Rules

DEAN’S DECISION ATTACHMENT FACULTY OF ECONOMICS AND BUSINESS UGM,
NUMBER: / J01.1.12/ KP/ 2013
DATE: 1 AUGUST 2013
ABOUT: LIBRARY TERMS OF SERVICE AND REGULATION
FACULTY OF ECONOMICS AND BUSINESS UNIVERSITAS GADJAH MADA

LIBRARY TERMS OF SERVICE AND REGULATION

A. LIBRARY TERMS OF SERVICE

I. Open Hour
1. Unit I (Faculty of Economics and Business UGM Building 1st Floor)
A. Monday – Friday: 07.30 – 21.00 Western Indonesia Time
B. Saturday: 07.30 – 15.00 Western Indonesia Time
2. Unit II (Master of Science Program and Doctor of Economy UGM Building 1st Floor)
A. Monday – Friday: 07.30 – 16.00 Western Indonesia Time
B. Saturday: 07.30 – 15.00 Western Indonesia Time Every Friday, library service will be unavailable from 11.00 to 13.00 Western Indonesia Time.
II. Available Collections
Library of Faculty of Economics and Business UGM (FEB UGM) provides various collections in many forms, digital and non digital, such as:
1. Textbooks
2. Reference Books: Handbook, Encyclopedia, Dictionaries, Directory, Statistic Data, Regulations, Government Regulations, etc.
3. Publications: Journal, Magazine, Newspapers, Proceeding, Annual Reports, etc.
4. Digital Collection: Thesis and Disertation
5. ADB Collection: Annual Reports, Research Results, Statistic Data, dan Working Paper Series
6. CD/DVD: Books, Data, Reports, Journal
7. Online Database: Ebsco, Proquest, Jstor, ScienceDirect, etc.
Above mentioned collections can be found using web based search catalog facility in provided computers. Digital collections can be accessed through web address in the library computer network.
III. Collections Locations
1. Unit I : Textbooks, Reference Books, ADB Collections, Backup Collections and access to Digital Collection, OPAC, dan Online Database
2. Unit II : Periodic Publications, Statistic Data, CD/DVD, dan Access to Digital Collections, OPAC, dan Online Database.
IV. Membership
In principle, the library of FEB UGM is open to public and all UGM academics community that fulfill all membership requirements.
1. Membership Type of FEB UGM Library
Library member is library users that fulfill all membership requirements and have registered as library member and also possessed membership card of FEB UGM library. There are 2 membership types, which are:
A. FEB UGM membership:
a) Regular Undergraduate Students, Swadaya Undergraduate Students, dan IUP Undergraduate Students
b) Regular Master and Doctor students, MM, MAKSI, MEP, and Profession Program
c) Participant of trainings held by FEB UGM,
d) Faculty Members and Academics Staffs of FEB UGM
B. Non FEB UGM membership:
a) UGM Vocational school student, Undergraduate Students, Master Students, and Profession and Doctoral Program UGM Students,
b) Faculty Members and Academics Staffs FEB UGM
c) Master, Doctoral, and Profession outside UGM,
d) FEB UGM Alumni,
e) Staffs from Institutions/ Organizations outside UGM
2. FEB UGM Library Administration Fee
A. Regular Undergraduate Students, Swadaya Undergraduate Students, IUP Undergraduate Students, Regular Master and Doctor students, MM, MAKSI, MEP, and Profession Program, Participant of trainings held by FEB UGM, Faculty Members and Academics Staffs of FEB UGM are exempted from administration fee
B. Non FEB member coming from UGM community is regulated as follows:
a) Vocational School Students and Undergraduate administration fee is Rp 5000,00/ semester (specifically for Vocational School Student and Undergraduate starting from batch 2013 are exempted from administration fee)
b) Master and Doctoral Students administration fee are Rp 10.000,00/ semester
c) Lecturers and Academics Staffs administration fee are Rp 10.000,00/ year
C. Non FEB member coming from Alumni, Undergraduate Students, Master Students, and Doctoral Students from outside UGM administration fee is Rp 25.000,00/ month
D. Non FEB member coming from Office Staffs/ Institution/ Agency/ Research Institution outside UGM administration fee is Rp 50.000/ month accompanied by letter of application from authorized official from the respective institution/ agency/ research institution
E. If the membership card is lost, members can apply for a new membership card accompanied by local police reference, membership requirements, and transfer receipt of replacement administration fee in the amount of Rp 25.000,00 to FEB library account (applicable to all library members)
3. Library Member Rights
A. Receive services accordingly to the respective membership type
B. Utilize facilities such as reading room, journal/ book catalog search, library collections, and etc.
4. Library Member Responsibilities
A. Maintain all forms of facilities and collections. Ripping pages, vandalism, and stealing collections are strictly prohibited.
B. Abide to all regulations
C. Ask only services that are included accordingly to the membership type (example: photocopy service is not available)
D. Pay penalty, registration fee accordingly to the regulation. Cash payment is not acceptable.

