The Abu Dhabi Polytechnic Library (Learning Resource Center)

LRC Policies, Procedure and Regulations

Code of Conduct for Library Users

The rights and responsibilities of all Library patrons are as follows:

• All users have a right to use the facilities of the Library without undue distraction or disturbance. 

• Within the precincts of the library, no person shall act in a manner that interferes with the comfort or convenience of other users.

• Abu Dhabi Polytechnic identification cards must be shown in response to any reasonable request from any member of staff who might require such identification in the course of their duties. Any library user, whether or not a member of Abu Dhabi Polytechnic, shall produce identification on request from a member of Library staff. 

• It is a condition of entry into the library that staff may inspect all bags, folders or other receptacles capable of containing library materials and their contents. 

• No food is allowed in the library.  Drinking water is allowed on the proviso that no damage is caused and all rubbish is deposited in bins provided.

• All users are expected to be considerate and respectful of other users. Loud conversations, phone calls or any other activities that may distract other users are discouraged.

• The reservation of seats or computers is not permitted. 

• The library staff may remove books and other articles left unattended on chairs or tables in the library for more than twenty minutes. Articles left in these areas at closing time will be cleared away and sent to the Student Services lost property section. The Abu Dhabi Polytechnic accepts no responsibility for personal belongings left in the building. 

• No user shall deface, mutilate, or destroy library materials: in addition to any penalty that may be imposed for such conduct; the person concerned shall be liable to pay for the full cost of repair or replacement of damaged materials. 

• Users are responsible for all library materials borrowed in their name until such time as the items are returned to the library and deleted from the loans register. Borrowers will be charged the replacement cost of any item that is not returned. 

• Users should obey any reasonable directions of library staff in enforcing this Code of Conduct. 

Code of Conduct in the Libraries and Other Public Space

Users of the library and other public space should behave in a manner that does not inconvenience, offend or limit the rights of other users to have access to library materials, study space, and other information technology facilities and services.

This policy applies to all categories of users, including external borrowers and casual visitors.

Standards to be observed within Information Services public spaces.

The Code of Conduct sets out the standards of behavior that members of the Abu Dhabi Polytechnic community can reasonably expect when engaged in Abu Dhabi Polytechnic activities.

Users of the Library facilities and services expect an environment that is conducive to study and research.  Activities that disrupt such an environment are not acceptable.  Such activities include:

• Creation of noise through loud conversations, use of mobile phones, etc.;

• Eating and drinking beverages other than bottled water;

• Smoking;

• Theft of equipment or the property of others;

• Movement of furniture;

• Vandalism;

• Posting of notices without permission; and,

• Unauthorized presence in non-public or restricted areas.

Users of the library and services expect equitable access to equipment and facilities.  Improper use or obstruction of access to such equipment and/or facilities, including the reservation of seats in study areas and the library, is not acceptable. 

Users of library collections expect equitable and open access to these resources.  Unauthorized removal, misplacement or mutilation of library resources or retention of overdue material is not acceptable.

Users leaving the library may be required to present for inspection any item in their possession or any bags, cases or other material brought into the Library.

Users are expected to provide identification to staff acting in the course of their duties where a violation of the Abu Dhabi Polytechnic policy is in question.

Exclusion from the Library

A person who breaches the above standards may be requested to leave the library. Persistent poor behavior may lead to exclusion from the library for one week or longer.

Imposition of Penalty relating to Conduct

In addition to exclusion from a library facility, a person may be penalized according to the misconduct procedures for staff.

Appeals

Any person upon whom a penalty has been imposed may appeal against that penalty using the appeal procedures for staff.

Library Lending Policy

Definitions

"Item" includes any book, pamphlet, periodical issue (bound or unbound), newspaper, manuscript, film, videotape, CD, DVD, microfilm, microfiche, photograph, print, slide, monograph, thesis, cassette, photocopy, sound recording, musical score, map, laptop, DVD player, musical instrument, plan or any other recorded material, regardless of physical form, under the control of the Librarian.  In the Abu Dhabi Polytechnic, the terms Library and Learning Resource Center are interchangeable.

Collection

The library collection is composed of relevant resources that support the programs and training courses offered in ADPOLY. The LRC is classified and organized using the Library of Congress Classification System. Bibliographic and patron records are being managed through an Integrated Library System. 

Eligibility

Abu Dhabi Polytechnic Students and Staff

The following persons are eligible users of the library and its facilities. This includes the right to borrow materials, subject to the rules set in this policy document:

• Any person enrolled in a course at Abu Dhabi Polytechnic.

• Staff members of Abu Dhabi Polytechnic.

Students/Staff must present their Abu Dhabi Polytechnic ID card in order to borrow books or materials.  This card is not transferable.  Students are responsible for all items borrowed using their ID card, and must pay for any lost or damaged items borrowed in their name.

Staff and students from other institutions / Alumni

Alumni, staff and students of other tertiary institutions and members of the public may apply to be registered as active borrowers by sending an email to the Librarian about the purpose and intention to use the materials and facilities.  Application will be sent to the Head of Academic Support Department, Facilities Manager, Training Manager (for AA) for approval. Upon approval and successful registration, the patron would need to send a confirmation that they will comply with Library Lending Policies and LRC Code of Conduct.  They would need to provide identification, proof of address and where appropriate, proof of eligibility for a particular borrower category.

