6. Information Services

This section covers those functions within the institution that provide access to information for the student body and both academic and administrative staff. (These include libraries, computing services and information support services.)

Such functions may be managed separately from each other, or in various combinations. These services routinely explain their facilities (and the conditions of their use) to students, staff and the general public and it is information of this nature that is included within this section.

Information services inevitably hold large quantities of personal data that are exempt from general disclosure.

Availability and conditions of use of facilities
Mission statements and related documents
Policies with regard to data and information
Procurement and disposal policies
Scope of collections held

6.1 Availability and conditions of use of facilities

Information in these classes provides details about who can access systems and services and the facilities that they can access. They provide assurance for external bodies/individuals that rules exist to ensure that breaches of conditions of use (eg, breach of copyright, mail spamming of an external site) are appropriately dealt with.

Examples of the type of information in this class include:

• Opening hours of libraries, helpdesks, etc, scheduled maintenance times of systems
• Who is allowed to use the facilities (eg, categories of persons and their associated rights/levels of access)
• The general rules and conditions of use (eg, no smoking/drinking/eating, the existence of policies with regard to law such as copyright, computing code of practice, data protection). For other student policies see reference to other relevant student policies in PS
• Some of the information may be covered in the student registration details or staff conditions of employment, but it will be necessary to advise how other categories are to be accepted as users, e.g. temporary staff, short course or conference use, alumni, ‘taster sessions’ etc
• There should be a pointer to other codes of conduct or rules external to the institution that may apply to the user (eg JANET acceptable use rules, Athens registration rules)
• Access to/use of Archives, including how far back in time information exits and if so to what extent it is available (Institutions may wish to indicate that only information back to a certain point will be available through its publication scheme)

Details of logging, monitoring and procedures followed in case of breach of conditions of use should also be included here

Class	Description	Manner	Hard Copy Fee
6.1 Availability and conditions of use of facilities	Opening hours of Learning Support Centres Details of availability of learning support centre resources.	Paper Copy	On Application
	Staffing Structure of the Service	Paper Copy	On Application
	How to Find Books and Journals in the Library Publication to aid library users.	Paper Copy	On Application
	How to use the Library Catalogue Publication to aid library users.	Paper Copy	On Application
	Subject Resource Guides Guides to information in specific subject areas.	Paper Copy	On Application
	Guide to Computing Facilities Publication concerning computer facilities.	Paper Copy	On Application
	Graphics and Media Services provision Details of graphics and media services provision.	Paper Copy	On Application
	Services for users with Special Needs Information concerning special needs and learning resources available.	Paper Copy	On Application
	Special Needs Description: Information for Learning Support Services Staff	Paper Copy	On Application
	Codes of Conduct Use of Computers, Acceptable use of Janet Network, Athens Regulation	Paper Copy	On Application

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6.2 Mission statements and related documents

This class should include information regarding the aims of the department in context of its place in the organisation, a definition of the services provided and, where appropriate, service level agreements.

Class	Description	Manner	Hard Copy Fee
6.2 Mission statements and related documents	Mission Statement Link to electronic copy\|*	Electronic & Paper Copy	On Application
	Mission Statement – Academic Quality and Standards Unit Latest copy: 1999	Paper Copy	On Application
	Student Entitlement Statement Link to electronic copy\| *	Electronic & Paper Copy	On Application
	Learning Support and Development Values Statement What we expect from our staff	Paper Copy	On Application
	Structure of Learning Support and Development How the service is administered	Paper Copy	On Application
	Staffing Information Staff at Learning Support and Development.	Paper Copy	On Application
	LS and D Local Plan for the current year	Paper Copy	On Application
	Operational Statistics SCONAL and UCISA	Paper Copy	On Application
	User Surveys and Action Plans Responses from students and action plans that result from this feedback.	Paper Copy	On Application

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6.3 Policies with regard to data and information

Information in this class offers assurances to data subjects, whether they are individuals or companies that deal with the institution, that data relating to them is being handled well, minimising the risk of unauthorised access or disclosure. Examples of the type of information in this class include:

• Security policies (ie how the data is protected). It could be argued that provision of information on this could risk a crime being committed, so it might be exempt or certain parts would not be published. (This is only an issue where the security policy is explicit enough to include detailed description of implementation. Clearly disclosure of this sort of information could potentially lead to a crime under the Computer Misuse Act)
• Data retention and archive policies (how long it is kept for, what happens to it after the need for it has passed, anonymising data to keep for statistics)
• Data protection statements/policies
• Policies on CCTV monitoring, RIPA etc

Class	Description	Manner	Hard Copy Fee
6.3 Policies with regard to data and information	Data Protection Leaflet issued to all students annually at enrolment. Latest copy: 2003	Paper Copy	On Application

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6.4 Procurement and disposal policies

Information in this class offers assurances that monies are being appropriately spent and assurances that procurement is fair and open. The disposal policies also assure that the institution is making correct and appropriate use of funds.

Examples of the type of information in this class include:

• Policies relating to the procurement and disposal of equipment
Collection management/preservation strategy (including policy on disposal of stock)

Class	Description	Manner	Hard Copy Fee
6.4 Procurement and disposal policies	Collection Management Development Policy	Paper Copy	On Application

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6.5 Scope of collections held

Examples of the type of information in this class include:

• Guides to collections
• Scope and availability of catalogues

Class	Description	Manner	Hard Copy Fee
6.5 Scope of collections held	Collection Management and Development Policy	Paper Copy	On Application
	Library Catalogue Details all learning resources available at Bolton Institute, such as books and journals. Link to electronic copy\|*	Electronic copy
	A Guide for New Users Details subject areas covered and staff responsible for them Link to electronic copy\|*	Electronic copy

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* Denotes broken link waiting for update.