Library Regulations

Attached to Decision No. 227/QĐ-ĐHQT dated 16th April, 2021 of President of International University on the Promulgation of the Library Regulations in International University

GENERAL REGULATIONS

ACCOUNT AND LIBRARY CARD

ON-SITE SERVICES

BORROWING

USING ONLINE RESOURCES

INTELLECTUAL PROPERTY

HANDLING OF VIOLATIONS

EXECUTION PROVISION

Chapter 1

GENERAL REGULATIONS

Article 1. Scope and Application

1. Scope

This document stipulates the library activities of International University (IU) under Vietnam National University HCM City (VNUHCM), including General regulations, Account and Library card, On-site service; Materials borrowing, Online materials accessing, Intellectual Property, and Violations handling.

2. Subjects of Application

This document applies to all the units and individuals under IU and outside-school persons who participate to use the services provided by IU.

Article 2. Library Users

1. IU users, including lecturers, staff and students;

2. Non-IU users, including visiting lecturers, and users from Universities/Institutions/Centers who have Library affiliated with IU.

Chapter 2

ACCOUNT AND LIBRARY CARD

Article 3. Library Account

1. Lecturers, staff and students from IU are provided Library account (Users’ ID);

2. With this account, every user can borrow printed materials, access online resources, and use other Library services;

3. For lecturers and staff: Library account is valid during the work period at IU (based on the labor contract);

4. For students: Library account is valid during the study period at IU (based on the period written on Student/Learner/Postgraduate card);

5. In case the students need to renew the Library use period than the expiry date written, then Students need to have a Confirmation form of the studying from Schools/Departments.

Article 4. Library Card

1. Library account is linked to the user’s Library card;

2. User can use one of the two following cards:

a) Student/Learner/Postgraduate card, Staff - Lecturer card issued by IU.

b) User’s card issued by IU Library to the ones who do not have cards stipulated at a) – Article 2; or User’s card of Universities/Institutions/Centers who have Library affiliated with IU according to the terms set out in the Cooperation Regulations.

3. Users may not lend their cards/accounts to anyone and not use cards/accounts of anyone. Users are required to report to the Library if their cards are lost. Cardholders are responsible for the materials borrowed by their cards.

Chapter 3

ON-STE SERVICES

Article 5. Opening Hours

1. Opening hours

Time frame	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Sunday
08:00 - 11:30	Open	Open	Open	Open	Open	Open
11:30 - 13:00	Open	Open	Open	Open	Open	Open
13:00 - 16:00	Open	Open	Open	Open	Open	Open
16:00 - 17:30	Open	Open	Open	Open	Open

2. Opening (or closing) on demand:

Based on actual teaching needs and situations, the Library may open (or close) overtime at certain times during the academic year. The basis for implementation will be based on the opinions of the University's leaders, proposals of Schools/ Departments/Centers, service survey results, and University’s human resources.

Article 6. On-site Services
Library on-site activities including learning common; Group study room; workstations within computer areas; Consulting on searching and providing teaching materials; Research support.

Article 7. On-site Reading

1. IU users and visiting lecturers may on-site read the following materials:

a) Textbooks and reference books in the reading room;

b) Publications on newspaper shelves, magazines;

c) Dissertations

2. After reading, Users put printed materials on the right place (at the book cart or waiting shelf). These materials will be arranged to their correct positions by Library staff.

3. Users from Universities/Institutions/Centers which have Library affiliated with IU may read the materials stipulated according to the terms in the Cooperation Agreement.

Article 8. Using Study-Rooms

1. General terms:

a) Library Group study rooms are used for learning and researching purposes of user groups.

b) Users need to make reservations by contacting directly or online registering.

c) Room using duration for each group is 90 minutes; Library may flexibly adjust the schedule and time to use the room based on the actual needs of the Users.

d) The group registering to use the room must have a minimum of 4 people, and the maximum number of people is equal to the number of seats in the room.

