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CPCE Libraries Regulations

1. Opening Hours

The opening hours are determined from time to time by the College Librarian in light of the demand for library use and staff availability. Details of opening hours are posted on the Library's Homepage http://weblib.cpce-polyu.edu.hk/ and the entrance to the Libraries.

2. Access Eligibility and Service Entitlement

Definition of classes:
(i) Members of College Council and Advisory Committees
(ii) Includes visiting lecturers from HKCC and SPEED
(iii) Staff of partners of the College stationed on campus 
(v) Includes SPEED students taking either PolyU_SPEED or non-PolyU_SPEED academic award courses, as well as CAM students taking courses which lead towards a PolyU SPEED Professional and Continuing Education (PCE) award
(vi) Borrowing rights of SPEED short-course students will be determined on a case-by-case basis upon Unit Head recommendation 
(vii) Graduates of HKCC/SPEED who graduated from PolyU award courses. Subscription Fee for Alumni Libraries Ticket : $200 (1 year) / $380 (2 years) / $540 (3 years)
(viii) Includes retired academic staff, retired administration staff and retired general staff
 

3. Borrowing Regulations

3.1 Borrowing Privileges

* Inapplicable to Reserve, Headset & Charging Cable
^# inclusive in circulation quota

3.2 Circulating materials should be properly checked out at the Counter of the Libraries with valid Staff Cards / Student Cards /Retiree Cards or Libraries Tickets, and are subject to recall for Reserve purpose.

3.3 Calculable immediately from the day following the date of recall, circulating books recalled for Reserve purpose shall be returned in seven days, and audio-visual materials recalled for Reserve purpose shall be returned in three days.

3.4 Non-circulating materials including, but not limited to, the Reference Collection, are for in-library use only.

3.5 Borrowers are responsible for all loans recorded through the use of their Staff Cards / Student Cards /Retiree Cards or Libraries Tickets.  Any loss of cards or tickets, or change of address in the case of ticket holders, must be reported to the Libraries, and issuing unit whenever applicable, as soon as possible.

3.6 Circulating books should be returned to any Counter of the Libraries during opening hours or through the Book Drop outside the Libraries.  Reserve and other material types must be returned to the Counter of the holding library during opening hours.  Returns of materials other than the Libraries’ collection are not accepted.

3.7 Circulating books, except Reserve items, can be renewed twice on the condition that there is no request for the same item.  Overdue books can also be renewed and the overdue fine incurred will be charged to the borrowers’ account for borrowers’ settlement when coming to the Libraries.

3.8 All loans may be recalled and must be returned on or before the new due date.  Borrowers will be notified by email notice of the new due date.  Late return will be treated as an overdue and is liable to a fine.

3.9 Borrowers are responsible for returning their loans on or before the specified due dates.  An overdue fine calculable immediately from the day following the date due will be charged at the following rates for all categories of borrowers:

Libraries Materials	Fine (per item)	Maximum Fine
Circulation / Recalled loans	HK$2/calendar day (1 - 6 days) HK$3/calendar day (7 - 42 days)	HK$120.00/item
Audio Visual	HK$5/calendar day (1 - 6 days) HK$10/calendar day (7 - 15 days)
Reserves	HK$2/hour or part of an hour
Headset / Charging Cable	HK$30/calendar day

3.10 Any material which has reached the maximum overdue fine and has not been returned, will be assumed to have been lost by the borrower who will be charged accordingly.  An additional fine equivalent to the estimated cost of replacement of the material plus the processing cost will be levied through the Finance Office. 

3.11 All fines paid are non-refundable.  All fines should be paid at any Counter of the Libraries by Octopus.  Full-time staff members who have incurred fines to the extent of the replacement of the book will have the cost deducted from their salary by the Finance Office.  Students may not be cleared for withdrawal or graduation until all fines have been paid as well as all loans returned.  When the fine of an individual reaches HK$120, his/her borrowing privileges of all Libraries materials will be suspended until s/he pays the fine. 

