Library Rules and Regulations
RHODES UNIVERSITY
LIBRARY RULES AND REGULATIONS
May 2006
CONTENTS
INTRODUCTION
VISION
MISSION STATEMENT
RULES AND REGULATIONS:
- ACCESS AND HOURS OF OPENING
- MEMBERSHIP
- CIRCULATION RULES
- INTER-LIBRARY LOANS
- GENERAL REGULATIONS
- PHOTOCOPYING AND COPYRIGHT
- ON-LINE DATABASE SEARCHES
- OVERNIGHT STUDY FACILITY
- ACCESS AND FACILITIES FOR PEOPLE WITH DISABILITIES
- LETTERS OF INTRODUCTION TO OTHER LIBRARIES
- AUTHORITY OF THE DIRECTOR: LIBRARY SERVICES
APPENDIX A: Regulations for Service to Distance Students
INTRODUCTION
This document constitutes a full statement of existing Rules and Regulations and has been compiled and is available to all Library users on request. A summary of these rules appears in the Rhodes University Calendar.
This statement of Library Rules and Regulations was submitted to the University Library Committee on 11 October 2000 and recommended by the Committee for acceptance by Senate. It was updated in May 2006.
Rhodes University Library aims to be an excellent internationally-respected academic library through the provision of ready access to information resources, and by aiding in equipping people for lifelong learning. It is committed to quality user-focused service, fairness, innovation, professional integrity and social responsibility.
To support its vision, the Library aims to:
- meet the information needs of the university students and staff members, to support and enhance high standards of teaching, research and scholarship, and thereafter support the needs of the wider community;
- provide ready access to information through effective management of its resources;
- implement strategies to foster optimal use of its information resources;
- provide a personalised, nondiscriminatory, user-friendly and high quality information service;
- employ library staff who are skilled, proactive, and who display a commitment to realising Rhodes University Library's mission.
In achieving its mission, the Library undertakes to:
- promote its services to the University community;
- create and maintain effective communication with students and staff;
- be sensitive to its users' different information needs and varying levels of information literacy skills, and contribute to the development of the users' abilities to retrieve, analyse, evaluate and organise information;
- make effective use of reliable contemporary technologies;
- promote access to onsite and remote information resources;
- utilise effectively its Collection Development Policy in the provision of information resources;
- manage efficiently the library collection, including the curation, housing, monitoring and evaluation thereof;
- provide an accurate, comprehensive and user-friendly in-house electronic information organisation and retrieval system and ensure integrity of all data;
- co-operate with other libraries regionally, nationally and internationally, to encourage resource sharing;
- create an environment conducive to research and study, including adequate access to the Online Public Access Catalogue (OPAC), study areas, library resources and library staff;
- foster a culture of service in the library staff and encourage the development of good interpersonal and communication skills;
- empower library staff to maximise their skills and abilities;
- assist the local community's libraries where possible in enhancing their capacity to meet the community's information needs;
- engage in ongoing evaluation of its services to promote quality assurance.
1. ACCESS AND HOURS OF OPENING
1.1 Access to the Rhodes University Library is not limited to its members but anyone wishing to borrow items or make REGULAR use of the professional services of the Library Staff must apply to the Director: Library Services for registration as a member in one of the categories outlined in section 2.
1.2 Staff and student members of the University and visiting researchers wishing to make use of the specialised collections of the Cory Library for Historical Research are required to comply with Cory Library registration procedures.
1.3 The Main Library building is normally open as follows:
Terms: Monday - Thursday 08h30 - 22h30
Friday 08h30 - 18h00
Saturday 09h00 - 21h00
Sunday 13h30 - 17h30
Vacations: Monday - Friday 08h45 - 17h00
Saturday 09h00 - 12h30
No access to the Main Library is possible outside these hours.
1.4 The Cory Library, at the Eden Grove building, Lucas Avenue, is normally open as follows:
Terms: Monday - Friday 08h30 - 17h00
Vacations: Monday - Friday 08h30 - 17h00
No access to the Cory Library is possible outside these hours.
1.5 The Director: Library Services may extend or reduce the normal hours of opening on occasion. Regular occasions are:
1.6 Certain collections are housed outside the Main Library building in academic departments. Access to these is arranged with the departments concerned or through the librarians in the Main Library responsible for departmental collections. Hours of access do not correspond with those of the Main and Cory Libraries.
