LOAN RULES OF THE MEDICAL LIBRARY OF FACULTY OF MEDICINE OF CHARLES UNIVERSITY IN HRADEC KRÁLOVÉ

Transcription

1 LOAN RULES OF THE MEDICAL LIBRARY OF FACULTY OF MEDICINE OF CHARLES UNIVERSITY IN HRADEC KRÁLOVÉ 1. Basic provisions 2. Providing public library and information services 3. Library users 3.1 User registration 3.2 Termination of registration 3.3 Users rights and responsibilities 4. Document loans 5. Loss of documents 6. Interlibrary loan service 7. Final provisions 8. Annexes 8.1 Annex No. 1: Price list 8.2 Annex No. 2: Activity of Deposit Libraries 8.3 Annex No. 3: Instructions for the Use of IT Equipment 1. Basic provisions The Medical Library (ML) of the Faculty of Medicine of Charles University (FM CU) in Hradec Králové is a work station of the FM CU providing library and information services. Its Loan Rules are derived from the Library Rules of the Charles University in Prague and is compliant with the Law No. 257/2001 Coll., on Libraries and Conditions of Providing Public Library and Information Services (Library Act). 2. Providing public library and information services The ML provides registered users with basic services, i.e. loaning all documents free of charge, as per Section 4 Para 1 of the Library Act. For services specified under Section 4 Para 2 to 4 of the Library Act, the ML charges a fee corresponding to actual costs incurred for providing the service (see Annex No.1 Price List). Users have free access to the library stock of the ML, consisting of expert monographs, magazines, CD ROMS ( Documents ), and electronic information stock, consisting of bibliographic and full-text databases and other documents published electronically and stored on the library s server disk area, a set of licenses for access to remote information sources and systematic links to free accessible information sources. The electronic stock is made accessible in compliance with the license conditions on the internal library s net or on the intranet of the FM CU. Part of the library stock it the study stock, preferably intended for the students FM CU in Hradec Králové.

2 Public library and information services of the Medical Library of FM CU include: 1. Loaning services Absence loans: arranged by library employee for a registered user outside the premises of the library, Presence loans: loaning of documents in study rooms, computer room and deposit libraries, Short-term loaning from presence library stock. 2. Information and retrieval services Upon oral, telephonic, written or electronic orders, the ML carries out retrievals from databases in printed and electronic form. For all users, a fee is stipulated in compliance with Section 4 Para 3 of the Library Act (see Annex No. 1 Price List), Consultancy service for information retrievals carried out by users, Expert consultancy service. 3. Interlibrary loaning service (ILS) and international interlibrary loaning service (IILS) - ILS and IILS are provided pursuant to legal regulations and respecting the principles specified under point 6. of the present Loan Rules, - Pursuant to Section 14, Para 4 of the Library Act, ML provides this service for a fee to compensate for the costs incurred (see Annex No.1 Price List). 4. Methodology and tuition activity Tuition lectures and exercises for students of FM CU, Lectures for employees of FM CU and UH on the use of information systems and trainings in individual use of electronic databases, Continuous presentation of new methods of processing scientific information by trainings and lectures, also for medical libraries in the Hradec Králové Region, Providing methodological support in the use of bibliographic and documentation sources, Providing methodological support to deposit libraries of FM CU and UH. 5. Records of publication activity Recording and providing surveys of publication activities of FM CU and UH employees. 6. Reprographic services Self-service copying and copying on order, Printing from electronic information sources. Reprographic services are provided in compliance with Law No. 121/2000 Coll. on Copyright, Rights Related to Copyright and on the Amendment of Certain Laws (Copyright Law), Part 2 Free use, Section 30. Reprographic services are provided on a non-commercial basis, wherefore the user pays the price of material consumed and the mandatory charge to DILIA (Law No. 121/2000 Coll. Copyright Law, Section 25 Para 2, Letter e, (see Annex No. 1 Price List). 7. Promotion services Information on new documents and services in printed and electronic form, Exhibitions of publications in the premises of the library or at the FM CU or UH; participation in other institutions exhibitions. 8. Electronic services Access to free available and paid electronic information sources on WWW, Access to local electronic information sources (CD-ROM, databases on local server), Use of electronic communication with users; library s website showing the relevant forms to secure the ML s information services.

