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Library Policies
ACQUISITIONS POLICY
A detailed set of guidelines have been establish to provide the framework for a collection that reflects present needs and anticipates those of the future, to establish provision of collection development services, and to acknowledge the need to implement the goals in a cost-effective manner.
The privilege and responsibility for suggestions for the selection of all instructional materials for purchase belongs to every member of the college staff and faculty. Representatives of each faculty serve as liaisons to the library. Each representative is expected to solicit book requests from members of the faculty and forward the requests to the Collection Development Librarian.
It is the responsibility of the Collection Development Librarian to place orders for appropriate requests and to supplement those orders in order to maintain a balanced collection. The library cannot reimburse AIU faculty and staff for purchase of library materials except by prior arrangement with the Acquisitions Librarian. Students may make acquisition recommendations through their advisors.
BOARD GAMES USAGE POLICY
Purpose
The library provides board games to support recreational, educational, and social engagement among patrons. This policy ensures fair access, responsible use, and the care of library-owned board games.
1. Eligibility
- Board games are available to current students, staff, and registered library members with a valid library account.
- Users must comply with the general library rules and code of conduct.
2. Borrowing Rules
- Games may be checked out at the circulation desk.
- Games must be returned with all pieces, cards, and components intact and in good condition.
- Games are for in-library use only (in the room designated by the library).
- Noise levels must remain appropriate for the shared library environment.
- Patrons may bring their own board games to the library. However, permission must be obtained from the library staff on duty before playing personal games. Games that are disruptive, too large, or inappropriate for the library setting may not be permitted.
4. Care and Responsibility
- Borrowers are responsible for returning games complete and in good condition.
- Missing or damaged pieces may result in repair/replacement fees.
- Replacement costs will be charged for lost games.
- The library is not responsible for loss or damage to personal board games brought by patrons.
5. Reservations
- As games and room is limited, board games are available on a first-come, first-served basis.
- Games may be reserved only at the time of use and cannot be booked in advance.
- Playtime is limited to 2 hours per group. If no one else is waiting, play may be extended another hour with staff approval.
6. Restrictions
- Games may not be modified, written on, or altered in any way.
7. Library Rights
- The library reserves the right to limit access, restrict borrowing, or discontinue the board game service if rules are violated or materials are consistently damaged
COMPUTER USE AND INTERNET ACCESS POLICY
The policy governing the use of computer equipment and the Internet, applicable to both employees and students, was updated in 2013. It is publicly available on the university’s intranet.
In compliance with Thailand’s Cyber-crime Act of 2007, institutions are required to maintain logs of all Internet users’ activities for three months. AIU has implemented an automated system for authentication and logging, using a commercial solution from Fortigate Inc. To access the Internet, users must sign in with their personal account on a specific page that also displays the university’s policy. By clicking an “I agree” button, users acknowledge their adherence to the policies set by AIU and the Thai government, which aim to protect institutional and international intellectual property as well as shield against demoralizing web content.
AIU Library provides computers primarily for educational purposes, not entertainment. Users are prohibited from altering hardware settings, modifying software configurations, bypassing security measures, downloading unauthorized software or games, playing games or music, accessing pornography, or participating in spam mailing. Non-compliance will result in loss of privileges and potential fines.
CIRCULATION SERVICE POLICY
This policy governs the circulation of Asia Pacific International Library and Information Resource Center (AIU Library) materials and attempts to balance three goals: basic fairness to all borrowers, facilitation of research, and efficient use of library resources, including staff time. All users are responsible for knowing and following the rules stated in this circulation policy. Users fined or suspended under these rules may not use ignorance of the rules as the basis for an appeal.
Who can use the library? All faculty, staff, and students of Asia-Pacific International University (AIU) have the right to use the library facilities and resources. However, AIU users must have a valid ID to enjoy borrowing privileges. Persons not affiliated with AIU do not have borrowing privileges, but they are welcome to use the resources in the library only.
Application for Library ID Card. Official Student IDs are issued to all new students by the Registrar’s Office. This ID serves multiple purposes, including functioning as a library membership. Students must present their ID card at the circulation counter when checking out any library materials. If the ID does not function properly during its first use, please visit the Library Reader’s Services staff for verification and activation. In the event that the ID card is lost, students are responsible for reporting it immediately to the Director of Admissions & Registrar.