1.7 The Library offers a full professional library service during office hours (08h30 - 13h00 and 14h00 - 17h00) Monday to Friday.
1.8 The Library is normally closed on public holidays. All Rhodes University offices and departments, including the Library, close between Christmas and New Year. Notices are posted in the Main Library indicating all changes in the regular opening pattern.
1.9 The Director: Library Services may close the Main Library building without prior warning in any emergency which, in his or her opinion, threatens the safety of Library users, staff or contents. At such times all persons in the Library building are required to leave it when instructed to do so by the Director: Library Services or any member of the Library Staff acting on his/her instructions.
1.10 Fifteen minutes before the scheduled closure of the Main Library building a warning bell will be rung and an announcement will be made. This will be repeated ten minutes before closing and again five minutes before. By the end of the fifteen minute warning period all Library users must have left the building unless they have the Director: Library Services' permission to remain longer. Failure to leave the building is an offence in terms of these Rules and the full University Disciplinary Procedures will be invoked against offenders.
1.11 In the event of a fire or other emergency a warning siren will be activated, announcements will be made and in addition the closing bell will be rung. Once this warning has been given all Library users and staff will leave the building according to the instructions of the Director: Library Services or the Incident Officers for each area of the Library building or any other Library staff member designated as an emergency incident officer by the Director: Library Services. If, for any reason, they receive no such instructions, Library users must leave the Library building at once by the nearest exit. Failure to leave the building after the emergency warning siren has been sounded is an offence in terms of these Rules and offenders will be proceeded against as in 1.10 above.
1.12 Books and other library materials on loan from the Main Library may be returned to the Library using the Book Return slot to the right of the main entrance. Only material which fits into the Return slot without risk of damage may be returned in this way.
1.13 Books on loan from the Cory Library and the Departmental Libraries must be returned there during opening hours.
2. MEMBERSHIP
2.1 Rhodes staff and student members of the Library have access to its general and specialised collections, online databases, the inter-library loans service, the facilities of the Cory Library for Historical Research, and the advice and expertise of the Library staff, and may borrow circulating material from the Library. Other members have access subject to the prior needs of staff and students but do not have access to the Inter-Library Loan service, and the online database searching service will be available only by special arrangement.
2.2 Membership of the Library is open to all staff of Rhodes University and to all registered students.
- permanent members of staff as defined by the Human Resources Division of the University
- leave substitutes for permanent staff
- exchange lecturers
- Fellows of Rhodes University
By resolution of Senate, Graduate Assistants are regarded as postgraduate students and not staff.
2.2.2 Persons employed in University departments who do not qualify for staff status under 2.2.1 (e.g. Researchers paid from funds other than those of the University) may be recognised as staff by the Director: Library Services on production of a letter of introduction from the head of the department concerned. Such letters must indicate that the department takes responsibility for the persons introduced and for meeting any Library debts incurred by them.
2.2.3 Honorary membership of the Library is open to the following categories of user, provided that they are resident in Grahamstown:
- Professors Emeriti
- Retired members of staff
- Members of the University Council
- Members of Convocation
2.2.4 Staff members who resign from the University's employment must inform the Director: Library Services of their resignation and return to the Library any Library material in their possession and membership cards issued by the Library before leaving the University.
2.2.5 Students include all undergraduate and postgraduate students registered as such with the Registrar's Division for the current year. Student membership terminates at the end of the calendar year but may be extended to the commencement of the first term of the following year on application to the Director: Library Services. Such extended membership falls away if the student concerned does not then re-register.
2.2.6 Students are regarded as Undergraduate or Postgraduate students depending on whether they are registered for undergraduate or postgraduate courses.
2.2.7 Postgraduate students living in Grahamstown who are not receiving tuition but wish to make use of the Library service must register with the University as postgraduate students or register with the Library as either Visiting or Honorary Members.
2.2.8 The Director: Library Services may extend membership of the Library to bona fide residents of greater Grahamstown who do not otherwise qualify for membership, on application. Such members will be known as Visiting Members and will be asked to supply a small photograph of themselves and pay a registration fee determined by the Director: Library Services.
