, the collection of data and repair the damaged.
Coordinate the activities of changing the status of the collection that is being repaired:

changed from available being repaired and vice versa.
changed from available becomes damaged and of available be lost.

Coordinate the activities of shipping back a collection that has been corrected in the processing of bibliographic data verification.
Coordinate the activities of preservation and fumigation and weeding the collection of library materials in a certain time.
Provide regular reports to the Head of Technical Services.

Implementing activities Staff of Library Materials Processing

Implement verification Library Materials either manually or electronically.
Perform the preparation of cataloging the collection either manually or electronically.
Include the classification collection either manually or electronically.
Determination of the subject code collection either manually or electronically.
Insert the collection of bibliographic data into a library database system.
Implement the repairs of collection data replacement.
Make the results of regular reports about processing and maintenance colllection.

Executive Staff of Finishing, Labeling, and Covering activity

Conducting finishing, such as labels, barcode, identity stamp collection, title tape.
Implement the covering activity with plastic based on the standart.
Collecting and providing such a label, barcode, identity stamp collection, title tape collection CD supplement book.
Make a list of Library Materials Shipping to the Services Subdivision.
Implement the Library Materials Shipping to the User Services Division.
Repair and replacement the barcode and label library materials that is considered obsolete and damaged.
Make a report regularly.

Implementing staff of maintenance damaged collection activity

Implement verification and data the broken collection.
Make a list of the damaged library materials to be repaired.
Perform sorting damaged collections, among a collection that can be repaired and that can not be fixed.
Repair and replacement of barcode and label library materials that are considered obsolete and damaged.
Fumigation print collections within a certain time.
Conducting elections damaged collection in the row of the collection.
Make regular reports of activity result.

Executive Staff of treatment and bookbindery

Sorting the Library Materials according to the level of damage.
Repair the damaged Library Materials that still proper.
Make a list of Library Materials that have been repaired.
Sending back the repaired Library Materials.
Assist the office requirement in ptint format/blank form, envelopes and something like that.
Make regular reports of activity result.

Digitalizing & Transfer Media of Library Material

Head of (KAUR) Digitizing & Transfer Media of Library Material

Develop a work program of Sub Field Digitizing & Transfer Media of Library Material.
Coordinate the activities of materials receipt from the library collection development.
Coordinate and conduct verification activities based on the type of collection, completeness of the information and the subject.
Drafting the concept and input bibilographic data.
Coordinate and conduct the process of digitizing and conversion of library materials.
Coordinate and conduct editing collection activity or electronic based on the specified format.
Perform security and validation of digital collections and electronic based on the standard.
Provide regular reports to the Head of Technical Services.

Implementing activity staff of Digitilizing & Transfer Media of Library Material

Perform verification based on the type of collection, completeness of the information and the subject.
Drafting the concept and input bibilographic data.
Perform the process of digitilizing and conversion of library materials.
Perform editing digital collection or electronic collection based on the specified format.
Perform security and validation of digital collections and electronic based on the standard.
Creating Activity Reports.

Implementing activity staff of Scanning and Editing the Library Materials

Perform the scanning of print collection, especially the work of Brawijaya University academic community.
Editing the results of scanning and formatting the data in accordance with the concept of Universitas Brawijaya digital library.
Entering the result of data scanning that have been edited and formatted into a digital library of the Brawijaya University database.
Implement security and validation of digital and electronic collections based on the standard.
Creating Activity Reports.

DEVELOPMENT FIELD AND COOPERATION

Coordinator (KORBID) Development and Cooperation

Develop annual work program of Sub-Sector Development and Cooperation.
Perform analysis and needs assessment tools and institution information also users.
Coordinate cooperation with other libraries or organizations / institutions to improve the library performance.
Coordinate the activities of Sub-Field Application and Development of ICT, and WEB publication, as well as the cooperation and Library Studies.
To evaluate the duties performance of Sub-Field Application and Development of ICT, and WEB publication, as well as the cooperation and Library Studies.
Perform the provision of data and documents related to the needs of the work plans and library reporting.
Prepare monthly reports to the Library Head.

Application affairs and ICT Development

Head of (KAUR) Application and ICT Development

Develop a work program of Sub Field Application & ICT Development.
Organizing and maintenance of ICT in library operations.
Implement the monitoring of the ICT implementation.
Evaluate database systems, networks, software and hardware.
Implement the application of data protection system in the library server system.
Organizing ICT development in accordance with the needs of the library.
Provide regular reports to the Head of Development and Cooperation.

Technician Application and ICT Development

Carry out maintenance activities and ICT library.
Implement monitoring of the ICT implementation.
Carry out repair database, network, software and hardware.
Carry out routine data security in the library server system.
Implement ICT development in accordance with the needs of the library.
Provide regular reports.

Publication affairs and WEB

Head of (KAUR) Publications and Web

Develop a work program of Sub Division Publication and Web.
Prepare and provide the activity data & library development.
Carry out surveys or research needs and use of library resources.
Implement the dissemination of information about the activities of the library through the print and electronic media.
Prepare, update the library portal content in digilib.brawijaya.ac.id
Make informations about the library manually and electronically.
Responding to suggestions and input the user either manually or electronically.
Provide regular reports to the Head of Development and Cooperation.