5. Member Registration Requirements
A. Show a valid student card and other valid identification (Driver’s License/ Personal ID). Alumni can show valid alumni card.
B. Submit 1 copy of 2×3 photo
C. Pay administration fee (as stated in the provision IV no.2 above)
D. Submit application letter from the applicant’s faculty/ institution (can be done collectively in the same institution)
6. Free of Library Liabilities
Free of Library Liabilities is a procedure for library members coming from FEB UGM or have a borrowing right of library collections. The letter of free of library liabilities is issued by the library as a proof that the respective member has no library liabilities of borrowed collections from FEB UGM library. The requirements to obtain this letter are as follow:
A. submit library member card,
B. submit FC KTM, and
C. submit thesis in digital format (PDF) accordingly to the regulation.
V. Facilities
1. Locker
2. Desk and Reading Chair
3. Computer
4. WIFI
5. Air Conditioned Room
VI. System and Access
1. Access System
Access system used is “Ópen Access” with the objective to enhance the utilization of available information
2. Circulation Access (Unit I only)
A. Borrowing books regulations are as follow:
a) Submit a valid member card.
b) Maximum 3 books are borrowed.
c) Duration of borrowing books are 5 (five) days.
d) Borrowing period can be extended 2 (two) times. Extension right will be revoked if the respective member fails to extend during the borrowing period.
e) If a member fails to return books on time, the respective member has to pay penalty fee Rp 5.000,00/ day/ book. Penalty fee can be paid through:
Mandiri Bank Magister UGM Branch under the name UGM FEB KAF Penerimaan Perpustakaan Account No. 88888 020 110 80003
Penalty fee must be paid within 3 working days after the books have been returned.
f) If the penalty fee is not paid within 3 working days after the books have been returned, then the respective member will be sanctioned accordingly to the regulation (see sanctions and suspensions sections)
g) Failure to return books for more than 2 (two) weeks or failure to pay penalty fee within 3 working days, then the respective membership will be suspended and sanctioned accordingly.
B. The regulations for borrowing books for non-FEB members that are students of Bachelor Program, Master Program, and Doctoral Program are as follow:
a) There is a formal agreement with academic management from the faculty where the member coming from. In the absence of such agreement, the member will only receive the right to read
b) Submit a valid student card and a valid library membership card
c) Member can borrow maximum 2 books.
d) Member can borrow books for 2 days.
e) Members are not eligible for loan extension.
f) If a member fails to return books on time, the respective member has to pay penalty fee Rp 5.000,00/ day/ book. Penalty fee can be paid through:
Mandiri Bank Magister UGM Branch under the name UGM FEB KAF Penerimaan Perpustakaan Account No. 88888 020 110 80003
Penalty fee must be paid within 3 working days after the books have been returned.
g) If the penalty fee is not paid within 3 working days after the books have been returned, then the respective member will be sanctioned accordingly to the regulation (see sanctions and suspended sections)
h) Failure to return books for more than 2 (two) weeks or failure to pay penalty fee within 3 working days, then the respective membership will be suspended and sanctioned accordingly.
C. Non FEB members other than mentioned above and from outside UGM are not eligible for loan and or photocopy service.
3. Thesis and Dissertation Reading Service
A. This service is available for all FEB UGM Library member.
B. Permission from thesis supervisor is not necessary
C. Scanning and taking a photo of the thesis/ dissertation are prohibited
4. Periodic Publication Service (Only in Unit II)
A. Members may borrow publications to be photocopied and must be returned within that day
B. Member card/ student card will be kept by the library while the material is being photocopied
C. Failure to return the material on time will result in membership suspension and other sanctions accordingly
5. Online Database Service
Online Database can be accessed using website (http://lib.feb.ugm.ac.id) with the provided computers or hotspot network.
6. Information Tracing Service
Library also gives consultation for users with difficulty to access certain information
7. Facilities Usage
Users can use facilities such as locker, desk, computer and other facilities with regulations as follow:
A. Locker can only be used when available and the respective member is still inside the library room.
B. Locker is not used to store high value goods, FEB UGM Library is not held responsible for any loss in the locker.
C. Locker usage for more than 5 hours without proper notification to extend the locker usage, and the member is no longer in the library room, will result in verbal warning and the member must fill the violation statement letter.
D. Vandalism and or littering is prohibited
E. No food and beverages allowed inside library room
F. Computer usage other than for catalog search and digital library access is prohibited. Library personnel have the right to expel users who violate this provision.
G. Loud noise is prohibited. Library personnel have the right to expel users who violate this provision.

