6.3 Rules

6.3.1 Library Access\

6.3.1.1. Hours of Operation
The Library offers 24 hour access to registered users.  On-site Library assistance will be provided from 9:00am to 5:30 pm from Monday to Friday except holidays and new year holidays.

6.3.1.2. Registered Users of the Library
 OIST students, faculty, researchers, administrative staff, , and specially approved other staff including collaborators, interns, and other guest researchers and faculty, are deemed “Registered Users of the Library”  and are given borrowing and online resources access rights. OIST ID  serves  to identify our registered users for the Library.

6.3.1.3. Unregistered Users of the Library
Unregistered users may use the University Library facilities while library staff are in attendance.  As Unregistered Users of the Library , such visitors do not have the right to borrow books or journals, and access e-resources, though they may read books/journals while in the Library. 

 

6.3.2 Rules for the Library 

Consideration for the safety and security of the Library Collection, the Library facilities, and other users are the guiding principles of use.  Library facilities and equipment must not be used for non-University or commercial purposes (such as running a business or buying and selling items on line).    At no time may unlicensed commercial video, film, recorded, or printed materials; other legally restricted materials; or pornography or other inappropriate material be viewed, downloaded, or distributed using Library facilities.

6.3.2.1   Rules for Borrowing
Registered users are allowed to borrow up to 15 items from the library.  Books can be borrowed for 30 days, and print journals and electric media for 7 days.  Course instructors can check out one copy of textbooks for duration of the course.

6.3.2.1.1  Renewals 
Registered users may request to renew borrowed library materials by email or at a Counter if  another user hasn’t placed a request on their books.  Paper Journal loan may not be renewed.

6.3.2.1.2  Overdue
When a registered user has overdue books, the library will not allow the user to check out other books until the user return the overdue books to the library.

6.3.2.1.3  Course reserve books
Library should keep at least one copy of the course reserve books per class in the current semester collection.  When the library holds more than one copy of course reserve books in the current semester, any available copy in the library at that point of time is designated as course reserve books.    When all available copies are checked out, a copy with the smallest call number is recalled as a course reserve book regardless of loan period.  A user who is borrowing books which were assigned the course reserved books, they have to return the books upon the library’s request.  The period of the course reserve is from one week before a semester starts to the last day of the semester.  Upon course instructor’s requests, the library may purchase up to 50 % of the number of students registered in class.

6.3.2.2  Rules for use of Behavior in the Library
Appropriate behavior is expected of all users when in the Library.  Patrons whose behavior is inappropriate will be asked to desist or will be required to leave the premises.


6.3.2.2.1  Drinking of non-alcoholic beverages is permitted, but food is not allowed in the Library.  Open drink containers (cups, mugs) may not be placed on the same surface as electronic equipment (computers, copiers, etc.), or on bookshelves, at any time. Closed or spill-proof drink containers are required.

6.3.2.2.2  Those using the Library must not make noise that disturbs others, whether by talking or from electronic or other devices. 

6.3.2.2.3  No animals or biological specimens are permitted in the Library.

6.3.2.2.4  Laboratory coats or gloves may not be worn or brought into the Library.

 

6.3.2.3  On-Campus Network Access to Library Facilities 


6.3.2.3.1  All Registered Users may access Library facilities from any on-campus computer with access to the University network, using their University ID and password.  These are not to be shared with non-Registered Users.

6.3.2.3.2  Materials that are licensed only for use within the University are not permitted to be removed from the University environment.

6.3.2.3.3  Library facilities and equipment must not be used for illegal purposes (such as file sharing or downloading unauthorized content).

6.3.2.4  For use of library for Unregistered Users 
Unregistered users must fill in the Library Unregistered Users Form  at the library’s service counter and follow the instructions from library staff on how to use the library.  It is not permitted to stay in the library for purposes other than using library materials.  Unregistered users may not bring their own personal computers or use Library’s computers without library’s permission.

 

6.3.3. Use of Library of Facilities from outside campus

Library facilities may be accessed by Registered Users from off-campus by VPN sign-in, or through alternative secure means that may be arranged by OIST IT staff.  Registered Users are not permitted to share or distribute their passwords, ID and VPN access codes with non-registered users or others.

 

6.3.4 Protection of Copyright

Only limited copying of copyright material is allowed in the Library.  Users may copy materials in the Library within the limits of the Copyright Act (Act No. 48 of May 6, 1970).

 

6.3.5 Terms of Use for E-resources 

The following actions are prohibited by the Copyright Act and license agreements of providers.
 

