Botswana International University of Science & Technology - BIUST

Policies & Guidelines

LIBRARY REGULATIONS

Interpretation/Definition

  
Authorised Person:    Means a Library or security staff member acting under                    delegation from the Director of Library Services.
Borrowed Item:    Means any Library material borrowed from the Library.
Borrower:    Means any member who is entitled to borrow Library material.
Due Date:    The date by which a borrowed item must be returned.
ID Card:    Means the University Identity Card.
Library:    Refers to all parts of the University Library including study areas, and any such other areas as may be under the management of the Director of Library Services.
Library Material:    It includes all types of printed, written, photographic, audio-visual, machine-readable material and borrowable equipment held by the Library.
Library Resource:    It includes all Library material, facilities and services (including electronic resources and software) available in, from or through the Library to some or all Users.  
Library Staff:    Means a member of staff of the University Library.
Member:    Means all persons permitted to use the Library in terms of this regulation.
“Outstanding fees limit:    Means the maximum amount of Library fees or fines which may be outstanding.
Staff:    Means any person who is a member of the staff of the University.
Student:    Means any person who is enrolled as a student at the University.
Director of Library Services:    Means the senior officer of the University, responsible for the management of all parts of the Library.
User:    Means any person who is authorised to use the Library.


General


LR1.1    All persons admitted to the use of the Library are required to sign, at the time of  application, an undertaking to abide by the Library Regulations.
LR1.2    All members must comply with the provisions of the Library Regulations at all times.
LR1.3    Admission to the Library is conditional on observance of the provisions of the Library Regulations and of such directions as may from time to time be given by the Director of Library Services.
LR1.4    All users must comply with the directions of an Authorized Person.
LR1.5    Any infringement of the Library Regulations by a user may, at the discretion of the Director of Library Services, lead to the suspension of access to the Library.
LR1.6    Students who infringe the Library Regulations may also be subject to disciplinary action under the Student Code of Conduct.
LR1.7    Staff who infringe the Library Regulations may be subject to disciplinary action in accordance with their conditions of employment.

Times


LR2.1    The opening hours and operating of the Library are determined by the Director of Library Services.
LR2.2    The opening hours are posted in the Library and in the Student Hub, and on the Library’s website at:  www.library.biust.ac.bw
LR2.3    The opening hours may be varied at the discretion of the Director of Library Services and shall be appropriately notified.

Membership


LR3.1    All members of the University Council, all current University Staff, including members of administrative, research, technical and clerical staff of the University, and all enrolled students are entitled to be Members of the Library.
LR3.2    By special permission of the Director of Library Services, approved persons who meet the criteria in the Membership of and Conditions of Access to the University Library and who are not included under clause LR3.1 of this regulation may be members and accorded full or partial use of Library resources.
LR3.3    The Membership of and Conditions of Access to the University Library are to be found on the Library’s website www.library.biust.ac.bw
LR3.4    Persons or categories of persons admitted as members under clause LR3.2 of this regulation will be charged fees according to the fees schedule of the Membership of and Conditions of Access to the University Library which will be determined from time to time by Council on the recommendation of Library Advisory Committee.
LR3.5    The Director of Library Services may in exceptional circumstances waive the membership fee, although an administration fee will normally be charged.