VII. Complaint Hotline
Perpustakaan FEB UGM
1st Floor, North Wing, Humaniora Street, Bulaksumur
Yogyakarta, 55281, Phone : 0274-548510-5 ext. 220
e-mail : perpustakaan@feb.ugm.ac.id; dekan@feb.ugm.ac.id

All complaints must be attached with clear identification of sender in order to get serious respond. Identification privacy is guaranteed. Complaints without any clear identification will not be processed.

B. VIOLATIONS AND SANCTIONS

I. Violation Types

1. Minor Violations
a) Late penalty fee payment for less than 3 days.
b) Failure to return collections for more than 2 weeks and less than 1 month
c) Using locker for more than 5 hours and less than 1 day without notification
Sanction that will be imposed for minor violations:
a) Verbal warning
b) Letter of caution
c) Membership suspension until the penalty fee is paid
d) Membership suspension until the borrowed collection is returned
2. Moderate Violations
a) Conduct minor violations for 2 times in a row
b) Failure to return collections for more than 2 weeks and less than 1 month
c) Late in paying penalty fee for more than 3 days and less than 1 month
d) Failure to return locker key on time or during library open hours
e) Lost of membership card
Sanctions that will be imposed for moderate violations:
a) Warnings
b) Suspension of membership for 1 month if point 2 b) and c) are conducted
c) Failure to return locker key on time or during library open hour will result in penalty fee of Rp 25.000,00 and suspension of membership for 1 month or contribute the latest edition of collection of book in economic field in Indonesian language
d) Re-apply for new membership accordingly to the requirement
3. Major Violations
a) Conducting minor violations for 3 times or more in a row
b) Lost of locker key
c) Lost of library collections
d) Late in paying penalty fee for more than 1 month
e) Late in returning collections for more than 1 month
f) Unauthorized transfer of membership or identification
Sanctions that will be imposed for major violations:
a) Letter of warning
b) Locker key replacement for the lost key
c) Membership suspension before the key is replaced
d) Library collections replacement
e) Membership suspension for 6 months if books are returned more than 1 month late
f) Course registration suspension
g) Exam suspension
4. Severe violations
a) Damaging collections
b) Stealing or taking collections without proper procedures
c) Vandalism
Sanctions that will be imposed for severe violations:
a) Permanent suspension of membership
b) Library collections replacement
c) Courses suspension for 1 semester
d) Other more severe academic suspension that will be regulated later

II. Sanctions implementation
1. Regulation of sanctions implementation is valid since this provision’s enactment.
2. Person in charge of every service department, permanent staffs, and staffs authorized by the head of library department have the right to suspend membership and give sanctions.
3. Membership suspension and sanctions are given based on the level and type of violations.
4. Specifically, sanctions for severe suspensions, if needed, may involve input from academic department, academic director, vice dean for academic, and or vice dean for student affairs.
5. Authorized staffs may give letter of warning, violation mark on membership card or library membership data
6. For certain cases not regulated in this document, sanctions imposed will be on the discretion from the head of library
7. More detailed provision on sanctions will be explained in the sanction guideline and membership suspension

C. Sanctions Regulation
I. Minor Violations
1. Late penalty fee payment for not more than 3 days
If there are members who are late in paying penalty fee for more than 3 days and less than 2 weeks, then staffs must:
a) Give verbal warning to prevent the same violation in the future
b) Give minor violation mark on membership card and membership database
c) Membership suspension until the penalty fee is paid
2. Late in returning collections for less than 2 weeks
If there are members who are late in returning collections for more than 5 days and less than 2 weeks, then staffs must:
a) Impose penalty fee of Rp 5,000.00 per day per book
b) Give verbal warning to prevent the same violation in the future
c) Give minor violation mark on membership card and membership database
d) Membership suspension until the collections are returned
3. Using locker for than 5 hours and less than 1 day without notification
If there are members who are using locker for more than 5 hours and less than 1 day, then staffs must:
a) Give verbal warning to prevent the same violation in the future
b) Give minor violation mark on membership card and membership database