2.2.9 The study, teaching and research needs of staff and student members of the University will take precedence over the borrowing and other needs of Visiting or Honorary Members. Visiting Membership will not normally be extended to school children or persons under the age of 18 years.
Visiting Members will pay a small annual fee on registration and will receive limited borrowing privileges and access to Library services.
2.2.10 Staff members of the Research Institutes and Units associated with or affiliated to Rhodes University are regarded as staff members of the University. These institutes and units are listed in the University Calendar.
2.2.11 Membership in any category comes into effect only after registration in the Library. No person may be registered in more than one category of membership.
Student members may normally only register after they have been issued with Student Identity Cards (which contain bar codes) but Temporary Membership Cards can be arranged, on application, for students needing to borrow from the Library before their ID Cards are available.
All other categories of member may register at any stage of the year.
Library staff able to carry out the registration procedures will be available during the hours of full Library service (see 1.7 above). Outside these hours intending members may not be able to register.
Users intending to register as members should approach the Circulation Desk in the first instance.
Bar-coded Library Membership Cards will be issued to Honorary and Visiting Members by the Library on completion of the registration process. Staff and Students' ID cards are used as their Library cards. Visiting and Honorary Members cards will have photographs of the members supplied by them. All Library membership cards will be retained by the members themselves and not by the Library. Researchers visiting the Cory Library will be issued with bar-coded readers' tickets on completion of the registration form. These tickets do not entitle visiting researchers to borrowing privileges in either the Cory Library or the Main Library.
If a card is lost or stolen, this must be reported to the Library immediately. The Library will replace membership cards which it has issued. The Director: Library Services may levy a fee to cover the cost of such replacement. Staff and Students' ID cards are replaced through the Registrar's Division but the new barcode must be recorded by the Library.
2.2.12 Staff, Honorary Members and Visiting borrowers are required to sign acceptance of these Rules on registration. Students are deemed to have accepted them as part of their acceptance of the University's Rules.
2.2.13 All borrowers are required to inform the Library of any changes in the addresses supplied to it on registration.
2.2.14 The Director: Library Services may require any applicants for membership to prove their identity.
2.2.15 See also regulations for distance students in Appendix I.
3.1 Registered members may normally borrow items from the Main Library according to the schedules set out below. For loans from the Cory Library see section 3.1.1 below
Membership categories are:
- Academic Staff
- Special Staff
- Support Staff
- Postgraduates
- Undergraduates
- Honorary Members
- Special Associates
- Visiting Members
- College of the Transfiguration Visitors (St Figs Visitors)
- Short Course Students
- Music Dept. Library Visitors
LOAN SCHEDULE 1: MAXIMUM NO. OF ITEMS BORROWABLE AT ANY ONE TIME
MAX | SHORT LOAN* | |
Academic Staff | 12 | 2 |
Special Staff | 30 | 2 |
Support Staff | 6 | 0 |
Postgraduates | 12 | 2 |
Undergraduates | 6 | 2 |
Honorary Members | 12 | 0 |
Special Associates | 12 | 2 |
Visiting Members | 2 | 0 |
St Figs Visitors | 3 | 0 |
Short Course Students | 1 | 1 |
Music Library Visitors | 2 | 2 |
* This is the maximum number of items that a borrower in each category may have out at any one time.
LOAN SCHEDULE 2: PERIOD FOR WHICH ITEMS MAY BE BORROWED
(Loan periods are stated in days unless specified)
Open Shelves | High Demand | Bound Periodical | 48 Hr | Limited Loan | Video & DVD | Multi- media | Short Loan | |
Academic Staff | 84 | 14 | 2 | 2 | 14 | 2 hrs | 14 | 1 hr |
Special Staff | 84 | 14 | 2 | 2 | 14 | 2 hrs | 14 | 1 hr |
Support Staff | 28 | 14 | 2 | 2 | 14 | 2 hrs | 14 | - |
Postgraduates | 28 | 14 | 2 | 2 | 14 | 2 hrs | 14 | 1 hr |
Undergraduates | 14 | 14 | 2 | 2 | 14 | 2 hrs | 14 | 1 hr |
Honorary Members | 28 | - | 2 | - | 14 | 2 hrs | 14 | - |
Special Associates | 28 | 14 | 2 | 2 | 14 | 2 hrs | 14 | 1 hr |
Visiting Members | 14 | - | 2 | - | 14 | 2 hrs | 14 | - |
St Figs Visitors | 14 | - | 2 | - | 14 | 2 hrs | 14 | - |
Short Course Students | 7 | - | - | - | 7 | 2 hrs | 7 | 1 hr |
Music Library Visitors | 14 | - | - | - | 14 | 2 hrs | 14 | 1 hr |
3.1.1 Cory Library for Historical Research: access and circulation rules
- Material held in the Cory Library falls into two categories: (a) material which may be removed from the Cory Library (Eden Grove) building (i.e. borrowed) and (b) material which may be used in the Cory Library only.
