Library Regulations
(Revised 30th August 2017)
 Opening Hours
 Admission
 Membership
 Loan Rules
 Conduct of Library Users
 Violation of Library Regulations
 Special Rules

1.

Opening Hour

  Opening hours are displayed at all library entrances and on the Library Website.

2.

Admission

2.1. Admission to the EdUHK Library is conditional upon the presentation of a valid EdUHK Staff/Student Card or EdUHK Library Borrower/Reader Card.
2.2. Visitors are admitted only with the permission of the Librarian, or Access Services Librarian, or the most senior library staff on duty.

3.

Membership

3.1. EdUHK Library Membership
  EdUHK Library Membership includes the following categories:
3.1.1. EdUHK Council Members
3.1.2. EdUHK Academic Staff and Administrative Staff of Equivalent Status (Band B or above for Administrative Staff) – including Regular and Honorary Staff
3.1.3. EdUHK Staff Other than Academic Staff and Administrative Staff of Equivalent Status
3.1.4. EdUHK Students – excluding students of self-funded non-credit bearing programmes
3.1.5. EdUHK Alumni – graduates of EdUHK and alumni of the former colleges of education registered with the Alumni Affairs and Development Office, excluding graduates of self-funded non-credit bearing programmes
3.1.6. EdUHK Retired Staff – EdUHK Regular Staff retired at age of 60 or above
3.1.7. EdUHK Departed Long-serving Staff – EdUHK departed Regular Staff who have served the University continuously for 15 years or more
3.1.8. External Members (see 3.5 below)
3.2. All EdUHK students and staff members should obtain the appropriate EdUHK Staff/Student Cards from the Registry and the Human Resources Office respectively for entry into the Library, for borrowing library materials and for using library facilities.
3.3. All EdUHK part-time staff members employed on a monthly basis as well as all part-time Academic Staff and Administrative Staff of Equivalent Status can enjoy the same library borrowing privileges as their full-time counterparts. Part-time staff other than Academic Staff and Administrative Staff of Equivalent Status employed on hourly or daily basis are not eligible for library membership.
3.4. The EdUHK Staff/Student Cards or Library Borrower/Reader Cards are not transferable. Any change of address or loss/damage of the Library Borrower/Reader Card must be reported to the Library's Circulation Counter immediately. There is a charge for the processing of card replacement.
3.5. External Membership
  The following categories of persons are eligible to apply for Library External Membership:
  Free Membership:
3.5.1. Holders of JULAC Cards
3.5.2. School Members (Free) - schools participating in official collaborative programmes with EdUHK
3.5.3. Honorary Members - individuals who have major contributions to the University and at the discretion of the University
3.5.4. Spouse Members - spouses of EdUHK Regular Staff.
3.5.5. Dependant Members – child dependants of EdUHK Regular Staff (child dependants below age of 12 must be accompanied by their parents in order to access library and use library facilities)
3.5.6. School Teachers (Reader Cards) – practising school teachers in Hong Kong. This does not include borrowing privileges
  Membership Requiring Payment of Annual Fee:
3.5.7. Students of EdUHK self-funded non-credit bearing programmes
3.5.8. School Teachers (Borrower Cards) – practising school teachers in Hong Kong, with borrowing privileges
3.5.9. School Members (Paid) - schools not participating in official collaborative programmes with EdUHK but recommended by a Head of EdUHK Department
3.5.10. Senior teaching professionals of government or other non-profit organisations with a letter of introduction from their senior responsible officer. Such persons must demonstrate a serious need to use the resources of the EdUHK Library other than for studying for examination
3.5.11. Visiting scholars or faculty members of overseas tertiary institutions who are staying in Hong Kong for research or official business
3.5.12. Organisation Members – organisations which demonstrate a legitimate need to use the resources of the EdUHK Library
3.5.13. Other individuals recommended by a Head of EdUHK Department or above
3.6. The Librarian reserves the right not to approve any membership application.
3.7. Annual fees for EdUHK Alumni and External Members:
 
Borrower Card
Reader Card
EdUHK Alumni (non-EdUHK affinity card holders)
$250
Free
EdUHK Alumni (EdUHK affinity card holders)
$125
Free
School Teachers
$500
Free
School Members (Paid)
N/A
$100
Other External Members as appropriate
$2,000
$500

3.8. Members applying for free Reader Cards under categories 3.1.5, 3.5.2, and 3.5.6, EdUHK Retired Staff and Departed Long-serving Staff applying for Borrower Cards are required to pay a one-time EdU Card production fee of $50.
3.9. Request for refund of annual fee and EdU Card production fee will not be considered once payment is made.
3.10.

