Library Rules and Regulations

Library Users
Use of Libraries by Members. The following members of the UP System may use the library resources subject to the
rules and regulations governing their use:

 All bona fide students, faculty and employees, members of the Board of Regents and officials of the University
 Retired faculty members specifically granted off-campus-reading privileges by the Board of Regents
 Visiting scholars with university appointments
 Cross registrants from other colleges and universities, and special students

Use of Libraries by Non-members. The following non-members of the University may use the library resources
within library premises subject to the rules and regulations governing their use:

 Alumni, former faculty members and students honorably discharged from the University
 Graduate students from other schools
 Government and private researchers

Use of Library Resources

The use of the different types of library services shall be subject to the following conditions:
General Reference Books. General reference books and materials (encyclopedias, dictionaries, atlases, etc.) shall be
for room use only. General reference books may be issued for classroom use upon the request of a faculty member,
but these shall be returned within the day.
Theses, Dissertations, and Periodicals. Theses, dissertations, and periodicals shall be for room use only. However,
faculty and officials of the University may borrow a periodical, other than the latest issue for a period of not more than
one (1) week.
Reserve Books. Reserve books (required reading materials for courses offered during the semester/ summer) shall be
lent for room use only and recalled two hours after issue. It may also be borrowed for overnight use upon request and
be returned not later than 9:00 A.M. the next working day.
Circulation Books. Books for home use are usually loaned for two weeks.
Special Collections. Special collections (rare books, personal papers of the Filipiniana and Archives Sections, AV
materials, microforms, diskettes, art collections, and certain types of Fine Arts books, etc.) shall be for room use only.
The use of archival materials, such as: official records, personal papers, manuscripts, diaries, legal papers,
memorabilia, etc. shall be subject to any restrictions that may have been imposed on particular records by the
originating office of the University of the Philippines System or the donor as stipulated in the deed of donation.
Members using special facilities, such as microforms, computers and the media resources, shall be assessed prescribed
fees.

Registration for Library Privileges

Bona fide members of the University who register for library privileges shall be required to obtain the following:

 Student identification card valid for the current semester; or,

 Faculty/Staff identification card or appointment papers;
 Active UP WebMail account; and,
 Library clearance

Specific Guidelines on Student’s Identification Card

The ID of a student is issued by the Registrar.
The duly authorized staff of the student’s college library countersigns his ID upon presentation of his Form 5 provided
he has no outstanding account with the U.P. Library.
The ID of a cross-registrant from within or outside the University and that of a special student and/or non-degree
student is countersigned by the duly authorized staff of his college library (e.g. he was advised in that college or his
Form 5 is signed by the secretary of his college). If however, he was advised by the Registrar his ID is countersigned by
the Main Library of the Constituent University where he is enrolled provided he has paid his library fee and has no
outstanding account with the U.P. Library.
The ID of a student on residence will only be countersigned upon payment of his library fee as manifested in his Form
5. Otherwise, he is treated as an alumnus or former student.
A student who has no ID (e.g. new student or one who has lost his ID) may be issued a temporary ID (Green) by his
college library or, in the case of a cross-registrant, a special student, or a non-degree student, by his college library
upon presentation of his Form 5 and receipt from the Registrar that he has paid for his ID and which should include a
”1×1” ID size picture, provided that he has paid his library fee and has no outstanding account with the UP library. If
however, he was advised by the Registrar, his temporary ID card is issued by the Main Library.

Borrowing Privileges
 Undergraduate students
 5 circulation books for 2 weeks
 2 reserve books for overnight
 Graduate students
 10 circulation books for 2 week
 2 reserve books for overnight
 Faculty
 10 circulation books for 1 month
 Serials (non-current) for 1 week
 Said materials are renewable only once
 Research, Extension and Professional Staff (REPS)
 10 circulation books for 2 weeks
 Administrative Staff
 5 circulation books for 2 weeks
 Non-UP Members
 Room-use only

Specific Guidelines
Any student, faculty and staff who has a countersigned ID and an active UP WebMail may borrow circulation books from
any UP library subject to its rules and regulations.
A student who has a countersigned ID may reserve for overnight use, one or two materials, provided he is enrolled in
the course(s) wherein said materials are required readings. He may take them out on or after the appointed hour.
If however a student/faculty/staff has an overdue loan(s) he may not be allowed to borrow another item until he returns
the book(s) and pays the fine(s) even if his total charges are less than the maximum (5 or 10) allowed.

