Regulations

  1. Admission to the use of the University Library (the Library) is conditional upon the observance of the Library regulations (the regulations) made by or with the authority of the Library Committee. Anyone who is believed to violate the regulations, disturb readers or mutilate the Library materials items may be excluded from the Library and all privileges of using the Library services may be suspended. All Library users are presumed to know the regulations before using the Library services and facilities.

  1. All members of the Library staff are empowered to enforce the regulations.

  2. All users must present valid library membership cards when entering the Library.

  3. Restriction of certain categories of library materials from being borrowed is left to the discretion of the Librarian.

  4. Food and drinks are not allowed in the Library except bottled water.

  5. Smoking is prohibited in the Library.

  6. No games of any form are allowed in the Library.

  7. No wet umbrellas or raincoats are allowed to bring into the Library.

  8. Reproduction or duplication of audio-visual materials or computer software without permission from the copyright owner is strictly prohibited. (Note V)

  9. Photocopying of library materials should be made in accordance with the Copyright Ordinance (Cap 528) of Hong Kong. Users are fully responsible for any legal consequences arising from infringement of applicable copyright laws.

  10. Please keep quiet in the Library. If you have a group project work to do or discuss with other users, please enter the discussion area or use the designated room. (Note II & III)

  11. Please do not change the disposition of any furniture item or equipment without permission of the Library staff.

  12. Please report lost book or damaged facilities to Library staff.

  13. Please keep your valuables with you at all times. The Library assumes no responsibility for damage or loss.

  14. Please do not take out any library item which has not been properly checked out. If a student is proved to be intentional in violation of the rule, the Library will submit a report to the Student Disciplinary Committee for necessary action. (Note I)

  15. Please return all loaned library items upon graduation, withdrawal or cessation of employment from the University.

  16. Please treat Library staff and fellow users with respect and courtesy.

  17. Please do not reserve or hide the Library materials intentionally so that other users cannot use or find the materials.

  18. Please take good care of all library materials.

  19. Please do not use your belongings, textbooks or notebooks to occupy a reading seat. Items left unattended on a desk for more than half an hour will be taken away.

  20. Please use lockers on 2/F to store personal belongings.

  21. Noise produced by any equipment is not allowed. Please turn mobile phone, pager or mobile devices to silent mode when entering the Library.

  22. Notice must not be displayed or distributed in the Library.

  23. Please do not sleep in the Library.

  24. If users breach the regulations, serious cases may be referred to the University Authority. (Note I)

  25. Please observe the rules of Special Collection Room on 3/F. (Note IV)

  26. If you need to use your mobile phone, please move to the designated area. (Note II)

  27. If you find unattended belongings in the Library, please report to library staff at 2/F Information Counter.

  28. Please check out library items at designated counter. Print books are checked out at G/F Circulation Counter (some short-loan items are checked out at 3/F Information Counter) while audio-visual items are checked out at 6/F Information Counter.

  29. Please return loan items on time. Loan period will be shortened when another user makes a request. (Loan privilege information is posted at G/F Circulation Counter)

  30. User can use a mobile device (e.g. notebook computer) to access online services of the Library via WiFi. (Note V & VI)

  31. Photo-taking or video shooting in the Library should be applied in advance.

  32. The Library often issues notices regarding opening hours, promotion, activities and sharing. Please pay attention to noticeboard and web page.

  33. Please follow instructions when using a multifunction printer for printing, photocopying or scanning a document. (A notice is posted beside the printer)

  34. Access to electronic resources is governed by license agreements. It stipulates that access to the resources is restricted to members of the Hong Kong Shue Yan University. The resources are for education and research purposes only. In accordance with our policy, commercial use, systematic/excessive downloading, or redistribution of electronic information out of the university is prohibited. Violation of the license terms by anyone can result in the loss of access to that resource for the entire university community. (Note VII)

  35. In case of fire alarm, please follow library staff's instruction to leave the building. (Escape route information is posted on each emergency exit)

  36. Please note that CCTV monitoring in the Library is for the purpose of security. (Note VIII)

  37. Please maintain good personal and environmental hygiene at all times. If you have flu symptoms, consult a doctor and wear a mask to prevent spread of disease. (Note IX)

  38. Granting an external reader card for admission to another local library is governed by the regulations of that card issuing library. Misuse of the card amounts to violation of rules of the card issuing library and may lead to cancellation of permission to access to that University library. Serious offence will be referred to either the University Authority or the Student Disciplinary Committee for further action.

  39. In case of any discrepancy or inconsistency between the English version and the Chinese version of the regulations, the English version shall apply and prevail.