Checking Out Materials. All Library materials must be checked out at the Circulation Desk. Unless designated “Reference Only”, all materials circulate. Patrons need to present AIU student ID cards when borrowing library materials. The Circulation Desk staff has the right to stop patrons from borrowing any library materials without a valid ID card. Items are due on the last date stamped on the date due slip in the back of the book.
Self Check-Out. Library materials may be checked out by users through the Self Check-Out system. To use this service, users must install the ALIST Mobile app on their device. For assistance with installing or learning how to use the app, users may approach the library staff for guidance.
Renewals. Books may be renewed once online through the OPAC. Any additional renewals must be completed in person at the circulation desk. To avoid overdue fines, users should renew their materials on or before the due date.
Materials Borrowing Limits
| Borrowing Limits | |||
| Resources | Faculty | Staff | Students |
|---|---|---|---|
| Circulating Books | 40 | 10 | 20 |
| Journals (Past issues) | 2 | 2 | 2 |
| CU e-library Books | 3 | 3 | 3 |
Period Borrowing Limits
| Borrowing Periods | |||
| Resources | Faculty | Staff | Students |
|---|---|---|---|
| Circulating Books | 30 days | 14 days | 14 days |
| Journals (Past issues) | 2 days | 2 days | 2 days |
| CU e-library Books | 3 days | 3 days | 3 days |
Penalty per Library Material
| Penalty per Library Material | |||
| Penalty for | Books | Journal (Past issues) | Reserved Materials |
|---|---|---|---|
| Late return | 5 THB p/day | 10 THB p/day | 20 THB p/hour |
| Losing | Double the price | Double the price | Double the price |
| Damaging | Double the price | Double the price | Double the price |
Overdue Fines. The library management system, ALIST, will automatically send email notifications to patrons a day before their books are due. Patrons are responsible for regularly checking their email and keeping track of due dates to return books on time. Teaching faculty will also receive email reminders to return their books to the library. All patrons, including students and AIU staff, are subject to overdue fines
Non-Circulating Materials. The following items do not circulate:
- Current Journals
- Reference Materials
- Heritage Collection
Recall Requests. Teaching faculty may request the librarian to recall any book at any time for ‘Reserve Use’. Users have 3 days to return a recalled item. Borrowing privileges will be blocked if the recalled item is not returned, and access will be restored once the overdue recalled item is returned.
Reservation Requests. A reservation request may be placed only on items which are checked out. This can be done online through the Patron option on OPAC. A reservation request allows the requestor to be “next in line” to check out the book. The requestor will be notified when a requested book is returned to the library. Books are held for 5 days from the notification date at the Circulation Desk. Books not claimed within 5 days are returned to the stacks or are made available to the next requestor
DISCUSSION ROOM BOOKING AND USAGE POLICY
This policy applies to all individuals who reserve or use the library’s discussion rooms through the Library Online Booking System. All users are responsible for following these guidelines to ensure fair and efficient access.
Current students, faculty, and staff with an active library account are eligible to reserve discussion rooms. Visitors may request access; approval is based on room availability and any applicable fees or conditions set by the library.
All reservations must be submitted through the library’s Online Room Booking system.
Users must sign in with their institutional ID and password when reserving a room. Group bookings require 4–6 users, and all group member IDs must be entered to verify eligibility and record usage.
Rooms may be booked up to 2 days in advance, allowing users to plan ahead. Reservations may also be made as late as 10 minutes before the start time, depending on room availability.
Each group may use a discussion room for up to 2 hours per session. A 1-hour extension may be granted if there are no upcoming reservations, ensuring continued access without disrupting others.
The room can accommodate 4-6 users at a time. Follow the room’s designated capacity as these limits ensure safety, comfort, and appropriate use of library facilities.
Groups are allowed to book only one room at a time. Concurrent or overlapping reservations are not permitted to ensure equal access for all users.
Arrivals more than 15 minutes late will result in automatic cancellation, and the room will be released to waiting groups.
Rooms may be allocated during off-peak hours or on a walk-in basis at the discretion of library staff. However, online reservations are prioritized over walk‑in requests.
EXTENSION CORD BORROWING POLICY
Visit the library service counter to request an extension cord. You must present your student or staff ID to borrow the item.