- Material which may be borrowed from the Cory Library may be borrowed only by those who are registered borrowers in the Rhodes University Library System. Further details are available from the Cory Librarian.
Material type codes for borrowable material are the same as those of the Main Library. This material is borrowed for the same loan periods as for the Main Library.
- Users who are not registered borrowers from the Rhodes University Library System may, at the discretion of the Cory Librarian, be registered for access to archival and other material which does not circulate outside the Cory Library building.
- In respect of material borrowable from the Cory Library, rules 3.2 to 3.19 apply except where obviously inappropriate.
- No periodicals held in the Cory Library, whether bound or unbound, are borrowable by any category of borrower.
3.2 Registered staff members may apply to the Director: Library Services to have their borrowing status converted to that of Special Staff. This status is normally granted on the basis of special academic needs.
3.3 The Director: Library Services may at his or her discretion restrict the loan period of any item or refuse its loan altogether. The Director: Library Services may recall any item on loan from any borrower at any time.
3.4 No Library material of any kind may be removed from the Main Library building or the Cory Library by anyone unless it has been issued to them at the Circulation Desk.
3.5 All borrowers must produce their Library membership cards (see 2.2.11 above) when borrowing from the Library, reserving items or cancelling their reservations and at such other times as the Director: Library Services or other Library staff member designated for this purpose by the Director: Library Services shall require.
3.6 Only the borrower in whose name a card has been registered (see above) may use that card for Library purposes unless the Director: Library Services has given permission, on application, for a designated individual to carry out transactions on behalf of a member. Where such permission has been obtained the members must state the name of their agents in writing to the Director: Library Services. This written statement must be renewed each year.
3.7 Every borrower assumes full responsibility for all items borrowed and for their return in good condition by the due dates. This includes items borrowed through an agent (see 3.6) and any items borrowed using a member's lost card unless the loss of that card has been reported to the Director: Library Services.
3.8 No borrower may transfer any item borrowed from the Library to any other person.
3.8.1 Circulation and borrowers' personal records are confidential and the Library will not disclose loan or other personal details to anyone other than the borrower concerned.
3.9 Items which are lost or damaged by borrowers must be replaced by them or paid for by them. Such payment shall be the cost of the item to the Library at the time of replacement plus a handling fee determined by the Director: Library Services. (Damage includes underlining in any form, lining in transparent colour, writing of comments and removal of any portion of an item.)
3.10 All categories of borrower are liable for fines in respect of items borrowed from the Library and not returned by the due date stamped in each item on issue. Fines are incurred whether or not borrowers receive notices from the Library informing them that items are overdue. (Overdue notices will nevertheless be sent out by the Library as reminders). Fines commence from the end of the period of grace determined by the Director: Library Services. 48 hour loan or high demand material has no grace period. The rate at which fines are levied and maximum fines are determined by the Library Committee from time to time. Details are obtainable from the Library. If an item incurs the maximum fine and is still not returned to the Library it will be presumed lost by the borrower.
3.10.1 Once a fine has been incurred a borrower will not be able to borrow further material until the fine has been paid.
3.11 Any borrowed Library item is regarded as still out on loan until it has been returned to the Library and is discharged from the loan record. Borrowers are required to hand returning items to a member of the Circulation Desk staff and to wait until the staff member has discharged each item. The staff member will inform the borrower of any fines or messages recorded in the issue system and confirm to the borrower that the loan record is cancelled. Complaints about return dates and fines cannot be entertained at a later date.