3 9. Circulation service ML can take part in the so-called magazine circulation service, by borrowing magazines from other workstations for the needs of local scientific and expert personnel or by providing its own stock to external stations. The circulation loan service is based on individual agreement between the ML and the other participating institution. 3. Library users 1. Internal users: a) Employees of FM CU and UH in Hradec Králové b) Students of FM CU in Hradec Králové (of all study types, including students of the University of Defence Brno, Faculty of Military Health Sciences in Hradec Králové UO, FMHS) c) Pensioners of FM UK and UH in Hradec Králové 2. External users: a) Students of other faculties of CU Prague b) Students of other universities and secondary schools, pensioners c) Other interested persons from the public 3. Collective users: Legal entities registered in the system of libraries (especially for the purposes of ILS) The ML provides library, bibliographic and scientific and information services to all registered categories of users. Internal users have preference. 3.1 User registration a) For the purposes of user filing and provision of services, the library generates and maintains a database of users in automatic form, where each user has his own electronic personal card. While processing personal data, the library proceeds in compliance with Law No. 101/2000 Coll. on Personal Data Protection and on the Amendment of Several Laws, as well as with internal regulations and guidelines of the FM and UH. b) At registration, each user is obliged to make himself familiar with the Library Rules of CU and the Loan Rules of ML and to confirm with his signature on the registration form his knowledge of the said rules. Students of CU Prague use the ML services on the basis of the Student Identity Card of Charles University Prague and a written conformation of their knowledge of the Library Rules of CU and the Loan Rules of ML. This identity card is not transferable. c) Other users use the library s services on the basis of registration. Users are filed in automatic files in compliance with Law No. 101/2000 Coll., upon submission of a completed registration form, an ID document (personal ID card or Passport accompanied by a Permanent or Long-Term Residence Permit) and upon payment of a registration fee (see Annex No. 1 Price List). The user registration form includes name, surname, academic title, permanent address and document used to verify user s identity. d) By completing and signing the registration form (by registration), the user undertakes to respect the provisions of the Library Rules of CU and the Loan Rules of the ML and at the same time provides consent to the filing of his personal data in the library s database. e) Except user s personal data, the library personnel also register in the electronic personal card various information on document loans and returns, on extensions, prompts, notes concerning

4 the condition of documents loaned and other explanatory information for internal purposes of the library. Upon request, user is entitled to view his electronic personal card. The user is obliged to inform the library of changes in his personal data. f) Additionally and upon user s consent, the personal electronic card can also include information facilitating communication between the user and the ML such as temporary address, address, telephone and mobile telephone number. For communication with a) and b) category users, the preferable method of communication is the address that the user must check at registration. g) External users have the option of short-term registration (2 months). 3.2 Termination of registration The condition of termination of a registration is the settlement of all liabilities towards the ML. Once this condition is fulfilled, the registration terminates as follows: 1. for internal users: a) FM CU and UH employees: Registration terminates by employment termination and by settlement of all liabilities b) FM CU (of all study forms): Registration terminates by termination of studies, course or internship c) Pensioners of FM and UH: FM CU and UH: Registration terminates after one year 2. for external users: a) Students of other faculties of CU Prague: Registration terminates after one year b) Students of other universities and secondary schools: Registration terminates after two months or one year c) Other persons interested from the public: Registration terminates after two months or one year The library maintains user s personal data for the period of his registration. Subsequently, such data is maintained only for a necessary period of time i.e. maximally until the end of the calendar year following the termination of registration. 3.3 Users rights and responsibilities a) When entering the library, user is responsible to prove his identity by a student s ID card or a personal ID card. b) Users are responsible to protect the library stock and library equipment and to refrain from any activities that could result in any damage thereof. c) Users are responsible to respect the Library Rules of CU and the Loan Rules of ML and to follow the guidelines and instructions of the library personnel and the operation rules of study halls and FM buildings. Users must comply with control measures in place that are necessary to maintain good order and to protect the library s property. Users are required to maintain silence and order in the library s premises and not to disturb other library users. d) Library users are obliged to respect the valid copyright law No. 121/2000 Coll., on Copyright, Rights Related to Copyright and on the Amendment of Certain Laws. e) Users are required to put off their coats, jackets and personal luggage in the cloakroom of ML or SC on a place intended therefore (lockers).

