GTUC LIBRARY USERS’ MANUAL

GTUC LIBRARY USERS’ MANUAL

INTRODUCTION

  • A library system in any academic institution is to facilitate scholarship, researches and development based on the utilization of knowledge. The library system is an integral part of the educational process. The library is a very essential component of the intellectual life of the university. Finally, the library is the ‘heart’ of the learning community, providing a place for students and faculty to do their research and advance their knowledge.

WELCOME TO VISITORS:

  • You are invited to use and enjoy the books, journals, newspapers and the cool environment during your stay at the GTUC library. Unfortunately, you cannot be given the privilege of checking out materials to study at home. You can only make good use of our materials here or best still you can photocopy the pages you want from the books right in the library. You will also not be allowed to use our e-library facilities.

MISSION:

To provide excellent information resources and deliver quality services and facilities to meet the research, teaching and learning needs of the University.

VISION:

The vision of the GTUC library is to have a collection tailored to our students and faculty needs, exemplary service to all our patrons, and an excellence in library service and substantially contributing to the intellectual activities of the university.

SYSTEM OF CATALOGUING:

The GTUC library is catalogued according to the Library of Congress classification system which combines letters with figures, as can be seen at the spine of the books on the shelves.

FUNCTIONS OF THE LIBRARY:

  • To provide information resources and services responsive to the needs of all the sectors relative to curriculum and research.
  • Identify, locate, evaluate, select and subscribe to print and digital sources of information for the collection.
  • Collection Development: one of the primary functions of a university library. Books, Periodicals and electronic resources collected and process for easy accessibility by users.
  • Ensure the efficient, effective and cohesive work performance of all sections in the library/system according to its main function as provider of information resources and services responsive to the needs of all the sectors relative to curriculum and research.
  • Perform variety of outreach functions such as staff/student orientation sessions.

GOALS OF THE GTUC LIBRARY

  • To serve all members of the university community and the general public.
  • To acquire and make available to all our patrons/users such books, periodicals, pamphlets, and other services as will address their needs to a) become well informed, b) locate answers to important questions, c) cultivate the imagination and creative expression, d) develop skills for career and vocational advancement, and e) enjoy leisure by means of reading and other media services.
  • To acquire the means to provide the most frequently requested material locally and upon demand.
  • To maintain a program of service which locates information, guides reading, organizes and interprets material for people of various backgrounds, and stimulates thinking and intellectual development in individuals of any age.
  • To strive consistently to discover new methods and improvements for better service for the library’s customers.

SECTIONS & RESOURCES IN THE LIBRARY

  • Two main sections
    • The main (book) library and
    • E-library
  • Main library has about 4000 volumes of books, periodicals and other hard copy materials like ITU publications.
  • E-library has forty-nine (49) computers, assess to the internet and online materials: books, journals etc on all subjects.

AREAS OF COLLECTION

  • Telecommunications
  • IT/Computer Science
  • Law
  • Management
  • General Studies e.g. Languages
  • Children’s literature/Fiction
  • Reference Materials
  • Journals/Serials:
    • Online
      • Books and Journals
    • Print
      • ITU publications
      • General e.g. Newsweek, Time, Economist, Business
      • Donations from sister institutions, eg GIMPA and Central University.
    • Reference Materials:
      • Encyclopedias
      • Dictionaries
      • Year Books
      • Constitution
  • Reserve Collection

LIBRARY OPERATING POLICIES

These policies have been adopted by the GTUC Library Committee to govern the day-to-day operating procedures of the library.

Who May Use the Library

  • The library is open to all members of the university community. Service will not be denied or abridged because of religious, racial, social, economic, or political status; or because of emotional, or physical condition; age; or sexual orientation.
  • The use of the library may be denied for due cause. Such cause may be failure to return library materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other illegal, disruptive, or objectionable conduct on library premises.