Recall of Books
Any book on loan may be recalled if:

 officials of the University have an urgent need of the book ;

 a book is to be placed on “Reserve” for a course or is to be given shorter loan periods ;
 it is overdue ; or
 the libraries are conducting their mandated annual inventory.

Loss of Library Resources

Loss of a Circulation Book. Any person who loses or fails to return a book within seven (7) days after due date or
recall shall either replace it with the same title, or pay its current replacement value within thirty (30) days. In all
cases, the borrower shall pay a fine equivalent to 50% of the cost of the book.
Loss of Periodical. Any person who loses or fails to return a periodical after recall shall either replace it with the same
title and issue number within thirty (30) days or pay its current replacement value, and pay a fine equivalent to 50% of
the cost of the periodical.

Fines

Failure to Return a Circulation Book. Any person who fails to return any book open to general
circulation on its due date or after recall shall pay a fine of Php2.00 a day, exclusive of Sundays and
holidays.
Failure to Return a Reserve Book. Any person who fails to return a reserve book shall pay a fine
according to the following schedule: For the first hour or a fraction thereof after the hour appointed for
return, one peso (Php1.00); for each hour after the first, five pesos (Php5.00); for each full day, fifty pesos
(Php50.00). A second offense within a semester shall automatically suspend/curtail this privilege for the
rest of the semester or summer.
Withdrawal of a Reserve Book Without Reservation Permit. Any person who draws out a reserve
book for overnight use without an approved reservation shall pay a fine of Php50.00. The library privilege
to borrow from the reserve collections shall be suspended for two weeks on the second offense.
Failure to Return a General Reference Book and Other Restricted Materials Borrowed for
Photocopying Purposes. A person who fails to return a general reference book and other restricted
materials borrowed for photocopying purposes shall pay a fine of Php50.00, on the second offense the
person shall have his library privileges suspended for one week.
Updated 16 February 2024

Disorderly and Disruptive Behavior

Any person engaged in disorderly conduct such as drunken behavior creating disorder, disruptive behavior, e.g.
excessive noise, loud discussions etc.; or improper behavior, e.g. smoking, eating within the library premises shall be
asked by the Librarian to leave the library premises and shall be subjected to suspension of library privileges for not
more than two weeks.

Library instructions

 It is not allowed to eat, drink, and smoke in the library

 Mobiles should be switched off before entering the library to keep it quiet and comfortable
 Don’t leave personal belongings in library halls as the administration is not responsible if you miss anything.
 Don’t write on and tear up papers of books and references
 It is not allowed to borrow references, periodicals, and rare books; they can be used only inside the library
 Don’t return books to shelves after using them
 You should use the magnetic bar of the book when you borrow it.
 Keep your voice down and don’t read loudly in the library
 Library has cameras everywhere
 You can ask library’s director about unavailable sources

Borrowing instructions

 Faculty members are allowed to borrow (20) books in the semester as they can return books back or renew them
in the end of semester
 Administrators are allowed to borrow (5) books for two weeks while they can be renewed once
 Students can borrow books by using the student’s university card.
 Bachelor’s students are allowed to borrow (3) books for two weeks while they can be renewed once
 Master’s students are allowed to borrow (6) books for two weeks while they can be renewed once
 Higher diploma students are allowed to borrow (5) books for two weeks while they can be renewed once
 It is not allowed to borrow references (theses ,dissertations ,periodicals ,dictionaries, and encyclopedias
 Books that are on booking shelves can be borrowed for only one night starting from the last half an hour of the
library working hours and ending after half an hour from the start of work next day
 Every book has a sample for borrowing deadline that should be followed
 If students don’t’ return books back before deadline, they are not allowed to borrow any other books
 Students pay (10) pennies for everyday they are late after the deadline
 Students and academic and administrative staff whose contracts are over should return back all borrowed books
before leaving university