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Library Information Resources’ Use Policy and Procedures

ADA UNIVERSITY LIBRARY AND INFORMATION SERVICES

Address: 61 Ahmadbey Aghaoglu Street, Baku, Azerbaijan AZ1008
Tel: (+994 12) 437 3235 Fax: (+994 12) 437 3236

 

Document No. LPPC117

Created: 01.02.2017 Last modified: 16.08.22

 

Introduction

ADA University Library provides library and information services to ADA University community and external users.
Circulation Services of the ADA University Library and ADA School Library oversee the services and activities surrounding the lending/renewing of library physical resources and other materials to users, as well as managing the collections, study rooms and the rest of the physical areas of the Library building.

 

Paragraph 1. Circulation Services

 

Circulation Services Unit is one of the key units of any library and fills two important roles:

1.1 Circulation control

Circulation philosophy and control system of the ADA Libraries involve:

  • guaranteeing to the clientele equal and fair access to the library’s collections;

  • easily determining the location of each book in the collection;

  • ensuring ease of use for borrowers and staff;

  • reliability and accuracy of transaction records and circulation statistics;

  • functionality for different circulation activities (identifying borrowers, retrieving borrowed materials, preparing overdue lists, sending notifications, etc.).

1.2 Public relations

The main public service points at ADA Libraries are the Circulation Desks.
Because of its central role, circulation staff maintain a large share of responsibility for good public/customer relations. Staff must:

  • understand cultural diversity and provide quality service;

  • apply rules fairly and flexibly;

  • treat each customer as an individual;

  • accurately perform routines to ensure efficient information services.

 

 

Paragraph 2. Circulation Services Operations

 

  • Receiving and processing account activation requests (My Account, e-databases, Ebook Library);

  • Lending materials (books, magazines, audiovisuals, and on-site items such as headphones, pens, rulers, etc.);

  • Borrowing procedures, check-ins, renewals;

  • Basic searches and literature recommendations;

  • Monitoring and routing damaged materials;

  • Operating circulation systems and assisting with printing, scanning, copying, etc.;

  • Managing and reserving study rooms;

  • Processing textbook and book requests;

  • Building Course Reserves collections;

  • Correspondence with users (renewals, penalties, notices);

  • Inspection and inventory with RFID Library Digital Assistant (DLA);

  • Managing training sessions for library interns;

  • Conducting library tours and orientations;

  • Registering and assisting external visitors;

  • Recording library staff events;

  • Organizing resource awareness exhibitions;

  • Preparing online tutorials;

  • Conducting user satisfaction surveys;

  • Collecting statistics on library use;

  • Reporting building issues to Facilities and Management Services;

  • Updating and creating policies and procedures.

 

 

Paragraph 3. Library Physical Collections: Loan Periods and Terms of Use

 

Main subject areas include social sciences, humanities, diplomacy, history, law, business, economics, IT, engineering, and more.

3.1 Open shelf resources

  • General Collection: 3 weeks (21 days)

  • Repository Collection: 3 weeks (21 days)

  • Fiction Collection: 3 weeks (21 days)

  • Audiovisual Collection: 1 week (7 days)

  • Documents and Reports: 1 week (7 days)

  • Special Collections (Rector Hafiz Pashayev / Thomas Goltz / ADA Publications / CSR / Reference / Periodicals): For in-library use only

3.2 Course-related resources

  • Course Reserves Collection: 2 hours’ loan period, with overnight/weekend options

  • Instructor Copies: 6 months (180 days) for faculty

  • Test Preparation Manuals: 1 week (7 days)

3.3 Resources on request

  • Theses Collection: In-library use only

  • Internal Collection: 3 weeks (21 days), with supervisor approval

 

 

Paragraph 4. Additional Services and Conditions

 

  • Off-campus access granted to ADA students, faculty, and staff.

  • Renewal of resources allowed twice unless requested by another patron.

  • Recall Policy: Books are subject to recall after one week if requested.

  • Penalties regulated under ADA University Library Penalties (DOC. No. LP CS 17-2).

 

 

Paragraph 5. Textbook Borrowing Procedures

 

Borrowing options for Course Reserves:

  • For two hours during the day

  • For overnight/weekend/holiday when library is closed

5.1 Two-hour use

  • Loan period is two hours during library hours; may be renewed if no other requests.

5.2 Overnight/weekend/holiday use

  • Checked out one hour before closing; must be returned within one hour after opening.

  • Reservations for night use valid only for the current day.

  • Late returns lead to warnings; after 3 notices, students are blacklisted and fined per policy.

 

 

Paragraph 6. Library Electronic Information Resources

 

6.1 Database resources

  • Downloadable for online/offline use

  • Annual licensed access

  • Formats: PDF, HTML, JPEG, etc.

6.2 Digital Library resources

  • Downloadable for online/offline use

  • E-books purchased or loaned from subscribed digital libraries

  • Formats: PDF, HTML, JPEG, etc.

 

 

Paragraph 7. User Privileges

 

7.1 ADA University Students

  • Borrow up to 5 items

  • 24/7 access to e-books and databases

  • Access to library facilities and equipment

  • Must return or renew on time to avoid fines

7.2 ADA University Faculty

  • Unlimited borrowing

  • Semester loan period (120 days) for General Collection

  • Access to all facilities and digital resources

7.3 ADA University Staff, Researchers, Fellows

  • Up to 5 items

  • Full access to physical and digital resources

7.4 ADA University Non-Degree Students

  • On-site access to all resources

  • 24/7 access to electronic resources

7.5 Ministry of Foreign Affairs Employees

  • Access with MFA ID card

  • On-site and digital resource access per license agreement

7.6 ADA University Alumni

  • Access with Alumni Card

  • On-campus use of physical and digital resources

  • Off-campus access per license terms

7.7 ADA University Partners and Donors

  • Access via ADA University Library Gift Card

  • Up to 5 employees per partner company for on-site use

  • Unlimited online access for partner members

7.8 External Visitors

  • Temporary (3-month) access upon approval

  • Renewable by request

  • Access to on-campus resources only

  • Governed by External Visitors’ Policy (DOC. No. LPPC317)

 

 

Paragraph 8. Abuse of Library Privileges

 

All users must obey current policies and the ADA University Library Code of Conduct (Doc No. LPPC410).
Violations may be referred for administrative action.

Examples of abuse:

  • Damaging materials with food/water

  • Altering or mutilating files

  • Misplacing items intentionally

  • Withholding materials to gain unfair advantage

  • Theft or other misconduct

Note: Fines for lost, damaged, or misused resources are regulated by ADA University Library Penalties (DOC. No. LP CS 17-2).

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