Library loan regulation

The library material is divided into five (5) categories according to the probability of a loan and the loan period.

1. Regular loan collection. All users are able to borrow items from this collection for fifteen (15) days and they have the right to extend their loan twice. The Multiple Bibliography Collection it is also included in this collection. The main collection material is also available to the users of other libraries through the inter-library loan service.
2. Evdoxos collection. All students that are members of the library are able to borrow two (2) items from this collection for thirty (30) days and they have the right to extend their loan once.
3. Short loan collection. This collection includes material that can be borrowed for a short period of time. eg. 5 calendar days, three-hour loan, daily loan, loan for the weekend etc.
4. Non-loan collection. The collection includes material that can be used only in the library. eg. journals, reference items, rare books etc.
5. Long time loan collection.  It includes the material that has been bought by the Research Committee through Research Programs (undergraduate, post-graduate and research programs etc), as well as specialised books in departments and laboratories of the NTUA, provided it is necessary for the functionality of the educational process.

The library provides loan rights to all its members and recently to its alumnus (new category of users). They all need to have a library card, which is provided for free, except for the alumni members who will be charged 30 € per year for their card (which will be implemented in the near future).The NTUA PhD graduated students  keep the privilege of loaning material from the NTUA Library and additionally they can use the electronic services of the Academic Libraries until the period of (5) five years, after they complete their dissertation (Law no: FEK A’ 4485).

Students and faculty staff who are visiting NTUA through scientific programs they can have a library card for free for the time they will be members of the NTUA community.

1. Fill in the online form/application in the online directory through the webpage of the Library.
2. Demonstrating the student or academic card, which the librarian converts into a library card for the undergraduate students, post-graduate students, PHD students, Academic Staff, Administrative Scientific Staff, Researchers Lab Staff, and generally the NTUA’s staff. Scan your academic ID on both sides and send a request to the service “Ask a Librarian” Help Topic: Library Loan Service. Your registration to the Library can conducted daily Monday to Friday until 15:00.

The users who can’t obtain a student card need to bring:

• A recent certification from the appropriate faculty (not for the educational, administrative and technical staff).

The NTUA Alumni members apart from submitting the e-application and a recent photo, are additionally required to:

• Pay an annual membership fee of 30 Euros (which will be implemented in the near future).The NTUA PhD graduated students  keep the privilege of loaning material from the NTUA Library and additionally they can use the electronic services of the Academic Libraries until the period of (5) five years, after they complete their dissertation
• Demonstrate an ID card
• Demonstrate the NTUA diploma
• Demonstrate a utility bill such as an electricity bill.

The Head of the Library is the only one responsible for approving the alumni applications. In case of a rejection, the person concerned may submit an objection that will be reviewed by the Library Committee.

The Library Committee is also responsible for the amount of payment, as far as the membership fee is concerned.

Loan right is given to the members of the Library by the approval of the Head of the Library and with the deposition of the necessary documents that are mentioned above.

The Library card which is provided from the Library is given to the user at the Circulation Desk after sending him an informative e-mail.

For any change (residence address, phone number, e-mail or to declare a card loss) you must immediately notify the Circulation office by using the service “Ask a Librarian”.

1. Academic staff, Researcher Lab Staff. Five (5) items from the regular and short loan collection and fifty (50) items from the long time loan collection. Total loan: 55 items
2. Undergraduate students. Total loan: 5 items
3. Post-graduate and PhD students. Total loan: 5 items
4. Scientific staff. Total loan: 5 items.
5. Administration Staff: Total loan: 5 items
6. Alumni Students: Total loan: 2 items

Academic staff and users that are proved to be occupied with a writing project, related to the scientific, teaching and research topic of the institution, are being excused from the loan regulations, after an application to the Head of the Library as far as the number of items and loan period is concerned, and being provided with up to eight (8) items and for up to six (6) months loan period. In the case of increased demand for the material that has already been borrowed, the member should serve any other member of the NTUA community who wants to work on this material and return it to the library. Reference material, journals and special collection material are excluded. Finally, the users should donate a copy of their work to the library.

Material type which is not in good condition: a) is not borrowed outside the Library and b) is withdrawn for conservation or replacement.

