Rules for Users of The Alma Jordan Library

1. Members of The UWI Community

   The Alma Jordan Library is open to all registered graduate and undergraduate students and staff belonging to all campuses.

2. Members of The UWI community and all other persons who have been granted access to the Alma Jordan Library should be aware that acceptance of Library membership constitutes of itself an undertaking to accept the regulations, rules and ordinances of the Library and the University.

3. Non-Members of The UWI Community

   1. Visiting research workers, faculty and students of other universities and tertiary level institutions may be granted reading and reference privileges on recommendation of a faculty member and at the discretion of the Librarian¹.

   2. Other non-university persons over the age of 16 may be granted reading and reference privileges. This regulation, however, is subject to a review by the Librarian on duty and is dependent on the specific need of the particular person.

   3. Annual and Life Members of The University of the West Indies Alumni Association (UWIAA) have on-site access to the resources of the Alma Jordan Library for reading and reference purposes only. Proof of UWIAA membership is required before a user can be registered.

   4. A fee may be charged for extended periods of use or repeated use as outlined in the External User Policy.

   5. Non-UWI members are not allowed loans.

¹“Librarian” means the Campus Librarian or anyone designated by him/her.

General Information

4. No Library material may be removed from the Library unless it has been legitimately charged out at the Loans Desk and the date label stamped by the member of staff on duty. A user is responsible for any item borrowed in his/her name. This responsibility ends only when the loan is officially cancelled. Failure to comply with this rule will be treated as a major and deliberate offence².

5. Certain publications may not be removed from the library. These include all materials from the West Indiana & Special Collections Division as well as reference books, specially marked items from the closed reserve collection and works of special value. All such material will be clearly marked.

6. Users are responsible for the condition in which books are returned to the Library. Items that are in poor condition should not be borrowed, but will be held for students pending repairs at the Bindery.

7. Materials loaned from the General Collection will be subject to recall by the Librarian at any time. Loans from the General Collection may be renewed once for seven (7) days providing the request is made before the item becomes overdue and is not on request. Renewals can be requested via telephone.

8. In cases where an item on loan is requested by another user, it may be recalled after it has been on loan for a minimum of seven (7) days.

9. It shall be the responsibility of the user to ensure that the Admission's Office, and thereby the Library, has been supplied with details of the user's current address. The last reported address shall be treated as the current address in all correspondence; any failure on the user's part to pass on new address information will not be treated as a mitigating circumstance in applying the Library's rules.

10. User circulation information is confidential and cannot be requested.

11. Library transactions including loans end ten (10) minutes before the Library closes. Overnight loans begin two (2) hours before closing.

12. Loan Privileges

    The number of items that can be borrowed and the length of the borrowing period depend on the status of the user. Privileges are as follows:

    1. Undergraduates

       Undergraduate students may have on loan a total of twelve (12) books at a time including serials. This includes eight (8) items from the General Collection and four (4) from the Reserve Collection.

    2. Postgraduates

       Postgraduate students may have on loan up to fourteen (14) items at a time. This includes ten (10) books or serials from the General Collection and four (4) from the Reserve Collection.

    3. Graduate Research Assistants/Teaching Assistants (non-Postgraduate students)

       Research assistants may have on loan up to fourteen (14) items at a time. This includes ten (10) items from the General Collection and four (4) from the Reserve Collection.

    4. Academic, Senior Administrative and Professional Staff

       Academic and Senior Administrative staff may have up to nineteen (19) items on loan. These include fifteen (15) items from the General Collection and four (4) from the Reserve Collection.

    5. Administrative, Technical and Support Staff

       Administrative, Technical and Support staff may have six (6) items on loan. They may not borrow serials or from the Reserve Collection.

    6. Departments

       Library materials may be loaned for extended periods to UWI departments at the discretion of the Librarian.

    7. In case of special need, additional items may be loaned at the discretion of the Librarian. All loans are subject to recall by the Librarian at any time.

