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Rules for the NTU «KhPI» Scientific and Technical Library Use

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Rules for the NTU «KhPI» Scientific and Technical Library Use
1. General Provisions
1.1. The Scientific and Technical Library (hereinafter — the Library) is an educational, scientific, informational and cultural structural unit of National Technical University «Kharkiv Politechnic Insitute» (hereinafter — the University); a center for knowledge promotion, spiritual and intellectual communication, providing printed editions and electronic documents for learning, scientific research and education.
1.2. The rules of NTU «KhPI» Scientific and Technical Library use (hereinafter — the Rules) are developed in accordance with the Law of Ukraine «On Libraries and Librarianship» (enacted by Resolution VR № 33/95-VR of 27.01.95, with amendments), the Law of Ukraine «On Higher Education» (№ 1556-VII of 01.07.2014), «the Law of Ukraine on Information», «Standard Rules for the Use of Libraries in Ukraine» (enacted by order of the Ministry of Culture of Ukraine 05.05.1999 № 275) and « Standard Rules for the Use of the Library of a Higher Educational Institution of the Ministry of Education of Ukraine» (the order of the Ministry of Education and Science of Ukraine № 321 of 31.08.1998), Regulations on the Scientific and Technical Library of National Technical University «Kharkiv Polytechnic Institute».
1.3. The Rules define the order of Library use, its collections and services, regulate the relations of the library with users, and determine their rights and responsibilities. The Rules shall be strictly followed by the users. The rules of the library use are approved by the Methodical Council of the Library and approved by the Rector. Amendments to the Rules are approved by the order of the Rector of the University.
1.4. Information resources of the Library are an integral part of the national reference and information system and protected by the state. The components of the resource base are: organized funds of printed documents, documents on non-traditional media, databases, network information resources, material and technical means of processing, storage and transmission of information.
1.5. The Library Use is free.
1.6. Paid services can be provided additionally in accordance with the resolution of the Cabinet of Ministers of Ukraine «On approval of the list of paid services that can be provided by educational institutions, other educational institutions that belong to the state and communal forms of ownership» (No. 796 of 27.08.2010), Order of the Ministry of Education and Science of Ukraine, the Ministry of Economy, the Ministry of Finance of Ukraine «On Approval of the Procedure for Providing Paid Services by State and Communal Educational Institutions» (No. 736/902/758 of 23.07.2010) and the Law of Ukraine «On Higher Education» (No. 1556-VII of 07/01/2014). The cost of services is determined on contractual conditions, and they are approved by the Rector of the University.
1.7. Rare and valuable documents, historical collections, and unique archival memos from the Library funds are lent to users in accordance with the current legislation of Ukraine, regulations and instructions, as to the use of certain types of documents, and enshrined in the rules for using the Library.
2. Conditions and procedures for obtaining library membership
2.1. Students of all forms of education, scholars, post-graduate students, PhD and doctoral applicants, graduate students, academic staff and employees of all structural subdivisions of the University are eligible to use Library collections, services, and facilities. Scientists of third-party organizations and institutions are eligible to use basic Library services and borrow publications from Library departments to work in the reading rooms without the possibility to take publications out of the premises of the Library.
2.2. The document that entitles you to use Library collections is a free user library subscriber card based on RFID technology, which must be returned to the Library upon completion of the employment agreement or period of study.
2.3. For obtaining library membership, applicants should submit a passport and another ID, depending on the reader's category: identity card, Center for Pre-University Education participant’s ID, Upgrade Training or Retraining Centers participant’s ID, post-graduate or student ID, and Examination Record List for enrollees. Registration of the 1st academic year students is carried out on the basis of lists-orders for enrollment.
2.4. While registering at the Library, applicants have to aware of the Library Rules and confirm their obligation with a signature on the user registration card.
