Manual of Policies and Procedures

F/1.12 Borrowing of library resources

Contact Officer

Director, HiQ and Library Services

Approval Date

29/08/2013

Approval Authority

Vice-Chancellor

Date of Next Review

01/09/2016

1.12.1 Policy principles
1.12.2 Application
1.12.3 Definitions
1.12.4 Roles and responsibilities
1.12.5 Library borrowing conditions
1.12.6 Failure to comply
1.12.7 Penalties for failure to comply
1.12.8 Appeals against imposition of penalties
Related Documents
Modification History

1.12.1 Policy principles

QUT provides library resources to support its teaching, learning and research functions and activities. The University encourages the prompt return of library resources by borrowers and recognises that the late return or non-return of library resources may have a significant negative effect on its functions and activities, including:

  • disrupting the learning opportunities of students
  • impairing the ability of students to participate fully in the University's learning environment
  • impacting on the University's ability to provide a full range of library resources.

This policy sets out the University's requirements for the borrowing of library resources.

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1.12.2 Application

This policy applies to any member of the University community who is permitted to borrow QUT's library resources including:

  • Enrolled students
  • Staff, whether full-time, part-time, ongoing, fixed-term, casual or sessional
  • Individuals associated with QUT including
    • individuals who havebeen granted access to QUT property, services or infrastructure (for example, temporary staff engaged by QUT through an employment agency)
    • consultants and independent contractors undertaking services for QUT
    • members of QUT Council or other University committees whether they hold office by election, nomination or appointment
    • visiting and adjunct academics, or other academic or research collaborators
    • volunteers who contribute to or act on behalf of the University
    • reciprocal borrowers registered under the University Libraries of Australia and New Zealand (ULANZ) scheme
    • associate borrowers including QUT Alumni and school student members.

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1.12.3 Definitions

Borrower means any member of the University community listed in F/1.12.2 borrowing QUT's library resources.

Library Borrowing Conditions means any conditions designated by the Vice-Chancellor which govern the borrowing of QUT's library and audiovisual resources, including:

  • the procedures for borrowing items
  • the period of time for which items may be borrowed
  • the procedures for renewal of loans
  • any restrictions on borrowing certain items
  • the procedures for recall of an item which is required by another student
  • the procedures for dealing with non-return or damage of items
  • the procedures for the imposition of the penalties listed in F/1.12.7
  • the procedures for the appeal against the imposition of the penalties listed in F/1.12.7.

Library resources means any library resource, service or facility provided by the University to assist or support learning and teaching, research, administrative and business activities, and includes:

  • material such as monographs, periodicals, CDs or DVDs
  • any audiovisual, gaming equipment or IT equipment available for borrowing from either the QUT Library or AV Services such as cameras and laptops
  • other material available for borrowing such as kits, charts, maps and models.

Highest level overdue means a borrower has been issued a QUT Library Replacement cost notice which will result in automatic suspension of library borrowing privileges.

Library review officer means a member of the University staff appointed in writing by the Deputy Vice-Chancellor (Technology, Information and Library Services) to deal with appeals under this policy in accordance with F/1.12.8.

Compliance officer means a member of the University staff appointed in writing by the Deputy Vice-Chancellor (Technology, Information and Library Services) to deal with failure to comply with the Library Borrowing Conditions.

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1.12.4 Roles and responsibilities

Borrowers of library resources

All borrowers of the University's library resources and audiovisual resources have a responsibility to borrow those resources in accordance with the requirements of the Library Borrowing Conditions.

Vice-Chancellor

The Vice-Chancellor is responsible for designating the Library Borrowing Conditions.

Deputy Vice-Chancellor (Technology, Information and Library Services)

The Deputy Vice-Chancellor (Technology, Information and Library Services) is responsible for:

  • promoting all borrowers' awareness of this policy
  • appointing the library review officer and compliance officers.

Library review officer

The library review officer is responsible for making decisions on appeals against the imposition of a penalty in accordance with section F/1.12.8.

Compliance officer

The compliance officer is responsible for:

  • taking reasonable steps to make borrowers aware of the University's Library Borrowing Conditions
  • imposing penalties on borrowers for failure to comply with this policy in accordance with section F/1.12.7 (a) and (b)
  • making recommendation on imposition of academic sanctions on borrowers who continue to fail to comply with this policy in accordance with section F/1.12.7 (c)
  • waiving penalties where borrowers provide reasonable explanation of exceptional circumstances
  • removal of Library sanctions once all conditions of the Library Borrowing Conditions have been met.

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1.12.5 Library borrowing conditions

The Vice-Chancellor designates Library Borrowing Conditions. A borrower must comply with these conditions. By borrowing library resources, a borrower is taken to have accepted and agreed to comply with the Library Borrowing Conditions.

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1.12.6 Failure to comply

A compliance officer may impose or recommend the imposition of any of the penalties listed in F/1.12.7 on a borrower who fails to comply with the Library Borrowing Conditions.

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1.12.7 Penalties for failure to comply

(a) Suspension of library borrowing privileges for failure to comply

A borrower's library borrowing privileges will be automatically suspended if the borrower has reached the highest level overdue or returned damaged resources, has outstanding library fees or has otherwise failed to comply with the Library Borrowing Conditions. The borrower's library borrowing privileges will only be reinstated when the borrower complies with the Library Borrowing Conditions.

(b) Imposition of fees

A compliance officer may impose on a borrower a replacement fee for an item that has not been returned or has been damaged. These fees will be specified in the Library Borrowing Conditions.

(c) Continued failure to comply

Where a borrower continues to fail to comply with the Library Borrowing Conditions after their library borrowing privileges have been suspended, and does not return the library resource or pay any imposed fee, the University, on recommendation of the compliance officer, may impose an academic sanction resulting in:

  • suspension of access to other information facilities
  • withholding a student's results, an academic transcript or an award certificate
  • preventing graduation.

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1.12.8 Appeals against imposition of penalties

The Vice-Chancellor will specify procedures for appealing against the imposition of penalties in the Library Borrowing Conditions, Section 5. The library review officer will make decisions on these appeals. All appeals should be submitted and finalised within the calendar year.

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Related Documents

MOPP B/8.1 QUT Staff Code of Conduct

MOPP B/8.5 Disciplinary action for misconduct and serious misconduct - senior staff

MOPP E/2.1 Student Code of Conduct

MOPP E/8.1 Management of student misconduct

MOPP F/1.1 Provision and use of information resources and services

Library Borrowing Conditions

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Modification History

Date

Sections

Source

Details

09.12.16 F/1.12.3, F/1.12.4 Enhancing the Student Experience REAL Difference Change Manager Revised policy to include REAL Difference initiative, approved name change for position title, Deputy Vice-Chancellor (Technology, Information and Learning Support) to Deputy Vice-Chancellor (Technology, Information and Library Services) - effective 03.01.17
29.08.13 All Director, Library Services Periodic review - minor editorial changes only

30.08.10

All

Vice-Chancellor

New policy

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