Library Policy

Fact box

Purpose

This policy outlines the functions of the Alphacrucis College (AC) library.

Scope

All AC libraries

Policy

AC libraries across multiple AC delivery sites are vital resource centres for learning, teaching, research and scholarship across the College community. The archives of the Australasian Pentecostal Studies Centre (APSC) are owned by AC and located within the James Wallace Memorial Library at AC Central.

The College’s policy is one of steady strategic purchase of newer, recommended works and is underpinned by a threefold principle of:

Relevance:  AC libraries collect resources which are relevant to AC course offerings;

Diversity, Quality and Depth: acquisitions focus on accepted academic and higher education publishers and authors, although some popular material for professional purposes is also collected.  Materials acquired reflect a wide diversity of opinions and religious traditions;
Currency: Recent editions of core materials are updated regularly wherever possible.
Duplicates are shelved only in subject areas where there is peak demand to maximise diversity within the limits of available space.

Online Resources – The College is committed to adding to relevant online databases, seeking those that are cost-effective as well as strategic.

Responsible for implementation

Director of Library and Information Services

Key stakeholders

All staff and students

Related documents

Library and eJournal Access Application Form - https://www.ac.edu.au/forms/#library-and-internet

Procedures

Library Procedure

The new acquisitions process operates as a collaborative endeavour between the Library and Facutlies. Within the overall policy framework, the prcoesses operate as follows:

Budgetary

Once the annual Library budget is set, capital expenditure is divided between physical and resource capital. The Library allocates resource capital on a per discipline basis.

Other items are acquired on a staggered basis through the entire budgetary period to ensure the College finances can support the expenditure. Purchases of items on subject reading lists are made a semester in advance to ensure they are ready for student use.

Faculty Input

All members of College faculty are invited to make requests for items to support their teaching duties. Members of faculty may request special items to be purchased at any time but these requests are assessed to determine that they accord with the disciplinary budget. If they do not, the Library has discretion in applying funds for this purpose, depending on available funds, existing resources, and competing priorities.

Donations

All donated items will be accepted into AC libraries or the APSC, however a condition of this acceptance is that the retention of an item is at the discretion of AC. Donated items will generally be integrated into the collection if the item is:

  • consistent with the teaching and research activities and objectives of the College;
  • within the scope of the library’s collection development strategy
  • in good physical condition;
  • current in terms of content;
  • demonstrated to meet a need or to provide at least one copy at each campus;
  • demonstrated to fill a gap in the existing serial collection or is needed for archival purposes;
  • significant to the history of Pentecostal and charismatic movements (both in Australia and overseas);
  • without pests or issues that may compromise the integrity of the collection.

All donations to AC libraries or APSC must be accompanied by the completed and signed online AC Donations Declaration Form. This indicates that the donor has the authority to sign over the ownership of the items being donated. A donation cannot be accepted if the completed form is not submitted.

If a donated item is identified as not meeting the acceptable criteria, the AC Director of Library and Information Services is responsible for the disposal of the item.

Access to APSC

Members of the general public may access the archives of the APSC through becoming a member of AC library. All items in the collection are to be kept in the APSC or in the display cabinets in the APSC study room. No item is to be removed from this location unless through mutual agreement between the APSC and another institution for the purposes of display. All requests for such use of the APSC archives must be made to the APSC committee. The APSC committee reserves the right to deny a request of this kind.

Access to other Libraries

AC encourages students to become familiar with and to use their State Library and the National Library, to help to establish a culture of lifelong learning.

Student - Library Agreement

All the terms and conditions for borrowing from AC libraries are set out in the Student - Library Agreement. Students agree to adhere to the conditions by signing and submitting the borrower access form.

The library communicates with its borrowers primarily through the use of email. It is the responsibility of the borrower to inform the library of any changes to their personal details immediately. In the event that a sent email bounces because an address does not exist or has been closed, the library will attempt to send the communication to another listed email, either in the library database or the database kept by the registrar's department. If no seond email exists or if the second email also bounces, a print out of the library's communication to the borrower will be sent to the postal address that the library has on record. Any returned mail will not be followed up.

