Regulations Concerning the Library of Miyazaki Educational Institution

Chapter 1 General Principles

Purpose

Article 1

These regulations provide for the necessary matters concerning the operation of the Library of Miyazaki Educational Institution (hereafter referred to as “the Library”) and to contribute to the enhancement of the educational missions of both Miyazaki International College and Miyazaki Gakuen Junior College (hereafter referred to as “Both Colleges”).

Library Director, etc.

Article 2

The Library shall have a Library Director, under the direction of the president of either college, who shall Manage the Library and oversee its staff members.

2

The responsibility for overseeing library administration and policy shall alternate between the two College presidents, who shall serve two-year terms, after consultation between both Presidents.

3

The College president may delegate responsibility for overseeing library operations to another person within the College during his two-year term.

4

The Library shall have one or more managers, section chiefs, chief clerks and other staff members.

5

The section chief shall assist in the execution of the duties of the Library Director and shall assume the responsibilities of the Library Director in the absence of the Library Director.

Library Advisory Committees

Article 3

Both Colleges shall establish a “Library Advisory Committee”to consider matters relating to the operation of the Library.

2

“Regulations Concerning the Library Advisory Committee”shall be provided by each College.

Joint Library Committee

Article 4

A “Joint Library Advisory Committee” shall be formed from representatives of both Library Advisory Committees to consider matters relating to the operation of the Library.

2

The Library Director may request a meeting of the Joint Library Advisory Committee members when deemed necessary.

3

The selection of the Chairperson of the Joint Library Advisory Committee shall be decided through discussions between the presidents of Both Colleges. The Chairperson of the Joint Library Advisory Committee may not be appointed from the College whose President is currently overseeing Library operations (as provided for by Article 2-2).

4

Regulations concerning other aspects of operations of the Joint Library Advisory Committee shall be provided separately.

Designated Library Users

Article 5

The following persons are eligible for Library privileges:

  1. (1)

    Faculty, staff and students of Both Colleges.

  2. (2)

    Faculty, staff and students of MEI schools not provided for in (1).

  3. (3)

    Graduates and former faculty/staff of Both Colleges

  4. (4)

    Family of faculty/staff of Both Colleges

  5. (5)

    Others as approved by the Library Director.

2

Matters concerning the use of Library facilities by other groups such as the local citizenry shall be provided for separately.

Holidays

Article 6

The following persons are eligible for Library privileges:

  1. (1)

    Sundays and national holidays

  2. (2)

    End of year/beginning of year holidays

  3. (3)

    Saturdays when classes are not in session at Both Colleges

  4. (4)

    Library inventory days

  5. (5)

    Other days, due to special circumstances, as deemed appropriate by the Library Director.

Library Hours

Article 7

The regular hours of operation are as follows:

  1. (1)

    When classes are in session
    Weekdays 09:00–18:30
    Saturdays 09:00–13:00

  2. (2)

    When classes are not in session at Both Colleges
    Weekdays 09:00–17:00

  3. (3)

    The hours of operation may be changed as deemed necessary by the Library director.

2

Any changes in the hours of operation shall be posted prominently in the Library and in appropriate places in both Colleges.

Chapter 2 In-house Use of Library Materials and Facilities

In-house Use of Library Materials

Article 8

Library materials (hereafter referred to as “materials”) may be used freely within the building.

2

To use materials that are housed in the closed stacks, Library users shall inform the library staff on duty and follow his/her directions.

3

When the use photocopies or prints materials for purposes other than searching the materials, the user shall be responsible for said photocopying or printing costs.

Matters Regarding Use of Library Facilities

Article 9

The regular hours of operation are as follows:

  1. (1)

    In order to use the rooms in the Library, reservation request forms must be filled out and submitted to the library staff on duty. Reservations may be made up to one month in advance, and in general priority shall be given to requests in order of submission.

  2. (2)

    If the user is more than 15 minutes late, the reservation shall become invalid.

  3. (3)

    Rooms may be reserved for a period up to three hours and, if there are no other requests for the same room, extended for no more than one more hour.

  4. (4)

    The Group Study Room is intended primarily for the use of students for group study and use of the AV equipment.

  5. (5)

    The Conference Room is intended primarily for the use of faculty and staff or student government groups who would like to hold meetings in the Library.

  6. (6)

    The Multi-Purpose Room may be reserved and used freely by anyone.

Library Proscriptions

Article 10

The following provisions must be observed within the Library:

  1. (1)

    Preserve the quiet atmosphere of the Library, and do not indulge in actions that would disturb other users.

  2. (2)

    Do not read aloud, chat, or gathering groups in areas that are not designated for such purposes.

  3. (3)

    Do not use cellular phones, drink, eat, or smoke in the Library.

  4. (4)

    Treat materials with care. Do not write in, clip from, or soil materials.

  5. (5)

    Follow the instructions of the library staff on duty at all times.

Chapter 3 Use of Materials Outside the Library

Use of Materials Outside the Library

Article 11

Users wishing to borrow materials must request to the library staff on duty and follow established procedures.

Loan Amounts and Loan Period

Article 12

The maximum volumes that may be borrowed at one time are as follows:

User Classification Types of Material Max. Nos. Loan Periods
Faculty/Staff of MIC & MGJC Books 100 volumes Up to a year (4/1-3/31 next year)
・Students of MIC & MGJC
・Other Faculty/Staff of MEI
・Other Students of MEI
・General Users
(graduates,family of faculty/staff,
former faculty/staff,
and others)
Books ※20 volumes 28days
All Users Audio-visual materials 5 7days
Periodicals 5 7days
Senior thesis 5 7days
Comic books 5 7days
Reserved materials ※20 volumes Regular weekdays: 5pm-**9:30am
Regular Saturdays: Noon-**9:30am
Holiday weekdays: 3pm-**9:30am

** Next opening day

※20 volumes maximum for books and reserved materials combine.

