CIRCULAR

REGULATIONS ON THE EVALUATION OF LIBRARY ACTIVITIES

Pursuant to the Library Law on November 21, 2019;

Pursuant to Decree No. 79/2017/NĐ-CP dated July 17, 2017, of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Culture, Sports and Tourism;

At the proposal of the Director of the Library Department;

The Minister of Culture, Sports and Tourism issues this Circular to provide detailed regulations on the evaluation of library activities as stipulated in Article 37 of the Law on Libraries.

Article 1. Scope of Regulation

This Circular provides detailed regulations on the evaluation of library activities as stipulated in Article 37 of the Law on Libraries, including purposes, principles, and implementation of the evaluation of library activities.

Article 2. Applicability

This Circular applies to libraries as specified in Clause 1 of Article 9 of the Law on Libraries; agencies, organizations, and individuals participating in the evaluation of library activities, and agencies, organizations, and individuals related to the evaluation of library activities.

Article 3. Purpose of Evaluating Library Activities

1. The evaluation of library activities serves state management over libraries based on determining the capacity of libraries and their impact on individuals, communities, and society to establish appropriate management mechanisms, investment, research, policy recommendations, and development directions for libraries and reading culture nationwide.

2. The evaluation of library activities aims to enhance the effectiveness of library operations based on assessing organizational information resources and library facilities, promoting innovation, and improving service quality so that libraries can determine operational effectiveness, serve as a basis for planning, propose solutions to improve service quality and operational efficiency, and affirm the value of libraries to users, communities, and society.

Article 4. Principles of Evaluating Library Activities

1. Ensuring objectivity, accuracy, and compliance with legal provisions in evaluating library activities through the use of quantitative methods, statistics, calculations, and data collection according to national standards.

2. Ensuring honesty, transparency, and equality in evaluating library activities through the collection of information and data from surveys conducted at libraries, as well as soliciting user opinions according to nationally applied standards for all types of libraries.

3. Annual evaluations shall be conducted from December 1st of the previous year to November 30th of the reporting year. For libraries affiliated with educational institutions, self-evaluations may be combined with academic years.

Article 5. Self-Evaluation by Libraries

1. Libraries shall conduct self-evaluations in accordance with the following provisions:

a) The National Library of Vietnam, provincial public libraries, and important public libraries shall implement evaluations according to all criteria under national standards.

b) Libraries not covered under point a of Clause 1 of this Article shall conduct evaluations according to selected criteria from the national standard set of criteria, ensuring that the chosen criteria groups are suitable for the functions, tasks, scale, and role of the library.

2. Libraries shall conduct self-evaluations in accordance with the guidelines provided in Article 7 of this Circular and submit self-evaluation reports using Form No. 01 attached to this Circular to the agency, organization, or individual establishing the library (if applicable), or the competent state management agency (when requested) no later than December 30 each year; or within 60 days after the end of the academic year for evaluations conducted according to academic years.

Article 6. Authorities, organizations, individuals establishing libraries and state management authorities on libraries shall evaluate

1. Authorities, organizations, individuals establishing libraries and state management authorities on libraries shall conduct library activities evaluation according to one or more of the following methods:

a) Through annual self-assessment report results of library operations;

b) Directly evaluating library operations at the library;

c) Online through a data processing software system.

2. Authorities, organizations establishing libraries and state management authorities on libraries shall organize library operation evaluations according to the guidance provided in Article 7 of this Circular and the following provisions for direct library operation evaluations:

a) Send notification, plan, and requirements for organizing the evaluation to the evaluated library at least 10 working days before the planned evaluation date;

b) Send draft evaluation results of library operations to the evaluated library within two working days after obtaining analysis and evaluation results.

Within three working days from receiving the draft report, the library must provide written feedback on the draft evaluation; if there is disagreement, the reasons must be clearly stated;

c) Summarize and issue formal evaluation results within three working days from receiving the library's feedback;

d) Send the library operation evaluation results according to Model No. 02 attached to this Circular to the evaluated library and the directly managing authority (if applicable).

Article 7. Guidance on conducting library operation evaluations

1. Planning

a) Determine time, progress, content, and budget estimate for implementation; establish an evaluation team if necessary;

b) Organize training on surveying, collecting information and data, using evaluation software (if applicable), processing data (standardizing data), reporting evaluation results (calculating and reporting) for participating members.

2. Collecting Information and Data

a) Through annual assessment reports of the library;

b) Collecting directly at the library according to survey forms;

c) Through a data processing software system and other methods according to national standards;

d) Other methods;

3. Analyzing Results

a) Summarize and process data (standardize data); build evaluation result reports (calculate and report) using evaluation software (if applicable);

b) Complete all reports and survey data.

4. Completing Evaluation

a) Hold a meeting to report evaluation results;

b) Build files and retain all reports and survey data.

Article 8. Responsibility for Implementation

1. Responsibilities of Libraries

a) Conduct annual self-evaluation of operations as stipulated in this Circular;

b) Coordinate with authorities, organizations establishing libraries, and state management authorities on libraries to conduct operation evaluations;

c) Implement plans to improve the quality of operations and library services based on self-evaluation or operation evaluation results.