EdUHK Retired Staff and Departed Long-serving Staff are required to pay a one-time deposit of $500.  EdUHK Alumni and External Members applying for Borrower Cards under categories 3.5.8, and 3.5.10 to 3.5.13 are required to pay a one-time deposit of $1,000.  Upon termination of membership, any outstanding payments due to the Library will be deducted from the deposit.  Balance will be refunded to the member.

4.

Loan Rules

4.1. Borrowing
4.1.1. A valid EdUHK Staff/Student Card or Library Borrower Card must be produced when checking out library materials.
4.1.2. Borrowers should go to the appropriate section to check out and return materials housed in that section.
4.2. Loan Quotas and Loan Periods
 
Member Category
A
B
C
D
Council Members

Academic Staff & Administrative Staff of Equivalent Status

Departmental Library Card Holders

Students (Postgraduate Degrees)

Honorary Members
Staff Other Than Academic Staff & Administrative Staff of Equivalent Status

Students

Retired or Departed Long-serving Academic Staff & Administrative Staff of Equivalent Status

Spouses of Regular Staff

Child Dependants of Regular Staff

Alumni

Students of EdUHK Self-funded Non-credit Bearing Programmes

Retired or Departed Long-serving Staff Other Than Academic Staff & Administrative Staff of Equivalent Status
JULAC Borrower Card Holders

All Other External Members with Borrowing Privileges

Loan Quota
80 items
50 items
15 items
10 items
Hold Request Quota
20 items
20 items
5 items
N/A
Loan Period1, 2, 3        
Type 1
Circulation Books
90 days
30 days
30 days
30 days
Type 2
Teaching Resources

Children Books

Taiwanese Children’s Literature Special Collection
14 days
14 days
14 days
14 days
Type 3
Media

School Textbooks
14 days
14 days
14 days
N/A
Type 4
Reserve Books

Reserve Media
7 days
7 days
N/A
N/A
Type 5
Bound Serials
3 days
N/A
N/A
N/A
Type 6
Serials Current Issues
1 day
N/A
N/A
N/A
Type 7
Closed Reserve Books
3 hours4
3 hours4
N/A
N/A
Notes: 1. The initial loan periods of 14-day, 30-day and 90-day loan items will be reduced to 7 days, 15 days and 30 days respectively if the items have been held by other users when the items are being checked out.
  2. Borrowers must return their loan items before the expiry of their library membership.
  3. Please refer to the Library Website for details of materials included under each type of loan items.
  4. Three-hour loan items are for in-library use only.  Some 3-hour loan items are restricted to specific types of library users.  Please contact library counters for details.

4.3. Returning
4.3.1. Borrowers must return their loans to the Library on or before the due dates.
4.3.2. All loans must be returned on recall.
4.4. Renewal
4.4.1. All loans with a loan period of 14 days or more may be renewed up to the maximum loan period specified below unless a hold or a recall has been placed.
Initial Loan Period
Maximum Loan Period after Renewals
14 days
56 days
30 days
120 days
90 days
360 days

4.4.2. Borrowers can renew their loans in person or online via the Library System anytime before the due date.
4.4.3. The new due date is calculated from the date of renewal.
4.4.4. Overdue items are not renewable.
4.4.5. Telephone and e-mail renewals will not be accepted.
4.5. Recalls and Holds
4.5.1. All loaned items with a loan period of 14 days or more are subject to hold requests (original loan period will not be shortened) placed on them by another user.
4.5.2. All loaned items with a loan period of 30 days or more are also subject to recall (original loan period will be shortened) if requested by another user.
4.5.3. Items with holds pending cannot be renewed, and borrowers are required to return these items by the due dates.
4.5.4. Recalled items must be returned on or before the revised due date.
4.5.5. Late return of recalled or held items will be treated as overdue and liable to a fine. All borrowing privileges of the borrowers, including loans, renewals and recalls, will also be suspended until the recalled items are returned.
4.5.6. The requester will be charged a postage fee for the pick-up notice. No charge will be imposed for e-mail notices.
4.6. Overdue
4.6.1. Overdue notices will be sent to borrowers.
4.6.2. Non-receipt of such notices will not be accepted as an excuse for waiving or reducing fines.
4.7. Overdue Fines
4.7.1. Fines are charged for overdue loans.
4.7.2. All overdue fines will be calculated according to the official library opening hours/days:
Loan Period
Period Overdue
Fine Rate
Maximum Fine
30-day and 90-day loans
1 day or more
$1 per day
$30 in 30 days
14-day, 7-day, 3-day and 1-day loans
1 day or more
$2 per day
$40 in 20 days
3-hour loans
1 hour or more
$2 per hour
$60 in 30 hours