2. Room check-in and use:

a) Users present Student/Learner/Postgraduate cards when they check in the room.

b) Reservations will be canceled if they are late by 15 minutes.

c) Users may discuss, presentation make, sound/image show, and avoid causing noise, not to affect the outside area.

d) At the end of the slot use, Users are responsible for arranging the tables and chairs neatly, cleaning the board, and cleaning up the garbage (if any).

Article 9. Accepted Behaviors

1. Present the Student/Learner/Postgraduate card, Staff – Lecturer card, or legal user’s card when entering the Library.

2. Borrow materials according to the instructions, do not arbitrarily bring materials out of the Library without permission and checking out. Users may be required to open for inspection the bags carried out of the Library.

3. Keep quiet and follow the instructions of each service area; For the self-study area, absolute silence is required; For the group study area, it is necessary to have a gentle exchange, to avoid making noise; Need to use headphones when using computers and technology devices in public areas.

4. Users may have high consciousness and behave civilly and politely when entering the Library.

a) Maintain good hygiene in reading rooms; Keep materials and materials of the Library carefully; Take care of your own personal property when entering the Library.

b) Do not sit in the book warehouse’s aisles; Do not bring food into the Library; Do not smoke in the Library.

c) Do not use computers and other technology devices to access websites or movies with unhealthy content.

Chapter 4

BORROWING

Article 10. Who Can Borrow

The following subjects are allowed to borrow materials to take home:

1. Lecturers, Staff, and Students of IU;

2. Visiting lecturers can borrow, through Schools/ Departments/Centers under IU;

3. Users from Universities/Institutions/Centers who have Library affiliated with IU may borrow the materials according to the terms set out in the Cooperation Regulations.

Article 11. Materials for Borrowing

1. Users can borrow syllabus, reference books, monographs available on reading room (elective bookshelves);

2. Materials cannot be borrowed (just for on-site reading): Newspapers – Magazines; Dictionaries; Essays – Theses; Syllabus has 1 copy.

Article 12. Time duration and borrowed quantity

1. For lecturers, staff

a) General terms

	Number of materials	Time duration	Renew
Lecturers, staff	10	30 days	14 days

b) Special case: Lecturers may request to borrow the materials in 1 semester, conditionally, he or she is in charge of teaching that subject including these materials.

2. For students

a) Number of materials for borrowing

	Number of materials
Undergraduate students	4
Postgraduate students	6
Ph.D. students	8

b) Borrowing duration and renewing

	Duration	Renew
High-use Collection
Undergraduate students	3 days	Not applicable
Postgraduate students	15 days
Ph.D. students	20 days
Other materials (reference books, text-books with various copies, common books)
Undergraduate students	15 days	3 days
Postgraduate students	30 days	7 days
Ph.D. students	30 days	7 days

Article 13. Materials transfer

1. Schools/Departments/Offices/Centers may request to transfer the materials for training activities.

2. Transferable cases: When the class is organized far away from the main University campus.

3. Materials borrowing units are responsible for fully recovering and handing over the materials after the period of use.

Article 14. Users' responsibilities of borrowing materials

1. Check the materials before borrowing, if the damage is found, notify the Librarian immediately;

2. Preserve materials, do not damage materials;

3. Return borrowed materials and materials to the Library by the prescribed time period;

4. Fulfill obligations related to debts/penalties incurred when borrowing materials.

Chapter 5

USING ONLINE RESOURCES

Article 15. Online resources

1. Library database includes internal and external resources which are authorized for IU / VNUHCM to access;

2. IU Library provides the account and access support to the internal resources and the resources which IU has bought their access rights;

3. The Central Library - VNU provides the account and access support for VNU resources. Users may contact the Librarian in case he or she needs any support for accessing the VNUHCM resources.