5 f) In the area of the loaning department, open shelves and in study rooms, users are not allowed to consume food and drinks and to call using mobile phones. A smoking ban is in place in the entire ML building. g) Users are obliged to render all documents in the same condition in which they borrowed them. When borrowing a document, users are obliged to examine the document and immediately report all defects. The library personnel enter prospective damage in the user s personal card. Otherwise, the user will be held liable for all defects identified subsequently and, in case of damage, he will be responsible to supplement the document or pay for its repair. A user or external organization is liable for a document returned by mail until it is received by the library and no defects are found. h) Users are not authorized to further loan documents to third parties. They are liable for a loaned document until it is returned. i) If a user fails to adhere to the Library Rules of CU, the Loan Rules of ML or the Operation Rules of study rooms or buildings of FM, the library manager can ban such a user from using the library services. Such ban does not relieve such user from his duty to cover prospective damage caused to the Medical Library and FM CU. j) Users have free access to the loaning room, open shelves, study rooms and computer. Users can use readers catalogues, Internet and ML database, in compliance with licence conditions. Users are authorized to access the ML warehouses only if accompanied by a ML employee. Only internal users are authorized to enter the study room in the Tuition Centre (TC) in the UH. k) Users are entitled to one working place in the study room or computer room and they can book such working place in advance. l) Users may raise comments, complaints or proposals to the ML s operation, doing so orally to the relevant ML employees or in writing or by to the library manager. 4. Document loans Documents are loaned pursuant to the provisions of the Civil Code, Sections 659 to 662, Law No. 509/1991 Coll., Loan Agreement, compliant to the character of the library and the requirements of library stock protection. The library provides registered users loans outside the library (absence loans) and loans on spot (presence loans) free of charge. The loan rules are stipulated also specifically for the user categories. ML enables documents to be booked (personally or electronically in the on-line catalogue). User must pick up a reserved document within a time term specified by the library. If several readers request the same document, order of preference is set up according to the principle of user categorization and time sequence of reservations. Some parts of the library stock are limited to presence loans, especially: All documents stored in the study room in the TC in the UH Documents related to the daily operation of the library and study rooms, and documents provided in deposit and reference libraries and magazines. Such documents are identified by a yellow label and their unit status in the electronic catalogue ALEPH is present. Special documents (works for acquisition of academic titles as per applicable copyright law, reports on study journeys etc.) that cannot be carried away from the library by readers even for short time. The only exception is a loan with written consent of the relevant work s author.

6 The ML provides all registered users with presence loans in all the premises of ML. With consent of a ML employee, readers can take a paid copy of a document loaned in presence except works for acquiring academic titles as per applicable regulations, reports from study journeys etc. (see above). Absence loans are provided by ML to registered users as per their choice and as per user categorization rules (internal users are preferred). The maximum number of documents loaned from open shelves is 10 documents per user. ML provides absence loans of documents with a loaning term of 2 months. a) Prior to the termination of the loaning term, the library sends notifications of the oncoming termination of loaning term. Such notification does not have the character of a reminder notice. b) The loaning term can be extended once (by personal visit or electronically in the on-line catalogue) unless the relevant document is requested by another reader. ML may also specify a shorter loaning term or request immediate return of documents prior to loaning term termination. c) A loan is filed and terminated by a library employee by scanning the document s barcode. The user is obliged to sign himself to verify the receipt of a document loan. d) User is obliged to return a loaned document in the same condition in which he previously borrowed it. Also, he must not further loan it to third parties (see also section 3.3 g hereof). The library may require compensation for any damage of document, including damage of barcodes (see Annex No. 1: Price List). e) If a user fails to return a document within the specified period of time, the return of such a document is enforced by reminder notices or by court. Upon termination of the loaning period, the library typically sends three reminder notices. Subsequently, the library sends a fourth reminder notice by registered mail and may collect a higher fee for such reminder notice (see Annex No. 1: Price List). In case of reader s failure to return loaned documents, reminder notices are sent in two-week-intervals. f) The library may charge a fee for exceeding the loan term duration. Such fee is collected also in the event that no reminder notice has been sent or delivered to the user (see Annex No.1: Price List). g) User can trace the status of his loans including return terms using his reader account in the online catalogue. h) When loaning documents unique by their content or costly units, the library may request a refundable deposit from users. Student stock is loaned under absence loans only to students of FM CU and lecturers of the relevant subjects at the FM CU; other users may borrow such documents only as presence loans. Student stock is identified on the barcode and is loaned (textbooks and duplicated textbooks for the entire study term (loan term is fixed to 1 year, extension must be applied for individually): - Students of FM CU are obliged to render the loaned literature immediately after they have passed the relevant exam. - Borrowing textbooks for a subsequent academic year is possible after returning textbooks from the precedent academic year. - All other rules of absence loaning included in the Loan Rules of ML (see above) apply also to loaning from the student s stock.