2.5 The above mentioned documents allow the completion of the traditional and electronic reader’s registration cards and a library subscriber card is made on the pattern of «Kharkiv Inter-University Library Card». Owners are eligible to use services of the academic libraries, participating in the project «Kharkiv Inter-University Library Card». The validity of the «Kharkiv Inter-University Library Card» is determined by the categories: student — 5–6 academic years; post-graduate — 4 academic years, applicant — 5 academic years; scholar, lecturer, and employee — term of work in the institution with annual re-registration in the Library.
2.6 The library subscriber card number is the password for access to the full-text databases (DB) of the electronic catalogue of the Library.
2.7. Transfer of the library subscriber card to other persons is strictly forbidden, as well as to use other people’s library subscriber card. In case of handing a subscription card to another person, the responsibility for incurred losses to the Library shall be taken by the person to whom this subscription card is issued. In case of an attempt to use someone else's subscriber card, it is subject to withdrawal, and the person who unlawfully used the document is responsible.
2.8. Loss or damage of a library subscriber card is violation of the Rules.
2.9. Loss of a library subscriber card does not discard the user’s responsibility for all borrowed publications.
2.10. Re-registration of users is carried out at the beginning of each calendar year (for students — at the beginning of the academic year) with available a library subscriber card and no debt.
2.11. In order to receive publications upon advanced electronic order, the user submits a library subscriber card, fills in the reader's slip of the accepted pattern, puts his signature on the book form of the received publication. Such documents as a reader library form, a book form, and a reader's slip certify the date and the fact of issuing documents to the user or accepting ones from the user.2.12. Ordering, issuing books, returning publications is carried out by electronic means. The library and readers check out the accuracy of information about the received, renewed and returned editions, contained in the electronic reader library form.
2.13. All information about issued and returned publications is recorded in the electronic reader library form. The user has an opportunity to review the list of issued documents on the monitor of the librarian’s automated workplace.
2.14. The library issues the publication to the user upon his request both at the circulation department and in the reading rooms only after returning publications term of use of which has expired.
2.15. Educational editions, which are in sufficient quantity, are issued to students from the collections of educational literature circulation departments in accordance with the curriculum for a semester or an academic year. Educational editions which are in great demand or in insufficient quantity — are issued for a period of a month.
2.16. Duplicate copies of scientific editions are issued to academic staff -— without limitation of the term and number of copies, to other categories -— 14 days.
2.17. Fiction is issued to all categories of readers for a period of 14 days.
2.18. Periodicals, rare and valuable editions; publications up to 1945; theses, thesis abstracts, encyclopedic and control copies of reference publications — are issued for use in the reading rooms only.
2.19. The term of publications using depends on the intensity of demand for a particular publication, the number of copies in the collection and can be reduced to 10 days.
2.20. Term of using the literature of no demand among other users, may be extended, but no more than thrice.
2.21. Documents received via the interlibrary loan system (ILL) are issued to users for work in the reading rooms. This service is free within the city limits. If the delivery of the document is carried out by mail from libraries of other cities — the user is to pay the cost of postal services. To use the Library's collection, users of other institutions and organizations must provide a guarantee letter signed by the Head of the organization and Senior Bookkeeper.
2.22. To use the collection of defended dissertation research, library users must submit an official note with the resolution and signature of Vice-Rector for Scientific-and-Research Work of the University and a library subscriber card, and to use the dissertation research submitted for defense — a library subscriber card.
2.23. To order certain types of documents (valuable, rare books, manuscripts and archival materials, literature for official use, etc.) it is necessary to have a letter of request from the place of study or work to determine the purpose and subject of research.
3. Library User Rights
Library users have the right to:
3.1. Free visit the Library according to working hours.
3.2. Have access to information on the Library operation and its resources.
3.3. Use information on Library collections by means of electronic apparatus or traditional reference-search aids.
3.4. Use all services provided by the Library.
3.5. Receive for temporary use the necessary documents from Library collections at the library departments and in the reading rooms.
3.6. If the Library’s collections do not contain the necessary documents, obtain them from the collections of other libraries via the Interlibrary Loan system (ILA) or their paper copies using Electronic Document Delivery (EDD) in compliance with intellectual property legislation.
