About the Library

Library Access Policy

We are committed to providing a safe and conducive environment for research, learning, and exploration. To ensure the well-being of our patrons and the security of our resources, we have established the following access policy:

Access to the Library

• Students: All currently enrolled students of NSBM Green University are granted access to the library during regular operating hours.
• Faculty and Staff: Faculty and staff members of NSBM Green University with valid identification are welcome to use the library's facilities and resources.
• Visitors: Visitors may be granted access to the library for specific purposes, such as attending a public event or conducting research.

Student ID Requirement

Entrance Gate: In order to enter the library, students are required to present their valid university student identification card at the entrance gate. Failure to do so may result in restricted access.

Lost or Stolen IDs: In the event of a lost or stolen student ID card, students should promptly report the loss to the university's IT division and follow their procedures for obtaining a replacement ID.

Conduct and Responsibilities

• All library users are expected to adhere to the library's code of conduct, which includes maintaining a quiet and respectful atmosphere for study and research.
• Library materials should be handled with care, and any damage or loss should be reported immediately to library staff.

Questions and Concerns

If you have questions/concerns or require assistance with library access or policies, please don't hesitate to ask library staff or contact us at 0115445085.

By accessing the NSBM library, you agree to comply with this access policy statement and any other relevant library policies. We appreciate your cooperation in helping us maintain a welcoming and secure environment for all library users.

Membership and Borrowing - Returning Policy

This policy outlines how to become a member, borrow materials, and responsibly enjoy the resources available at NSBM Library.

Membership Eligibility

• Registered students of NSBM automatically become members of the NSBM library.
• Faculty and staff members may register by submitting the duly completed membership form obtainable from the library.

Borrowing Privileges and Loan Period

Borrowing privileges and loan periods vary based on user categories and are subject to NSBM library policies.

Borrower's Responsibilities

Borrowers are responsible for:

• Returning borrowed materials by the due date.
• Renewing materials if needed.
• Paying fines and fees for overdue, lost, or damaged items.
• Notifying the library of any changes in contact information.

Returns

Borrowed materials must be returned directly to the library's circulation desk during regular operating hours.

Renewal, Reservation, and Recall Policy

This policy outlines how to extend your borrowing period, reserve items, and manage recalls for a seamless library experience.

Renewal of Library Materials

Renewal Period: Borrowers may renew library materials if they wish to extend the loan period. The standard renewal period is fourteen days.

Renewal Limit: Items can be renewed up to a maximum of two times, provided that no other borrower has requested the item.

Renewal Methods: Borrowers may renew materials through the following methods:

• In person at the library circulation desk.
• By phone during library operating hours.
• Through the library's email library@nsbm.ac.lk

Overdue Items: Overdue items may not be renewed until they have been returned and any associated fines or fees have been paid.

Reservation of Library Materials

Reservation Eligibility: Borrowers may reserve library materials that are currently checked out by other patrons.

Reservation Procedure:

• To reserve an item, borrowers can place a reservation request over the phone or in person at the circulation desk.
• Patrons will be notified via email or phone when the reserved item becomes available.
• Reserved items must be picked up within three days after notification; otherwise, the reservation will be cancelled.

Recall of Library Materials

Recall Eligibility: Library materials may be recalled if requested by another borrower.

Recall Procedure:

• If a borrower requests a recall of an item, the current borrower will be notified to return the item within seven days from the date of recall notification.
• Failure to return a recalled item within the specified timeframe may result in fines.

Contact Information: For inquiries or further assistance regarding renewal, reservation, or recall of library materials, please contact the library staff.

Lost and Damaged Books Policy

This policy outlines the responsibilities and procedures for borrowers regarding lost or damaged library materials.

Borrower's Responsibility

It is the responsibility of all borrowers to exercise due care in handling and safeguarding library materials borrowed from NSBM library. Borrowers are required to:

• Ensure that borrowed materials are kept in good condition and protected from damage.
• Promptly report any damage or loss of library materials to the librarian.
• Provide a written explanation stating the extent of the damage and the reasons for damage or loss.

Replacement of Lost or Damaged Materials

In the event that library materials are lost or damaged, borrowers are required to take one of the following actions:

Replacement with a New Copy: Borrowers must replace the lost or damaged book with a new and unused copy of the same author(s), title, and edition. If the original edition is no longer available, the borrower may replace it with the latest edition.

Compensation: Alternatively, borrowers may opt to compensate the library for lost or damaged materials. Compensation can be calculated based on:

• The cost of the item.
• Processing fees.
• Any other relevant charges are determined by the library.

Payment Process

If a borrower is required to pay for a lost or damaged library item, the following steps should be followed:

• Fill out the relevant application form provided by the library.
• Make the payment for replacement or compensation at the designated payment counter of the university.
• After payment, the borrower's membership card will either be released or cancelled based on the situation.
• The library management system and accession register will be updated to reflect the replacement or compensation.

Timeline for Replacement or Compensation

Replacement or payment of compensation must be completed within seven days after informing the librarian of the loss or damage by providing a written explanation.

Contact Information

For inquiries or further assistance related to lost or damaged materials, please contact the library staff.

Library Overdue Policy

This policy outlines how to manage overdue materials for a seamless library experience.

Overdue Materials

Library materials borrowed from NSBM Library are expected to be returned on or before their due dates.