The library accepts no responsibility if a borrower does not receive a particular notice or communication by a certain time or at all.

Notices

The library staff on duty at the time items are borrowed will inform the borrower verbally of the date that the items are due.  In the interests of saving paper, print notices are only available on request.  It is the borrower’s responsibility to take note of when their items are due. The library is unable to send automatic, system generated notifications to borrowers informing them that their loans are due shortly.
Overdue notices are system generated emails or printouts informing borrowers that the items they borrowed are now overdue. These are sent out once a week, serve as a reminder and are a courtesy only. The library takes no responsibility if for some reason overdue notices are not received. It is the borrower’s responsibility to ensure all personal details are correct at all times and failure to do so may result in communications from the library being received late or not at all.

Fines

It is the responsibility of the borrower to return their items by the due date, even if they have given them to a friend to return. Any fine from items returned late either by the borrower themselves, or a friend, will go on the account of the borrower. Responsibility for returning items on time is not transferable. A grace period of one (1) day exists on all loans, meaning that if for some reason the student does not return items on time, the student has until the end of the next day to either renew or return them before being fined.
 
Overdue loans are charged the same amount regardless of loan period or level of study of the borrower, or campus. Each overdue item is fined $1 (one dollar) per day, including weekends (because even when the library is closed, the website is still available to renew loans). This means that if the student returns items a week after the due date, the student will be fined $7 (seven dollars) per item overdue. All or part of a library fine may be waived if the borrower can prove s/he was physically unable to return or renew their items on time. The decision of waiving a borrower’s fine rests with the Director of Library and Information Services and their decision is final.
All fines are reported to the accounts department each and every Monday (Tuesday for public holidays) and they will invoice the student the amount of the fine.  At this same time the record of the fine will be cleared from the library system so that the same fine is not reported twice.  It is the responsibility of the library to ensure this happens.
 
Housebound Rules
 
A borrower, at the discretion of the Director of Library and Information Services, may be made housebound if he or she has been found to have a bad borrowing record. Bad borrowing records are identified by any one or combination of the following factors:
  • the borrower has accrued more than $70 (seventy dollars) of library fines at one time.  This means that the borrower has a certain number of days to return or renew the items on loan before being made housebound.  This depends on the number of loans a borrower has on loan.  1 (one) item = 70 (seventy) days, 2 (two) items = 35 (thirty-five) days, 3 (three) items = 24 (twenty-four) days, 4 (four) items = 18 (eighteen) days and 5 (five) items = 14 (fourteen) days;
  • the borrower has had fines reported to the accounts department in 5 (five) consecutive weeks totalling $50 (fifty dollars) or more over the 5 (five) weeks;
  • the borrower has items overdue by more than 3 months;
  • the borrower has lost a library item.
In the event of a borrower being made housebound, that borrower will not be permitted to borrow from an AC library for a period of 1 (one) month. During this time the borrower may still use the items that the library holds however they must remain in the library.  All other facilities that the library provides will still be available.
 
The decision to make a borrower housebound rests with the Director of Library and Information Services, their decision is final.
 
Replacement Rules
 
In the event that a borrower misplaces an item on loan to them, they are expected to pay the library for the replacement.  They are also expected to pay any fines relating to the lost item from the day it was due to the day the library was informed of its loss.  An administration fee of $30 (thirty dollars) also applies for the replacement of an item whether replaced by the borrower or ordered through the library. The fine, administration fee and cost of the item will be added to the borrower’s college account. The borrower may be made housebound as explained in the housebound rules section.
 
Graduation
 
A student will not be permitted to graduate until all outstanding library items are returned, and in the case of lost items, a replacement paid for. The accounts department will inform the students of any outstanding fines relating to the library.