3.12 When an item on loan has been recalled by the Director: Library Services (see 3.3 above) fines will be incurred at the normal daily rate if the item has not been returned by the new due date specified by the notice emailed or posted to the last address(es) supplied to the Library by the borrower.
3.13 All items may have their loan periods renewed online or by the Circulation Desk staff, unless the item has been reserved by another borrower. Only in the case of Postgraduate students and University staff may renewals be made by telephone or email.
3.14 The mutilation, theft, or attempted theft, of any Library property, including circulating materials, is a very serious offence. Library users who engage in theft or apparent theft will be referred to the University's disciplinary structures by the Director: Library Services. Library users not subject to University disciplinary structures will be dealt with through normal legal processes.
3.15 Items in heavy demand by students may be placed in a Short Loan collection by the Director: Library Services at the request of members of the academic staff or on the Director: Library Services 's own initiative. Short Loan items:
- will be lent out for use in the Library only, or overnight when the Library is closed
- will have a brief loan period (e.g. 1 hour) determined by the Director: Library Services on the basis of demand
- may only be used in areas of the Library designated by the Director: Library Services
- will have a limit of 2 items to any one borrower at one time
- will have fines levied at a higher rate than those for ordinary loans (details obtainable from the Director: Library Services).
The Director: Library Services may modify these regulations at his/her discretion.
3.16 The Director: Library Services may designate certain items or classes of material as for "reference" or non-circulating use only. The Director: Library Services may require that such materials be used in designated areas of the Library only. In the case of rare or valuable materials the Director: Library Services may require, in addition, that they may be used subject to rules designed to ensure their safety and preservation.
3.17 Normal loan periods will apply to the University vacations but borrowers who will not be in Grahamstown and will, therefore, find it difficult to comply with loan requirements may apply to the Director: Library Services for special vacation loans. Such loans are subject to the Library needs of other borrowers.
3.18 The Director: Library Services may require that new material be placed on display for a period before it becomes available for loan. If an item is needed for urgent academic purposes, application may be made to the Director: Library Services to have the display period waived or reduced.
3.19 The Director: Library Services may block transactions at the Circulation Desks in respect of borrowers who infringe the circulation rules.
4.1 Inter-Library Loans is a facility which supplements the Library's own stock by obtaining material which is not available in the Rhodes University Library for University staff and postgraduate students. In return Rhodes material is made available to other libraries. In both cases resource sharing is subject to the rules and licence agreements of the lending library and to the needs of each library's own members at any given time.
4.2 Members of staff and postgraduate students may request the Inter-Library Loans Department to borrow items or to obtain photocopies for them.
4.3 Request forms for books and periodicals are obtainable from the Inter-Library Loans office. A form must be filled in for each item to be requested, giving all available details about each item. The staff of the department are available during service hours to give advice on the completion of the forms.
4.4 If a book is obtainable in South Africa, the Rhodes borrower will be charged the postal costs involved only. Books can be obtained from further afield if they are out of print and therefore, not obtainable by any other means. Borrowers must discuss the implications and costs of such loans with the Inter-Library Loans staff.
4.5 Original periodicals are rarely available for loan and most libraries supply photocopies of requested articles. The Rhodes borrower is expected to pay the photocopy costs but retains the copies. Photocopies obtained from beyond South Africa are expensive and requesters must discuss costs with the Inter-Library Loan staff.
4.6 It is important that before submitting Inter-Library Loan requests, users first search the Full-text E-journals by TITLE (A-Z List) of full-text electronic journals to see if the article is available electronically, and also check the Rhodes University Library catalogue/OPAC ( RU Library and Cory Library ), to find out if the item is held in print.
4.7 Lending libraries have the right to impose conditions of loan including loan period and number of renewals permitted, if any. These conditions must be adhered to strictly by Rhodes borrowers. The Director: Library Services may impose fines on borrowers with Inter-Library Loan material in their possession beyond the due date. Such fines will be at the daily rate for borrowers of Rhodes material. Serious or persistent offenders may be denied access to the Inter-Library Loan service.
5.1 No Library user may act in any way which disturbs the reading or study of other users of the Library or which interferes with the proper functioning of the Library.