3.7. Use personal computers in the reading rooms, the catalogue rooms and the electronic resources rooms for educational, scientific purposes and for self-education. Get access to Internet resources from a PC of the Library's local network and personal devices using WI-FI technology.
3.8. Bring to Library premises own literature needed for educational and scientific work, which is not part of Library collections, use own technical means.
3.9. Order publications remotely by sending a pre-order electronically via access to the automated library system implemented in the Library.
3.10. Review the list of issued documents on the monitor of the librarian’s workplace and remotely in your electronic library form.
3.11. Get access to the Library's electronic resources: website, institutional repository, full-text databases generated by NTU KhPI scientists, and resources accessible in test mode — 24 hours a day, from any location, at any time.
3.12. Use other types of services, including paid ones, according to the List of paid services determined by the Library and approved by Rector of the University.
3.13. Require the implementation of the Law of Ukraine «On Personal Data Protection» (enacted by the Resolution of the Verkhovna Rada of 01.06.2010 № 2297-VI, with amendments and additions):   hold in confidence personal data and information on the use of publications and electronic databases.
3.14. Participate in scientific, methodological and educational events held by the library.
3.15. To be elected to the Library Council.
3.16. Contact the Library administration in case of conflict.
3.17. Submit comments and proposals to the administration of the Library and the University concerning the Library work.
3.18. Provide practical and sponsorship assistance to the Library, donate books and equipment personally and on behalf of organizations and associations.
4. Library User Obligations
4.1. Be polite and friendly to the Library staff and other users, have a neat appearance. Persons intoxicated and untidy in appearance are not allowed in the library. No smoking in the Library.
4.2. Follow these Rules.
4.3. Follow technical safety and fire safety rules.
4.4. When registering at the Library and during re-registration, provide the correct personal information necessary to fill out traditional and electronic reader forms for the purpose of further identification of the user. If the reader refuses to provide information that is necessary for identification, the Library is able to deny registering him.     
4.5. Users must inform the Library about the change of the place of work or study, address, and the last name within the term of ten days.
4.6. The library subscriber card is to be handled with care, immediately report the loss of your library subscriber card to the Library (application to Head of the Library, employees’ signatures on the absence of debt), refund the cost in the amount equivalent to the expenses of the duplicate card issue and obtain a duplicate card. The duplicate card shall be made within the term of one day.
4.7. Users who have completed their studies at the University or have been dismissed from the University must return all previously borrowed literature and a library subscriber card to the Library, and in case of its loss — cover the cost of the card in keeping with the library current Price list.
4.8. Take good care of books and other printed papers and documents received from Library's collections, do not to take them out of the Library's premises, unless they are recorded in the user library form or other accounting documents; do not make any marks, underlines, and do not tear or bend the pages.
4.9. Obey the license conditions, requirements and rules for the use of electronic information, you are responsible for compliance with the licensing conditions for the use of information resources of other owners.
4.10. Follow the norms of intellectual property and copyright in accordance with the Law of Ukraine «On Copyright and Related Rights» (enacted by Resolution VR № 3792-XII of 23.12 .1993 with changes and additions) when copying (photographing, downloading) the documents.
4.11. When obtaining the documents, check their number and check them for damage. In case of defects, notify the librarian on duty, who is obliged to make the appropriate service marks on the documents. If marks showing defects are absent — the user is responsible.
4.12. Do not violate the arrangement of open access funds.
4.13. Do not remove documents from the library premises, which are not registered in the user library form or in other accounting documents. Publications from reading rooms funds — do not take out of the library even registered in the user library form or in other accounting documents.
4.14. Return documents to the Library collections during the fixed period and timely re-register.
4.15. Users who have caused damage Library collections take responsibility in accordance with current legislation of Ukraine. (Article 23 of the Law of Ukraine «On Libraries and Library Affairs»). The user who has lost or damaged a document from Library collections must replace it with another copy of this publication or recognized by the library equivalent (in content, publishing, market value), taking into account the real needs of scientific and educational processes.