Cooperation Affairs and Bibliography Research

Head of (KAUR) Cooperation and Bibliography Research

Develop annual work program of Cooperation Sub Division and Library Studies
Organizing the cooperation with other libraries or institutions / intstitutions related to improving the performance of the library.
Conduct an analysis of library development and reading room at the faculty level, Sub-Division and courses.
Perform analysis and resources needs, ease of access and use of the library.
Conduct training field to the library user, library staff and others in need.
Prepare monthly reports to the Head of Development and Cooperation.

ADMINISTRATION AND DOMESTICITY

Head of Section (KASUBAG) Administration and Homemaking

Develop an annual work program for Administration and Homemaking Library.
Perform analysis of the Administration and Homemaking activities.
Coordinate the implementation of the tasks of Sub Division Financial Administration, Office Administration and Personnel also Homemaking.
To evaluate the duties performance of the Finance Sub-Division, Office Administration, Human Resources, Homemaking.
Evaluating and monitoring the use of funds.
Evaluate LAKIP report.
Prepare the ceremonial activities needs, either regularly or incidentally.
Provide regular reports to the head of the library.

Finance Administrative Affairs

Head of (KAUR) Financial Administration

Develop a work program of financial affairs
Maintain and update financial data.
Perform administrative activities receipt, storage, financial expenses of the library.
Setting up accounting and financial accountability in the library manually or electronically.
Liquify the approved funds to the designated bank.
Raise the rules in the Financial Sector.
Provide regular reports to the Head of Administration and Homemaking.

Executive Staff of Financial administration

Assist in preparing the plan for the financial needs
Helping to prepare the financial statements.
Make the reports description and Financial Accountability Letter.
Maintain and update financial data.
Perform the preparation and making the financial administration.
Helps to prepare LAKIP report.

Office Administrative Affairs and Personnel

Head of (KAUR) Administrative and Personnel

Develop a work program of Sub Division Office Administration and Personnel.
Implement archival library system.
Provide the necessary data and libraries document.
Process incoming and outgoing mail, including another letter of library procurement materials.
Provide data relating to Sub Division Officer.
Maintain and update employees data.
Perform activities of personnel administration, both personal and institutional personnel.
Helping to prepare needs ceremonial activities, either regularly or incidentally.
Raise the regulations in the field of Human Resources.
Provide regular reports to the Head of Administration and Homemaking.

Supervisory Staff Administrative and Personnel

Receive and note in the book agenda incoming and outgoing mail.
Set the personnel file, the letters received by the library.
Carry out the distribution of letters that are routine and incidentally.
Helping the preparation and staffing office archives.
Helping to prepare regulations Personnel Division.
Assist Preparing consumption needs both regular and incidentally.

Home Affairs

Head of (KAUR) Homemaking

Develop a work program of Homemaking Sub Division.
Set the use or utilization of library equipment.
Carry out the maintenance and preservation of library equipment.
Setting up the equipment, facilities and infrastructure, for the needs of the library.
Prepare the equipment and consumables needs.
Carry out an inventory of equipment, facilities and infrastructure library.
Implement the cleanliness in library area.
Implement the security and safety in library area.
Prepare reports the provision and use of equipment, facilities and infrastructure as required in SABMN and SIMAKS.
Provide regular reports to the Head of Administration and Homemaking.

Implementing Activity Staff of Homemaking

Logging equipment, facilities and infrastructure in library’s SABMN and SIMAKS.
Setting up the equipment, facilities and infrastructure, for the needs of the library.
Make a list of the inventory items’ placement in each room.
Develop, distribute consumables needs.
Compile a requirement list of the library building needs.
Implement the preparation of inventory items that damaged.
Implement the replacement, repair and equipment supply, facilities and infrastructure library.
Provide equipment, library facilities and infrastructure for incidental and ceremonial activities.

Implementing Activity Staff of Security Office

Conducting security activity of infrastructure and facilities, as well as in the library building at night and on public holidays.
Check regularly the condition of infrastructure and facilities, as well as the library building.
Checking and securing objects and humans that looks suspicious, then report to the Head of Library and the Security.
Securing the library area at night on public holidays from interference and misuse of infrastructure and facilities, as well as the library building.
Record and report orally and written the events that occurred during the night of the library area and on public holidays.

Implementing Activity Staff of Gardens and Environmental Hygiene

Conduct and improve the cleanness, the beauty of the park in the Library.
Care for the plants in library area.
Clean regularly the garden in library area.
Provide, distribute and caring for plants and ornamental flowers in the library area.
Inspect and clean the dirt in the Library’s garden and gutter.
Cleaning the pool inside and outside of the library building.

GROUP OF LIBRARIAN AND STAFF EXPERT

Group Chairman of Librarian

Develop a Librarians Group work program.
Implement activities that support the profession development.
Provide input to the implementation of the library.
Provide input to rise the librarian career.
Holding the guidance and evaluation of the credit figures submission for librarians.
1. Provide regular reports to the Library Head and librarians group.

Experts Library Staff

Develop annual work program of Experts Library Staff
Provide input on the implementation of the library.
Conduct field studies and publication of literature and librarianship.
Participate in the development of librarianship at the regional, national and international.
Provide regular reports to the Library Head and Librarians Group Chairman.