II. Moderate Violations
1. Commit minor violation twice
If there are members who are found guilty committing minor violations twice, then staffs must:
a) Give sanctions for minor violations
b) Give letter of warning to prevent similar violations in the future
c) Give second minor violation mark in the membership card and membership database
2. Carrying locker key after the library open hours (library is closed)
If there are members who are carrying locker key after the library open hours (library is closed), then staffs must:
a) Impose penalty fee of Rp 25,000.00 and membership suspension for 1 month or donating a latest edition of economics book in Indonesian language
b) Give a moderate violation mark on the membership card and membership database
3. Late in returning collections for more than 2 weeks and less than 1 month
If there are members who are late in returning collections for more than 2 weeks and less than 1 month, then staffs must:
a) Impose penalty fee of Rp 5,000.00 per day per book
b) Give letter of warning to prevent similar violations in the future
c) Ask member to sign a letter of statement not to conduct similar violation and willingness to abide the library rules
d) Give moderate violation mark to the membership card and membership database
e) Impose membership suspension until the collections are returned
4. Late in paying penalty fee for more than 2 weeks and less than 1 month
If there are members who are late in paying penalty fee for more than 2 weeks and less than 1 month, then staffs must:
a) Give letter of warning to prevent similar violations in the future
b) Ask member to sign a letter of statement not to conduct similar violation and willingness to abide the library rules
c) Give moderate violation mark to the membership card and membership database
d) Impose membership suspension for 1 month
5. Lost of locker key
If there are members who lost their locker key, then staffs must:
a) Give letter of warning to prevent similar violations in the future
b) Ask the member to replace the lost key with 1 set of key and impose membership suspension until the key is replaced
c) If the violator is not a library member then the violator will not be able to use locker until the key is replaced
d) Give moderate violation mark to the membership card and membership database
6. Lost of membership card
If there are members who lost their membership card, then staffs must:
a) Give letter of warning to prevent similar violations in the future
b) Ask the member to pay Rp 25,000.00 through FEB library bank account if the member want to get a replacement card
c) Impose membership suspension until the member get a replacement card
d) Give moderate violation mark to the membership card and membership database

III. Major Violations
1. Commit minor violations for the third times or moderate violations for the second times
If there are members who commit minor violations for the third times or moderate violations for the second times, then staffs must:
a) Give sanctions as stipulated in the moderate or major violation provision
b) Give letter of warning and impose temporary membership suspension for 1 semester (6 months)
3. Lost of library collections
If there are members who caused lost of library collections, then staffs must:
a) Ask the violator to replace the lost collections with the same collections or the latest edition at least 1 week after the report of lost collections is submitted and pay penalty fee as stipulated in the provision for late in returning collections or collections replacement
b) During the week after the report is submitted, the penalty fee is not implemented, except if the lost collections are found then the violator will have to pay penalty fee for returning late
c) Impose membership suspension until the lost collections are replaced
d) If the replacement process takes more than 1 month then the membership will be suspended for 6 months and the member has to pay penalty fee for late in returning collections
e) Give major violation mark to the membership card and membership database
4. Late in paying penalty fee for more than 1 month
If there are members who are late in paying penalty fee for more than 1 month, then staffs must:
a) Give letter of warning to prevent similar violations in the future
b) Ask member to sign a letter of statement not to conduct similar violation and willingness to abide the library rules
c) Impose penalty fee of Rp 5,000.00 per day per book
d) Impose membership suspension for 6 months as per payment of penalty fee
e) Impose academic suspension in Sintesis system (suspension is lifted upon payment of penalty fee)
f) Give major violation mark to the membership card and membership database
5. Late in returning collections for more than 1 month
If there are members who are late in returning collections for more than 1 month, then staffs must:
a) Give letter of warning to prevent similar violations in the future
b) Ask member to sign a letter of statement not to conduct similar violation and willingness to abide the library rules
c) Impose penalty fee of Rp 5,000.00 per day per book
d) Impose membership suspension for 6 months as per payment of penalty fee
e) Impose academic suspension in Sintesis system (suspension is lifted upon payment of penalty fee)
f) Give major violation mark to the membership card and membership database
6. Lending membership card or identity to unauthorized person
If there are members who are lending membership card or identity to unauthorized person:
a) Give letter of warning to prevent similar violations in the future
b) Ask member to sign a letter of statement not to conduct similar violation and willingness to abide the library rules
c) Impose membership suspension for 6 months as per payment of penalty fee
d) Give major violation mark to the membership card and membership database

IV. Severe Violations
1. Damaging and vandalism of collections
If there are members who are damaging and conducting vandalism of collections, then staffs must:
a) Permanently suspend membership
b) Give recommendation to faculty management and academic to impose more severe academic sanctions
c) Give severe violation mark to the membership card and membership database
2. Stealing and taking collections without proper procedures
If there are members who are stealing and taking collections without proper procedures, then staffs must:
a) Permanently suspend membership
b) Give recommendation to faculty management and academic to impose more severe academic sanctions
a) Give severe violation mark to the membership card and membership database
3. Vandalism of library facilities
If there are members who conduct vandalism of library facilities, then staffs must:
a) Permanently suspend membership
b) Give recommendation to faculty management and academic to impose more severe academic sanctions
a) Give severe violation mark to the membership card and membership database

V. Other violations and Other Provisions
Other violations and other provisions that have not been regulated in the above provisions will be determined accordingly with the case and the form of the violations and the applicable policies in the Faculty of Economics and Business, Universitas Gadjah Mada.

Enacted in Yogyakarta
On August 1, 2013
Dean,

Prof. Wihana Kirana Jaya, M.Soc.Sc., Ph.D.