Each extension cord may be borrowed for up to 4 hours per ID. This helps ensure availability for all library users.
Extension cords are for in-library use only and must not be taken outside the library premises.
If additional time is needed, you may extend the loan period through OPAC or by requesting an extension at the service counter, provided no other users are waiting.
When the borrowing period ends, please return the extension cord directly to the library service counter for proper check-in.
Borrowers are responsible for the proper care of the extension cord. Fines may be applied for damaged items or late returns in accordance with the library’s borrowing and equipment policies. If an item is damaged, users are required to pay the full replacement cost, while late-return fee is 10 THB.
GAMES AND CRAFTS ROOM BOOKING AND USAGE POLICY
This policy applies to all individuals who reserve or use the library’s discussion rooms through the Library Online Booking System. All users are responsible for following these guidelines to ensure fair and efficient access.
Current students, faculty, and staff with an active library account are eligible to book discussion rooms. Visitors may request access, pending room availability and any fees or conditions determined by the library.
Reserve at the service counter or via Online Room Booking.
Users must sign in with their institutional ID and password when reserving a room. Group bookings require 2–4 users, and the student ID numbers of all group members must be entered to verify eligibility and for record-keeping.
Rooms may be booked up to 2 days in advance, allowing users to plan ahead. Reservations may also be made as late as 10 minutes before the start time, depending on room availability.
Each group may use a discussion room for up to 2 hours per session. A one-hour extension may be granted if there are no upcoming reservations, ensuring continued access without disrupting others.
Rooms are designed to accommodate 2–4 users at a time.
Commercial activities, private events, and moving or adjusting equipment are not permitted. Any streamed or displayed content must be appropriate for a public library environment.
If users arrive more than 15 minutes late, the booking will be automatically cancelled and the room will be released for use by other groups waiting.
Rooms may also be allocated during off-peak hours or on a walk-in basis at the discretion of library staff. However, online reservations always receive priority over walk-in requests.
Note: The library provides a selection of table games for users. For guidelines on borrowing and using these games, please refer to the Board Games Use Policy.
GENERAL RULES AND REGULATIONS
Library users are responsible for knowing and adhering to all current rules of the library. Users fined or suspended under these rules may not use their ignorance of the rules as the basis for an appeal.
- Library users are responsible for all materials checked out with their ID.
- Library users must return all borrowed materials to the library on or before the due date.
- A quiet atmosphere must be maintained for those who wish to study. Failure to cooperate may result in the loss of library privileges.
- Library users are required to dress appropriately.
- Bags and briefcases containing laptops are allowed in the library.
- Bags and briefcases containing books and other personal belongings are not allowed in the library and should be stored in the provided lockers. Lockers can be reserved at the library circulation counter at the beginning of the semester.
- Users may be required to present their belongings for verification at the circulation counter upon leaving the library.
- Seats in the library may not be reserved. Library staff will remove any books, files, or other personal belongings left on study tables to make room for other users.
- No food or sweetened drinks are permitted in the library. A fine of 500 THB will be imposed on anyone found eating or drinking sweetened beverages in the library. Plain drinking water is permitted
- Mobile phone use is allowed in the library for emergencies only.
HEADPHONES BORROWING POLICY
Visit the library service counter to request headphones for use.
Present your student or staff ID at the counter to borrow the headphones. Each loan is valid for 2 hours per ID.
Headphones are in-library used only and must not be taken outside the building.
If additional time is needed, you may extend the borrowing period through OPAC or by requesting an extension at the service counter, provided no one else is waiting.
When the borrowing period ends, return the headphones directly to the library service counter for check-in.
Borrowers are responsible for the proper care of the headphones. Fines may be applied for damaged items or late returns in accordance with the library’s borrowing and equipment policies. If an item is damaged, users are required to pay the full replacement cost, while late-return fee is 10 THB.
INTERLIBRARY LOAN AND DOCUMENT DELIVERY SERVICE POLICY
Interlibrary loan of books is not a popular library trend in this modern age of technology. Rather, a Document Delivery Service (DDS) is recognized and regularly practiced by academic libraries.
