Policy

Cataloging and classification: The Library uses the following standard tools
•    Anglo- American Cataloging Rules ( AACR2) - for cataloging 
•    Sears' List of Subject Headings, - for assigning subject heading / description 
•    Dewey Decimal Classification System , classification 
•    ECSU library Online Public Access Catalog ( implementation will soon be through koha software) - for issuing, retrieving,renewing and reserve

                                                                                                 Eligible Borrowers
Staff
All full time teaching staffs are provided 8 book-pockets.
•    Part-time instructors can borrow a maximum of four books each at a time for one month and should return or renew provided no request is made for the books. 
•    Full time administrative staff members are eligible for 2 book pockets. 

Students
•    All regular students who agree to abide by the rules and regulations of the library can be members after filling out the membership card on the circulation desk. 
•    Students, members of the administrative staff and external users are allowed to borrow a maximum of two books at a time for two weeks time and they should return or renew the books after two weeks. However, renewal will be effectuated provided that other users do not require the books. 
•    Post-graduate students can borrow a maximum of four books at a time for one-month period and should return or renew the books provided that no one else has lodged a request. 
•    Regular students may borrow the necessary textbooks for one term from the bookstore upon a written request by their respective faculty, department, center heads or the individual instructor made to the library. Books issued in such manner should be returned at the end of the term. 
•    If a book is overdue, members may renew it after paying the overdue fines in full. 
•    Extension program students may lease textbook from the bookstore after paying Birr 5.00 for one term if the desired book is available in the bookstore. 
•    Short term training participants may use the library for spot readings only. 

External Users
Ethiopian Civil Service University library gives opportunity for external users to use the library. Nevertheless, such users must be sponsored by their respective organization or by permanent employee’s of ECSU. The respective user should have to pay the annual fee of birr 200.00 and a deposit of birr 500 payable back on termination of the contract.  To qualify as a registered member it needs the approval of the librarian.
 
Others
Users who come from libraries, which have established an inter-library loan agreement with our library, may use the library by presenting a letter of introduction from their respective head of their libraries. Users who come from other organizations with a letter of recommendation may be allowed upon the approval of the library.

Borrowing Procedures

•    All borrowers should produce valid library book pockets. 
•    All books except those on the reserve shelf can be borrowed with book-pockets. 
•    Books on the reserve shelf and in the documentation center should be borrowed with ID. Cards only. 
•    Members of the academic staff are entitled to borrow a maximum of eight books at a time for one term and they should return or renew them at the end of every term. Renewal is possible provided other users have not placed a hold on the book(s).
•    Short course participants are allowed to use the library for reading and they may also use the library materials they need inside the library only.
•    New books cannot be checked out until the technical processing is completed. 
•    Books and documents below two copies may not be borrowed but they may be photocopied when deemed necessary. 
•    Reference materials cannot be checked out from the library. 
•    Registered members are allowed to use the libraries for reading, borrowing materials and other purposes abiding to the rules and regulations of the library. 
•    When checking out a reserved book for one hour, one should fill on the reserve book card completely. 
•    Materials may be put on ?hold? or ?stop? for 3 days. The user has to fill out the ?stop? form. If the items are not checked out within this time, then the book(s) may be loaned to another user or be put back on the shelf. 
•    Instructors may place reserve items (books) on the reserve shelf by filing out the reserve form prepared for this purpose. Usually, reserve materials must be used in the library; however, the instructor placing the material on the reserve shelf may authorize overnight circulation except for permanently reserved ones. Faculties, departments or the individual instructor should suggest whether to retain or withdraw materials on hold or reserve. 

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