5.2 Eating and drinking is forbidden in any part of the Library unless the prior permission of the Director: Library Services has been obtained. Smoking is forbidden in any part of the Library.
5.3 No animals may be brought into the Library unless the prior permission of the Director: Library Services has been obtained.
5.4 Damage to or theft of Library property will be referred to the University's Disciplinary structures.
5.5 Notices may not be displayed in or on any part of the Main Library building unless the permission of the Director: Library Services has been obtained.
5.6 Library staff are not responsible for personal property brought into the Library.
5.7 Equipment may be operated on the Library's electrical power supply if the permission of the Director: Library Services has been obtained. The Library will not be held responsible for any damage or loss to equipment plugged into power points in the library or to data stored thereon as a result of power fluctuations or surges or from any other cause.
5.8 Library staff cannot normally undertake to transmit telephone or other personal messages to Library users working in the Library. In emergencies every endeavour will be made to locate individuals in the Library.
5.9 These regulations also apply in the Cory Library except where obviously inappropriate.
6.1 No person may use the photocopying machines in the Library for the purpose of breaking the law on copyright.
6.2 The staff of the Library will not undertake copying which is in violation of copyright law nor will the Director: Library Services permit photocopies which are or may be in breach of the law to be taken into Library stock, including temporary deposit in the Short Loan collection.
6.3 The Director: Library Services may withhold any item in the Library stock from photocopying if there is good reason to believe that it is not desirable for it to be copied. In cases where any item is withheld from photocopying because of the possibility of damage other forms of copying may be permitted.
6.4 Charges for photocopies made on machines in the Library are determined by the Printing Unit of Rhodes University. A statement of charges is posted in the photocopy room.
6.5 Copies on photocopy machines accessible to Library users are made using a student or photocopy charge card. Student cards are supplied to students by the University at registration. Charge cards can be purchased from the card dispenser/reloader in the Photocopy Room or at the Student Bureau. Staff can obtain cards through their departments.
6.6 Persons who are not members of the Library may use the photocopy machines provided that Library members are not inconvenienced by such use. Charge cards can be purchased from the card dispenser/reloader in the Photocopy Room.
6.7 These regulations also apply in the Cory Library except where obviously inappropriate.
7.1 The Director: Library Services may lay down regulations covering these searches and the costs, if any, to be levied on categories of users other than staff and students of the university.
7.2 Such users may approach the Information Desk for assistance or to make arrangements for database searches.
8.1 This area, also known as the 24 Hour Reading Room, is an access-controlled area where students may study after the Library has closed. Users of the facility while the Library is open will be asked to leave the facility 15 minutes before closing time. Those wishing to remain in the facility after Library closure, will have to leave the Library through the exit gates, taking with them all possessions, and reenter the facility from its outside entrance, on the South side of the Library opposite the Psychology Dept. This entrance will be opened just before the Library closes and the door to the Library from the facility will then be locked.
8.2 Access to the facility is controlled and users must be in possession of a Dallas chip which must be initialized in the Library. All users of the facility must be registered on the Library’s Millennium system.
8.3 The facility is fitted with a panic button linked to Campus Protection which is to be used only in emergency situations, for example if there is a power failure which disables the access-control system and users are not able to leave the facility.
9. ACCESS AND FACILITIES FOR PEOPLE WITH DISABILITIES
9.1 The Library provides access for people with disabilities from a ramp up to the door to the Overnight Study Facility. A bell is situated on the adjacent door. Once rung, staff from the Circulation Desk will proceed to the Overnight facility door and help the user to gain entrance to the Library.
9.2 People with disabilities are allowed to use the staff lift to access the other floors of the Library.
9.3 Students in wheelchairs have priority at a workstation at the Information Desk which is set up on a specially-raised desktop.
9.4 Students with low vision have priority at a computer which is loaded with special software which enlarges screen characters.
10 LETTERS OF INTRODUCTION TO OTHER LIBRARIES
10.1 Rhodes staff and students intending to visit other libraries for research and study purposes should obtain a letter of introduction from the Director: Library Services before leaving Grahamstown.
10.2 A Committee for Higher Education Librarians of South Africa (CHELSA) memorandum of understanding requires senior postgraduate students from one university visiting the library of another member to produce such letters. Students arriving without them may be refused admission or service by the library approached.