Borrowing


LR4.1    Borrowers must familiarise themselves with all borrowing information and comply with loan periods and conditions.  Borrowing information is to be found on the Library website at:   www.library.biust.ac.bw
LR4.2    Undergraduate and postgraduate students of the University may borrow items for a period of up to two weeks.
LR4.2.1    Students with disabilities and additional needs may borrow items for a longer period at the discretion of the Director of Library Services by making application in writing ahead of the time.
LR4.3    All items must be returned by the date indicated at the time of loan.
LR4.4    The library may recall any item from any borrower if it is required by another reader or at the discretion of the Library management.
LR4.5    Items in excess of the prescribed numbers may be borrowed only in special circumstances and only with the prior permission of the Director of Library Services.
LR4.6    No Library material may be taken from the Library unless the loan has been recorded at the Issue Desk.
LR4.6.1    The borrower shall be responsible for loans until the record has been cancelled.
LR4.6.2    Loaned items may not be transferred from one borrower to another but must be returned to the Library and formally re-issued.
LR4.7    Library users are held personally responsible for;
LR4.7.1    Keeping each borrowed item reasonably safe and secure while in their possession.
LR4.7.2    Notifying the Library immediately if a borrowed item becomes lost, stolen, damaged or destroyed.
LR4.7.3    Returning each borrowed item on or before the Due Date or any earlier date specified in a recall notice.
LR4.7.4    Returning each borrowed item in the same condition and repair as when it was borrowed, subject to reasonable wear and tear.
LR4.7.5    Notifying the Library immediately if their ID card is lost, stolen or destroyed.
LR4.8    The Duty Librarian is empowered to decline to issue any particular item or items or to restrict their circulation.
LR4.9    Any Library material may be borrowed by a member who is entitled to do so, unless that Library material is restricted for use in the Library only.
LR4.10    Borrowing ceases 15 minutes before closing.
LR4.11    The hours during which library material may be borrowed may be varied at the discretion of the Director of Library Services.
LR4.12    Borrowers must present any library material that they wish to borrow, with their current ID card, for issuing at a lending desk or self-issue facility.
LR4.13    The Due Date is set at the time of issue, and reset when a borrowed item is renewed or when it is recalled.
LR4.14    The Director of Library Services is under no obligation to notify borrowers when a borrowed item is overdue.
LR4.15    The prescribe fine is charged when a borrowed item is returned after the Due Date, even though no overdue notice may have been received by the borrower.
LR4.16    A member is not permitted to allow their ID card to be used by any other person to access or borrow Library material.
LR4.17    A member is not permitted to use the ID card of any other person to access or borrow Library material.
LR4.18    Where the ID Card of a borrower is lost, stolen, or destroyed, the borrower shall be responsible for returning and replacing any Library material borrowed before the loss, theft, or destruction of the card was discovered and/or reported.
LR4.19    All items must be returned one week before the start of each University vacation.
    LR4.19.1    Items not returned before a vacation will be charged the daily fine rate through the period of the vacation.

Renewals


LR5.1    Borrowed items may be renewed at the expiry of a loan period provided that the items of the loan period will be adjusted if the borrowed item has been requested by another borrower.
LR5.2    Renewal will be refused if the borrowed item has been recalled by another borrower.

Recalls


LR6.1    Members may request a recall of any borrowed item.
LR6.2    The length of the loan period will be adjusted if the borrowed items have been requested by another borrower.
LR6.3    Each borrowed item is subject to recall at any time during the year, including study breaks and vacation periods.
LR6.4    Borrowers who fail to return any recalled borrowed item by the recall Due Date will incur a fine of each 24 hours that is overdue.

High Demand Library Material


LR7.1    Library material that is in high demand will usually be placed in the short loan collection.
LR7.2    High demand library material in the short loan collection will be issued for a restricted period normally may not be removed from the Library except for specified loan periods.
LR7.3    Failure to return Library material from short loan collections on time will incur a high value fine and may result in disciplinary action.
LR7.4    At the discretion of the Director of Library Services, additional fines may be charged for overdue items that have a reservation queue.

Inter-library loans


LR8.1    Members may apply to borrow library material from the library of another institution through the University’s Interlibrary Loan Service.  Information about this can be found on the Library website.  www.library.biust.ac.bw
LR8.2    The access to and use of such library materials is subject to the conditions imposed by the owning library.
LR8.3    Loans of any Library material to other libraries may be allowed at the discretion of the Director of Library Services.

Conduct of Users


LR9.1    There is to be no noisy or disruptive behaviour including conversation that disturbs other users.  The audible use of equipment, including the use of, or noises emitted by mobile phones, is strictly prohibited in the Library.  
LR9.2    The Library strictly follows the University’s policies, especially the Smoking Policy and other health and safety policies.
LR9.3    The marking and defacing of any publication or material is strictly forbidden.
LR9.4    The unauthorised borrowing, removal, damage, or defacement of Library material is regarded as a serious disciplinary offense.
LR9.5    Refreshments or any other materials which may damage Library property are not permitted in the Library.
LR9.6    Animals other than guide dogs may not be brought into the Library.
LR9.7    All users leaving the Library in the possession of books and papers must show them to a member of the library staff on demand.
LR9.8    A borrowed item may not be passed to another member without being reissued in that member’s name.
LR9.8.1    Where this regulation is breached the member in whose name the borrowed item is issued remains liable for all fines and fees payable by reason of failure to return the borrowed item that is overdue, recalled, or lost.
LR9.9    Every member must report any change of address as soon as possible either by updating the information held in the Central University database or by notifying the Library.
LR9.10    Seats in the Library may not be reserved and items left unattended on chairs or tables may be removed by an Authorised Person.
LR9.11    Personal  belongings brought into the Library are the sole responsibility of the owner and the Library accepts no responsibility whatsoever for personal belongings brought into the Library.
LR9.12    Unless specifically approved in writing by the Director of Library Services for a particular purpose, food or drink, other than water in approved non spillable containers, may not be consumed in any part of the Library.
LR9.13    An authorised Person may confiscate food or drink not specifically approved that is brought into the Library in a consumable state.
LR9.14    All users must identify themselves if requested, and must comply with such directions as may reasonably be given by any Authorised Person in order to maintain good order and discipline.
LR9.15    All users must vacate the Library by closing time; a reminder will be given 15 minutes before the notified closing time.