AIU researchers can request the librarian for a DDS of articles not available in AIU library holding from other libraries elsewhere. The librarian will take the initiative to locate and communicate with a library supplying locally or overseas that he/she thinks would have the materials requested. The library or libraries asked need not be one that AIU library has resource sharing cooperation with.
The researcher will have to pay for the service and materials, and the cost varies from library to library. The time involved in receiving the requested materials depends on how fast the supplying library retrieves the materials and sends it to the requesting library.
To request for a DDS of scholarly articles from other academic libraries, AIU researchers should see the librarian at the Reference Desk or send email and request for assistance to obtain resources from other libraries.
The following details must be supplied to the librarian:
- Name of researcher: ________________________________________
- Department/Faculty: ________________________________________
- YES, I am willing to pay for the materials and services: ____________
- Date/Materials needed: ______________________________________
The librarian requires additional information on the following:
For Book Request:
- Authors of the book: _______________________________________
- Title(s) of the book: ________________________________________
- Place of publication: _______________________________________
- Publisher: _______________________________________________
- Year of Publication: _______________________________________
For Article Request:
- Authors of the article: _____________________________________
- Title(s) of the article: _______________________________________
- Source (Name of Journal): __________________________________
- Volume, Issue No., date/year of publication: ____________________
- Page numbers: ___________________________________________
AIU library has engaged the Interlibrary Loan Service, which has 106 memberships of Universities in Thailand by UC-TAL, as the inter-bibliographic library of Thai higher education institutions. This is a result of the cooperation between libraries of higher education institutions and the working group of the Information Resource Analysis Group to provide accurate and complete bibliographic record information. The library has a Memorandum of Understanding (MOU) with Chulalongkorn University Libraries for the exchange and sharing of materials.
LIBRARY AFTER SERVICE HOURS DOOR ACCESS POLICY
Only designated authorized personnel may unlock and grant access to the library after regular operating hours.
A fee of 200 THB per user will be charged for each after-hours access request. Non‑payment will result in the user losing future after‑hours access.
Access is strictly limited to item retrieval only. No browsing, studying, or facility use is allowed.
Users must present valid institutional identification and the specific items to be retrieved must be stated prior to access.
Users must contact library staff in advance to request this service.
Requests will be accommodated only when authorized personnel are available to supervise the entry.
All users must sign the official access log for record‑keeping and security purposes.
LOCKERS POLICY
Students must present a valid AIU student ID at the Library Circulation Counter on the first floor to rent a locker. This ensures that each rental is properly recorded and associated with the correct student account.
Lockers may be rented for up to three consecutive semesters, including the summer semester. Students may renew their locker annually, provided all outstanding fees or obligations have been settled.
Each student is permitted to rent only one locker per ID. This policy ensures fair access to locker availability for all library users.
The rental fee is 100 THB per semester or a discounted rate of THB 280 for three consecutive semesters. All fees must be paid at the time of rental to activate access to the locker.
If a locker key is lost, a 100 THB replacement fee will be charged to the student’s account. This fee covers the cost of reissuing a new key and maintaining locker security.
A late fee of 10 THB per day will be charged for keys returned after the due date.
Perishable food and hazardous materials are strictly prohibited in lockers to maintain cleanliness and safety within the facility. Violations may result in loss of locker privileges.
Lockers may not be used to store materials for commercial or business activities. This rule preserves the academic purpose of the library and prevents misuse of campus resources.
After the rental period ends, students have a two-week grace period to empty their lockers. Any remaining items after this period will be discarded or donated to charity to maintain locker availability for new users.
Asia Pacific International University and the Library are not responsible for loss or damage to any items stored in lockers. Additionally, the library does not assume responsibility for belongings left behind after a locker has expired or been canceled.
LOST AND FOUND POLICY
Purpose
1. Collection and Recording
- Library staff will collect all items left overnight and bring them to the lost and found area.
- Valuable items (wallets, watches, keys, ATM cards, money, jewelry, and electronics) will be recorded in a log book with the date found, description, and location.
- Regular items (books, pens, clothing, stationery) will be collected and stored.
2. Claiming Your Lost Items
- You can claim your items at the main library desk during open hours.
- You must describe your item in detail to prove it belongs to you.
- You may need to show your ID.
- We will record your name, contact information, and the date you picked up your item.
