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LIBRARY RULES AND REGULATIONS - CIRCULATION

For Władyslaw Grabski Main Library
of Warsaw University of Life Sciences
valid since May 29, 2009 based on
the University Rector’s Decision No. 13 issued on May 29, 2009

Contents

I. GENERAL RULES
II. ON-SITE CIRCULATION AND LOANS
    1. General rules
    2. Access to e-resources
    3. Main Library open stacks reading room and closed stacks storage rooms
    4. Didactic Reading Room
    5. Student Loan Desk
    6. Faculty libraries
    7. Fiction Loan Desk
III. INTERLIBRARY LOANS
    1. Borrowing from Polish libraries
    2. Borrowing from foreign libraries
    3. Requesting photocopies
    4. Lending the Library collections to other libraries
IV. LIBRARY INFORMATION ACTIVITIES
V. RESPONSIBILITY FOR THE CIRCULATED COLLECTIONS
VI. DUTIES OF THE LIBRARY USERS
VII. ORDER RULES
VIII. FINAL PROVISIONS

ATTACHMENT NO. 2

I. GENERAL RULES

  1. Władysław Grabski Main Library of Warsaw University of Life Sciences (further known as the Main Library) is a University unit with research, didactic and service delivery tasks; it also performs the role of a scholarly information center and public research library.
  2. The University library and information system consists of the Main Library and the faculty libraries.
  3. The reading rooms of all University libraries are publicly available.
  4. The Main Library and the faculty libraries deliver circulation, information and photocopy services.
  5. The information on the library hours is provided at the library entrances, on the Library websites and in the library leaflets.
  6. The collections of the Main Library are available:
    • on-site to all Library users,
    • on loan,
    • via the interlibrary loans.
  7. The Library collections may be borrowed by the University current and retired staff, students and doctoral students.
  8. The Library does not lend:
    • journals,
    • encyclopedias, dictionaries and handbooks,
    • selected valuable publications,
    • Polish books published before 1948,
    • two copies of the same title to the same Library user,
    • special collections (the University theses, texts of standards, maps),
    • publications of large size and in bad condition,
    • publications received from other libraries via the interlibrary loans.
  9. The Library does not permit copying its special collections.
  10. The Library provides its users with Internet access for the scholarly research purposes.