Notes

I. Disciplinary Actions

Breach of the Library regulations (the regulations) may lead to the following disciplinary actions:

No. of offences within an academic year Disciplinary action

First offence

Name recorded by Library

Second offence

All Library privileges* suspended for 2 weeks with immediate effect

Third offence

All Library privileges* suspended for 1 month with immediate effect

Fourth offence or above

All Library privileges* suspended for 2 months with immediate effect

* including access and borrowing privileges

If a user is found offending the regulations repeatedly, in addition to the disciplinary action listed for the cases, the Librarian shall have discretion to suspend the Library privileges of the user for more than two months. For HKSYU students, the cases may also be referred to the Student Disciplinary Committee for further action.

Improper Acts and Penalties

Incident 1

Improper acts Disciplinary actions

(a) A HKSYU Library user found leaving the Library with Library material(s) not checked out, either in hand or in a bag, for the first time within an academic year; or

(b) Lending / borrowing the Library Card to / from another person for accessing the Library and / or borrowing Library material(s) for the first time within an academic year.

(c) A HKSYU Library user found misusing an external reader for admission to a library (that issues the card) and violating the regulations for the first time within an academic year.

  • Name will be recorded by the Library.
  • Verbal warning to be given to the offender(s) by Library staff.

Incident 2

Improper acts Disciplinary actions

(a) A HKSYU Library user found committing Incident 1 improper acts twice or more within an academic year; or

(b) A HKSYU Library user found mutilating Library material(s) at any time.

  • Name will be recorded by the Library.
  • Suspension of all Library privileges for one month.
  • Library user is required to pay for the damaged materials.
  • A warning letter will be issued to the offender(s), and for HKSYU students, the warning letter will be copied to:
    1. Registry; 2. Dean of OSA

Incident 3

Improper acts Disciplinary actions

A HKSYU Library user found committing Incident 2 improper acts twice or more within an academic year.

  • Librarian shall have discretion to suspend all Library privileges of the user for a period of 3 months or longer, depending on the seriousness of the offences.
  • For students, the case may also be referred to the Student Disciplinary Committee for further action.
  • Library user is required to pay for the damaged materials.

II. Division of Library Zones

Sign Zone Location
Silent Study Zone (Silent Zone)
  • No Talking
  • No Mobile Phone
  • No Eating/ Drinking
2/F (Except Discussion Area), 3/F & 4/F
Quiet Discussion Zone (Quiet Zone)
  • Low Volume Discussion
  • No Mobile Phone
  • No Eating/ Drinking
2/F (Discussion Area), 5/F & 6/F (Discussion Rooms)
Talking Zone
  • Mobile Phone Allowed(Low Volume)
  • No Loud Noise
  • No Eating/ Drinking
2/F - 6/F Staircase

III. Guidelines of Using a Room in the Library

The provision of rooms at the Library is giving space in supporting learning, teaching and studying. There are 5 rooms in various sizes as below:-

Room Floor Capacity Purpose
Activity Room 2/F 25 seats Teaching Class, Seminar, Meeting, Activities
Discussion Room A 6/F 3-6 seats Group work, Group Study, Meeting
Discussion Room B 6/F 3-6 seats Group work, Group Study, Meeting
Learning Laboratory 6/F 25 seats Teaching Class, Workshop, Seminar, Meeting
Presentation Room 5/F 7-10 seats Practice presentation, Group work, Group study, Meeting

Equipment items provided in a room is shown as below:-

Room No. of Chairs No. of Desks No. of PC Workstations* No. of Whiteboards No. of Projectors
Activity Room 25 25 1 1 1
Discussion Room A 6 1 1 1 NIL
Discussion Room B 6 1 1 1 NIL
Learning Laboratory 25 25 25 2 1
Presentation Room 10 1 1 1 1

*PC workstation with Microsoft Office, DVD playable functions and is Internet accessible.

Users may bring their own notebook computers to access online services by using WiFi connecting to the campus network.

Instructions of using Activity Room (2/F)

  1. The Activity Room (the room) can accommodate at most 26 people.
  2. The room session time (the session time) is on an hourly basis from 9:30am to 8:30pm (Extended to 9:30pm during examination period).
  3. An applicant representing a group of at least 15 people can reserve the room at least 5 days in advance through the following ways:
    1. Complete an Activity Room Booking Form (download from Learning Commons web page) and submit at any counter; or
    2. Use Online Activity Room Booking Service.
  4. Applicant should check the booking status before submitting an application.
  5. A confirmation notice will be sent to the applicant via email if the application is approved.
  6. Applicant should check-in the room by presenting the confirmation notice and library membership card at 2/F Information Counter on or before the session time.
  7. Applicant should check-out the room on time.
  8. The Library reserves the right to cancel the booking if applicant does not check-in after 30 minutes of the session time.
  9. Walk-in application is allowed for members of Shue Yan University (i.e. academic staff and student) on a first come, first served basis given that there is no advance booking by the time.
  10. All users should observe the Library Regulations and keep the room in good condition.
  11. Applicant is responsible for loss of personal items, and cost of damage of equipment and furniture items in the room.

