Library and Learning Resources Policy Template

Purpose and scope

This policy establishes institutional requirements for the provision, management and review of library and learning resources that support teaching, learning and assessment across all programmes. It applies to the institution, all campuses and all modes of delivery (on-campus, blended and online) and covers printed collections, licensed electronic resources, open educational resources (OER), reading lists, learning platforms and inter-library arrangements.

Key principles

• Student-centred access: resources and support must enable students to meet unit and programme learning outcomes.
• Relevance and currency: collections and digital resources must align with curricula and be periodically reviewed.
• Equitable access: ensure reasonable, timely access for all enrolled students including distance learners.
• Evidence and assurance: maintain records showing resource allocation, usage and impact for quality review.
• Compliance: respect copyright, licences, privacy and any statutory obligations.

Minimum policy contents (template items)

1. Statement of purpose and scope.
2. Definitions (library, learning resources, OER, licensed resources, discovery systems).
3. Responsibilities — library director, academic leaders, course coordinators, IT and QA office.
4. Collection development (selection criteria, budgets, approval, deselection).
5. Digital access (authentication, remote access, perpetual access rights).
6. Reading lists and unit linking — required evidence that unit reading lists map to available full-text or library supply arrangements.
7. Interlibrary and supplier arrangements (ILL, resource sharing, licences).
8. Support services — information literacy, referencing help, user training.
9. Accessibility and inclusion — alternative formats and reasonable adjustments.
10. Monitoring and review — scheduled reviews, usage statistics, stakeholder feedback).

Implementation checklist

• Map unit reading lists to guaranteed access (library holdings or licence evidence).
• Allocate and document recurring budget lines for collections and platform subscriptions.
• Assign named responsible officers for collection decisions and digital licences.
• Provide an annual report on resource sufficiency to the Academic Board or equivalent.
• Include library provision evidence in programme approval and accreditation submissions.

Governance, review and evidence

Embed the policy in institutional governance: require periodic review (every 2–3 years or sooner where programmes change), evidence of budget allocation, user satisfaction data, and how libraries support academic integrity and learning outcomes. Document licence terms, perpetual access rights and disaster-recovery arrangements for digital collections.

Sample approval clause (template)

"This Library and Learning Resources Policy is approved by the Academic Board and applies from the date of approval. Responsibility for implementation is held by the Library Director reporting to the Academic Board through the Dean of Academic Affairs."

Frequently asked practical points

• Can an institution rely on public libraries? No. Providers must ensure course-specific resources are available; referral to an external library alone is normally insufficient. (see guidance).
• What about distance learners? Guarantee remote authenticated access to required full-text resources or provide alternative licensed access.
• How to evidence sufficiency for accreditation? Maintain reading lists mapped to holdings, licence documentation, usage reports, budget records and user-training logs.