2

All the materials must be returned to the Library promptly after their use.

3

The Library Director may modify loan amounts or periods as necessary.

Overnight Loans

Article 13

Overnight loan materials may be checked out after 5pm and must be returned before 9:30 the next morning. Overnight loans are primarily intended for items on reserved reading shelves.

Non-circulating Materials

Article 14

The following materials may not be circulated outside the Library.

  1. (1)

    Reference materials (dictionaries, yearbooks, handbooks, maps, legal volumes)

  2. (2)

    Statistics and census materials

  3. (3)

    Current editions of serials

  4. (4)

    TDepository materials

  5. (5)

    Materials on the New Books Shelf (on display for one week)

Protection of Privacy

Article 15

In principle, the Library will not divulge information concerning individuals who have checked out materials.

Loan Extensions

Article 16

Users who wish to extend the loan period for materials must bring the items to the Library before the due date and undertake renewal procedures. If there are no other requests for the items, the user will be allowed to renew up to two times.

2

If the user has already renewed two times, the user must return the borrowed materials to the Library for one week after which the user may borrow the same materials again. Reservation requests for these materials by the same user during this period shall not be accepted.

Hold on Circulating Materials

Article 17

Users may place hold requests on circulating materials. When hold requests are placed on the same item by several people, the item will be lent to the first person on the list when it is returned. Users cannot keep the materials on hold more than two weeks.

2

When a user requests a recall on borrowed materials that have been checked out for a minimum of two weeks, the Library will send a recall notice to the borrower requesting its return within one week.

3

Holds may be placed on items that are placed on the New Books Shelf.

4

If materials placed on the Hold shelf have not been picked up within one week, the reservation becomes invalid.

Unauthorized Lending of Borrowed Materials

Article 18

Materials that have been loaned to one person may not be lent by that person to another.

Library Cards

Article 19

Library cards (hereafter referred to as “card”) authorized to one person may not be used by another. Borrowing materials with another person’s card is also prohibited.

2

If the user lost or soiled his/her card and needs a new card, the user must pay the cost for re-issuance of a card.

Returning Materials

Article 20

Borrowed materials must be returned by the due date.

2

If a recall notice has been sent from the Library, the materials must be returned immediately, regardless of the designated due date.

3

The follow example illustrates other situations that would necessitate the return of materials before the due date;

  1. (1)

    Faculty or staff on sabbatical (over six months in duration), leave of absence (over six months in duration) or who resign from service.

  2. (2)

    Students who are graduating, withdrawing, or taking a leave of absence from their studies must return all materials checked out to them. Graduating students who do not follow this procedure may have their diplomas withheld.

Chapter 4 Interlibrary Loans

Interlibrary Loans

Article 21

The Library Director may accept loan requests of Library’s holdings from the libraries of other universities, research organizations and government offices, if deemed that such loan is not inconvenient to the research and education of Both Colleges.

2

Faculty and students may request to use materials from other libraries by filling out an ILL Request Form.

3

The user shall be responsible for the payment of interlibrary loan charges.

Chapter 5 Donations and Depository Materials

Donations

Article 22

The Library may receive donations and make the materials available for use.

2

The Library retains the right to select which donations will be added to the collection.

Depository

Article 23

The Library may receive depository materials

2

Conditions for the use of such materials will be in accordance with the agreement reached between the Library and the Depositor.

3

The materials will be handled the same as other materials.

4

The Library is not responsible for any depository materials that are lost, soiled, or damaged.

Chapter 6 Reparations and Other

Reparations for Damages

Article 24

Users who soil, damage, or lose materials, or damage facilities, shall make reparations to the Library by either providing a replacement or paying the cash equivalent of the item.

2

When a use declares an item lost, the Library will suspend action for a specified period, after which, if the item is still not found the user must provide compensation for the item. Said specified period shall not exceed 6 months and the actual period shall be discussed and decided between the Library and the user in each case.

Suspension of Borrowing Privileges

Article 25

The Library shall issue an overdue notice if borrowed materials have not been returned one week after the due date. If the materials have not been returned more than two weeks after the due date, an overdue fine (hereafter referred to as “fine”) of 1000 yen will be charged to all the cases regardless of the numbers of overdue materials. Thereafter, an additional fine of 500 yen will be charged each week.

2

When the borrower has more than one overdue item with different overdue periods, the overdue fine will be charged for the material(s) with the longest overdue period.

3

The Library shall suspend borrowing privileges of users who have not returned overdue materials that have exceeded their due dates (hereafter called overdue materials). When the user returns overdue materials and pays the overdue fine, the Library shall remove the suspension.

4

The Library shall suspend privileges of users found lending materials or cards to others for a period of a week from the day the Library found evidence of such action.

Restriction or Prohibition of Library Use

Article 26

Users who violate these regulations or the instructions of the Library Director may be restricted or prohibited from use of materials or from the Library.

Chapter 7 Other

Other

Article 27

All the other necessary matters concerning Library management and operation that are not provided for by these regulations will be decided by the Library Director.

These regulations shall be effective as of April 1, 1994.
These regulations shall be effective as of April 1, 1997.
These regulations shall be effective as of April 1, 2000.
These regulations shall be effective as of April 1, 2001.
These regulations shall be effective as of April 1, 2009.