4.8. Payment of Fines
4.8.1. All fines should be paid at Library counters.
4.8.2. When an overdue fine of any individual borrower reaches the Maximum Fine, or his/her total accumulated library fines exceed $100, all borrowing privileges of the borrower, including loans, renewals and recalls, will be suspended until payment is made.
4.8.3. Students with outstanding library loans and fines will not be permitted to collect any academic documents until payment is made and all overdue items are returned.
4.8.4. Fine disputes should be brought to the Access Services Librarian for investigation. Unresolved disputes are referred to the Deputy Librarian, and, if necessary, to the Librarian for final decision.
4.9. Loss or Damage of Library Materials
4.9.1. A borrower will have to pay a fine for any item damaged or lost when on loan to him/her, amount of which is equivalent to the full replacement cost of the item plus a processing fee of $80 (for each item) and any outstanding overdue fines.
4.9.2. Request for refund will not be considered once payment is made.
4.9.3. If a lost item is later found or returned to the Library, it is considered to be officially returned on the day it is found or returned. “Maximum Fine” will not apply and overdue fine will be calculated up to the day the item is officially returned.
4.9.4. All lost and damaged items remain the property of the Library.
4.10. Assumed Loss
4.10.1. Any overdue material reaching the Maximum Fine will assume to have been lost by the borrower.
4.10.2. The borrower will have to pay a fine equivalent to the full replacement cost of the assumed lost item plus a processing fee of $80 (for each item) and any outstanding overdue fines.
4.10.3. Request for refund will not be considered once payment is made.
4.10.4. If an “assumed lost” item is later found or returned to the Library, it is considered to be officially returned on the day it is found or returned. “Maximum Fine” will not apply and overdue fine will be calculated up to the day the item is officially returned.
4.10.5. All assumed lost items remain the property of the Library.
4.11. Claimed Returned
4.11.1. All items claimed to have been returned by borrowers but have not been checked into the Library System are defined as “Claimed Returned”.
4.11.2. If a “claimed returned” item is later found or returned to the Library, it is considered to be officially returned on the day it is found or returned. Overdue fine will be charged if the item is found or returned after its due date. “Maximum Fine” will not apply and overdue fine will be calculated up to the day the item is officially returned.
4.11.3. If a “claimed returned” item cannot be located within 3 months from the date of the first reported claim, the item will be assumed lost by the borrower.
4.11.4. The borrower of the assumed lost item will have to pay a fine equivalent to the full replacement cost of the assumed lost item plus a processing fee of $80 (for each item) and any outstanding overdue fines calculated to the date of the first reported claim.
4.11.5. Request for refund will not be considered once payment is made.
4.11.6. All assumed lost items remain the property of the Library.
4.12. Departure from the University
4.12.1. Library materials must not be taken out of Hong Kong without the permission of the Librarian.
4.12.2. Students must return all library loans and settle all outstanding payments due to the Library before withdrawal or graduation from the University.
4.12.3. Staff members are responsible for returning all library loans and settle all outstanding payments due to the Library on or before cessation of employment at the University.

5.

Conduct of Library Users

5.1. All library users must enter and leave the Library through the normal entrances and exits unless directed otherwise by a library staff member.
5.2. All library users must show the contents of their bags, cases, and other kinds of receptacles when they activate the security alarm at the library exit or on request by library staff.
5.3. All library users must present their EdUHK Staff/Student Cards or EdUHK Library Borrower/Reader Cards for inspection upon request by library staff.
5.4. Food and drinks must not be brought into or consumed in the Library, except in area(s) designated by the Librarian from time to time.
5.5. No games of any form are allowed in the Library.
5.6. No umbrellas or raincoats may be brought into the Library.
5.7. No photo taking, video shooting or audio recording may be conducted in the Library without the permission of the Librarian or his delegate.
5.8. Except in designated discussion areas, library users must keep silent inside the Library, and must not cause disturbance to other library users and library staff.
5.9. Tables and chairs may not be moved to other locations.
5.10. No seats may be reserved by placing materials on the desks or chairs. Any books or personal belongings left unattended on unoccupied tables or carrels may be removed by library staff without prior notice to the owner.
5.11. Personal belongings should not be left unattended anywhere in the Library. The Library does not accept responsibility for any loss of personal belongings unattended in the premises.
5.12. Mutilation or theft of library materials is a serious offence. Penalties include fine equivalent to full replacement cost, suspension of library privileges, etc. For students, the cases may also be referred to the Student Disciplinary Committee for further action.
5.13. Borrowers will be held responsible for mutilations found on return of any materials loaned to them. They are advised to check and report any mutilations found in the materials before borrowing.
5.14. Photocopying of library materials should be made in compliance with the Copyright Ordinance. Library users are fully responsible for any legal consequences arising from infringement of applicable copyright laws.
5.15. Reproduction or duplication of audio-visual materials or computer software without permission from the copyright owner is strictly prohibited.
5.16. In case of a fire alarm, all library users should leave the Library via the designated emergency exits immediately. All library materials should be left inside the Library.

