PHENIKAA UNIVERSITY

LIBRARY AND INFORMATION CENTER REGULATIONS

(Issued together with Decision No. 572/QĐ-ĐHP-TTTV dated 10/02/2026)

- Internal users: Staff members, lecturers, students and trainees of Phenikaa University (hereinafter referred to as “the University”).

- Affiliated/external users of the Library and Information Center (hereinafter referred to as “the LIC”): Individuals who are not members of the University and wish to use the LIC’s products and services must submit a Letter of introduction from their managing organization, together with a valid ID card/Citizen ID/Passport, and pay the required deposit and service fees in accordance with the LIC regulations.

- Users are granted access to the LIC’s products and services when met the following conditions: 

+ Possession of a valid staff/lecturer/student/trainee account of the University, or a Library card issued by the LIC for affiliated/external users.

+ Participation in and completion of training/orientation sessions on the use of LIC products and services, and payment of relevant fees in accordance with the LIC regulations.

Users of the LIC’s products and services are required to:

- Use only their own Library card/account; do not lend or borrow cards/accounts. In case of card loss or forgotten password, users must promptly notify the LIC for security procedures and support.

- Present their Library card and deposit personal belongings in designated areas; users are responsible for safeguarding their own valuables.

- Comply with LIC regulations and instructions regarding the use of information resources, facilities, and equipment.

- Preserve and protect information resources, equipment, and facilities of the LIC during use.

- Maintain order, security, fire safety, and environmental sanitation; smoking, bringing flammable/explosive items, food, and beverages (except bottled water) into the LIC are strictly prohibited.

- Obtain approval from the University before taking photographs or filming within the LIC premises.

- Present Library cards, documents, bags, or other items for inspection upon request by Library staff.

- Safeguard their personal information, accounts, and passwords issued by the University.

- Return all materials that have not gone through proper borrowing procedures before leaving the LIC.

Loan periods depend on user categories and material types. Upon expiry, users wishing to continue borrowing must request renewal directly at the LIC, contact via email, or through official LIC communication channels (hotline, Fanpage, etc.).

Users may borrow up to 10 items per transaction, including:

- Textbooks: maximum 05 copies; loan period up to 150 days per item; one renewal permitted, not exceeding 60 days.

- Specialized reference materials: maximum 05 copies; loan period up to 90 days per item; up to 02 renewals, 03 days per renewal.

- Specialized journals: loan period up to 14 days; renewal not permitted.

- Other reference books: maximum 03 copies; loan period up to 30 days; one renewal permitted, not exceeding 30 days.

- Red-labeled materials (institutional publications, rare materials, reference-only materials, etc.), newspapers, and other magazines: on-site reading only.

- Textbooks: maximum 10 copies; unlimited loan period for textbooks related to the user’s teaching department.

- Specialized reference materials: maximum 05 copies; unlimited loan period for materials related to the user’s teaching department.

- Specialized journals: loan period up to 14 days; renewal not permitted.

- Reference books: maximum 03 copies; loan period up to 15 days; renewal not permitted.

- Red-labeled materials, newspapers, and other magazines: on-site reading only.

- Textbooks: maximum 05 copies; loan period up to 150 days; renewal not permitted.

- Specialized reference materials: maximum 05 copies; loan period up to 90 days; up to 02 renewals, 03 days per renewal.

- Specialized journals: loan period up to 14 days; renewal not permitted.

- Reference books: maximum 03 copies; loan period up to 15 days; renewal not permitted.

- Red-labeled materials, newspapers, and other magazines: on-site reading only.

Those in possession of a Library card issued by the LIC for affiliated/external users can only read printed materials on-site. 

Users can access electronic resources via internal accounts through the library’s applications/websites to read online collections.

Downloading is permitted only for materials that allow downloading, in accordance with the circulation policy on the digital resource management system.

Online resources have defined online borrowing periods and are prioritized according to circulation policies applicable to each type of material and category of users.

The number of concurrent accesses/loans for these resources depends on circulation policies as well as the provisions of intellectual property law and other relevant regulations.

- Textbooks: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Specialized reference materials: online access will be available for a maximum of 90 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Institutional publications: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Journals and electronic databases: online reading/downloading access is subject to the policies of the source material or database. 

- Open academic resources: online reading/downloading access is subject to the policies and copyright of the source material. 