Patron Responsibilities and Conduct

It is a patron’s responsibility to maintain necessary and proper standards of behavior in order to protect his/her individual rights and the rights and privileges of other patrons. If a patron creates a public nuisance, that patron may be restricted from the Library and from the use of the library facilities. Those who are unwilling to leave or do not leave within a reasonable amount of time, after being instructed to do so by the staff, will be subject to the rules and regulations of the library.

SERVICES:

The GTUC Library offers the following services

  • Reference
  • Reprographic
  • Circulation

Circulation

Circulation is the process of lending and/or borrowing of library materials, their return, recall, renewals, reservations and related activities.

Reprographic:

The library also undertakes reprographic services for students at a reduced cost.

ELIGIBILITY:

For a patron/user to qualify to borrow materials, he/she must be registered and have a valid GTUC ID card.

Materials cannot be checked out until GTUC card is issued.

Patrons other than GTUC students and staff will not be allowed to borrow materials, they may however use the library for reference services only.

All patrons are expected to bring their cards with them if they intend to check out items. An individual who ignores this expectation will be denied the privilege of checking out materials until he/she presents his/her card at the library.

LOAN PERIODS

  1. A student may borrow two books at a time for two weeks.
  2. Generally, reference books do not circulate. Upon special arrangement, some reference materials may be checked out overnight.
  3. Books may be renewed once if there is not a waiting list for the title.
  4. Periodicals do not circulate.
  5. One week for cassettes, audio books, and compact discs.

The librarian may establish the loan period for special collections or materials which are temporarily in great demand.

RENEWALS

  • Renewal requests are accepted for most books on the open shelves
  • Renewals are granted unless the item has been recalled, is needed for reserves or has not been requested by another reader.
  • Overdue materials are not renewable.
  • Length of renewal depends upon the status of the borrower and type of material.
  • This period is the same as the charge out date.

RECALL

  • All library materials are subject to recall
  • after two weeks for faculty members
  • one week for students.
  • Materials needed for course reserves may be recalled at any time.
    • Failure to return a recalled item will result in a:
      • minimum fine of GH¢2.00 a day and
      • suspension of borrowing privileges

 RESERVES:

Materials on reserve are those purposefully separated from the general collection;

  • at the request of a lecturer
  • because the copies of the particular title are few in number and/or
  • titles that are crucial to courses offered but are out of print

Reserve materials just like reference materials do not circulate, they are signed for, used in the library and returned to library staff after use.

 FINES AND CHARGES

Borrowers will be fined for not returning borrowed materials on the due dates.

  • Fines are as stated on the table below.
  • Fines are subject to upward review anytime necessary.

 

  • Status Loan Period Borrowing Limit Fine (Overdue)
  • Faculty Four Weeks 4 Books
  • Stud. Four Weeks 4 Books GH¢1.00 a day per book
  • Stud. Two Weeks 2 Books GH¢1.00 a day per book
  • GTUC Staff Two Weeks 2 Books GH¢1.00 a day per book
  • General Public Reference Services only
  • In addition to a fine, failure to respond to requests for the return of overdue materials will lead to suspension of library borrowing privileges for a period determined by the library committee.

 

 

 

JOURNALS:

  • Journals/Magazines do not circulate and therefore are not to be taken out of the library.

 

 DAMAGED OR LOST MATERIALS

  • Lost material should be promptly reported to the circulation desk.
  • Borrowers losing or failing to return material, or returning material in damaged condition are subject to the following charges:
    • A charge for a replacement copy and processing
    • A clean copy of the same edition of the lost book may be accepted in lieu of the replacement cost, but the borrower will still be subject to the cost of processing.
    • If materials are damaged so as to be judged by the library as being unsuitable for the collection, the patron/user must pay the replacement cost and a processing fee. A notice of these charges will be sent to the borrower.