2. Responsibilities of Authorities, Organizations, Individuals Establishing Libraries

a) Organize library operation evaluations as stipulated in this Circular;

b) Guide, direct, and supervise libraries in implementing plans to improve service and operation quality; develop plans for building and investing in libraries based on operation evaluation results;

c) Report results to state management authorities on libraries; build development plans for libraries and reading culture.

3. Responsibilities of State Management Authorities on Libraries

a) Organize library operation evaluations as stipulated in this Circular;

b) Inspect and supervise the process and results of library operation evaluations;

c) Provide direction, guide, direct, and supervise libraries in implementing plans to improve service and operation quality and develop reading culture;

d) Organize mid-term and final summaries of library operation evaluations.

Article 9. Implementation Organization

1. The Library Department of the Ministry of Culture, Sports and Tourism is responsible for organizing, guiding, monitoring, urging, and inspecting the implementation of this Circular.

2. Ministries, sectors, and People's Committees of provinces and centrally-administered cities shall direct the implementation of library operation evaluations within their jurisdiction as stipulated in this Circular.

3. Departments of Culture, Sports and Tourism, Departments of Culture and Sports are responsible for urging and guiding the implementation of this Circular within their jurisdiction.

Article 10. Effective Date

1. This Circular takes effect from October 15, 2020.

2. During implementation, if there are difficulties or issues, relevant authorities, organizations, and individuals should promptly reflect them to the Ministry of Culture, Sports and Tourism (through the Library Department) for appropriate amendments and supplements.

 

ANNEX

(Attached to Circular No.    /2020/TT-BVHTTDL dated   month   year 2020 issued by the Minister of Culture, Sports and Tourism)

Model No. 01. Report on the results of library self-assessment of library operations

 

REPORT

Self-assessment results of library operations

Year…….

1. Name of Rural Industrial Enterprise (

- Name of the library being assessed: …

- Year established: … according to Decision/document No. … of …

- Address of the library headquarters: …

- Website address - Column (7): Land area in land allocation decisions, lease decisions, or documents of the competent authority or actual land area managed and used (applicable to assets that are buildings and land).: ….................................................

1. Reason for assessment

□ Annual assessment

□ Other (if applicable - specify).........................................................................................

2. Assessment period:

- Assessment period: from day … to day …

- Time of assessment: from day … to day …

3. Collecting information and data (mark the appropriate method):

□ Collecting directly at the library according to survey forms

□ Through a data processing software system and other methods according to national standards;

□ Other (specify):

.................................................................................................................................

4. Seeking user feedback on the library:

Target group …

II. EVALUATION RESULTS OF LIBRARY OPERATIONS

1. Operational effectiveness through indicators

2. General Assessment

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III. SOLUTIONS TO IMPROVE AND ENHANCE THE EFFECTIVENESS OF LIBRARY OPERATIONS

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IV. SUGGESTIONS AND RECOMMENDATIONS

1. To authorities, organizations establishing libraries

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2. To state management authorities on libraries

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^1. Name of the library assessment.

². Record all criteria used to assess the library's operations.

³. Indices and data collected have been processed according to national standards.

 

Form 02. Report on the results of assessing the library activities of the agency or organization establishing the library or the state management agency for libraries.

 

REPORT

Results of the library activity assessment.

Pursuant to Decision No...of...

…………⁽¹⁾ the assessment of the library's operations was conducted as follows:

1. Name of Rural Industrial Enterprise (

1. Information about the assessed library:

- Library name:...

- Date of establishment:...according to Decision/document No...of...

- Head office address: ...

- Website/Central Portal address - Column (7): Land area in land allocation decisions, lease decisions, or documents of the competent authority or actual land area managed and used (applicable to assets that are buildings and land).: …...............................................

2. Reasons for assessment

□ Annual assessment

□ Other periodic assessment (if applicable - specify)

..………………………………………………………………………………….

..………………………………………………………………………………….

3. Assessment period:

- Assessment period: from day … to day …

- Time of assessment: from day … to day …

4. Collection of information and data (mark the appropriate method):

□ Collecting directly at the library according to survey forms

□ Through the annual assessment report of the library

□ Through a data processing software system and other methods according to national standards;

□ Other (specify):

..………………………………………………………………………………….

5. Solicit feedback from library users:

Feedback solicited from...

II. EVALUATION RESULTS OF LIBRARY OPERATIONS

1. Operational effectiveness through indicators

2. General Assessment

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III. RECOMMENDATIONS/REQUIREMENTS⁴

1. For the assessed library

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2. For the agency or organization establishing the library

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3. For the state management agency for libraries

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^1. Name of the agency or organization establishing the library or the state management agency for libraries conducting the assessment.

². Record all criteria used to assess the library's operations.

³. Indices and data collected have been processed according to national standards.

⁴. Propose recommendations, requirements, and suggestions to serve state management of libraries and improve the effectiveness of library operations.