II. ON-SITE CIRCULATION AND LOANS

A. General rules
  1. In order to borrow books the Library users need to present the following identity documents:
    • students – Student ID Card or Student Transcript,
    • postgraduate and exchange students – current ID Card issued by their mother institution (fo instance, the current name list of the institution students, etc.),
    • doctoral students – Doctoral Student ID Card,
    • the University staff – the proof of their employment.
  2. The staff of the University library and information system have the right to copy personal data from the identity documents.
  3. Retired University staff borrow books after making a deposit at the University Finances Office.
    The deposit fee is determined by the University Rector in response to the request of the Library Director.
  4. Return dates are determined separately by each Library unit.
  5. If books are returned past their due dates, the Library charges a fee for each day of delay.
    The fee amount is determined by the University Rector in response to the request of the Library Director.
  6. The Library users may prolong the return dates of the books they borrowed either online or at the Library before these dates expire unless the books have been requested by another Library user.
  7. If the books are not returned on their due dates, the Library user account is blocked for all Library units.
  8. The Library account is unblocked when the books are returned and the appropriate Library unit is presented with the confirmation of the fee having been paid.
  9. In justified cases the Library has the right to request the return of some borrowed publications before the return dates expire.
  10. The Library users can access their Library accounts online as well as request the librarian on duty for a printed copy of their account data.
B. Access to e-resources
  1. The Library offers access to subscribed e-resources (abstract and full-text databases) to the University students and staff.
  2. The e-resources are made available by the Library according to the providers’ licenses, either on the University network workstations (IP recognition) or on personal computer devices with logins and passwords assigned to the appropriate categories of users.
  3. If technically possible and permitted by the database providers, the Library may reassign the permissions to use the e-resources to a personal computer device of a given user.
  4. The Library users accessing the subscribed e-resources are obliged to follow the rules and regulations concerning their use. The violation of these rules may result in the loss of permissions to use the Library e-resources.
C. Main Library open stacks reading room and closed stacks storage rooms
  1. The collections from the open stacks in the Reading Room may be accessed by all Library users.
  2. The collections from the closed stacks may be requested from the librarian on duty and used on-site in exchange for a valid identity document.
  3. The collections from the open stacks of the Reading Room and the closed stacks (storage rooms) may be borrowed by the University doctoral students and current and retired staff.
  4. The check-out limit – 5 items at a time in each respective Library unit.
  5. In the cases of heavily used titles the number of checked-out items and return dates are individually specified by the librarian on duty.
  6. Check-out periods:
    • up to 30 days – the University doctoral students and current and retired staff,
    • up to 6 months – the University academic staff,
    • up to 12 months – the University departments and other units entitled to request long-term loans.
  7. Books borrowed for 12 months with a request slip by the University departments and other units are directly added to the department manager library account but not included in his/her personal loan limits.
  8. The Reading Room offers access to the University theses (the seat assigned by the librarian on duty) following the University Rector Decision No. 22 issued on November 30, 2004.
  9. The University theses may be viewed by:
    • the academic staff of the universities and other research institutions and persons writing doctoral and postdoctoral theses,
    • the University students with a written consent of their thesis supervisor,
    • the non-University students with a written consent of their supervisor and the supervisor of the thesis being accessed or the manager of the University unit where the thesis was written,
    • in some justified cases other persons with a written consent of the supervisor of the thesis being accessed or the manager of the University unit where the thesis was written.
    The consent forms to be filled by the supervisors are available on the Library website or from the librarian on duty.
  10. The following Reading Room items cannot be borrowed:
    • manuals,
    • publications heavily used by the students
    • collections specified in the Rules and Regulations chapter I paragraph 8.
D. Didactic Reading Room (with self-service quick loan device)
  1. Quick loan items may be borrowed by the University students only.
    The quick loan permissions are assigned by the librarian on duty at the Student Loan Desk or the Circulation Unit.
  2. The check-out limit – 2 items at a time.
  3. The books are checked out for 24 hours.
  4. If the return date expires the Library charges a fee for each day of delay.
    When the books are returned and the student presents the confirmation of the fee having been paid the librarian on duty at the Reading Room or the Student Loan Desk unblocks this student’s Library account.
  5. After each operation the user may print a current account statement.
E. Student Loan Desk
  1. The Student Loan Desk may be used by the University students, doctoral students and current and retired staff.
  2. The University students take precedence in borrowing the manuals.
  3. Check-out limits:
    • 5 items at a time - the University students, doctoral students and current and retired staff,
    • 10 items at a time - the University students studying more than one specialization.
    In order to obtain the latter the student should present his/her valid transcripts to the Student Loan Desk staff.
  4. Check-out period – 30 days for all users.
  5. The Library accounts of the University students, doctoral students and staff are valid for 5 years. After this the account may be prolonged if the Library staff are presented with a valid proof of studies continuation or University employment.
  6. The accounts of the postgraduate students are valid for 2 calendar years.
  7. The accounts of Polish and foreign exchange students are valid during the period of their stay at the University.
  8. In order to borrow a book it should be requested online with the Student Loan Desk catalog available on the Main Library website. The items currently at the Desk are available for loan since the moment of the request placement.
  9. The users may request checked-out books. They are available for another check-out when returned and the requesting users receive respective e-mail notifications.
  10. The requesting users have 3 days to pick up requested books from the Desk. After this, books may be requested and checked-out by other users.
  11. The Library users may prolong the return dates of the books they borrowed either online or at the Student Loan Desk before these dates expire unless the books have been requested by another Library user.
  12. Extramural students may prolong even the expired return dates of books (unless books are requested by another user) and check out new items while the fee remains unpaid provided that the fee is paid by the end of a current extramural student weekend meeting.
    In this case students are required to present the confirmation of payment to the Loan Desk staff within 1 month otherwise their accounts will be blocked.
F. Faculty libraries
  1. The collections from the open stacks in the faculty library may be accessed by all library users.
  2. The collections from the closed stacks may be requested from the librarian on duty and used on-site in exchange for a valid identity document.
  3. The collections from the faculty library may be borrowed by the University doctoral students and current and retired staff.
  4. The check-out limit – 5 items at a time.
  5. 4. In the cases of heavily used titles the number of checked-out items and return dates are individually specified by the librarian on duty.
  6. Check-out periods:
    • up to 30 days – the University doctoral students and current and retired staff,
    • up to 6 months – the University academic staff,
    • up to 12 months – the University departments and other units entitled to request long-term loans.
  7. Books borrowed for 12 months with a request slip by the University departments and other units are directly added to the department manager library account but not included in his/her personal loan limits.
  8. The faculty libraries offers access to the University theses (the seats assigned by the librarian on duty) following the University Rector Decision No. 22 issued on November 30, 2004
  9. The University theses may be viewed by:
    • the academic staff of the universities and other research institutions and persons writing doctoral and postdoctoral theses,
    • the University students with a written consent of their thesis supervisor,
    • the non-University students with a written consent of their supervisor and the supervisor of the thesis being accessed or the manager of the University unit where the thesis was written,
    • in some justified cases other persons with a written consent of the supervisor of the thesis being accessed or the manager of the University unit where the thesis was written.
    The consent forms to be filled by the supervisors are available on the Library website or from the librarian on duty.
  10. The following reading Room items cannot be borrowed:
    • manuals,
    • publications heavily used by the students
    • collections specified in the Rules and Regulations chapter I paragraph 8.
G. Fiction Loan Desk
  1. The Fiction Loan Desk may be used by the University students, doctoral students and current and retired University staff.
  2. The check-out limit – 3 items at a time.
  3. Books are checked out for 30 days.
  4. The return dates may be prolonged twice.
  5. The remaining loan rules – see Rules and Regulations chapter II paragraph A.

