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Library of Management: Policies & Procedures

This guide will give you information about The Wits Library of Management

Service Charter

 

University of the Witwatersrand Library

  Service Charter 

Library mission

To support the University’s teaching and learning, research and outreach, by facilitating access to high  quality  scholarly  information  resources  and  services  through  a  team  of  skilled  and knowledgeable library staff and welcoming physical environments.

Our promise to you:

Within the framework of University and Library budgets, policies and procedures, the Library

will strive to:

  • Provide timely physical and web based access to information resources and services to meet your learning, teaching and research needs, 24 hours     a  day, 7 days a week, on and off campus.

  • Provide education and training programmes on accessing and using information resources in studying, learning, teaching and research, at the University and beyond.

  • Train, develop and deploy skilled and knowledgeable library staff to support you in accessing and using information resources and services.

  • Respond promptly and courteously to all requests, complaints and communication, electronically and in person.

  • Provide computing, copying, printing and scanning equipment and secure and comfortable group and individual physical environments to inspire your studying, research, teaching and learning.

  • Respect your right to privacy in accessing the Library’s resources, within the framework of University codes of conduct.

  • Maintain courteous relationships in all interactions with members of the University community and external users.

 

How you can help us:

As partners in this dynamic information environment, you can help us by

  •  Using all library materials, services, equipment and facilities with care, both within the library and outside.

  •  Complying with copyright provisions and plagiarism policies with regard to use of the internet, referencing, scanning and photocopying.

  •  Respecting the rights of all users to work in a safe, clean and comfortable environment conducive to studying, learning and research.

  •  Making requests for materials and services as early as possible to allow for delivery on time

  •  Treating Library staff and other users courteously at all times.

  •  Respecting the Code of Conduct for Library Use and other policies and procedures.

  •  Assisting the library in the evaluation of resources and services.

For more information, please visit: http://www.wits.ac.za/library/12/home.html Or Telephone:

+27 11 717 1917 OR Email: Manager: Library Client Services

 

Inter-Branch Loans (IBL)

 

University of the Witwatersrand Library

INTER-BRANCH LOANS (IBL) PROCEDURE

Inter-Branch Loans are available to Staff only. Presently, the service is restricted to loans to/from Main Campus, Education and Management Libraries only. It excludes loans between Main Campus and branches on the East and West Campus.

On receiving an Inter-Branch (IBL) request, please attend to it IMMEDIATELY by:

1. Printing out the request form.

2. Going to the shelf and fetching the book.

3. Notifying Interlibrary Loans (ILL) if the book is missing from the shelf. ILL will then notify the borrower and proceed to request the book on ILL.

4. If the book is available, issuing the book out to Interlibrary Loans Department

(Ext0730 = Interlibrary Loans Millennium University Identification number).

5. Sending the book via internal mail to Interlibrary Loans.

On receiving the book, Interlibrary Loans (ILL) will:

1. Issue out the book to the requester on the Millennium system.

2. Notify the requester to come and collect, or send the book to the branch where the

request was generated. On receiving the book the branch will then notify the requester to come and collect the book.

3. When the requester is finished with the book, the book must be returned to ILL by the requestor or branch. Interlibrary Loans will then return the book to its location/branch.

4. On receipt of a returned Inter-branch Loan, please make sure that the book has been checked in.

5. Re-shelve item.

NB: Depending on the ready availability of transport, the expected IBL turn-around time is 3 days.

May 2011

Code of Conduct

UNIVERSITY OF THE WITWATERSRAND LIBRARY 

CODE OF CONDUCT FOR LIBRARY USE

Misconduct in the following instances may result in Disciplinary action being taken against you; 

Student/Staff Cards

Card abuse is a serious offence – Do not allow a fellow student or staff member to make use of your student/staff card either to enter or exit the library or to borrow books. Loss or theft of a card should be reported to the Library immediately so that the number may be blocked for further use. Library users should produce their cards for library staff on request. 