3.12 All Libraries notices such as date due reminder, overdue, hold pick-up or recall notices will be sent to users via email.  Print notice is normally not served.  Attempts will be made to send overdue notices to borrowers as soon as possible; non-receipt of such notices will not be accepted as an excuse for waiving or reducing fines for overdue books.

3.13 Borrowers shall be held responsible for any loss, mutilation, damage or disfigurement by writing or other marks and shall be required to pay the full cost of replacing or repairing such materials. In order to stop overdue fines from accruing, these cases should be reported to the Libraries without delay. The cost of replacement will be the estimated price of the material plus the processing cost. The replacement cost may be waived if the lost item is found and returned within four weeks of the issuance of the reminder.  However, the overdue fine calculable from the due date to the date the item actually returned still has to be settled.  All sums paid are non-refundable.

4. Admission

4.1 Admission to the Libraries is conditional upon the presentation of a valid Staff Card / Student Card /Retiree Card or Libraries Ticket.  These cards or tickets are personal and individual. They must not be transferred to, or used on behalf of, other persons.  The College Librarian or his/her designated representative shall have the authority to request a user to produce his/her valid Staff Card / Student Card /Retiree Card or Libraries Ticket for identification.  Admission may be refused if a valid card or ticket cannot be shown.

4.2 Loss of a Staff Card / Student Card /Retiree Card or Libraries Ticket must be reported to the Libraries without delay. A charge will be made for obtaining a replacement.

4.3 The College Librarian or his/her designated representative shall make necessary arrangement regarding admission to and use of facilities/collections of the Libraries as deemed appropriate for the proper use and management of the Libraries.

5. Conduct of Libraries Users

5.1 The Libraries is for all Libraries users to pursue study or research in a congenial atmosphere free from unnecessary disturbance.  All Libraries users should follow the instructions on the proper use of the Libraries as displayed in the Libraries or given verbally by the Libraries staff.  The College Librarian or his/her designated representative shall have the authority to exclude those who have ignored verbal warning from the Libraries for the remainder of the day.  Serious offences will be liable to further disciplinary action.

5.2 Anything in the opinion of the security staff on duty or Libraries staff which may interfere with the proper use and management of the Libraries is not permitted inside the Libraries.  Examples include: wet umbrellas, food or drink. Plastic covers for wet umbrellas will be provided on rainy days. Photography or shooting of any kind may not be carried out in the Libraries without the express permission of the College Librarian or his/her designated representative.

5.3 Books and other items which are the property of the Libraries must not be mutilated or defaced. The full replacement cost will be charged for any damage caused by users. Lost or damaged library books or materials will continue to remain the property of the Libraries even if replacement costs have been paid.

5.4 There shall not be reservation of seats or group study rooms in the Libraries. Items including Libraries books left unattended on Libraries desks may be considered as a "seat reservation". Any such seats may be taken up by other users.  Unattended belongings may be removed by Libraries staff. The Libraries will not be responsible for any loss or damage of personal property.

5.5 Silence must be observed in the Libraries.  Users must not hold conversations or engage in other conduct in the Libraries which is likely to cause inconvenience, annoyance or offence to other users.  When using computer or other equipment, users must do as quietly as possible to avoid causing disturbance to others.

5.6 Except in some designated areas, users are strictly prohibited from using pagers, mobile phones, etc. in the Libraries. These devices should be muted before entering the Libraries. Any person using such devices in the Libraries other than in the designated areas will be liable to disciplinary action, and may be excluded from the Libraries.  As a concession, the Libraries may issue only a verbal reminder to those offenders who immediately mute or switch off their devices upon ringing.

5.7 The use of Internet resources in the Libraries is for the interest and information need of the Libraries community. Users have the responsibility to be aware of materials that may be objectionable to others when using computer facilities in the Libraries. Users should not use Libraries’ public computers and printers to display or print materials that might be defined as harassing or obscene.