III. INTERLIBRARY LOANS

A. Borrowing from Polish libraries
  1. The Reading Room of the Main Library orders books missing from its collections from Polish libraries (except for those located in Warsaw) in response to the requests of the University current and retired staff, students and doctoral students.
  2. The faculty library users request interlibrary loans from Polish libraries at their respective libraries.
  3. Polish interlibrary loans are delivered free of charge.
  4. The requested publications are available for 2 weeks on-site only.
  5. The Main Library and the faculty libraries do not give access to the request forms for personal interlibrary loans.
  6. The Main Library and the faculty libraries do not request interlibrary loans from the libraries located in Warsaw.
B. Borrowing from foreign libraries
  1. The Main Library requests items from foreign libraries for the University students, doctoral students and University staff.
  2. Interlibrary loans from foreign libraries are available on-site only.
  3. The availability period depends on the return date specified by the lending foreign library.
C. Requesting photocopies
  1. The Main Library and the faculty libraries may order photocopies of the publications missing from their collections.
  2. The photocopies may be requested by the University students only if paid in advance.
  3. The photocopies may be picked up from the Library after their full cost is paid at the University Finance Office.
  4. The University staff and doctoral students request their University departments or other units to order the photocopies they need directly from other libraries.
  5. The Main Library and the faculty libraries do not order photocopies from the libraries located in Warsaw.
D. Lending the Library collections to other libraries
  1. The Main Library and the faculty libraries lend their collections to other Polish libraries following the current regulations concerning the interlibrary loans.
  2. Foreign interlibrary loan requests are processed by the Reading Room staff.
  3. Return dates for the Library collections lent to other libraries are determined during the check-out.
  4. Postal delivery fees are paid by the requesting libraries.
  5. If the requested publications are non-circulating items the Library may deliver for a fee the photocopies of their fragments observing the current copyright rules.
    The fees for the photocopies and their postal delivery are determined by the University Rector in response to the request of the Library Director.
  6. The interlibrary loans do not involve the Library collections specified in the chapter I paragraph 8 of these Rules and Regulations.