6.3.5.1. Systematic downloading of multiple full-text files within a short period of time manually or with auto-downloading software, etc.  (Downloading of multiple reference citations, e.g. into Endnote, is acceptable.)
 

6.3.5.2. Reproductions or redistribution of full text data.
 

6.3.5.3. Using the full text data for purposes other than individual use.

 

6.3.6 Rules on Managing Books in the Library Catalogues 

6.3.6.1. Purpose
The purpose of these Rules is to stipulate standards and requirements relating to the acquisition and management of the materials in the Library Collection, and thereby ensure proper, efficient and good management of materials.  These Rules are based on the Accounting Standard, Article 42  of the University.

6.3.6.2. Definitions

6.3.6.2.1. “Acquisition” refers to the procedure for acquiring materials for the library by selection, order, and acceptance inspection and for receiving donations or other contributions.

6.3.6.2.2. “Management” refers to the registration, organization, storage, inspection, and disposal of unnecessary materials.

6.3.6.3. Person Responsible for Collecting and Managing Library Materials
The Person responsible for acquiring and managing Library materials shall be the Library Director.

6.3.6.4. Scope of Materials
The “materials” referred to in these Rules are the books (fixed assets), journals (non-assets), eBooks, databases, other software, and related materials that the Library as an organization manages and that are used for the purposes of research and education. In these Rules, books include the following:

Books that are used for the purposes of learning, education and research.
Books that are planned for use for one year or longer.

6.3.6.5. Acquisition

6.3.6.5.1. Selection of Materials
Materials shall be selected in accordance with the policy of the Library Collection.  Provided, however, that when making a decision to purchase materials the budget, nature of the materials, and necessary storage requirements are taken into account

6.3.6.5.2. Ordering
Materials shall be ordered by the Library.  At the time of submitting a purchase request, a decision shall be made as to whether or not to record the materials as assets.

6.3.6.5.3. Acceptance Inspections
Acceptance inspections of materials shall be carried out by the Library staff.

6.3.6.5.4. Donations
Basically, the Library doesn’t accept donations of books or other materials except for special cases.  The Library Director may approve to accept special donations of books or other materials that conform to the Library’s Collection policy and that are considered to be suitable as items for use with some kind of consideration

6.3.6.6.  Management

6.3.6.6.1. Registration

6.3.6.6.1.1. The necessary information on the acquired materials shall be registered in the Library’s system.
6.3.6.6.1.2 Books that to be recorded as fixed assets for accounting purposes must be stamped with the book stamp “OIST Graduate University Library” and registered every year in the fixed asset ledger
6.3.6.6.1.3. Books that are to be recorded as non-assets for accounting purposes must be stamped with the book stamp “OIST Graduate University Library” and registered every year in the non-assets book ledger.

6.3.6.6.2.  Organization

6.3.6.6.2.1. Materials registered in the manner specified in the preceding article shall be organized according to the Library system.
6.3.6.6.2.2. All other materials shall be organized appropriately by the Library staff.

6.3.6.6.3.  Storage
Once materials have been organized they shall be stored in their specified place. Provided, however, that materials that are on loan shall be stored at the responsibility of the user. If a user loses or damages books that are on loan, he or she must report this to the Library.

6.3.6.6.4.  Inspection of Books
Stock collation shall be performed on books once a year.

6.3.6.6.5.  Determination of Unnecessary Materials
Materials that fall under any of the following categories may be determined as being unnecessary materials.

6.3.6.6.5.1. Materials that have become grossly soiled or damaged due to frequent and long-term use, and that are deemed to be irreparable, or whose repair cost is deemed to exceed replacement cost.
6.3.6.6.5.2. Materials that are deemed to have lost their usefulness due to successive revisions, the issuance of re-editions or the obsolescence of their content, and that are deemed to not need to be stored.
6.3.6.6.5.3. Materials that were acquired with the intention of short-term use, and that are deemed to have lost their value due to the passage of time and that are deemed to not to need to be stored.
6.3.6.6.5.4. Materials that had a retention period set and such period has expired.
6.3.6.6.5.5. Materials for which a duplicate exists other than the original document that is required to be stored.
6.3.6.6.5.6. Materials that can be judged as being appropriate for utilization in other forms, e.g. books replaced with eBooks.
6.3.6.6.5.7. Materials that are lost for 2 or more years.
6.3.6.6.5.8. Any other materials identified as unnecessary bythe Librarian.

6.3.6.6.6. Disposal
Materials that are determined to be unnecessary as stipulated in the preceding article shall, with the approval of the Library Director, have their registration canceled and be sold, donated or disposed of.