Introduction

These regulations are designed to ensure that optimal access to information resources is assured at all times; that the collection is protected against vandalism or destruction; and that a conducive environment for study and research for everyone prevails.

Membership

Membership of the Library and Learning Resources Centre is open to:

All registered students of the University for the duration of their study period.
All Academic and Administrative staff of the University.
Members of University Council for the duration of their term of office.
Non-Academic staff on the recommendation of their departmental or section head.
Visiting lecturers, research fellows, and other bona fide visitors on production of a letter of introduction from the head of department or section to which such visitors are attached. Membership is valid for the duration of their attachment to the University.
Institutional membership, through a formal written agreement between an educational or research organization, NGO, etc. and the Mzuzu University Library.

All registered students and members of staff of the University are required to complete a registration form upon which they will be issued with an identification card (ID) for identifying themselves at the entrance and within the library building.

Members of Council are required, through the Office of the Registrar, to complete a registration form upon which they will be issued with an identification card for identifying themselves at the entrance and within the library building.

Visiting lecturers, bona fide visitors, eligible institutions and non-University individuals are required to apply to the University Librarian in writing setting out their reasons for requesting library membership.

Access to the Library will only be allowed upon presentation of a valid Library ID.

How to Become a Member

Get Your ID Card

Ensure you have been issued with a valid Mzuzu University Identity Card.

Complete an Application

Download and fill in a membership application form from this website.

Submit Your Form

Email to ul@mzuni.ac.mw or visit the library in person.

Start Borrowing!

Receive your member registration and begin accessing all library resources.

Operating Hours

The library is open throughout the week during the academic year. Extended hours may be available during examination periods. Please check with the library for any changes to the regular schedule.

During Semester

Monday – Thursday

Friday

Saturday

Sunday

08.00 – 22.00 hours

08.00 – 16.30 hours

08.00 – 12.00 hours

13.00 – 17.00 hours

Vacation

Monday – Friday

Saturday

Sunday

08.00 – 16.30 hours

Closed

Public Holidays

Closed

Library Staff

Our library is staffed by qualified professionals who are committed to providing excellent service. Our team includes:

Library Sections

The LLRC is organised into six specialist sections, each headed by an Assistant

Reference Only Materials

Reference materials are various sources that provide background information or quick facts on any given topic.
Any item marked ‘FOR REFERENCE ONLY’ is not to be taken out of the Library.
Journals / periodicals / serials are not to be taken out of the Library.
Audio-visual and multimedia items, electronic equipment, computers and software are not to be taken out of the Library.

Malawiana and Special Collections

Malawiana materials are all items published/written on Malawi and /or by Malawians
The Malawiana and Special collections is a closed access collection comprising printed and electronic material about Malawi, past papers, bound newspapers etc.
Special Collections include rare materials, artefacts, bequeaths, Mzuzu University historical documents and photographs.
All items in the Malawiana and Special collections, are to be used within the Library only.
Keeping Malawiana and Special Collections items overdue is not permitted. Infringement of this clause attracts a fine for every 2 hours or part thereof from the time the book was due for return.

Short Loan (Reserve) Collection

The short loan collection is a closed access collection of items suggested by course lecturers for their particular courses and are, therefore, on heavy demand.
Items in the short loan collection are to be used within the Library for a two hour loan period. Special permission from the Readers Services Librarian/or representative is required to take a short loan item outside the Library before 18.00 hours.
Short loan items may be issued out for overnight use between 18.00 hours and 21.00 hours. Short loan items issued on overnight loan must be returned to the Library by 08.00 hours the following day.
Short loan items may be reserved for use at a specified time. Items which have been reserved and which have not been collected after 15 minutes of the reserved time may be issued to another user.
No person shall take out a short loan item without a user’s Identity card.
No person shall borrow more than one item from the Short Loan collection at any time.
No person shall use another person’s Identity card for borrowing items from the Short Loan collection.
Keeping short loan items overdue is not permitted. Infringement of this clause attracts a fine for every 2 hours or part thereof from the time the book was due for return.
Students keeping short loan items overdue regularly or for longer than 24 hours will have their borrowing privileges suspended.