IV. LIBRARY INFORMATION ACTIVITIES

Reference Services Department
  1. The Library information activities are run and supervised by the Reference Services Department (OIN).
  2. OIN offers information services concerning the Library collections (catalogs), the collections of the University library and information network members (catalogs, databases, Internet) and the collections of other libraries if there is such a possibility.
  3. OIN runs instruction activities including:
    • the library instruction addressed to the University students,
    • the courses on the use of available information resources,
    • the transfer of information on the activities of the Main Library to various groups of users (Accreditation Committees, future University students, etc.).
  4. OIN builds the bibliographic database of the University staff publications and presents it on the Library website.
  5. OIN helps the University students and staff to find references for their theses.

V. RESPONSIBILITY FOR THE CIRCULATED COLLECTIONS

  1. The Library users are fully responsible for all damage to the Library items they have borrowed if the damage was not identified during the check-out procedure.
  2. The Library users are requested to check the condition of the items they borrow before the check-out and report all damage to the librarian on duty.
  3. In the case of the book damage or loss the Library users are obliged to purchase this title for the Library or pay the its current value together with the cost of the book binding plus the special damage/loss fee. The fee amount is determined by the University Rector in response to the request of the Library Director.
  4. The value of lost items is determined by the Library circulation units based on the regulations issued by the University Rector in response to the request of the Library Director.

VI. DUTIES OF THE LIBRARY USERS

  1. The University students who discontinue or finish their studies (the latter before receiving their diplomas) are obliged to:
    • return all Library items,
    • present their clearance slips at the Student Loan Desk in order to settle their Library accounts.
  2. The University staff and doctoral students in order to terminate their employment are obliged to:
    • return all Library items,
    • present their clearance slips in the following order to:
      • their faculty library
      • the Fiction Loan Desk
      • the Student Loan Desk
      • the Main Library Reading Room, to settle their Library accounts.

VII. ORDER RULES

  1. Silence must be observed on the Library premises.
  2. Coats must be left in the cloakroom and all suitcases, backpacks and non-transparent bags must be left in the lockers next to the cloakroom.
  3. It is forbidden to bring food and drinks into the reading room and talk on the mobile phones on the Library premises.
  4. All collections no longer used in the reading rooms must be returned to the trolleys.
  5. The requests for the closed stacks titles must be handed to the librarian no later than 10 minutes before the reading room is closed.
  6. Internet workstations are shut down 30 minutes before the Library is closed.
  7. The Library users are allowed to use their own portable electronic devices.

VIII. FINAL PROVISIONS

  1. The Library users are obliged to get acquainted and comply with these Rules and Regulations.
  2. The Library staff are obliged to provide the Library users with access to the content of the Rules and Regulations if requested.
  3. The Library users violating the Library Rules and Regulations may be suspended or deprived of their rights to use the Library collections by the Library Director.
  4. All decisions concerning the circulation issues not discussed in the Rules and Regulations are taken by the Library Director.
  5. All former rules and regulations concerning the circulation of the Library collections become invalid on the date these Rules and Regulations become effective.

ATTACHMENT NO. 2

to the University Rector’s Decision No. 13 issued on May 29, 2009
concerning the Rules and Regulations of the University Main Library

Special fees and services
delivered by the Main Library and faculty libraries of Warsaw University of Life Sciences

1. For books returned past due date the Library charges 0,50 PLN per day per title
2. For books lost or damaged the Library charges 50 PLN special fee plus the current book value per title
3. For books borrowed for 24 hours and returned past due date the Library charges 10 PLN per each day
4. The Library requests WULS retired staff to pay a returnable deposit of
(one volume)
25 PLN per title borrowed
5. The Library charges for photocopies made and sent by its staff (22% VAT included) as follows:  
  - one A4 size black and white photocopy  0,43 PLN
  - one A4 size full color photocopy  5,10 PLN
  - one A3 size full color photocopy  9,20 PLN
  - plus current postal delivery fee