- Other resources: online access is subject to the circulation policy on the digital resource management software.

- Textbooks: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Specialized reference materials: online access will be available for a maximum of 90 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Institutional publications: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Journals and electronic databases: online reading/downloading access is subject to the policies of the source material or database. 

- Open academic resources: online reading/downloading access is subject to the policies and copyright of the source material. 

- Other resources: online access is subject to the circulation policy on the digital resource management software.

- Textbooks: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Specialized reference materials: online access will be available for a maximum of 90 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Institutional publications: online access will be available for a maximum of 150 days per resource; one renewal permitted, not exceeding 30 days, after which the file will be automatically withdrawn.

- Journals and electronic databases: online reading/downloading access is subject to the policies of the source material or database. 

- Open academic resources: online reading/downloading access is subject to the policies and copyright of the source material. 

- Other resources: online access is subject to the circulation policy on the digital resource management software.

- Online access is available for collections of open academic resources and other materials, depending on the circulation policy of the digital resource management software.

Article 4. Reading rooms, thesis rooms and open stacks

The LIC provides open spaces for users to read and study. Users may freely use designated open spaces for reading.

Materials must be selected from shelves according to subject guides; users must not change the order or location of materials. A maximum of 05 items may be taken from shelves per use.

Users wishing to borrow materials (except red-labeled materials) must complete borrowing procedures at the circulation desk or via self-check devices.

After on-site use, materials must be returned to their original locations or designated return areas as instructed by library staff.

The LIC provides catalogues and computers for information searching. Computers are to be used solely for information searching; personal use unrelated to academic or research purposes is prohibited. Any unauthorized interference with computer settings or actions causing damage to the LIC’s information systems is strictly prohibited.

Users may select newspapers and magazines from shelves; no more than 03 items may be taken at one time. Materials must not be taken out of the reading rooms. Requests for copying must be registered with library staff and comply with Intellectual Property Law.

Users must comply with intellectual property regulations when copying materials.

Any copying requests must be registered with library staff to ensure legal compliance.

Computers are used exclusively for study and scientific research purposes. Accessing websites with inappropriate content is prohibited.

For databases or software requiring specific accounts or access periods, users should contact library staff for support.

- Users must present valid student/staff/library cards before borrowing materials.

- Direct borrowing: Users select materials and complete borrowing procedures at the circulation desk.

- Online borrowing: Users place online requests and collect materials at the LIC according to notifications sent to their accounts.

- Self-check borrowing: Users follow instructions on self-service devices provided by the LIC.

- Users must check the quantity and condition of materials before leaving the LIC.

- Direct return: Materials are returned directly to the circulation desk.

- Self-service return: Materials are returned following the instructions on self-service devices.

- In-person renewal at the circulation desk.

- Renewal via self-service devices according to provided instructions.

- Renewal by email: Users send renewal requests to elib@phenikaa-uni.edu.vn, clearly stating material information and proposed renewal duration.

Upon violating the LIC regulations, depending on the nature and severity of violations, users may be subject to one or more of the following measures:

- Temporary suspension or termination of Library account and access to LIC products and services.

- Administrative penalties.

- Compensation for damages in kind or in cash.

- Specific penalties and compensation levels are implemented in accordance with the University regulations.

- In serious cases, violators may be subject to disciplinary actions and criminal liability in accordance with the law.

- Materials must not be removed from reading rooms without permission from library staff. Users must not replace, cut, mark, tear, write on or otherwise damage materials.

- Unauthorized copying of LIC materials is prohibited. Users must strictly follow instructions when using library systems and equipment; any acts causing damage to library resources, assets or facilities are strictly prohibited.

- Disciplinary measures may include: 

+ Warning or reprimand. 

+ Suspension of library privileges for a period ranging from 10 days to permanent revocation. 

+ Compensation for damages as determined by the University. 

+ Recommendation for disciplinary action by the University. 

+ Legal prosecution in accordance with applicable laws.

Users who comply well with regulations and assist in identifying violations are encouraged and prioritized in service.

- Feedback on library resources or staff performance may be submitted via the suggestion box at the LIC, or by email to library@phenikaa-uni.edu.vn (feedback must include full name and unit/class; anonymous feedback is not considered).

- Rewards: 

+ Users who actively participate in and contribute to LIC activities may be recognized. 

+ Forms of recognition include commendation and gifts.