The material that is bought by the Research Committee through Research Programs is returned to Library after the end of the program. The material can be borrowed from any Academic Staff who has a library card. The number of such materials that a member of the Academic Staff can borrow shouldn’t be more than fifty (50) items at a time. The duration of the loan would be three (3) years, with the right of renewal for two (2) more years. The borrower must provide the material to every member of the NTUA for limited use (e.g. photocopies). After five (5) years, the borrower is responsible for the direct and immediate return of the item to the Library, since the Library has sent him a reminder; otherwise the borrower loses the privilege of further loaning. Finally, any such material that remains in the Library without any request from an interested party, after a period of six (6) months, it will automatically become part of the Library’s collection.

The users have the right to renew the borrowed item for a time period depending on their categorization as library members and the category of the item, until the new return date, unless there is reservation from another user, stopping the renewals.

You can renew your items via:

• your Library Account
• the service “Ask a Librarian” (8:30 -14:30)
• phone Line (Zografou): 210 772 1576 (8:30 -19:50), 210 772 2229 (8:30 – 14:00)
• phone Line (Patission): 210 772 3313 (8:30 – 18:00)
• in person on the Library’s Loan Desk.

Renewal of overdue items is not permitted.

After the second renewal, the same user cannot borrow the same material that is available only in a single copy before passing four (4) days from the day of its return.

Every user who needs any material which is already borrowed has the right to make a reservation. The reservation can be made:

–electronically via the bibliographic catalogue

–in person at the Reference Desk of the Library

The limit of reservations that a user can make is two (2). In the case of multiple reservations, the Library operates on a priority order. The material is kept for three (3) days in the circulation desk. After that time period, the reservation of the first user is cancelled. Reservations of borrowed items take priority over renewals.

The Library maintains the right to recall the borrowed material, if that is considered necessary. The user is notified about the recall of the material from the Library’s automated system. The recalled material must be returned up to the new return date. In case the specific item is delayed, the library has the authority to impose the proper penalties, which is one (1) point for each day of delay per item.

In case the item is requested by multiple users or there are specific librarianship needs, the library has the right to stop the loan or to restrict it.

Any overdue return of an item results in penalty points according to the days of delay and the number of items. The point system accounts for one penalty point per day of delay per item. The right to borrow is interrupted when the total penalty points exceed the number of thirty (30). In that case, the suspension of the loan right is one (1) month or more for every additional 30 penalty points. The system also records any remaining penalty points on the basis of which the point counting continues.

Members that have overdue items will be sent a reminder via e-mail a day before and a day after the due date.

If a user delays to return any borrowed items, the library sends a reminder during the first week. Inability to receive this reminder does not influence the library against imposing the proper penalties.

All users shall be granted with a period of one (1) month borrowing allowance in case of:

1. Confirmed absence from  the place of their studies for a period longer than a month,
2. Health problems, for which they are required to provide evidence,
3. Reported damage or loss of an item by the user shall be charged for at the current replacement value or repair cost.

If the user does not return the item, his/her loan right will be recalled.

Persistent cases of delayed returns, by any user, lead to the user’s temporary penalty for one (1) semester without loaning privileges.

Reported damage or loss of an item will be charged for at the current replacement value or repair cost. Otherwise it must be replaced by a new identical copy, or by another item at the current value and within the same subject area proposed by the Library’s Acquisition Department, phone line: 210-772 1473 (Zografou), 210-7723717 (Patision).

According to the copyright laws, no one should use the collection of the library in a way that violates the law and its changes or updates (e.g. Photocopies, copy of CD-ROMs and soft wares, etc.).

Furthermore, the use of any material from the library users is a subject to the provisions of the current legislation on copyright and related rights (l. 2121/93 as it has subsequently being amended according to the article 14 of l. 3049/202, 81 of l. 3057/2002 and 46 of l. 3905/2010). The items are being provided for private study. The systematic storage and / or printing as well as any commercial use, is forbidden.

The students, in order to graduate or the Erasmus and exchange students in order to end their programs, should arrange any library obligation they have (returning or replacing a book).

The users whose any dependent employment relationship ends or they retire voluntarily, ought to settle any pending that may exists (return or replacement of a book) towards the library.

In any case, the users get checked for any pending issues and then take the special Library Certification.

Academic and NTUA staff members that are retired, can honorary maintain their borrowing privileges and their library card. When they are leaving, due to resignation, transfer to another university or termination of their contract, they give up their loan rights as NTUA employees and members of the library.