10.3 Undergraduate and Honours students are not covered by the CHELSA agreement but may request letters of introduction. A Rhodes letter of introduction will not ask for borrowing facilities on behalf of undergraduate or Honours students and the services open to them depend on the rules of the libraries approached.
10.4 Staff or students requiring letters of introduction must complete an application form available from the Circulation Desk. Each signed letter of introduction will be available 24 hours after the application was submitted.
10.5 Each library visited by Rhodes staff or students has the right to determine what services and facilities it is able to offer, taking into account the needs of its own members.
11 AUTHORITY OF THE DIRECTOR: LIBRARY SERVICES
11.1 The Director: Library Services has the power to impose fines for any breaches of the Library Rules and Regulations, to demand compensation for lost or damaged items belonging to the Library, to suspend any user from the privilege of borrowing material or to exclude them from the Library for a specified period.
APPENDIX A: REGULATIONS FOR SERVICE TO DISTANCE STUDENTS
A1.1 Distance students are those registered Rhodes University students resident for all, or significant parts of the academic year, too far from Grahamstown to interact with the Library in person. The provisions contained in the Statement of Library Rules and Regulations apply to distance students except where modified below.
A1.2 Distance students must register in person as Library borrowers. If they are not yet in possession of Students' ID cards, the Library will issue temporary borrower's cards. Students requesting temporary cards must supply proof of identity and a small photograph. Distance students must obtain an ID card at academic registration and then register this with the Library as a borrower's card in place of the temporary card. Distance students must keep the Library informed of any changes in their registered postal and e-mail addresses and contact telephone numbers.
A1.3 Distance students may borrow directly from the Library when they are in Grahamstown but must do so in person. If they want someone else to borrow on their behalf they must make a written request to the Director: Library Services, quoting their student numbers and barcodes, for particular individuals to act as their agents. In such case a person on whose behalf an item has been borrowed is responsible for it, not the agent.
A1.4 The loan period for distance students will be the normal 28 days for Postgraduates. The service will not normally be available to other categories of borrower. Renewals of loans may be done online, be requested in person, by e-mail, telephone, or on the Renewal Forms obtainable from the Circulation Supervisor. These forms must be posted to the Director: Library Services on or before the due dates of the books concerned. The Director: Library Services may refuse any renewal request and any item reserved by another borrower must be returned to the Library immediately.
A1.5 When distance students are not able to visit the Library in person to borrow items they may request them from the Library by e-mail or on Loan Forms obtainable from the Senior Library Assistant, Circulation. Books will be sent out as registered surface post by the Library and must be returned by registered post or by the borrower in person. The Library will pay the postage out and the borrower the return postage. Only books or other items which are normally available for issue will be posted out and material in demand by students or staff in Grahamstown will not be available for postal loan during the period of demand.
A1.6 Books may not be requested or renewed by telephone but the Circulation or Information Staff will assist distance borrowers to complete the Loan Forms by supplying details by telephone if requested to do so.
A1.7 Distance students will be liable for fines on overdue books at the standard rates. Books returned by post will not be regarded as overdue if the postmark date is the same as the due date or earlier. Borrowers who have incurred fines will be blocked from further personal or postal loans until the fines are paid.
A1.8 The Library will not borrow books on Inter-Library Loan on behalf of distance students but photostat copies of periodical articles may be requested. Photostat copies of material held by the Library may also be requested subject to the provisions of copyright legislation but requesters will be charged the cost of the copies plus a handling charge.
A1.9 Letters of Introduction to other university libraries will be supplied to distance students but only
- if they are registered borrowers of the Rhodes Library and
- if they comply with the Committee for Higher Education Librarians of South Africa memorandum of understanding.
A1.10 The postal service is normally limited to the Republic of South Africa but distance students based beyond its borders may apply to the Director: Library Services through the Head of their Academic Department for a relaxation of this rule. The Director: Library Services may decline to offer a postal library service to areas where the postal service is unreliable even if these areas are within the borders of South Africa.
A1.11 The Director: Library Services retains the right to recall an item from a distance student before its due date and may withdraw postal and other services from such students if they default on their obligations to the Library.
