LIBRARY POLICIES, PROCEDURES AND RULES General Rules

LIBRARY POLICIES, PROCEDURES AND RULES

General Rules
1. The library is mainly for research. Eating, smoking, sleeping, making visual aids, doing industrial work and group problem solving are not allowed.
2. Upon entering the library, one should pick a key from the circulation desk and leave the bag outside in any of the available cabinets
3. They are also expected to follow the dress code prescribed by the university.
4. Silence, cleanliness and orderliness must be observed strictly at all times.
5. Chairs must be pushed back against the table after using and must not be transferred from one place to another.
6. Newspapers and magazines should be read within the Periodicals section or the table where you find them.
7. Books should be left on the table after use.
8. Laptops can be used, provided these are solely for research
9. Students are advised to attend to their valuables while in the library.
10. All must set their cell phones on SILENT MODE while in the library. Answering / making calls should be done outside the library.
11. Students may borrow one (1) book from the Reserve Counter and four (4) general circulation books at a time. General circulation books may be renewed for another week provided there is no prior request for them.
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Library Policies, Rules and Regulations
LIBRARY POLICIES, PROCEDURES AND RULES
I. STUDENTS
General Rules
1. The library is mainly for research. Eating, smoking, sleeping, making visual aids, doing industrial work and group problem solving are not allowed.
2. Upon entering the library, students should have their school IDs scanned at the RFID reader.
3. They are also expected to follow the dress code prescribed by the university.
4. Silence, cleanliness and orderliness must be observed strictly at all times.
5. Chairs must be pushed back against the table after using and must not be transferred from one place to another.
6. Newspapers and magazines should be read within the Periodicals section.
7. Books should be left on the table after use.
8. Laptops can be used, provided these are solely for research and are not connected to any electrical outlet in the library.
9. Students are advised to attend to their valuables while in the library.
10. All must set their cell phones in SILENT MODE while in the library. Answering / making calls should be done outside the library.
11. Upon leaving the library, all students must pass through the electronic security gates one at a time.
On Circulation
Students may borrow one (1) book from the Reserve Counter and four (4) general circulation books at a time. General circulation books may be renewed for another week provided there is no prior request for them.
Kinds of Materials for Circulation, Loan Periods and Fines
Browsing 1 week Php 2.00 / day including
Sundays and holidays
Stack 1 week Php 5.00 / day including
Subject Reference Sundays and holidays
Filipiniana 1 day Php 5.00 / day including
Sundays and holidays
Reserve Overnoon Php 5.00 for the first hour
CPA and & Php 2.00 for the
Overnight succeeding hours & a
fraction thereof; Php 25.00
per day including Sundays
and holidays
Law 1 day Php 5.00 for the first hour
(Reserve books only) & Php 2.00 for the
succeeding hours & a
fraction thereof; Php 25.00
per day including Sundays
and holidays
Graduate School 1 week Php 5.00 / day including
Library Sundays and holidays
Charging Procedures
1. General Circulating Books – can be borrowed at the Main Library and at the Main Library Extension (CICCT / COE) from 7:30 AM – 7:00 PM.
1.a. The borrower presents to the student assistant at the Circulation counter his/her school ID and the book/s he/she intends to
borrow.
1.b. The student assistant:
1. registers the borrower by encoding the ID number / name of borrower into the library program (Circulation Module).
2. verifies the entries on the book card against the book; lets the borrower sign the book card.
3. writes the name of the borrower on the date due slip.
4. indicates the date due on the date due slip and on the book card then countersigns it.
5. checks-out the book from the Circulation Module and from the 3M Bookcheck.
6. gives the book to the borrower.
2. Reserve Books – can be borrowed for one hour, renewable for another hour unless there is prior request.
2.a. The borrower presents his/her school I.D. to the student assistant at the circulation counter, gives the title / author of the
book he/she intends to borrow.
2.b. The student assistant gives the book card to the borrower.
2.c. The borrower signs the book card, then, gives it and his/her school ID to the student assistant.
2.d. The student assistant stamps the date and time on the date due slip and on the book card of books borrowed for overnoon /
overnight use. Steps in the General Circulation are then followed.
2.e. The student assistant gives the book to the borrower.
For overnoon use, the book is borrowed between 11:00-11:40 AM and to be returned at or before 2:00 PM of the same day.
For overnight use, the book is borrowed between 5:00-7:00 PM and to be returned at or before 8:30 AM of the following day.
3. SelfCheck System – the 3M SelfCheck is a self-service system that allows library clients to check out books without waiting in line at the Circulation Counter. All books in the library can be self-checked except General References and those marked "Non-Circulating."
The following can use the SelfCheck unit:
Students who are enrolled in the current term and whose library accounts have been activated.
Faculty members with academic load/s for the current term, the religious/lay administrators and other university personnel.
3.a. Write name on the book card and drop it in the box provided. Make sure that author, title, accession number of the book match with the entries in the book card;
3.b. Scan Personal Barcode Numbers on screen;
3.c. Type PIN (Personal Identification Number), then press "Enter" ;
3.d. Account information appears on screen. Press "OK";
3.e. Scan book/s (one at a time) on the SelfCheck unit; barcodes facing the scanner;
3.f. Press "Print Receipt"; take receipt and keep it at all times.