Fines & Sanctions


LR10.1    Failure to return borrowed items by the Due Date will incur a fine.  The schedule of fines is published at; www.library.biust.ac.bw
LR10.2    Members are responsible for, and are to make good any loss of, or damage to, any borrowed item, or any Library resource they use in the Library.
LR10.3    Members will be charged an administration fee in addition to the cost of replacement or repair, whether or not the borrowed item is subsequently found and returned in good order.
LR10.4    A borrowed item remains the property of the Library, notwistanding payment of the bill for its replacement and must be returned if found.
LR10.4.1    A refund will be made, in whole or part, according to the condition of the item on return.
LR10.4.2    The administration fee will be retained.
LR10.5    The Director of Library Services, in consultation with a Library Advisory Committee, shall set a limit on Library fees or fines which may be outstanding (“outstanding fees limit”).
LR10.6    Any borrower suspended as a result of fees or fines outstanding in excess of the outstanding fees limit will not be allowed to borrow until the outstanding fees or fines have been paid, or until arrangements, approved by the Director of Library Services to pay the outstanding fees or fines are in place.
LR10.7    Where a fine or charge in excess of the outstanding fees limit is not paid within fourteen (14) days of becoming due;
LR10.7.1    The member’s library privileges may be withdrawn or restricted for such period as the Director of Library Services thinks fit;
LR10.7.2    The Director of Library Services may recommend to the Provost that in addition the following penalties may be imposed on a student;
LR10.7.2.1    Withhold the formal notification of the results or any examination of the student; or
LR10.7.2.2    Decline to re-enrol the student; or
LR10.7.2.3    Decline to release the student’s academic record; or
LR10.7.2.4    Withhold any qualification certificate from that student.
LR10.8    Where any user who acts or behaves in the Library in a disorderly or improper manner or is otherwise in breach of this regulation, an Authorised Person may require that person to withdraw from the Library, and may report the event to the Director of Library Services or the user’s library privileges may be summarily withdrawn or restricted for such period as the Director of Library Services thinks fit.
LR10.9    At his/her discretion, the Director of Library Services can refer any user who breaches these regulations to the Provost (in case of a student) or to the Deputy Vice Chancellor Finance & Administration (in the case of a staff member) for disciplinary proceedings.
LR10.10    Where a penalty is imposed on any member in terms of these regulations, the member may apply in writing to the Provost to review the imposition of that penalty.

Use of Library Computers and Electronic Resources


LR11.1    Electronic resources provided by the Library are subject to licence agreements and to copyright restrictions.  Library users are responsible for ensuring that their use of these resources complies with these licence agreements and the relevant copyright legislation.
LR11.2    Every user of the Library must comply with University wide policies and conditions of use pertaining to computer use of facilities and equipment.

Copyright


LR12.1    Every user of copying facilities in the Library must comply with the laws on copyright.  These include but are not limited to;
    LR12.1.1    The provisions of Copyright Acts
    LR12.1.2    Licensing agreements
LR12.1.3    University policies and instructions, e.g notices on printers, photocopiers, on-line instructions, and written forms.
LR12.1.4    Service provider policies and instructions, e.g notices on photocopiers, laboratory equipment, and instrumentation.
LR12.2    While a user may generally be entitled to make a copy of a copyright item for private study purposes, the making of multiple copies of any publication, printed or digital is not permitted.


Discipline and Penalties


LR13.1    Penalties according to a scale published in the Library will apply on failure to return books and other material as required.  These will be calculated as days when the Library is open.
LR13.2    Discipline of students in the Library or in relation to the proper use of Library facilities, resources and materials is governed by the Code of Conduct for Students.
LR13.3    The Director, Library Services (or his/her nominee) may take action against students for breach of Library Regulations including the levying of fines or in exceptional circumstances, suspension from the Library pending disciplinary action.
LR13.4    Staff charged with offenses in breach of Library Regulations shall be subject to disciplinary action under the Conditions of Service.
LR13.5    Other Library users charged with offences in breach of Library Regulations may be suspended permanently from the Library at the discretion of the Director of Library Services.
LR13.6    The University may also require users to make good the cost of damage to resources, assets, facilities or property.

Service of Notices


LR14.1    Any notice will be sent to the last known address of the user as registered with the University.
LR14.2    Failure to receive such notice will not invalidate any subsequent proceedings.

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