 

REFERENCE SERVICE

The GTUC Library:

  • provides information in the form of short answers to specific questions and guidance in locating material for patrons who appear in person, call on the telephone, or request information through correspondence;
  •  assists patrons in the use of the Library and teach basic research methodology, when appropriate (this includes providing help in developing a research strategy and advice on whether a trip to the Library would be worthwhile for individuals who telephone);
  •  provides bibliographic verification of items both in the Library and ones not owned by the Library and will assist patrons in obtaining materials through interlibrary loan, when appropriate;
  • may refer library users to other agencies and libraries in pursuit of needed information;

 

USE OF THE LIBRARY

  • Bags etc are to be left at the security check point on entering the library.
  • Patrons are not to shelve books. All used materials should be left on the tables for the library staff to shelve.
  • Smoking is not permitted in the Library
  • Food or drink is not to be brought into the Library or consumed there, except bottled water

STUDY SPACE

  • Due to the limited study space in the library, study space cannot be reserved.
  • Books and personal belongings left unattended to are done at the risk of the owner.

NOISE POLICY

  • The GTUC library is committed to providing an environment that is conducive to study as well as welcoming to all users.
    • All library users must therefore refrain from making excessive noise while using the library.
    • The use of cell phones in the library is prohibited.
    • Phones should be either switched off, or set to silent ring mode
    • Calls should be made or received outside the library.

 

THEFT AND/OR ATTEMPTED THEFT, MISAPPROPRIATION OF LIBRARY MATERIALS:

  • The University considers theft, misappropriation, mutilation, or tampering with library materials, equipment or property by any user to be a serious offence.

Theft and /or attempted theft, misappropriation or mutilation of library materials include:

  • Unauthorized removal of materials from the library.
  • Falsification of circulation records by willful use of a wrong I.D. card
  • Deliberate misplacement of library material
  • The mutilation of books, journals or other library materials
  • Tampering with library data files or computer program
  • Removal of any material from the Library must therefore be properly authorized. All readers leaving the Library must show at the exit point all books, periodicals in their possession and may be required to open for inspection any receptacle carried out of the Library.

 Equipment Use Policy / Use of E-library

Computers are made available to students on a first-come, first-served basis at the e-library. There is no charge for use of the computers; however, in order to make the service available to as many students as possible, a time limit for usage has been imposed. That time limit is 10 hours a week. Library staff is available for general assistance in using the computers. However, staff members are not expected to train students in the use of application programs.

Internet Use Policy

The GTUC Library provides access to the Internet as a means to enhance the information and learning opportunities for the members of the university community. The library committee has established the Internet use policy to ensure appropriate and effective use of this resource.

Access to the Internet is available to all students; however, this service may be restricted at any time for use not consistent with the guidelines.

Expectations:

Users should be aware that the inappropriate use of electronic information resources can be a violation of local, national, and international laws and can lead to prosecution. The user will be held responsible for his/her actions using the Internet. Users are expected to abide by the policies below which include generally accepted rules of network etiquette. Unacceptable uses of the service will result in the suspension or revocation of Internet use privileges.

Warnings:

The Internet is a decentralized, un-moderated global network; the GTUC Library has no control over the content found there. The library will not censor access to material nor protect users from offensive information, and it is not responsible for the availability and accuracy of information found on the Internet.

The library cannot assure that data or files downloaded by users are virus-free. The library is not responsible for damages to equipment or data on a user’s personal computer from the use of data downloaded from the library’s Internet service.

The use of the Internet and e-mail is not guaranteed to be private. Messages relating to or in support of illegal activities will be reported to the appropriate authorities.

Guidelines:

SANCTIONS:

  • Offenders of any of these offences will be
    • liable to suspension of the privilege of access to library facilities
    • legal action and/or other penalties sanctioned by the Library Committee.
    • Additional sanctions include:
      • publishing the offence with the picture of the student involved and
      • pasting the publication on all notice boards in the University as well as within the library premises.