General Collection - Books on Open Shelves

The loan period and number of items for books on the open shelves (i.e. those not in the Short Loan Collection) shall be as stipulated in clause 4.8
A book on loan from the General Collection may be recalled by the Assistant Librarian responsible for the particular section at any time. The book must then be returned to the Library as requested regardless of the date stamped in the book at the time of issue.
Books on loan may be reserved by another borrower. Items may not be reserved by the same borrower who currently has the item on loan. If the person who has reserved the item does not collect the reservation within 3 days of notification of its return, the item may be issued to another borrower.
Keeping general collection items overdue is not permitted. Infringement of this clause attracts a fine per item per day from the date the book was due for return.
Double fines per day shall apply 14 days from the date the book was due for return.
Cases of keeping general collection items overdue regularly or for longer than 21days will be brought to the Student Disciplinary Committee.
Books taken from the open shelves and used in the Library are to be placed on the trolleys for library staff to re-shelve. Library users are requested not to re-shelve books themselves.

Loan Entitlements – General Collection

User Category	Number of Books	Loan Period
Academic staff	10	3 weeks
Administrative staff	10	3 weeks
Accredited visitors	10	3 weeks
Council members	10	3 weeks
Graduate students	8	2 weeks
Undergraduate students	6	2 week
Non-academic staff	4	1 week
External users	4	4 Weeks

Please note that the University Librarian may change loan entitlement in accordance with the availability of resources in the Library.

End of Semester / End of Service Return of Library Materials

At the end of every semester, students should return all Library items. Failure to comply may cause examination results to be withheld by the University.
Returning students will be re-registered with the Library each year. Any student with overdue library items or unpaid fines will not be re-registered until all outstanding loans are returned and fines paid.
Members of staff and visitors are required to return all library materials at the conclusion of their employment / association with the University. Unreturned items will be invoiced at replacement costs.

Conduct of Users in the Library

Library users who fail to observe these Rules and Regulations may be denied the use of the Library and/or required to pay a fine.
It is the responsibility of library users to ensure that they know and understand the Library Rules and Regulations.
Library users are responsible for returning all borrowed items on time and in good condition.
All library users shall be held responsible for any loss or damage to library material and equipment that they borrow or use within the Library. Any prescribed fines must be paid promptly.
No library item may be taken out of the Library unless it has been properly issued and stamped by library staff.
Any item taken in or out of the Library may be subject to a security inspection/check.
Brief cases, bags, hats/caps and overcoats are not permitted to be brought into the Library.
Library IDs are issued for the use solely of the person named on the ID. They must not be lent to, or transferred to, or used by any other person.
If a library ID is lost, the owner of the ID will remain responsible for any items borrowed using this ID until the Library is informed of the loss.
Library users are required to produce identification if requested by library staff at any time.
Items on loan from the Library are for the personal use of the borrower only and must not be passed on to, or lent to any other person. The borrower remains responsible for the loss or damage to any items borrowed until the item is returned to the Library.
The reservation of seats in the Library is not permitted. Books and personal articles left unattended for a significant length of time may be removed by the library staff.
Creating unnecessary noise and causing a disturbance in the Library is prohibited.
Mobile phones and other electronic gadgets which may distract other library users are strictly forbidden.
Smoking, drinking and eating in the Library are prohibited.

Loss, Theft and Mutilation of Library Materials

Any person removing library items from the Library without following prescribed procedures or any person found defacing or damaging library property shall be subject to disciplinary action which may include suspension or expulsion from the University.
It is the responsibility of all library users to immediately report to a member of the Library staff any observed theft, act of vandalism or malicious damage to library property and/or equipment.
Lost or accidentally damaged items must be paid for in full. Requests for refunds for amounts paid for lost items that have subsequently been returned must be addressed in writing to the University Librarian.
Replacement costs shall be imposed on all borrowers with un-returned items.
The University Librarian, in conjunction with the Security Services of the University, has the authority to search students and their rooms for missing library materials.

Health and Safety Regulations in the Library

Mains powered equipment other than laptop computers, must not be used in the Library without the permission of the University Librarian.
It is the responsibility of the equipment user to ensure the electrical safety of any equipment brought into the Library for personal use. Use is conditional upon the user’s acceptance of responsibility for any damage to library property and equipment caused by their equipment.
Any accident, injury or other incident must be immediately reported to a member of the library staff.
The University Librarian may close the library building without prior warning in any emergency which threatens the safety of library users, staff or building contents.
In the event of an emergency all persons in the library building are required to immediately evacuate the building when instructed to do so by the University Librarian or any member of the library staff acting for the University Librarian.

Specific Rules for Use of Library Computers

The following activities are strictly prohibited:
1. Installing software
2. Deletion of software
3. Saving data on hard disk
4. Changing computer configurations
5. Cracking computers (logging onto computers illegally)
6. Viewing pornographic or other undesirable material
Computers which are designated for use as Online Public Access Catalogue (OPAC) are not to be used for any other purpose.
Downloading of Internet information which does not comply with copyright legislation is prohibited.