Instructions of using Presentation Room (5/F) and Discussion Room (6/F)

  1. The Presentation Room (5/F) can accommodate 7 - 10 people.
  2. There are 2 Discussion Rooms on 6/F. Each of them can accommodate 3 - 6 people.
  3. The room session time (the session time) is on an hourly basis from 9:30am to 8:30pm (Extended to 9:30pm during examination period).
  4. An applicant representing a group of people (at least 7 people for Presentation Room and at least 3 people for Discussion Room) can reserve the room by submitting an application with a valid library membership card (e.g. Staff card / Student card) in person at 6/F Information Counter. It is on a first come, first served basis.
  5. Applicant should check the booking status before submitting an application.
  6. One student can book ONE HOUR per week.
  7. Applicant can reserve the room 2 months in advance.
  8. Applicant should check-in the room at 6/F Information Counter with a library membership card and receive a room key on or before the session time.
  9. Applicant should check-out the room and return the room key at 6/F Information Counter on time. Late return of key will subject to an overdue fine of HK$2 per hour.
  10. The Library reserves the right to cancel the booking if applicant does not check-in after 15 minutes of the session.
  11. All users should observe the Library Regulations and keep the room in good condition.
  12. Applicant is responsible for loss of personal items, and cost of damage of equipment and furniture items in the room.

Instructions of using Learning Laboratory (6/F)

  1. The Learning Laboratory (6/F) (the Lab) can accommodate 25 people.
  2. Only academic staff of Shue Yan University can book the Lab.
  3. The Lab session time (the session time) is on an hourly basis from 9:30am to 8:30pm (Extended to 9:30pm during examination period).
  4. Applicant should check the booking status before submitting an application.
  5. All users should observe the Library Regulations and keep the Lab in good condition.
  6. Applicant is responsible for loss of personal items, and cost of damage of equipment and furniture items in the Lab.

IV. Rules of Serials & Special Collections

(A) Rules of Special Collections Room

  1. No bags or books should be brought into the Special Collection Room (the room).
  2. User may use the shelving unit provided or locker service on 2/F to store personal belongings.
  3. Please put the book on the trolley or sorting shelves provided after reading.
  4. If you want to take the book outside the room, please check it out at the Information Counter. Please be aware that the loan period is 3 hour.
  5. The Teaching Reference corner is used by academic staff only.

(B) Rules of Reading Newspaper

  1. Each user can take only one copy of newspaper each time.
  2. Please read newspaper on 3/F only. Do not bring newspaper to other areas and no borrowing service is provided.
  3. Do not take out newspaper from the clip to prevent loss.
  4. Do not spread out the newspaper on the rack otherwise other readers cannot take out other copies of newspaper.
  5. When reading newspaper, do not tear, cut, write comments or deface. Those violating the rules will be subject to disciplinary action. Serious issues will be referred to University authority or Student Disciplinary Committee.
  6. Please put the newspaper back on the rack after reading. If you cannot put it back, please leave it on the desk and library staff will collect accordingly.
  7. If you want to make a copy, please make use of multifunction printer on 3/F.
  8. If you want to get a soft copy, please make use of "Wiser Information Portal" at the Library web page.
  9. If you want to read back issues, please contact library staff for information.

V. Rules of Using a PC Workstation in the Library

  1. The following activities are not allowed when using PC workstation in the Library or through campus network.
    1. Accessing, storing, viewing or downloading data which is obscene, distasteful, vulgar, sexually suggestive or graphics which are prohibited by the laws of Hong Kong.
    2. Playing games on the PC workstation.
    3. Using more than one PC workstation at any one time.
    4. Allowing other people to use your account.
    5. Copying, storing, viewing, transmitting or using any unlicensed copyrighted software or materials including text, graphic, sound recording and video.
    6. Introducing any 'virus' or 'worm' or any software program designed to alter data or software in the operating system and campus network.
  2. Disciplinary action will be taken against those who abuse PC workstation.
  3. In case the above prohibited activities happened, the Library has the right to forbid immediately the using of such action and the user is solely responsible for the disciplinary action as advised or legal actions being taken.