Borrowing of Library Materials

Users are responsible for all items issued against their cards. The loss or theft of any item should be reported immediately to the library from which it was borrowed. All items should be returned or renewed on or before the due date stamped on the date sheet or shown on the receipt printed by the self-check machine, to avoid incurring fines.

 Fines

Fines are charged on all overdue items. Examination results may be withheld against outstanding student loans or Library accounts which have not been paid.

 Cell Phones

·     No calls are to be made from cell-phones  at any time  whilst in the Library

·     Cell-phones must be on silent/ vibrate at all times

 Talking

Loud talking will not be tolerated at any time outside of designated discussion areas and users who do not observe the rights of others will be asked to leave the Library.

 Food and Drinks

Users may have sealable bottles of water with them – but no open cans or food of any kind will be tolerated.

 Computer Facilities

Computer facilities are only available for carrying on the business of the University – i.e.

LEARNING,  TEACHING and RESEARCH.

Users may not:

·     Access social networking sites

·     Send and receive personal emails

·     Download or install any programs  of any nature whatsoever

·     Play computer games

·     Download or view content of a lewd or sexual nature

·     Engage in any non-academic activity at any time while using the computer facilities

·     Disadvantage other users by monopolizing the use of computer facilities.

 Users who breach the University Code of Conduct for the Use of Computer Facilities will be barred from making use of the computer facilities until such time as a disciplinary process has been finalized.

Smoking is not permitted in the Library at any time.

Insulting language or provocative behavior of any kind is not permitted and students who exhibit such behavior will be asked to leave the Library immediately.

Unauthorised removal of any Library material or property is a serious offence. Vandalism, mutilation, defacing or marking of Library materials, facilities or property are serious offences.

 DISRUPTION OF STUDIES BY ANY CLIENT WILL NOT BE TOLERATED AND YOU MAY BE ASKED TO LEAVE THE LIBRARY IMMEDIATELY PENDING DISCIPLINARY ACTION SHOULD YOU BE IN CONTRAVENTION OF THE ABOVE CODE OF CONDUCT

 

 STUDENT DISCIPLINARY PROCESS

 The Student Disciplinary Process is governed by the Rules for Student Discipline (“the Rules”)

Students who are alleged to have breached any of the above code may be subjected to the following disciplinary process:

 1.   Students found to be in contravention of the above code will be reported to the Brach/Senior Librarian immediately;

2.   The details of the student(s) will be recorded and any relevant evidence will be seized;

3.   The student alleged to have perpetrated the misconduct will be given an opportunity to give a statement on a voluntary basis;

4.   Witness statements will also be collected by the Branch/Senior Librarian which statements will be made available to the accused student for the purposes of a disciplinary enquiry;

5.   Borrowing privileges may be revoked pending the outcome of a disciplinary enquiry and this will be assessed on a case-by-case basis;

6.   In terms of Rule 4 of the Rules a summary inquiry by an ad-hoc committee will be held

and chaired by a person authorized in terms of the Rules;

7.   The chairperson will hear the evidence presented by the University and by the student alleged to have perpetrated the misconduct and will make a finding on the evidence presented;

8.   If a student is found guilty, a warning and/or a reprimand and/or a fine of up to R500 may be levied for each charge with a finding of guilt with a cumulative maximum of R1500 where the student is found guilty of more than two charges;

a.   students who have previously been found guilty of misconduct by the Ad-Hoc Committee may be subjected to a heavier penalty and the maximum fine may be imposed

b.   students who have been found guilty of misconduct on two separate occasions will be disciplined by the Student Disciplinary Committee in terms of Rule 6 of the Rules where, amongst other penalties, one of up to R1000 for each charge may be levied against the student.

 All decisions of the Ad-Hoc Committee will be forwarded to the Legal Office and will be entered onto the student database.