Registrations must be renewed annually.  Registration may be cancelled or suspended before the expiry date for breaches of Library Lending Policies.

The Librarian or their representative may refuse an application for registration as a user when in the judgment of the Abu Dhabi Polytechnic Director or Head of Libraries, such a registration would adversely affect services to Abu Dhabi Polytechnic staff and students.

• Maximum of 2 items from circulating materials are loanable for 1 week only and not renewable.

• LRC will keep one valid ID to ensure that checked-out items will be recalled and returned accordingly: Company ID, Emirates ID, Driver’s license or Passport.

• A print-out of circulation transactions or borrowing details will be signed by the borrower and librarian.

• External Users / Alumni are responsible for all materials checked out under their account.

• For lost and damaged items, circulation policy will be implemented.

General Conditions of Loan

The Librarian has discretionary power to lend or refuse to lend any item at any time.

The Librarian may alter the loan period of any item at any time.

No person may remove an item from the library without a proper loan transaction having first been made. A valid Abu Dhabi Polytechnic Student/Staff ID is required before any loan transaction is made.

Abu Dhabi Polytechnic Student/Staff ID are not transferable. In exceptional circumstances (e.g. a lecturer’s research assistant or a representative of a borrower with a disability or illness) an authorized representative may borrow on a library cardholder's behalf, upon receipt of written authorization, and subject to the discretion of the librarian.

The library collects, stores and uses borrower information for administrative purposes only. The information collected is confidential and will not be disclosed to third parties without the borrower’s consent, except to meet government, legal and other regulatory authority requirements.

A borrower is responsible for the safekeeping and return of all items borrowed from the Library and for the cost of repair or replacement of any item damaged or not returned. 

Restrictions are placed on the number of loans a user may have at any one time. 

Responsibilities of Library Borrowers

The Abu Dhabi Polytechnic staff and students are responsible for maintaining accurate contact details through the Abu Dhabi Polytechnic Portal.  As in compliance with the contractual agreements, the affiliated Abu Dhabi Polytechnic email is the main channel for communication concerning library borrowing.

All other borrowers need to notify the library of any change of address (postal and email) at the earliest opportunity.

Circulation of Materials (Borrowing)

Circulation of materials is a basic function of the Library.  All registered students and staff of the Abu Dhabi Polytechnic have borrowing privileges. Items are due for return based on existing loan policies. 

All returned items must be handed to a staff member at the circulation desk or placed in the return chute. Returning material should not be placed on shelves. 

Loan Policies

Loan policies are shown in the following table. 

Renewal of Loans

Borrowers may renew loans twice in addition to the original loan, provided the material is not overdue, or reserved for another user. The new due date is calculated from the date on which the renewal is made.

The Librarian has the option of denying a renewal but will usually only refuse a request for such a renewal if:

• The item has been or is about to be recalled, or

• A hold has been placed by another borrower, or 

• The maximum number of renewals permitted has been reached.

Recall on Borrowed Items

At the discretion of the Librarian or an officer authorized by the Librarian, any item on loan may be recalled at any time, if it is required for the Reserve Collection or for another borrower.  Recall notices specify a new due date for the item on loan, allowing a minimum seven-day loan period.

Penalties for Overdue and Lost Items

When an item is returned after the due date, penalties apply as shown in the following table.

The penalty for items that are not returned, damaged, or lost is suspension of borrowing rights plus replacement costs. Suspension of borrowing rights remains in effect until either all overdue items are renewed or returned, and any outstanding debts are paid; or replacement costs are paid for any item declared lost.

Appeals

Persons to whom penalties are applied may appeal either orally, or in writing, to the Librarian to waive or reduce the penalty, or to defer payment of any fine.

A person making such representations may appeal to the Librarian against a decision relating to a penalty made by another library officer, and may appeal against a decision made by the librarian to the Head of Academic Support Department or the Abu Dhabi Polytechnic Director whose decision shall be final.

Evaluation Process

The Abu Dhabi Polytechnic library will evaluate its collection and services on an ongoing basis through daily statistics that are to be kept to assist in the planning and management of the library and will be collated on a monthly basis. 

Ongoing Training Sections Input

The library staff shall welcome input for both acquisition and weeding of material. This is done on an ad hoc basis as well as a formal basis periodically.  The library staff also collaborates with the academic sections on an ongoing basis to identify material that is in high demand to ensure that students have access to these resources.

Faculty and other stakeholders are involved in the development of collections, including electronic databases; in the assessment of the acquisitions policy; and in decisions regarding the weeding of outdated or obsolete materials.

Annual Survey

An annual student and staff survey is to be undertaken to evaluate client satisfaction. Results will be collated and stored by library staff, a report on findings submitted to the Head of Academic Support Department, and the Librarian will be responsible for recommending any changes to current practice in response to survey findings. 

Copyright

ADPOLY LRC abides by the UAE Federal Law no.7 (2002) on Copyrights, and condones the collection and use of unlawful materials, as well as illegal reproduction of published resources. 

UAE COPYRIGHT LAW:

http://www.wipo.int/wipolex/en/text.jsp?file_id=124612

The LRC responsibly offers access to materials while strictly adhering to copyright regulations. All users should ensure strict compliance with intellectual property laws and copyright in the use, reproduction and distribution of materials within the library’s collections.