VI. Guidelines of WiFi Connection Service

  1. The Library offers WiFi connection service (WiFi service) for user with a mobile device to access online resources wirelessly.
  2. User may also access the Internet through WiFi service.
  3. User may make use of a mobile device such as notebook computer, netbook, tablet as well as smartphone that meets the network standard IEEE 802.11b/g/n to connect WiFi.
  4. WiFi service covers G/F, 2/F to 6/F of the Library Complex.
  5. A "penguin" sign is posted which indicates the wireless LAN area.
  6. To connect WiFi service, please refer to Wireless LAN Area
  • User can use the above set up in a mobile device to get WiFi connection in the wireless LAN area.
  • Frequently asked questions:
    1. How do I use WiFi services at the Library?
    2. The Library uses the network standard (IEEE 802.11n) to set the WiFi service. It is also downward compatible with IEEE 802.11b/g. Many latest mobile devices are compatible.

    3. How do I print a document from my mobile device?
    4. Printing service is not available through WiFi connection. If you want to print out a document, please save it in a memory card (e.g. SD card) or your email account (e.g. Cloud storage) and then make use of the Library's PC workstation to deliver the printing.

    5. Is there any technical support about the settings of my mobile device?
    6. No. The Library cannot assist you with your mobile device, network card or configuration. Please refer to user manual provided by your device manufacturer.

    *SSID - Service Set Identification

    VII. About Prohibition of the Excessive Downloading of Electronic Resources

    "Systematic" or "excessive" downloading of subscription database or e-journal content, either manually or by using an automated program is a serious violation of the license agreements between the service providers and the University. The service providers can terminate the access for the University and such behavior not only affects individual, but also all users at the University.

    Here are some examples of what the service providers mean by "excessive downloading":

    1. Rapidly downloading one article after another.
    2. Continuously downloading tables of contents, search results, citations, or output.
    3. Downloading entire issues or volumes of an e-journal.
    4. Downloading the entire contents of an e-book or multimedia resource.
    5. Using robots, spiders, or other automated programs to download from subscription resources.

    Other License Violations

    Other examples which would also violate the licenses include:

    1. Sharing passwords with unauthorized users.
    2. Redistributing information from online resources to unauthorized users.
    3. Posting information retrieved or downloaded from online resources to a listserv, on a website, or to an email list.
    4. Reselling, redistributing or reproduction of any journal text, output, search results, or other information in any form or medium.
    5. Redistribution of materials to non-subscribers or to non-subscribing institutions.

    VIII. CCTV Monitoring Policy in the Library

    Purpose

    The purpose of using Closed Circuit Television (CCTV) is to ensure the security of all properties and users in the Library

    Policy Statement

    All video monitoring will be conducted in ethical and legal manner and exclusively for security, safety and law enforcement purposes.

    Procedures

    Video monitoring will be conducted regularly in public areas on G/F, 2/F to 6/F of the Library including the entrance and the areas of the University properties if necessary.
    No camera or recording equipment will be installed in private area.

    Quality Assurance Procedures

    The policy will be reviewed annually and whenever necessary.

    Responsibilities

    Library staff responsible for CCTV management will be delegated by University Librarian.

    Disclosure

    The information collected by CCTV will be used only for the purpose stated above. For the specific purposes stated above, it would be disclosed as an exemption with the authorization from University Librarian.

    Public Notice

    According to the guidance (as described below), people should be explicitly informed that they are subject to CCTV surveillance. Notice will be clearly displayed at the entrance to the monitored area.

    Related Documents

    "Guidance on CCTV surveillance practices" from Office of the Privacy Commissioner for Personal Data, Hong Kong in 2010.

    IX. Maintenance of Personal and Environmental Hygiene

    1. Referring to related guidelines of Centre of Health Protection of Department of Health (website: www.chp.gov.hk), some advices regarding personal and environmental hygiene to prevent influenza are collected as below.
    2. Avoid direct contact with poultry and birds or their droppings; if contacts have been made, you should wash hands thoroughly with soap and water.
    3. Poultry and eggs should be thoroughly cooked before eating.
    4. Observe strict hand hygiene. Wash hands frequently with soap, especially before touching the mouth, nose or eyes, handling food or eating; after going to toilet, or when hands are dirtied by respiratory secretions after coughing or sneezing.
    5. Cover nose and mouth while sneezing or coughing, hold the spit with tissue and put it into covered dustbins.
    6. Avoid going to crowded places and contact with sick people with fever.
    7. Wear a mask when you have respiratory symptoms or need to take care of patients with fever.
    8. When you have fever and influenza-like illnesses during a trip or when coming back to Hong Kong, you should consult doctors promptly and reveal your travel history.
    9. Build up good body resistance and have a healthy lifestyle. This can be achieved through a balanced diet, regular exercise, adequate rest, reducing stress and no smoking.
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