Due Dates and Renewals

Borrowers are responsible for keeping track of the due dates for borrowed items. Renewals can be requested if borrowers wish to extend the loan period. Please refer to our Renewal, Reservation, and Recall Policy for renewal procedures.

Overdue Notices

To help borrowers manage their loans, the library sends courtesy reminders via email, phone, or other provided contact information as a courtesy. However, failure to receive these reminders does not absolve borrowers of their responsibility to return materials on time.

Fines and Fees

Overdue fines are assessed for each day a borrowed item is overdue. The fine amount is 20 rupees per day for each item. Borrowers are responsible for the replacement cost of any lost or damaged materials in addition to any overdue fines.

Suspended Privileges

Borrowing privileges will be suspended if overdue materials are not returned within 90 days after the due date.

Clearing Overdue Accounts

To clear overdue accounts, borrowers must return overdue materials and settle any outstanding fines or fees at the library's circulation desk.

Appeals

Borrowers who wish to appeal overdue fines or fees may do so by submitting a written appeal to the librarian. Appeals should include a clear explanation of the circumstances.

Contact Information

For inquiries or further assistance regarding overdue materials or fines, please contact the library staff.

Library Clearance Policy

This policy outlines the procedures and requirements for students, faculty, and staff to clear their library accounts when leaving the university, graduating, or discontinuing their affiliation with the university. Ensuring that all library materials are returned and outstanding obligations are settled is essential for a smooth transition and continued access to university resources.

Library Clearance Process

Students:

• Graduating Students: Graduating students are required to clear their library accounts before receiving their academic transcripts. To clear library accounts, students must return all borrowed library materials, settle any outstanding fines or fees, and complete the library clearance process as specified by the university's registrar.
• Discontinuing Students: Students who are discontinuing their enrollment or leaving the university for any reason must also clear their library accounts. The same procedures apply to graduating students.

Faculty and Staff: Faculty and staff members who resign or retire from their positions are required to clear their library accounts. This includes returning all borrowed library materials and settling any outstanding fines or fees.

Library Clearance Requirements

• Returning Library Materials: All borrowed library materials, including books, journals, media, and other items, must be returned to the library. Failure to return library materials will result in the withholding of transcripts or other relevant documents.
• Settling Fines and Fees: Any outstanding fines, fees, or charges accrued on a borrower's library account must be paid in full. These may include fines for overdue materials, replacement costs for lost or damaged items, or other charges related to library services.

Non-Compliance

Failure to comply with the library clearance policy may result in delayed graduation, transcript issuance, or other administrative actions as per the university's policies.

Contact Information

For inquiries or further assistance related to library clearance, please contact the library's circulation desk.

Library Security Policy

We are committed to ensuring the security and safety of its resources, patrons, and staff. To achieve this goal, the library employs various security systems and measures. This policy outlines the security measures in place to protect our library resources.

RFID Alarm System

Our library is equipped with an RFID (Radio-Frequency Identification) alarm system that includes the following components:

• Charging/Discharging Unit
• Entry/Exit Security Gates
• Uninterruptible Power Supply (UPS)

RFID Technology: The RFID alarm system is designed to prevent unauthorized removal of library materials. When a user attempts to leave the library without properly checking out items at the circulation desk, the alarm system will activate, alerting library staff to the potential security breach.

Closed Circuit Camera System - CCTV

We have implemented a comprehensive Closed Circuit Camera System (CCTV) throughout the library, including different floors, stack areas, and study areas. These cameras are in place to monitor activities and enhance security. An LCD monitor is located at the main library exit point for real-time monitoring of CCTV footage.

Security Staff

NSBM library employs security staff within the library premises. The primary responsibility of the security staff is to ensure the safety and security of library users and resources. Specifically, they are responsible for verifying all documents taken out of the library, ensuring that only properly issued books are removed.

Fire Control System

The safety of our patrons and library materials is of paramount importance. To address fire safety concerns, our library is equipped with a fire control system compliant with safety regulations. In case of a fire emergency, library staff and security personnel are trained to respond appropriately and ensure the safety of all occupants.

Reporting Security Concerns

Library users are encouraged to report any security concerns or suspicious activities to library staff promptly. Your cooperation is vital in maintaining a secure library environment.

Donation Policy

NSBM Library welcomes donations of books and materials to enhance our collection and support our mission. This policy outlines the guidelines and procedures for accepting and managing donations.

Types of Donations Accepted

• We accept donations of books, journals, and other library materials that align with our collection development policy.
• Donations of rare or unique materials that fit within our collection policy may be considered for inclusion in our special collections.

Donation Acceptance

• All donations are subject to review by library staff to determine their suitability for inclusion in the library's collection. We are deeply grateful to all our donors, who have generously given books and other materials to NSBM library.
• Donations that are accepted become the property of NSBM library, and we reserve the right to determine their use, location, and disposition.
• Items not added to the library's collection may be donated to other institutions or discarded, as determined by library policy.
• Donors should understand that donations may not be returned once they are accepted by the library.

Acknowledgement

The donor will receive an encouragement response from the library upon receipt of donations.

Contact Information

For inquiries or further assistance regarding donations, please contact the library staff at:

• Phone: 011 544 5085
• Email: library@nsbm.ac.lk