The list of offences and penalties below is not exhaustive. The Student Disciplinary Committee has discretional powers to impose additional penalties.

Offences and Penalties

The list of offences and penalties below is not exhaustive. The Student Disciplinary Committee has discretional powers to impose additional penalties.

Offence

Penalty

Proven case of theft

Mutilation or defacing library

material(s)

Making unnecessary noise and/or causing a disturbance in the Library

Eating, drinking or smoking in the Library

Disruption of the filing sequence of the books on the shelves

Moving of equipment or any library property from one place to another without the authority of the University Librarian

Infringement of Internet rules in the library and/or misuse of computers

Lost or non-returned items

Overdue item from short loan

Collection

Overdue item from general collection

Suspension from the use the Library until disciplinary hearing is held.

Suspension from use of the Library for one semester plus replacement costs of material(s)

Suspension from use of the Library for 4 weeks

Suspension from use of the Library for 2 weeks

Suspension from use of the Library for 1 week

Suspension from use of the Library for 2 weeks

Suspension from use of the Internet and possibly the Library for a 4 week period during University session. If the 4 week period includes the holiday the student shall also be banned from using the Library during the holiday.

Replacement by identical item (subject to approval by University Librarian) or pay for replacement.

Fine: as determined by the university per 2 hour period or part thereof

Fine: as determined by the university per day or part thereof

Electronic Library (E-Library)

Library’s computers are designated as a resource for university and study-related research.
Library computers shall be available to all users on first come first served basis for a period of two hours. People with special needs shall be given special consideration.
The library reserves the right to use any software for purposes of regulating use of computers.
Users shall be required to log off their accounts after using the internet to safeguard their privacy and protect their documents.

Library Website

The library website shall act as a platform for disseminating information on library resources and services.
The library website shall be kept current, informative, and relevant.
Each content to be uploaded on the library website shall be approved by University Librarian.
Usage of the library website shall be governed by the Mzuzu University ICT policy.

Reference/Information Services

Reference services shall not include extensive bibliographic lists editing/proofreading of papers, interpretation of course related materials, or any special research requests that requires a great deal of staff time.
Reference questions through online form, email, chat, phone or in person shall be answered on a first-come, first-served basis
Reference information shall be delivered in an instructive manner to better help the patron successfully conduct subsequent research independently
Librarians shall conduct a reference interview to better understand the context of the question, identify the needs of the patron, and formulate the best possible answer.
Librarians shall reserve the right to decline requests that require a significant amount of Librarian time or compromise legal or ethical guidelines followed by the Library
In the case of unscheduled phone, Librarians reserve the right to arrange a call-back or meeting at a more convenient time
Library will not disclose or share personal information obtained through the reference service.

Collaboration

The Library will partner with other libraries and institutions in areas of mutual interests.
Partnering institutions will sign a partnership agreement.
All partnering institutions will be responsible for compliance with the copyright law where applicable.

Library Outreach Services

Design programs that empower disadvantaged and marginalized communities including children, women and special needs.
Engage communities in activities that equip them with needed skills and knowledge to realize their potential in different endeavors.
Provide platform for sharing of knowledge, ideas, skills and values that help them open opportunities for education, entrepreneurship and social economic growth.
Engage communities in activities that promote cultural diversity, tolerance and identify
Provide forum for sharing of ideas through various form of media to stimulate innovation and aspire children and youth to achieve in life.
Provide space for interaction that promote positive debate on issues and challenges those affective communities around and beyond.

Reprographic Services

Priority of reprographic services shall be repairing of library resources
All reprographic activities shall be approved by the University Librarian
Reprogram activities outside the library shall be paid for the requesting department.
All financial transaction shall follow University guideline on finances.
Money for payment for activities in reprographic section shall be deposited into library account
Personal, outsiders and community requests for reprographic activities shall be approved by University Librarian before they are done.
All requests of reprographic activities are addressed to University Librarian in writing.
Reprographic section shall be engaged in incoming generation activities for the library.

Library Administration

21.1 Operating Guidelines:

1. The Library highest priority shall be to provide excellent service in accordance with the Library’s mission.
2. Library staff shall adopt a “customer first” attitude.
3. The Library shall plan all library services with the guidance of the University Librarian.
4. The Library shall provide an orientation program for every new staff member and new students.
5. The Library shall provide adequate and necessary resources for smooth operation of the library.
6. The Library shall ensure that there is adequate and qualified staff.