7 Absence loans from the library stock to students of M.Sc. study courses in English language are subject to the rules of absence loaning as well as to the applicable Dean s regulations. 5. Loss of documents a) Users are obliged to immediately report the loss of a loaned document and to compensate such damage within 3 months after loss reporting pursuant to Civil Code, Law No. 509/1991 Coll., Section 442 Para 2. b) In case of loss, deterioration or damage of document, library employee will execute a protocol on document loss with the user. The user is obliged to compensate the damage incurred as required by the ML, by one of the following options: By restoring original condition, i.e. by providing a supplementary copy of the same or newer edition and of the same binding By providing another work with the same value By financial compensation By providing a photocopy of the lost document i) User is obliged to cover all costs incurred by the library in result of the loss. The user must provide the compensation within maximally three months. The compensation will include fees for processing the document loss by the library (see Annex No. 1 Price List) c) The library may suspend all services for the relevant user until the loss case is resolved and all liabilities covered. 6. Interlibrary loan service (ILS) a) The ILS is subject to the provisions of the Decree of the Ministry of Culture No. 88/2002 Coll., implementing the Library Act No. 257/2001 Coll. and to the principles of interlibrary services in the Czech Republic issued by the National Library of the Czech Republic. b) If a document necessary for scientific work is not present in the ML stock, the ML will, upon request of a registered user, arrange for a loan or order a copy of a part of the relevant document by the interlibrary loaning service from another library in the Czech Republic. c) Requests for ILS are received by electronic application forms completed on the ML s website MVS or by or written letter. d) If a requested document is not present in the territory of the Czech Republic, it can be requested by the international interlibrary loaning service (IILS). e) Documents loaned by ILS and IILS are intended only for scientific and study purposes and must not by copied or used for commercial purposes. In the event of order placed by an institution, a proof must be provided that the order is submitted for a concrete user (pursuant to Law No. 121/2000 Coll., Copyright Law). f) The loaning term of a document including prospective extension thereof is stipulated by the relevant providing library. In the event that documents are loaned by the IILS, the loaning term is stipulated by the relevant foreign library providing the relevant document. g) For internal users, the ILS and IILS fees are handled by internal re-invoicing by the relevant workstations of FM CU and UH. Students FM CU are provided with the ILS and IILS upon

8 written confirmation of a FM CU or UH workstation and fees are handled by internal reinvoicing from the confirming workstation. h) External users are provided with this service upon payment of a fee reimbursing the costs incurred pursuant to Section 14 of the Library Act (see Annex No. 1: Price List). 7. Final provisions 1. Any user who seriously or repeatedly breaches the Library Rules of CU or the Loan Rules of ML can be banned by the Library Manager from using the ML s services. 2. The present Loan Rules and the Price List constitute an integral part of the Library Rules of CU. 3. The Loan Rules dated Jan 1, 2003 are hereby cancelled. 4. The present Loan Rules enter into force as of October 23, Prof. Vladimír Palička, M.D., Ph.D.., dr. h. c. Dean of FM CU in Hradec Králové

9 8. Annexes ANNEX No. 1: Price List Registration fee: Internal users: 0.00 External users: a) Students of other faculties of CU Prague: 0.00 b) Students of other universities and secondary schools, pensioners: CZK c) Other users from the public - for 1 year: CZK - for 2 months: CZK Service fee CZK/academic year (payable only by students of FM CU HK of M.Sc. and B.Sc. study courses) ILS and IILS services: Internal users: Postage and photocopy fees are handled by internal re-invoicing from workstations of FM CU and UH as per costs charged by the delivering library. If the requesting applicant is a student, the loan is provided upon written confirmation of the relevant department and the related fees are handled by internal re-invoicing from the relevant workstation. External users: Cover costs of photocopies charged by the delivering library and postage fees. Information searches : Internal users: free of charge External users: Lump sum CZK 1 printed page 2.00 CZK

10 Reprographic services and other copy services: Execution of black and white A4 copy: 1. internal users: 1.50 CZK/1 page (duplex copy: 3.00 CZK) 2. external users: 2.00 CZK/1 page (duplex copy: 4.00 CZK) Execution of black and white A3 copy: 1. internal users: 3.00 CZK/1 page (duplex copy: 6.00 CZK) 2. external users: 4.00 CZK/1 page (duplex copy: 8.00 CZK) Execution of colour A4 copy: CZK/1 page (duplex copy: CZK) Execution of colour A3 copy: CZK/1 page (duplex copy: CZK) Execution of 1 black and white page of computer printer outputs: 1. internal users: 1.50 CZK 2. external users: 2.00 CZK Execution of 1 colour page of computer printer outputs: CZK San ction fees: Fees for duplicate for lost or damaged reader s ID card: Replication of reader s ID card issued by the library: CZK Fees in case of loss or damage of document: Fee for execution of loss protocol: CZK Fee for bookbinding damage: CZK Fee for barcode damage: CZK Fee for reminder notices: Fee for electronic reminder notices: 0.00 Fees for reminder notices sent by mail (each one reminder notice is paid) at return of documents: - First reminder notice CZK - Second reminder notice CZK - Third reminder notice CZK - Fourth reminder notice (registered letter) CZK + postage Fees for excess of loaning term: Loans from study stock: Other absence loans: Short term loans from presence stock: 5.00 CZK / 1 day 1.00 CZK / 1 day CZK/1 day