Note:
Never share/divulge PIN. A Client is held accountable for whatever library material(s) charged out in his/her account.
Discharging / Renewal Procedures
1. Books are returned to the Circulation loan desk / counter.
2. If the book is overdue, the fine is computed and collected. If the fine is not paid immediately, the account is recorded on the library
record. The student cannot borrow books unless the account is settled.
Online Renewal
Students who may have the need to renew borrowed materials on-line may do so by following these procedures:
1. Access the USJ-R Library System's website (http://www.library.usjr.edu.ph);
2. Click on the Electronic Resources icon and select OPAC (Online Public Catalog);
3. Log in and view your account;
4. Click on "Account Activity" and follow specific steps for:
4.1 Single-item renewal
4.1.a. Simply click "Renew Loan" button
4.2 Multiple-item renewal
4.2.a. Put a check mark on the items you wish to renew
4.2.b. Click "Renew" button;
5. Wait for confirmation before closing the page.
Important Reminder:
Overdue books can not be renewed online.
A week before the final examination, all books are for LIBRARY USE ONLY.
Non – Circulating Materials
1. General Reference materials like encyclopedias, dictionaries, and the like
2. Theses / dissertations
3. Books in sets
4. Art collection
5. Periodicals magazines, journals, newspapers, etc.
6. Information file materials
7. CD – ROM collection
8. Other materials stamped with "non – circulating"
However the above mentioned materials maybe borrowed for classroom use and should be returned to the library immediately after the class.
Damaged / Lost Books
Damaged / lost books must be reported immediately to the circulation desk / counter and to be replaced or to be paid within 30 days. After 30 days, charges are computed and forwarded to the Accounting Office upon the consent of the concerned student.
Charges include the following:
1. Current price of the book
2. Processing fee of Php 200.00
3. Accrued fines
Found library books should be returned to the library immediately, otherwise the finder will be held liable for it.
Guidelines in Accessing Main Library Extension Collection from the Main Library and vice – versa
1. Students will have to inform the Reference Librarian regarding book/s needed.
2. Reference Librarian notifies the librarian concerned regarding book/s requested.
3. Librarian should prepare the book/s.
4. Students should borrow / return book/s at the Main Library Extension (CICCT/COE) and vice – versa.
5. Students should make a follow-up of their request within the day or the following day.
CD–ROM Guidelines
1. A researcher has to present his / her school I.D. / receipt to the CD–ROM in-charge or to the student assistants (READS) in the General Reference Section ( Main Library); Subject Reference Area (for the Extension) Basak Campus.
2. Each researcher has a minimum of 30 minutes searching time, FREE of charge, on a FIRST COME – FIRST SERVE basis, limited to two CD – ROM materials. These are strictly for library use only.
3. A researcher should avoid the following:
a. changing / configuring the programs
b. downloading information to a CD/DVD/USB
c. encoding of projects and doing unnecessary works
These are STRICTLY PROHIBITED.
4. A researcher is advised to inform the Librarian/READS on duty for request of printing and for logging-out if searching is done.
GUIDELINES FOR USING THE LAPTOP AREA (at the Main Library Extension)
The use of the Laptop Area is only for educational / academic research activities of students and faculty members of the University. This facility is available to patrons who will be using laptops, net book and tablet on a first come – first serve basis.
1. Library patrons should bring their own charging devices such as adaptor, battery chargers, and others.
2. There are eight (8) seats available. Only one (1) person is allowed to use the outlet at a time. The student is
given at most one hour charging time to give chance to other clients.
3. Library patrons are prohibited from accessing sites for inappropriate purposes like watching movies, playing
online games, listening to music, accessing the YouTube, talking, teleconferencing and web chatting.
4. Charging of cell phones are strictly not allowed.
5. Chairs must be pushed back slowly after use. Bookstands, books and other library materials used should be
returned to the readers' services area.
6. All electronic gadgets used in the area should be set in SILENT MODE. These should not be left unattended
to prevent any losses.
7. The Library is not liable for any loss that may occur.
8. Charge your laptop properly. Make sure that the charger is in good condition and not a fire hazard.
GUIDELINES FOR USING THE DISCUSSION ROOM (at the Main Library Extension)
A. SCHEDULE OF RESERVATION
Monday to Friday Saturday
8:00 A.M. – 12:00 NN 8:00 A.M. – 12:00 NN
2:00 P.M. – 6:00 P.M.
Follow-up time (two hours after submission)
B. RESERVATION GUIDELINES/POLICIES, RULES AND REGULATIONS
1. Reservation forms can be obtained from the circulation counter.
2. Reservation form is to be accomplished in duplicate copies duly noted by the Adviser/Department head/Dean. List of names of participants must be attached to the form.
3. Reservation for the use of the discussion room should be made at least one day before the actual use. Follow-up is made two hours after submission/filling.
