ACK Library Departmental Procedure

ACK Library Departmental Procedure

PURPOSE

To document and regulate operational procedures for the ACK Library.

SCOPE

This document applies to ACK Library departmental activities such as books borrowing and selling, use of photocopying services, booking library rooms or computers for classes, and shelf reading.

CONTROL OF PROCESS

ACK Library resources are available online for students and staff on and off campus. The Library Officers provide assistance to all students and staff in using the paper collection and electronic resources available. The Library Senior Officers can also provide special information sessions for individuals as needed or for groups upon previous request.
ACK Library staff is responsible to communicate to all users of the library the required procedures to follow for utilizing the resources.

Circulation – Borrowing Library Materials by ACK Students

  • To borrow a book, a student must show his/her student ID to the assigned Library staff and sign on the Lending Ledger (Student’s) (ACK.FO.LIB. 03.01).
  • Students graduating from ACK must return all borrowed library materials and sign a clearance form prior to graduation. Unreturned materials will be dealt with as per clause 6.1.8.
  • The Library staff enters the data into the system, creating two records of the transaction; one on the lending ledger with the student’s signature and one on the system.
  • The borrowing period for students enrolled in ACK Diploma and Degree programs is seven (7) days.
  • Students who have not returned the loaned item within the given period will be sent three (3) reminding email from the Library, through ACK student email address. Reminder emails are sent to the student on a weekly basis until loaned items are returned. After the second reminder, if the student does not respond; he/she will be banned from borrowing any item for one (1) semester.
  • Students may borrow non-current textbooks for one (1) year which are not considered reference book. These textbooks are not included in the Symphony system nor cataloged according to the Library of Congress Classification System (LCCS).
  • When a book is returned, the Library staff removes the student’s name from the system, signs/confirms the return of the item on the lending ledger, and indicates the date of return.
  • In the case of an unreturned, lost or a damaged book, the student is required to pay for replacing the item, taking into consideration costs associated with supplying, labeling and shelving it.
  • The student is given a cash receipt for the payment and two copies of the receipt are made; one to be sent to the Finance Department and another to be kept in the Library for the record.
  • The cash collected is submitted to the Finance Department at the end of the day along with the receipt.

Circulation – Borrowing Library Materials by ACK Faculty and Staff

  • To borrow a book, a faculty or staff member must show his/her staff ID to the assigned Library staff and sign on the Lending Ledger (Staff) (ACK.FO.LIB.03.02).
  • The Library staff enters the data into the system, creating two records of the transaction; one on the lending ledger with the faculty/staff signature and one on the system.
  • The borrowing period for the faculty and staff is one (1) month depending on whether or not the book is required by another staff member during that time.
  • Staff/Faculty, who does not return the loaned item within the given period, will be sent three (3) reminding email from the Library, through ACK staff email address. Reminder emails are sent to the staff/faculty on a weekly basis until loaned items are returned. After the second reminder, if the staff/faculty has not responded; he/she will be banned from borrowing any item for one (1) semester
  • Staff/Faculty may borrow the non-current textbooks in the old system for two (2) years which are not considered reference book. These textbooks are not included in the Symphony system nor cataloged according to the Library of Congress Classification System (LCCS).
  • Instructors’ textbooks are loaned to faculty for one/two semesters or during the period needed for teaching the related subjects/materials; and the patron must return the item once he/she is no longer teaching that subject.
  • When the book is returned, Library staff removes the faculty/staff name from the system, signs/confirms the return of the item on the lending ledger, and indicates the date of return.
  • In case of a lost or a damaged book, the faculty/staff is required to pay for replacing the item, taking into consideration costs associated with supplying, labeling and shelving it.
  • Faculty/staff is provided with a receipt for the payment and two copies of the receipt are made: one to be sent to the Finance Department and another to be kept in the Library for the record.
  • The cash collected is submitted to the Finance Department at the end of the day along with the receipt.

Acquisition – Book Orders

  • ACK Library staff follows the following steps for acquiring books for the library:
    • Sends a detailed list of the requested books to the suppliers.
    • Chooses the best option according to the price and delivery period.
    • Applies for the order using Requisition Portal on Power Campus in accordance with the Purchasing Policy (ACK.PL.PUR.01).

Selling Books

  • ACK Library does not sell any books.

Use of Photocopying/Printing/Scanning Machines

  • Library staff will be available to offer assistance to students, faculty and staff while using the photocopying/printing/scanning machines.

Booking Classes in the Library

  • Faculty members must send an email to the library staff at least one (1) day in advance in order to book the computers and seats.
  • Faculty members should indicate the time of the class, number of the students in the class, specifying the breakdown of female and male students.
  • Library staff makes the booking using the library booking system located on the shared drive.

Booking Study Group Rooms in the Library

  • Students wanting to book study rooms need to consult the Circulation Desk with regards to their request.
  • The library staff checks the availability of the study rooms and makes the booking using the library booking system located in the shared drive. Student’s name and student ID number are required in order to complete the booking process.

Shelf Reading

  • Shelf reading is required daily to maintain order of the books in accordance with the Library of Congress Classification System (LCCS).

TERMS AND DEFINITIONS

  • Shelf reading: The process of checking the collections for improperly shelved books.
  • Symphony system: The computing software system used at ACK Library.
  • Library of Congress Classification System (LCCS): An Internationally recognised system of library classification for organising books.

ATTACHMENTS

  • Lending Ledger (Student’s)
  • Lending Ledger (Staff)

[spacer height="5px"]

© Copyright 2017. ACK. All Reserved.