Library Circulation Procedures

The MSUAS Library circulation procedures give guidelines on proper procedures to be followed in the issuing and discharging of books as well as providing guidelines for clearing of staff and students. The details are given below.

Issuing Procedures

• Users present valid MSUAS student/ staff ID card to the Librarian manning the circulation point.
• The Librarian scans the barcode on the ID card to ensure that the user is a registered MSUAS Library user
• The Librarian scans the barcode for the book that the user intends to borrow
• The User's record appears on the screen
• The title of the book and the date-due will automatically appear on the user's record
• The Librarian stamps the due date on the date due slip attached to the book
• The Librarian immediately desensitises the book and hands it over to the user.

Procedures for the Discharging of Books

• A user presents the book to be returned to the Librarian manning the circulation point.
• The Librarian scans the barcode of the book
• The record of the book is automatically detached from the user's record
• The Librarian cancels the date-due on the date-due slip.
• The Librarian immediately sensitises the returned book
• The book is returned to the shelf for circulation

Library Clearance Procedures for Students

• Student presents a valid MSUAS ID Card and Clearance Form to the Reader Services Librarian.
• The Librarian scans the ID card to access the student's record on the Koha Circulation Module to verify that the student has no outstanding cases.
• The Reader Services Librarian enters the Student Registration Number on the Changanet System to verify that the student has no outstanding cases.
• If there are no outstanding cases on the student's record, the student is then cleared by stamping and signing the clearance form.

Library Clearance Procedures for Staff

• Staff member presents his/her valid Staff ID card and Clearance form to the Reader Services Librarian.
• The Reader Services Librarian scans the staff ID card to access the staff member's record on the Koha Circulation System.
• If there are no outstanding cases the Reader Services Librarian clears staff member by signing the staff clearance form.

Library Procedures for Accessing Special Collections Materials

• User presents his/her valid MSUAS ID card to the Librarian manning the Special Collections Section.
• The Librarian attaches a record of the borrowed item to the user's ID card.
• The user borrows the material(s) for internal use only for a maximum period of two (2) hours.

Library Procedures for Returning Special Collections Materials.

• User presents the item borrowed to the Librarian manning the Special Collections Section.
• The Librarian retrieves and detaches the record of the item borrowed by the user.
• The Librarian returns the ID Card to the user and shelves the returned item at its appropriate place.