13. Reserve books

    All persons who are eligible to access the Reserve Collection (category of students from (a)–(d)) above may borrow a total of four (4) items at any one time. This includes two (2) books for in library use or overnight and two (2) books for three (3) or seven (7) days loan.

    Overnight borrowing
    These items may not be borrowed before the specified times posted at the Loans Desk and must be returned by 9:00 a.m. the next day, when the Library is open. Evening students who borrow items on Monday to Thursday have until 6:30 p.m. on the following day to return Reserve items. Items borrowed on Friday evening must be returned by 4:30 p.m. on Saturday. Copies for evening students are identified by a green sticker. There are no renewals for Reserve Items.

14. Serials

    Serials (excluding certain titles and newspapers, which are not for loan) may be loaned for a period of seven (7) days to students and to members of the academic and research staff only. These loans shall NOT be renewable. The most recently received issue of a periodical may not be borrowed except at the discretion of the Librarian.

15. Overdues

    The Librarian is empowered to levy a fine upon all users who fail to return library material within the prescribed period. The fine for late return of books in the General Collection is one dollar (TT$1.00) for each daythe loan is overdue, including Sundays and public holidays. The fine for late return of books in the Reserve Collection will be one dollar (TT$1.00) per hour or part thereof. Particular attention should be paid to the Library's closing hours. Items due on the same day that they are returned via the book deposit chute after closing hours are considered overdue, because they can only be checked in on the next opening day.

    The maximum for each overdue item in all categories is five hundred dollars ($500.00), after which further disciplinary action may be taken. Users are blocked from borrowing once items on loan become overdue and/or if they have fines outstanding. Members of the Senior Administrative and Professional Staff are not subject to fines. However, they will be automatically blocked for overdue items.

16. Notices will be e-mailed to users' UWI (students' myeLearning) accounts, notifying them of their outstanding items and/or fines. Items which are not returned after due notice will be presumed lost and treated accordingly. Fines ONLY cease to accrue when the item is reported lost by user.

17. When, after due notice, a fine or replacement cost has not been paid, the Librarian is authorized to request the Bursar to arrange for the amount of the fine/replacement cost to be recovered by the University. In addition, LF Holds will be placed on student accounts in the online Banner System. These holds will only be removed when the fine is paid at the Alma Jordan Library's Accounts Unit.

18. The names of all those users who are not in good standing with the library, that is, those who after due notice have failed to return overdue items or to pay for books lost or other outstanding fines, will be submitted to the Principal once per year for further action.

19. The Librarian shall have the power to remit or reduce fines in any case at his/her discretion.

20. All users are required to return loan items promptly to the Library on completion of his/her period of study or termination of employment.

21. 1. The Library is provided for the purpose of academic study and research. Any conduct inconsistent with this purpose or detrimental to its pursuit shall constitute a breach of these rules.

    2. The University requires that users display their UWI I.D. cards at all times. All Library users must comply with this rule.

    3. The Library is for the enjoyment of all users. Please be considerate and keep the noise level down as you browse, study, or relax with library material.

    4. Each patron is allowed to bring one bag into the library. Lockers are available for rent at the Student Activity Centre.

    5. Laptop computers may be used in the Library.

    6. Calls on cellular/mobile phones may only be conducted in designated areas. Phones should be kept on silent or vibrate.

    7. Chairs and tables and other library equipment, fittings and furniture may not be marked, defaced or rearranged.

    8. Water in clear spill-proof bottles is allowed. Food and other drink are not allowed in the library. Lockers are available for rent at the Student Activity Centre.

    9. The Library has been designated a smoke-free area and smoking/vaping is strictly forbidden.

    10. Books, serials, etc., taken from shelves and used in the Library should be left on the tables after use and NOT replaced on the shelves.

    11. All users leaving the Library must show all books, folders, serials, papers, etc., in their possession to the security staff whether these belong to the University or not. Users may also be required to open for inspection any receptacle carried out of the Library.