11 ANNEX No. 2: Activity of Deposit Libraries Deposit libraries (DL) are set up at the FM CU and at the UH in institutes and clinics to provide faster access of their expert personnel to specialized documents detached for long-term periods, while the ML acquires such documents based upon concrete requests of DL and provides their centralized library administration. The ML provides deposit libraries at FM CU and UH (based on Service Agreement between UH HK and FM CU HK dated June 30, 2008) with methodological and professional support in administration and management of DL. 1. DL is set up upon written request of Chief Physician of the relevant clinic of UH or institute of FM. The Chief Physician is liable for the document stock of ML detached at the relevant DL and approves for the operating hours of the DL. 2. The Chief Physician appoints an employee of the relevant clinic or institute to care for the DL. At the same time, he informs the ML Manager of such choice as well as of any personnel changes in the management of the DL. 3. At accession and at least 2 months prior to termination of the relevant employee appointed to care for the DL, the Chief Physician nominates an audit committee to ensure that the DL is handed over as required and informs the ML Manager thereof. Subsequently, the Chief Physician submits the audit report to the ML Manager. 4. A new employee appointed to care for the DL is obliged to contact the relevant ML employee immediately after nomination. Such ML employee visits the relevant DL and provides methodological briefing and instruction. 5. Employee appointed to care for the ML is responsible to the Chief Physician of the relevant clinic or institute for faultless operation of the DL and for due observance of its operating hours. 6. Employee appointed to care for the ML is obliged to: a) regularly and minimally once per month, receive from ML documents intended for the relevant DL b) keep a received inventory list (records of documents received) c) keep a rendered inventory list d) keep evidence of documents loaned and to pursue due returns of loaned documents e) submit documents acquired at the relevant workstation through grants and donations to be filed and processed by the ML f) propose to ML discarding of outdated documents from the DL stock g) promptly loan documents stored at the DL, upon ML s request, for ILS and presence loans at the ML or provide copies of such requested documents for such purposes h) enforce the observance of the Loan Rules of the relevant DL 7. If necessary the Chief Physician and/or the employee appointed to care for the DL will seek ML s advice. 8. DL is obliged to comply with the Decree of the Ministry of Culture No. 88/2002 Coll. implementing the Law No. 257/2001 Coll.

12 ANNEX No. 3: Instructions for the Use of IT Equipment at the ML 1. The library provides its registered users with the following electronic services: access to the Internet pursuant to license conditions and applicable guidelines, access to free and paid electronic information sources and on-line catalogues, viewing of electronic documents in the premises of ML and the computer room. 2. Prior to commencing work on computer in study rooms, at open shelves and in the computer room, user must check the condition of his working place. If he finds any defect, he is obliged to inform the library personnel immediately. 3. In study rooms, at open shelves and computer room, calling by mobile phones is prohibited. 4. Received information and data (in any form and on any medium) serve exclusively for user s private needs and for his study purposes. It is not permitted to further spread, multiply, copy, loan, share, distribute (including by computer network), sell or utilize such data and information in any other way, especially for commercial purposes. 5. User is obliged to respect data copyright protection. Prospective abuse of data and information may be prosecuted (Law No. 121/2000 Coll., Copyright Law). 6. User is obliged to comply also with specific rules of those networks he accesses including the laws of the relevant countries (copyright and export law ). 7. User must not: a) use the library s IT equipment for other purposes than using the services provided by the library, i.e. searching for information in library catalogues, databases and on the Internet, and must not use any other software than that installed on the IT equipment, b) use the library s IT equipment for commercial purposes or to spread political, religious or national propaganda, c) install any other software including freeware versions, d) copy and distribute parts of the library s operation system and installed applications and programs, e) connect to computers any other equipment (notebook), f) attempt to gain access rights or privileged status not attributed to the user. 8. Having finished his work, the user is obliged to shut down all programs he has been using and to log off the system to make the computer ready for a next user. The user must not switch the computer off. 9. In the library s premises, users can use the wireless connection to the Eduroam network, using wireless access points (WiFi). 10. Users who have access to the faculty s computer network can print out of any network PC to printer identified as Credit Printer. Such self-service printing and copying is a paid service. Student s ID card and topped up credit are necessary for picking up user s prints and copies.

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