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Qatar University 2019  

Circulation Policy

Purpose

This policy aims to define the Circulation service and define the privileges of using the library for all users including QU and non-QU users. Also, the library works to ensure the availability of resources for all users. The library also guarantees equal rights and opportunities in using the materials available in the library for all categories of users.

Definitions

  • Loan Period: The length of borrowing books allowed for users of all categories.

  • Maximum number of items checked out: The number of books a library user can borrow at a time.

  • Renewal: the process of extending the loan period for the borrowed books.

  • Online Reservation: A request from the user to reserve a book that is currently borrowed by another user.

  • Recalling a Book: A request executed by the library requesting the borrower to return the book(s) to the library.

  • The Fine: An amount of money the user pays when they exceed the permitted loan period without renewing or returning the borrowed book(s).

  • Notifications: Automatic emails the library sends to communicate with its use.

  • Lost Books: Books and other library materials that the library declares missing including materials which have not been returned by users after the loan period has ended.

  • Clearance: A procedure that every registered library user undertakes when they end their membership with the library to ensure that no library materials are under their possession.

User Registration Requirements:

  • All users who are QU members must present their university cards when utilizing library services, because the University Card is the only approved document by the QU library.

  • All external users from outside Qatar University must present their personal ID cards if they wish to register for a membership with QU library, and pay a refundable security deposit fee based on their category below:

CategoriesDeposit Fee
Alumni Free
Familly: Current Student's Parents 200 QR
External Users: Visitors Form outside QU 800 QR

Number of Books and Duration of Borrowing (for QU Members)

CategoriesNumber of BooksLoan PeriodLoan of other Materials
Faculty Members 30 90 Days Two (2) CDs and DVDs not associated with books can be borrowed for a period of three (3) days, and they are only available to faculty members.
Staff 7 15 Days --
Graduate Students 15 28 Days --
Undergraduate Students 10 15 Days --
Visiting Professors and visiting researchers (With a guarantee letter from their respected college) 20 45 Days --

Number of Books and Duration of Borrowing (for non-QU Members)

CategoriesNumber of BooksLoan Period
Alumni 10 14 Days
Family 4 14 Days
Visitor 4 28 Days

Renewals

  • The user can renew the loan period through the library's website, by phone, or by visiting the Circulation Department at the library. Renewals must be done two days before the scheduled date for returning the library material.

  • Library materials which are on hold can not be renewed.

Online Reservations of Books

  • A user requests to be the next borrower of the book upon its return to the library.

  • The user can make the reservation of the book electronically, or by the Circulation employee who can make the reservation based on the priority of the request.

  • Book reservation requests can be done at the Men's and Women's Library

  • The reservation request shall be canceled if the requested book is returned in a damaged condition or if it is not returned by the previous user.

  • A user can reserve up to five (5) library materials.

  • Maximum of two users can reserve one copy of a book.

  • The library system applies the request of the reservation of the library book upon its return and notifies the user who reserved the item via e-mail that the book is ready for loan within 48 hours from the date of the notification.

  • Once a borrowed library book is reserved by another user, the current borrower is electronically notified.

Recalling Borrowed Books

  • The request can be submitted through the electronic system or the Circulation Department.

  • Library material may be recalled ten (10) days after the date it was loaned to the use.

  • When recalling the library material, the user who borrowed the requested book is notified by email to return it before the specified date.

  • When a faculty member requests to reserve a library book for an academic course, the book is recalled immediately regardless of the loan period.

  • It is not permissible to transfer a loaned book from one user to another or to make a loan request on behalf of another person.

Automatic Notifications

  • The electronic system in the library sends four (4) e-mail notices, including the initial notification, to users to inform them of their loan status.

  • The user will receive an e-mail notification two days before the due date of the loaned books as a reminder.

  • After that, the borrower will receive three e-mail notifications on a span of a month requesting them to return the books to the library:

    • First notification seven (7) days after the due date.

    • Second notification after fourteen (14) day.

    • The third and final notification thirty (30) days after the due date.

    • The last notification includes a list of overdue books, the total fines, and the replacement fees of the books considering them as missing.

  • Failure to receive delay notices is not an acceptable excuse to be exempted from paying the fine.

  • A general notice is sent to all users at the end of each semester that the borrowed books should be returned in order to avoid fines.

Penalties

  1. Late Penalties

    • The fine for each day of delay is one (1) Qatari Riyal per day.

    • The fine for each day of delay on CDs and DVDs is three riyals (3) per day.

    • The Head of the Circulation Department can exempt the user from paying the due fines in the event that it is found that there was an emergency, serious health condition, or an issue beyond the user’s control which prevented them from returning the materials on time given that supporting documents are submitted.

    • Fines shall be paid by direct online payment through the library website (E-Library Payment services), and in accordance with the general electronic payment policy.

    • The electronic system in the library will place a hold on the loan services for the user who fails to pay their fines and can prevent the student from registering for courses.

  2. Penalties for lost or damaged books and materials

    • The library book is considered missing if the user reports that they lost it, and it is also considered missing if it is not returned to the library by the due date.

    • Library materials are considered damaged under the following circumstances

      • The book pages have been wet or other factors which caused the pages to be blurry and the content is unclear to read.

      • Book pages are missing or torn.

      • Writing on, highlighting, or underlining book pages, lines, or footnotes.

      • The audio-visual materials do not function or do not play when tested.

    • Users are required to pay the price of the lost library material according to the amount stated in the library’s database in addition to any delay penalties and seventy-five (75) Qatari riyals technical processing fees.

    • In case the material price is not listed in the library’s database, users will pay the market price determined by the Acquisitions Department in addition to fines and technical processing fees referred to above.

    • Users can replace lost library books with new ones provided that their bibliographic data matches the old ones, and any late fines will be added in addition to the seventy-five (75) Qatari riyals technical processing fees.

    • Replacement fees for the Rare or Special library materials and unavailable copies are assessed based on various measures determined by the Acquisitions Department.