Article 16. Online materials access

1. Users use accounts provided by the Library to access online materials;

2. Users keep the access account information confidential, do not disclose and transfer it to the others.

Chapter 6

COMPLYING WITH INTELLECTUAL PROPERTY

Article 17. Comply with regulations on intellectual property

1. Comply with the Intellectual Property Law and the regulations on the intellectual property of the University when using Library materials;

2. Do not copy Library materials without permission; follow instructions of the librarian when needing to copy materials chapter/part for study purpose;

3. When using online materials, Users do not use any informatic forms and tools to systematically download the data.

Chapter 7

HANDLING VIOLATIONS

Article 18. Temporarily lock Library Account
The Library temporarily locks the Library Account when Users violate the following cases:

Types of violation	Disciplinary Actions
Overdue	Temporarily lock the Library Account until Users returns the materials and pays the overdue penalty
Damage or lose materials	Temporarily lock the Library Account until Users returns the materials and pays the restoration or compensation fee
Violation of regulations on behavior in the learning common and group study room	Remind the Users or Temporarily lock the Library Account for 1 week to 3 months, depending on the level of violation
Violation of regulations on accessing online resources	Temporarily lock the Library Account for 1 to 6 months, depending on the level of violation

Article 19. Fine or Compensation
The Library applies the fine/compensation levels as follows :

Types of violation	Fines
Overdue	Fine = 20.000vnd/day/materials x Number of days of materials debt
Lose the materials	+ Correctly compensate for lost materials (correct title and author, with equivalent or newer edition), or + Fine = 120% x Materials purchase price
Damage the materials	+ If the damage is minor, pay to restore the materials = Materials purchase price x 20% + If the damage is severe and cannot be restored, the penalty is equivalent to loss of materials

Article 20. Procedure for handling violations

The handling of violations of library use regulations is carried out in the following order:

1. Library notifies the Users about the infringement;

2. Users agree to be handled for infringement;

3. In case the Users do not agree, Library temporarily locks the Users’ account;

4. In case of being overdue more than 90 days, the Library sends a notice of request for support in recovering materials to relevant units (School/Department to Bachelor students; Center for International Mobility to International students; Office of Graduate Affairs/Center for Public Administration to Postgraduate and Ph.D. students).

5. After sending a notice to relevant units and still cannot recover the materials, Library will:

a) Send Request for disciplinary action of Users to relevant units (Office of Student Services, Office of Graduate Affairs, Office of Human Resource Management, or Center for International Mobility)

b) Request the School/Department to postpone the graduation consideration for the offending student until the student returns the book or compensates for the materials.

Article 21. Handling the case of overdue items when graduating or leaving job

1. The learner is obligated to return borrowed materials before graduation; Lecturer and staff are obligated to return borrowed materials before leaving the job.

2. Based on the list of students/learners/postgraduates and Ph.D. students who have dropped out of university or are due to graduate provided by the Office of Undergraduate Academic Affairs, Office of International Academic Collaboration (twinning program), and Office of Graduate Affairs, Library will check and coordinate in handling cases of book debt. The above functional departments have not yet allowed learners to receive their diplomas if they have not returned the books or have not yet compensated.

3. Based on the list of students/learners of the Exchange Program at the end of their studies at IU, which is provided by the Center for International Mobility, Library will check and coordinate in handling cases of book debt.

4. For Lecturer, Staff who leave the job, Library shall coordinate with the Office of Human Resources Management to confirm the handover of assets.

Article 22. Handling violations for users of Universities/Institutions/Centers who have Library affiliated with IU

Processing according to the terms set out in the Cooperation and Association Regulations.

Chapter 8

EXECUTION PROVISION

Article 23. Implementation

1. Head of Library is responsible for helping the President to organize, observe, urge, and inspect the units and individuals in IU to implement these regulations;

2. Heads of units, individuals in IU are responsible for disseminating, thoroughly grasping and strictly implementing these regulations;

3. During the implementation process, if any problems arise or problems need to be amended or supplemented, the Units and individuals in IU promptly report them to Head of Library to summarize and report to the President for considerations and decisions./.