 

 

WORKING HOURS:

 

  • The working hours in the library are as follows:
  • Mondays – Fridays 8:30am – 10:00pm
  • Saturdays 9:00am – 9:00pm
  • LIBRARY STAFF:

The library is staffed by the following:

  • Afua Frempong-Kore Head
  • Clemence Safo Library Assistant
  • Gordon Derby Library Assistant
  • Miss Daniella Adjei Library Assistant
  • Miss Mavis Doreen Amofah Library Assistant
  • Prince Kelvin Owusu Library Assistant

Channel of Complain

 

  • Users with complains about other users can talk to any of the library assistants.
  • On the other hand if the complaint is about any of the assistants, or about the non-functioning of any of the library systems and services, it should be made to the librarian.

DEPARTING PROCEDURES

 

  • All students are required to clear their library accounts with the librarian before graduating or leaving the University.

GENERAL RULES AND REGULATIONS FOR EVERYDAY USE OF THE LIBRARY

USE OF THE LIBRARY IS CONDITIONAL ON OBSERVANCE OF THE FOLLOWING RULES AND REGULATIONS.

 

  • Users must comply with these and with any reasonable request or instruction issued by library staff. Any one failing to do so may be excluded from the library. The librarian reserves the right to refer any breaches of the rules and regulations or improper behaviour towards library staff for consideration within the terms of the appropriate university disciplinary procedures.
  • Access to the university library is restricted to staff and students of the university who are in possession of a current valid identification card issued by the university college and to such other persons as may be authorized by the librarian.
  • The library shall not be used as a substitute for an office or business activity.
  • Users must produce university ID cards to use the library.
  • Silence is to be strictly observed. Users shall not harass or annoy others through noisy or boisterous activities.
  • Discussions, sleeping and loitering are not allowed in the library.
  • Smoking, the consumption of food and drink (with the exception of bottled water) are not allowed in the library.
  • The university librarian has the right to suspend anyone who does not follow the library rules.
  • Library computers are provided for course– related resources.
  • Time limits apply on library computers and will be enforced.
  • Users must not prepare, store, display or transmit pornographic or offensive material, print or distribute slanderous, libelous or knowingly untruthful information or material of an illegal nature.
  • Computers are not for commercial use.
  • Deliberately or negligently interfering with the operation or performance of computers by physically damaging or adjusting the equipment is prohibited.
  • The deletion, addition or modification of files relevant to the system’s operation, including the introduction of viruses or other software components, is also prohibited. Disciplinary procedures shall be taken against anyone caught in these acts.
  • The librarian has the right to sanction any user who plays games, chats, views entertainment, pornography, etc on the internet.
  • The internet is for academic enquiries only.
  • Visiting pornographic sites on the internet is an offence in Ghana Technology University College.
  • Cell phone ringer should be kept on silent mode, and calls must be received outside.
  • Users should declare their laptops and other valuables at the security check point before proceeding to use the library. Users who leave their laptops etc. unattended to in the library do so at their own risk.
  • Photography, filming, video-taping and audio-taping is not allowed without the prior permission of the librarian.
  • Fines are charged on overdue items.
  • Users must not mark or underline books or journals, or must not tear pages from, or otherwise damage, steal books, journals or other library materials.
  • Users are responsible for materials borrowed on their cards and will be required to pay for any damage to, or loss of, material borrowed at replacement cost, plus an administrative charge.
  • The award of a university qualification shall be deferred until all books have been returned and outstanding fines/charges paid.
  • The library reserves the right to check bags, body, folders, or other belongings of users. By entering the library, one is consenting to the examination or check.
  • Patrons are not to shelve books. All used materials should be left on the tables for the library staff to shelve.

Channel of Complaint

 

  • Users with complaints about other users can talk to any of the Library Assistants.
  • On the other hand, if the complaint is about any of the Assistants, or about the non-functioning of any of the library systems and services, it should be made to the Librarian.
  • If the complaint is about the Librarian, it should be reported the Dean/ Head of Student Affairs.

Departing Procedures

 

All students are required to clear their library accounts with the Librarian before graduating or leaving the University College.