6.

Violation of Library Regulations

6.1. Library users violating any Library Regulations are required to provide their names and EdUHK identity information to library staff for records and further actions.
6.2. Library users violating the following Library Regulations may be subject to actions by the Library.
6.3. Cases and Actions by the Library

Case I
Case Description
Actions
(a) An EdUHK library user found leaving the library exit with uncharged library material(s), either in hand or in a bag, for the first time within an academic year; or

(b) Lending/borrowing of Library Card between two EdUHK library users for gaining access to the Library and/or borrowing library material(s) for the first time within an academic year.
(i) A record to be filled by a library staff member; and

(ii) Reminder to be given to the offender(s) by the library staff member.
Case II
Case Description
Actions
An EdUHK library user found committing two Cases I within an academic year. (i) A report to be filled by a library staff member; and

(ii) All library privileges* of each offender will be suspended for one month; and

(iii) Each offender will be charged a fine of $50; and

(iv) A warning letter to be issued to the offender(s), and for EdUHK students, the warning letter will be copied to:

Registrar (for recording in personal files)
Dean of Faculty/Graduate School to which the student belongs

Case III
Case Description
Actions
(a) An EdUHK library user found committing three Cases I or more within an academic year; or

(b) An EdUHK library user found leaving the Library exit with uncharged library material(s) concealed on his/her body at any time; or

(c) An EdUHK library user found mutilating library material(s) at any time; or

(d) An EdUHK library user found lending his/her Library Card to an outsider for gaining access and/or borrowing library material(s) at any time.
(i) A report to be filled by a library staff member; and

(ii) All library privileges* of each offender# will be suspended for three months; and

(iii) Each offender# will be charged a fine of $100; and

(iv) A warning letter to be issued to the offender(s)#, and for EdUHK students, the warning letter will be copied to:

Registrar (for recording in personal files)
Dean of Faculty/Graduate School to which the student belongs

(v) For EdUHK students, the case may be referred to the Student Disciplinary Committee for further action.
  * including access and borrowing privileges
  # EdUHK library users only
Remarks: i. For Cases I(b), II and III(a), both holder and borrower of the Library Card in question are subject to the prescribed actions.
  ii. For Cases I(b), II, III(a) and III(d), holder of the Library Card in question is liable for any loss and damage of library materials which incurred as a result of illegal transfer of the Library Card, and the Library Card in question is to be retained by the Access Services Section for collection by the card holder.
  iii. For Case III(c), in addition to the fine listed above, the said library user is required to pay a fine equivalent to the full replacement and processing costs of the item(s).
  iv. If an outsider is found using an EdUHK Library Card which has not been reported lost by the card holder, the holder of the Library Card in question is considered as committing a Case III(d) and is subject to the prescribed action.
6.4. Repetition of Cases
  If a library user is found committing Case III repeatedly, in addition to the actions listed for the cases, the Librarian shall have discretion to suspend all library privileges of the user for a period of twelve months or longer, depending on the seriousness of the cases. For students, the cases may also be referred to the Student Disciplinary Committee for further action.
6.5. Illegal Acts involving Non-EdUHK Library Users
  If an outsider is involved in any illegal acts, e.g. using a stolen Library Card to gain access to the Library and/or to borrow library materials, mutilating library materials, etc., the case may be reported to the Police.

7.

Special Rules

7.1. Cancellation of Library Privileges
  Breach of any Library Regulations may result in the suspension or cancellation of library privileges. Any student infringes any Library Regulations may be referred to the Student Disciplinary Committee.
7.2. Exclusions from Library
7.2.1. Library users who refuse to pay for the library materials lost while on loan to them or to pay fines accrued on overdue items or who consistently refuse to observe Library Regulations will be excluded from the Library for a period of time set by the Librarian.
7.2.2. The Librarian, or Access Services Librarian, or the most senior library staff on duty may exclude from the Library for the rest of the day any user who violates any of the Library Regulations or acts in any way which may interfere with the convenience of other library users or the work of the library staff.
7.3. The Librarian may from time to time make special regulations regarding admission to and use of particular areas of the Library.
7.4. The Librarian may make any special rules or amend any of the Library Regulations as deemed appropriate for the proper management of the Library.