3. Unclaimed Items
- Items not claimed within three (3) months will be donated to charity or thrown away.
- We may post photos of valuable items on social media to help find the owners.
- We may dispose of food items or items that are unsafe at any time.
4. Recognizing Honesty
- People who return found items to the library show good character and may be recognized for their honesty.
5. Safety Rules
- The lost and found area will be kept clean and safe.
- We will follow safety rules at the main desk.
- Library staff may add security measures when needed.
Library Responsibility
MINI MEDIA ROOM BOOKING AND USAGE POLICY
Available to current students, staff, and registered library members with a valid library account.
- Rooms may be reserved at the circulation desk or through the online booking system.
- Bookings may be made up to 2 days in advance. Same-day bookings are permitted up to 10 minutes before the start time, subject to availability.
- Room capacity is 1–5 users. All group members’ Student ID numbers must be included when making a booking.
- Users who arrive more than 15 minutes late will have their reservation automatically cancelled, and the room will be released to other users.
- Walk-in use may be allowed during off-peak hours; however, online reservations take priority at all times.
- Each session is limited to 2 hours. An extension of one additional hour may be granted if there is no upcoming booking and with staff approval.
- Users must check in at the circulation desk before using the room.
Includes ring light and stand, USB microphone and stands, boom arm, key/fill lights, extension cord, green screen, desk, and chairs. All items must remain in the room.
- Handle equipment with care; report issues immediately.
- Users may bring personal laptops.
- Certain items may be borrowed from the circulation counter, but they are for in-room use only.
- All components must be returned in good condition.
- Content must be appropriate for a public library environment (no explicit or harmful content).
- Keep volume at a reasonable level.
- No food or beverages, except bottled/mineral water.
- Keep the room clean and orderly.
- Users are responsible for equipment during their session.
- Damage or loss will incur repair/replacement fees.
- The library is not responsible for lost and damaged personal items.
- Do not alter or remove equipment or furniture.
- No commercial or private events without approval.
- Disruptive behavior may lead to immediate loss of room access.
Staff may monitor usage, restrict access, enter the room as needed, modify services, or remove patrons for policy violations.
- 1st: Verbal warning and documentation
- 2nd: Temporary suspension of room privileges
- 3rd: Permanent loss of room privileges and possible suspension of general library access
PHOTOCOPY AND PRINTING POLICY
General Information
All library computers are connected to the photocopier located at the Library Service Counter. When a student completes her work, she may send the print command from the library computer to the front-desk photocopier. Students must retrieve their printed documents at the counter and present their Student ID. Charges will be recorded and sent to the student’s account electronically.
All photocopying tasks will be handled exclusively by a library staff member or student assistant. Library materials may not be taken outside the library for photocopying. Certain items may be restricted from copying due to fragility, size, or preservation considerations.
1. Charges and Fees
- Black & White Photocopying
- 1 Baht per single-sided A4 page
- 2 Baht per double-sided A4 page
- Color Printing
- 10 Baht per A4 page
- 20 Baht per A3 page
- A3 paper is available for both photocopying and printing.
2. Errors and Reprints
- Charges apply for all pages printed, including those affected by user errors (incorrect settings, formatting issues, wrong file version, etc.).
- Users are responsible for ensuring that their files are in proper format and free of corruption before printing.
- Users must verify print settings (color/B&W, number of pages, layout) before confirming the print job.
3. Payment Method
Printing and photocopying charges will be recorded and electronically charged to the student’s account.
4. Copyright and Copy Limits
Library books may be photocopied up to 20 pages at a time to comply with copyright regulations.
5. File Preparation Requirements
- To maintain system security and ensure smooth printing operations, the following guidelines apply:
- Files must be opened and printed from a library computer only.
- USB drives are not permitted for file transfer.
- Accepted methods for sending files to the library computer:
- Emailing the file to your personal or university student email
- Uploading the file to Student OneDrive
- Do not print directly from a mobile phone.
6. Assistance
Students who require help with printing or photocopying may request assistance from the library staff at the service counter.
REFERENCE SERVICE POLICY
The Reference Service Department of AIU Library Information and Resource Center provides patrons with free access to informational and educational resources. The reference staff endeavors to respond to each request promptly, courteously and accurately. Our challenge is to provide a consistent pattern of service excellence, to convey trust and competence, to provide training and access to new information technologies and to create an environment that invites our patrons to use and enjoy our facilities and resources.