4. Cancellation of booking must be made personally at least one day before use so that the room will be opened for new booking.
5. Group reservation of two to ten (2 – 10) participants are accepted.
6. The duration of any availment should not exceed three (3) hours per session.
7. The Library reserves the right to cancel/revoke any booking or reservation in case of misrepresentation and/or violation in any of its rules and regulations.
8. Discussion activities in the room should not disturb other users in the Library.
9. Eating, bringing of beverages, sleeping, doing art and industrial works are strictly prohibited.
10. Mobile phones must be switched to SILENT MODE. Answering/Making calls should be done outside the Library.
11. Personal belongings should not be left unattended. The Library will not be responsible for any loss or damage.
12. The room must be kept clean at all times. Users must clean the room after use.
II. FACULTY
General Rules
1. SILENCE must be observed strictly at all times.
2. Cell phones and other electronic communication gadgets must be set to silent mode while inside the library;
answering/making calls should be done outside the library.
3. The library is mainly for research. Eating, sleeping and discussions among faculty members and with the
students are strongly discouraged.
4. Faculty members using laptops may use the electrical outlets at designated areas in the library, either at the
Faculty Area or CD-ROM Area.
At the Control Area
1. Faculty members are requested to identify themselves at the Entrance, or whenever they would avail of the
services in any of the sections of the library.
2. Newly accepted faculty members are requested to present a Certification from their respective
departments for identification purposes.
3. Faculty members are requested not to leave their things at the entrance/exit area.
On Reserve Books
All Library-owned materials with the exception of the General Reference materials such as encyclopedias, dictionaries, handbooks, and others maybe placed on Reserve at the instructor's/librarian's option.
1. Every semester or summer, at least one week after classes started, faculty members are advised to inform the Circulation/Reserve Librarian with regard to titles of books or materials to be placed on Reserve.
2. If additional copies are needed in the Reserve, the library may purchase a maximum of five (5) copies for
each title.
3. Personal copies of books from faculty members placed on Reserve are for "LIBRARY USE ONLY".
4. At the end of every semester, all Reserve books are returned to the sections, unless prior notice is given to
retain them for next semester.
On Reference Service
The Library Staff assists faculty members in their information and research needs, particularly in the preparation of their syllabi.
1. Faculty members will be referred to all possible sources of information in their reference and research needs
and in the preparation of their syllabi.
2. Faculty members should inform the librarians ahead of time before assigning certain readings/research topics
to their students, to enable them to prepare the needed materials.
3. Faculty members should notify the librarian ahead of time before bringing/sending their classes to the library during class hours and they should stay with their students in the library. Giving instructions to students should be done in their respective classrooms.
4. A computer unit is provided at the faculty area for the purpose of OPAC/database searching and retrieval of information only.
On Circulation
1. Faculty members are encouraged to borrow books in their area of specialization one week before classes start.
2. Faculty members may borrow books on subjects taught for one month, renewable
for another month: Full time – maximum of 30 titles; Part-time – maximum of 10 tiles. However, the library may recall/hold the books borrowed if needed by another client.
3. Faculty members taking graduate courses, or enrolled in other courses shall be subject to the same
regulations governing graduate students and students of other departments.
4. Faculty members are discouraged to borrow books for other members of their family or friends.
5. General Reference books such as encyclopedias, dictionaries, atlases, maps, globes, and others are for "Library
Use Only", however these can be borrowed for "Classroom Use".
6. Generally, periodicals are for "Library Use Only".
7. Faculty members with unreturned books/library materials cannot borrow books/library materials unless they
return/renew them. Borrowed library materials should be returned at the end of every term . Receipts are
issued for this purpose.
8. Unreturned materials on a given deadline are considered lost and charges are computed and forwarded to
the Accounting Office upon the consent of the concerned faculty member. After one (1) year, charges are
non-refundable.
9. Damaged/lost books must be reported immediately to the circulation desk/counter and to be replaced or paid
within 30 days. Lost periodicals must be reported immediately to the Periodicals Librarian. Replacement of
the same title and issue is preferred.
10. During inventory period, teachers are discouraged to borrow books and other library materials.
On CD-ROM Access
1. Faculty members are enjoined to log-in/log-out when accessing online/electronic databases and other
electronic resources available at the CD-ROM Area.
2. Original copies of CDs, CD-ROMs, DVDs and others are for "Library Use Only" and can be viewed only at the
CD-ROM Area.
3. Faculty members may borrow a maximum of five (5) CDs on subjects taught for one week and can be
renewed for another week provided there's no prior request for them.
4. For lost CDs, the borrower has to pay P200.00 which includes replacement and processing fee.
5. Requests for personal copy of CDs, DVDs and others are strictly prohibited.
Discipline
Willful violation of the library rules such as not returning books on time, lending and borrowing of books for friends, defacing or mutilating books, stealing library properties and other violations are punishable by loss of library privileges, payment of the cost of the defaced or mutilated material, fines, or upon the discretion of the Chief Librarian.
No violation of the aforementioned policies and rules shall be excused on plea of ignorance.
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