Lost or damaged documents received through the Interlibrary Loan (ILL), under the international book exchange system, the user, in agreement with the library-holder, must replace them with similar or documents recognized as equivalent, or reimburse them at market value subject to its further indexation (monetary compensation is not applied). The cost of damaged and lost publications is determined by the prices specified in the accounting documents of the Library
4.16. If especially valuable or rare editions are damaged, their value is determined according to the prices established in the catalogs-price lists for the purchase and sale of second-hand editions.
4.17. In case the user refuses to pay damages in accordance with the requirements, the issue of reimbursement of the cost and conditions for replacing non-returned or damaged library materials by the user is submitted to the court.
4.18. The loss or damage of books or other materials in case of emergencies is confirmed by official documents on happened event.
4.19. Users are responsible in accordance with the legislation for unauthorized using created by the Library databases and other objects of intellectual property.
 4.20. Users who break the Library Rules lose the right to use its services for a period of a month, and in some cases may be excluded from the library membership.
5. Rights and Obligations of the Library for Customer Service
5.1.      The library is obliged to:
5.1.1. Ensure the implementation of users' rights in accordance with the Law of Ukraine «On Libraries and Library Affairs» (enacted by the Resolution of the Verkhovna Rada № 33/95-VR of 27.01.95 as amended) and serve them in accordance with the Statute of the University, the Regulations on the Library and these Rules.
5.1.2. Ensure the confidentiality of data on Library users in accordance with the Law of Ukraine «On Personal Data Protection» (enacted by the Resolution of the Verkhovna Rada of 01.06.2010 № 2297-VI, as amended).
5.1.3. Provide a high level of customer service culture, and comfortable conditions for users to stay in the library.
5.1.4. Implement new automated library service technologies, create bibliographic and full-text databases, and participate in regional and international corporate projects in order to improve user service.
5.1.5. Provide users with correct information about open and paid world scientifically reliable full-text resources, to provide access to information databases both in Ukraine and abroad.
5.1.6. Study information needs, conduct marketing research, sociological research of readers' interests and provide operational support for users’ information requests.
5.1.7. Generate own funds in accordance with the needs of research, academic and methodological, cultural and educational work of the University.
5.1.8. Inform users about the Rules, changes in the Rules, mode of operation and maintenance, about all types of services provided by the Library, including paid ones.
5.1.9. Provide users with access to the funds and information resources of the Library, as well as complete information about their content through a system of electronic and traditional catalogs, the library website and other means of information.
5.1.10. Expand the possibilities of providing users with information support via the use of interlibrary loan, domestic and international document exchange, national and international electronic information networks.
5.1.11. Maintain accounting, ensure storage, rational arranging and using own funds.
5.1.12. Create and maintain a reference and bibliographic apparatus, compile bibliographic indexes and prepare them for publication, make lists of publications for implementation of research and educational work at University, perform all types of bibliographic references.
5.1.13. Hold scientific conferences, scientific-practical and scientific-methodical seminars, mass events, excursions. Organize book exhibitions and open views of publications, Information Days, Department Days, art exhibitions and literary meetings.
5.1.14. Promote the formation of users’ information culture, the need for information, usage of funds and services of the Library by conducting library and bibliographic classes, individual conversations with users.
5.1.15. Systematically monitor timely returning issued documents to the Library. In case of expiration of the term of documents use — remind readers to return publications in oral, written or other form of communication (e-mail).
5.1.16. Follow proper sanitary and technical conditions of work. Organize daily cleaning and ventilation in the reading rooms and carry out dedusting works of bookstorage every month (sanitary day).
5.1.17. Coordinate the mode of the Library work with the requirements and the mode of University work.
5.1.18. Provide a high level of the library user service based on continuous improvement of the professional and cultural level of librarians.
5. 2. The Library has the right to:
5.2.1. Inform the University board about the violation the rules of the Library use.
5.2.2. Contact the University board on taking action against violators of the library rules.
5.2.3. Define the terms for non-library members service.
5.2.4. Take actions in accordance with the applicable law to the Library rules violators