Codes of Ethics / Performance
Reference Service staff subscribe to the Librarians’ Code of Ethics.
General Guidelines
Assisting users [faculty and students] is a primary purpose of AIU library. A good reference service attitude includes approachability, awareness, sensitivity, courtesy, and a positive frame of mind.
Priorities of Service
All users are to be treated equally with attention and care. However, requests from individuals acting in their official capacity [President of the college, Vice-Presidents, and Deans, certain government staff] are priority requests.
Reference Interview
Reference interview techniques will be used at every available opportunity. More extensive questioning will often be necessary to get into the specific need of the user.
Verification of Answers
In order to provide accurate and authoritative information, staff members should always cite the source of the information given.
Reference Service Guidelines Attitude
Staff approachability should be apparent so that the user feels comfortable in seeking assistance. Demeanor should indicate earnest, cheerful, business-like eandeavor.
Responsibility for Providing Reference Services
The accountability for reference and information service resides at the Reference Desk. To ensure quality service, only staff trained in information services and resources should provide assistance at the Reference Desk.
Other Work at the Reference Desk
Work performed at the Reference Desk should be work-related in nature to reference and information retrieval. Using desk time for purely personal interests is prohibited.
Personal and Business Calls at the Reference Desk
Personal telephone call should not be placed at the Reference Desk. Incoming personal calls should be kept very brief, if they cannot be totally avoided.
Time Spent with User
Ten minutes is a reasonable amount of time to spend with one client. Three to five minutes is appropriate when others are waiting. Additional time may be spent with users who have special difficulties in using library resources.
Answering Complex Questions
The librarian may need at least between half an hour to an hour to search the library resources for the information asked, and will then call the inquirer.
Instructions Vs Answering Questions
It is the librarian’s responsibility to give users the choice of either having the information found for them by library staff, or learning how to find it for themselves. For questions requiring extensive or repeated use of sources, it may be advisable to instruct the user and then check back with them. Patrons are encouraged to return to the librarian if further assistance is needed.
Directing Vs Accompanying to the Shelf
Whenever possible, staff should accompany users to the stacks when location directions are requested or given. If users must be directed to the shelves, they should be encouraged to return to the Reference Desk for additional help if it is needed.
Misinformation
When overhearing a fellow staff member give misinformation, one can tactfully offer better or newer information. Users should not leave the library with incorrect information, nor should staff ever embarrass one another. Some suggested phrases are:
i.] “We have some new information on that………”
ii.] “I was just working on that and found……..”
Telephone References
Telephone reference service is usually limited to supplying information that is readily available. If the question cannot be answered within 3-5 minutes, write down his name, address and telephone numbers on the Inquirer Form, not forgetting the inquirer’s questions. Call the inquirer as soon as the answers are available.
Reference Service Limits
When an inquirer has a list of titles to be checked the librarian should take the decision to teach him the basic skills of searching so that he could go on his own, and advise him to come back to the reference desk if he has further questions. Librarians are available to advise, direct and aid in such work as information retrieval, but not to do the work.
Circulation of Reference Materials
Reference materials do not circulate. Exceptions should only be made on rare occasions when there are extenuating circumstances. Permission from the Library Director is required.
Complaints about Library Materials, Staff & Services
Complaints received at the Reference Desk always deserve careful consideration. The person making the complaint should be referred immediately to the Library Director.
Document Delivery Services
Similar to DDS that is provided by the library at the moment is to help inquirer retrieve information from the Internet and deliver it by email attachment.
WHITE BOARD BORROWING POLICY
Visit the library service counter to request a whiteboard and provide the necessary borrower details.
You may check out the whiteboard through OPAC or directly at the counter. A rental fee of 50 THB is required at the time of checkout.
The borrowing period is 14 days. Make sure to return or renew the item on time to avoid any penalties.
Renewals may be completed via OPAC or at the service counter, as long as the item has not been requested by another user.
Please ensure the whiteboard is clean and free of markings when returned. This helps maintain its quality for the next user.
Repair or replacement charges will apply if the whiteboard is returned damaged or unusable, in accordance with library policy while the late-return fee is 10 THB per day.