5.8 Libraries’ computer equipments are intended for the use of study or research. They must not be used for games, chat programs or other applications alike.

5.9 Users must enter and leave the Libraries through normal entrance and exit unless directed otherwise by Libraries staff.

5.10 At the request of a Libraries staff or a security staff on duty, all Libraries materials and personal belongings must be shown for inspection. Libraries users may also be asked to show the contents of their bags, cases or other kinds of receptacles.

5.11 Users are required to sit in the places provided. Tables and chairs should not be misused or moved to new positions. 

5.12 Users must observe the law of copyright and license agreements.  Reproduction or duplication of audio-visual materials or computer software is strictly prohibited.  Users must also comply with the terms of any license agreement between the Libraries and a third party which governs photocopying, photography, the use of software, and access to and use of data.  Copyright law should be strictly observed by all users when reproducing materials, whether by photocopying or by electronic means. Users are fully responsible for any legal consequences concerning copyright that may arise.

6. Penalties of Libraries Offences

Libraries Offences	Penalties
Libraries user found leaving the Libraries without charging out an item by mistake and not concealing it.	1st offence - Offender will be served with a verbal warning and record kept in the Libraries system for 12 months. 2nd to 5th offences (repeated offences accumulated in 12 months, calculable from the date of the 1st offence):  1. Serving of a warning letter; and 2. Imposition of a fine according to the following scale: 2nd offence - HK$80 3rd offence - HK$160 4th offence - HK$320 5th and subsequent offences - HK$640 3. Non-payment of a fine will result in suspension from using all Libraries facilities.
Libraries user found leaving the Libraries without charging out an item / part of an item and deliberately concealing it.	1. Offender will be served with a written reminder, a copy of which will be sent to his/her Unit Head; and 2. Imposition of a fine of HK$80. The fine will be twice as much as the previous offence if the user commits the offence again  during his/her period of study in the College. 3. Non-payment of a fine will result in suspension from using all Libraries facilities.
Libraries user found mutilating Libraries material(s) / leaving the Libraries with uncharged mutilated Libraries material(s) regardless of whether the material(s) is/are concealed or not.	1. Offender will be served with a warning letter, a copy of which will be sent to his/her Unit Head; and 2. Imposition of a fine of HK$80. The fine will be twice as much as the previous offence if the user commits the offence again during his/her period of study in the College; and 3. Replacement cost of the mutilated Libraries material(s). 4. Non-payment of a fine will result in suspension from using all Libraries facilities.
Use of mobile phones / pagers*, playing physical games,  making excessive noise, etc. in the Libraries are Libraries offences. * Use of mobile phones / pagers is not permitted in any part of the Libraries except in some designated areas.	1. 1st and 2nd offences - user will be served with a written reminder  and a record kept in the Libraries system for 12 months.  [As a concession, the Libraries may issue a verbal reminder to those users who immediately mute or switch off their  phones/pagers upon ringing.] 2. 3rd offence - user's borrowing privileges will be suspended for one day. 3. 4th offence - user will be denied access to the Libraries for one week. 4. 5th offence - user will be denied access to the Libraries for one month.
Libraries user found using a Staff Card / Student Card / Retiree Card or Libraries Ticket of other person, Libraries user confirmed lending his/her Staff Card / Student Card / Retiree Card or Libraries Ticket to other person.	1st offence - Offender will be served with a warning letter, a copy of which will be sent to his/her Unit Head. Student user will also be required to attend an Improvement Programme of not less than 15 hours. Repeated offences during the period of study / work: For student users: User will be referred to CPCE Student Discipline Committee For other users: 1. Offender will be served with a warning letter, a copy of which will be sent to his/her Unit Head, and 2. Suspension of Libraries privileges : 2nd offence - user's borrowing privileges will be suspended for one week.

7. Revision of the Libraries Regulations

Any revision of the Libraries Regulations shall be discussed and recommended by the Library Committee for the endorsement of Dean (PCE). 

(Updated Nov 2023)