  

PROCESS FOR STAFF TO FOLLOW RE: DISCIPLINARY MATTERS

 

1.   Students found to be in contravention of the above code must be reported to the Head Librarian immediately;

 2.   The details of the student(s) must be properly recorded and any relevant evidence must be seized;

 3.   The student alleged to have perpetrated the misconduct must be given an opportunity to give a statement on a voluntary basis –  all accused students have a right to silence and may not under any circumstances be coerced into making a statement

 4.   Witness statements must also be collected by the Head Librarian which statements should be made available to the accused student for the purposes of the disciplinary enquiry;

 5.   Where appropriate - borrowing privileges may be blocked. This must be assessed on a case-by-case basis and approved by the relevant authority;

 6.   In terms of Rule 4 of the Rules, a properly constituted committee for the purposes of conducting an ad-hoc enquiry must be convened;

 a.   In terms of the Rules, the committee may be made up of:

i.   the Vice-Principal

ii.   a Deputy- Vice Chancellor

iii.   The Dean or Deputy Dean of a Faculty

iv.   The University Librarian or his/her deputy

v.   The Dean of Students or Assistant Registrar of a University Residence vi.   Professor or associate Professor of Law

vii.   Registrar or Deputy Registrar

 7.   The duly appointed Chairperson will hear the evidence presented by the University and by the student alleged to have committed the misconduct and will make a pronouncement on the basis of the evidence presented;

 8.   Penalties

 a.   In terms of the Rules, the following are penalties which may be imposed by the Committee:

i.   a warning;

ii.   a reprimand;

iii.   a fine not exceeding R500 on each charge subject to a cumulative maximum of R1500 where the student has been found guilty on more than     charges;

iv.   deprivation of all or specified student privileges indefinitely or for a stated period until compliance with a stated condition;

v.   exclusion from a University Residence for a stated period or until compliance with a stated condition;

vi.   permanent expulsion from a University Residence;

vii.   a prohibition from entering a University Residence.

 

b.   Students who have previously been found guilty of misconduct by an Ad-Hoc Committee should be subjected to a heavier penalty;

 c.   Matters where a student has been found guilty of misconduct on two separate occasions by an Ad-Hoc Committee must be referred to the Legal Office where it will be dealt with by the Student Disciplinary Committee.

 All decisions of the Ad-Hoc Committee must be forwarded to the Legal Office and be entered onto the student database.

 

Library Refunds

 

UNIVERSITY OF THE WITWATERSRAND LIBRARY     

LIBRARY REFUNDS

 

Replacement of a lost item

Library users sometimes misplace or lose items on loan to them. The Library requires users to

pay for a replacement copy of the title lost or to replace it themselves. If users present a replacement copy instead of payment, the replacement copy must be an identical or later edition of the copy lost.

Instances where lost items are recovered

In some cases users are able to trace the misplaced or lost items after they or the Library has already acquired a replacement copy. If this happens within

three months, the Library will process a refund on request. The guidelines and procedure for the processing of a refund are:

1. A monetary refund will apply to cash payments only

2. In instances where a replacement book was provided by the user and the original book is then located, the replacement book will be returned to the user.

3. Users must produce a receipt or proof of payment before any refund is processed.

4. A refund is made against the amount on the receipt which is produced by the user as proof of payment, minus a

10% handling fee.

5. Returning a lost item within the stipulated three months will result in a refund of the

replacement fee; however any fines incurred will remain until paid in full.

6. If an item is lost, billed and later found on the Library shelves, fines and/or replacement fees incurred may be waived only at the discretion of the branch or senior librarian after examining all the facts available.

Instances where an item is lost through no fault of the User

1. If a user loses a library item through no fault of their own (for instance during a theft, mugging, hijacking, fire or flood) this should be reported to the Library and proof of the incident provided. The user should settle the replacement charge and claim from their insurance.

2. Users are responsible for all items borrowed against their staff/student number.

NB: The guidelines apply to all Library users.

7 May 2013