    12. All Library and security staff are empowered to require users to comply with these rules.

    13. The Librarian shall at all times have authority to maintain good order in the Library and may exclude from it or suspend from its use any user who breaks these rules.

    14. Users who infringe Library rules may have their Library privileges suspended at the discretion of the Librarian. In addition, the Librarian may report to the appropriate University authority any person responsible for serious or persistent breach of these rules; such conduct by any member of the University community shall be considered a breach of University discipline.

22. Loss or damage to Library material on loan to a user should be reported immediately. The user must pay the cost of replacing a lost or seriously items, in addition to any fine which may have accrued. Replacement costs will include Library processing costs up to thirty-five dollars (TT$35.00) per item. The Library will not accept user-supplied replacement copies. Where damage to library material is reported, the user may be subject to a fine appropriate to the extent of the damage. When such damage is not reported but discovered, this may be treated as a major offence.³

23. The following will be considered a major offence against the University:

    1. the illegal removal of Library materials
    2. any attempt to obtain Library materials or to gain access to library facilities by false pretences or forgery. This includes using other users' ID cards.
    3. the intentional misplacement of books in the Library
    4. the willful mutilation or defacement of Library material or University property

    Any member of the University community who commits such offences may be reported to the appropriate University authority for disciplinary action, which may include suspension or expulsion.

24. Non-University persons who commit such offences may be subject to legal action. Any breach of these rules by a user may render him/her liable to a fine not exceeding five hundred dollars (TT$500.00) at the discretion of the Librarian.

25. The Librarian may institute such operating rules and procedures in addition to the above as may be deemed necessary and appropriate for good library economy and service.

³ Major offences are specified in “The Code of Principles and Responsibilities for Students”.

26. Library staff will consider all legitimate concerns about Library charges. Reasons that DO NOT constitute a basis for appeal are:

    • Lack of knowledge of Library policy
    • Disagreement with Library fine or fee structure
    • Inability to pay fees and charges
    • Unwillingness to take responsibility for material loaned to a third party
    • Forgetting the due date
    • Non-receipt or untimely receipt of library notices
    • Returning items to Libraries other than the Alma Jordan Library
    • Being out of the country
    • Semester breaks

    Extenuating circumstances will be considered.

27. Complaints regarding loan services should be addressed to staff at the Help Desk on the Ground Floor. Loan complaint forms are also available for users to provide all pertinent details. Library. Users are notified on completion of the investigation.

28. If there is another matter concerning a service provided by the Library, please follow these procedures:

    1. Inform a member of Library Staff

       Inform the relevant Library staff member of the issue.

    2. Speak to a Librarian

       If you feel that the matter has not been dealt with adequately, the Library staff member can summon or put you in contact with a Librarian. After 4:30 p.m. during the Semester, or on Saturdays, you can speak to the Relief Librarian.

    3. Contact the Head of User Services

       If a matter has not been resolved to your satisfaction, you can communicate with the Head of User Services. In so doing, please supply a valid email address and the status of your Library membership. A response to your complaint will be provided in a timely fashion.

    4. Provide Feedback

       Feedback on the Library's services, resources, facilities and personnel is possible throughout the Library with Suggestion Boxes on each floor; at the Help Desk; sending an email to: almajordanlibrary@sta.uwi.edu; calling 1-868-662-2002 ext 82132/82261; and online at the Feedback page (where you can post feedback or browse previous comments and responses).

28. Emergencies are signalled by the continuous sounding of a siren accompanied by strobe lights. Users are required to evacuate the Library via clearly marked emergency exit routes. DO NOT USE LIFTS/ELEVATORS. Follow staff instructions.

29. For additional information or clarification on the services of this Division, please contact the following:

Circulation and Access Services DivisionHelp Desk+ (868) 662 2002, Ext. 82132, 84030.

You may also send your reference enquiry via fax +1 (868) 662 9238, or e-mail at cas@sta.uwi.edu

Campus Libraries Staff