What are the opening hours of the Library during the semester?
08:00-22:00 Monday to Friday
08:00-13:00 Saturdays
14:00-20:00 Sundays

What are the opening hours of the Library during vacations?
08:00-17:00 Monday to Friday
The Library is closed on Saturdays and Sundays.

What are the opening hours of the Library during public holidays?
The Library is closed during public holidays.

How do I become a member of the Polytechnic Library?
Polytechnic students automatically become members on registration. Polytechnic staff became Library members upon the appointment.
University of Namibia (UNAM) staff can become members of the Library by completing a registration form available from the User Services Librarian. Registered UNAM students can become members of the Polytechnic Library by completing a registration form available from the User Services Librarian, and by paying a refundable deposit.
Other persons from the community and different institutions can become Library members on an individual basis by applying for and paying a non-refundable annual fee, with the amount paid determining the membership category.

How many Library items can I borrow at a time?
Polytechnic students may borrow a maximum of 6 items at a time.
Polytechnic staff may borrow a maximum of 10 items at a time.
University of Namibia students and staff may borrow up to three items at a time. The number of items that can be borrowed by other Library members depends on the amount paid as an annual fee.
Distance educations students may be limited in the number of items borrowed at a time depending on the availability of copies in their Regional Centre and the usage by other students.

For how long can I borrow Library materials?
Library materials from the open/general collection can be borrowed for up to 14 days.
Videos from the multimedia lab can be borrowed for up to 7 days.
Prescribed materials from the study collection cannot be taken out of the Library. They must be used within the Library for two hours.
Items at the Regional Centres may only be borrowed by for 7 days by both students and staff members.
Note: All items borrowed (including those of the Regional Centres) can be renewed twice as long they are not overdue.

From which collections can I borrow books/items to take home?
Books from the open shelves on levels 3 and 4 can be borrowed and taken home.
Videos, CDs and DVDs can also be borrowed and taken home.

Why can’t reference material be taken out of the Library?
Reference materials are prepared for brief consultation i.e. for facts, descriptions, statistics etc., rather than for continuous reading. They should therefore, be available to users on demand and hence cannot be taken out of the Library.

Why can’t Namibiana, NDIC and UNESCO materials be taken out of the Library?
Namibiana, NDIC and UNESCO are very reference collections.
Reference materials are for “Library Use Only”, that is, they are non-circulating, as they are meant to be available to users on demand.

Why can’t Study Collection/Short Loan books be taken out of the Library?
The Study Collection has prescribed books and lecturer’s notes. Although students are encouraged to have their own prescribed books, the Library buys and places limited copies of these on short loan to help those who can not afford to purchase their own copies. So in order to help as many students as possible with these limited copies, they are kept separately in the Study Collection on level 4, under the supervision of Library staff, and can only be used in the Library for two hours.  
Lecturers’ notes are additional to the notes taken by students in class, and by being housed in the Study Collection they are made available to as many students as possible.

Why can’t periodicals be taken out of the Library?
Periodical materials include magazines, journals, newspapers, or annual publications published at regular intervals. The cost of journal subscriptions does not allow the Library to have two copies of an issue; therefore the usage is limited to within the Library in order to allow them to be used by as many people as possible.

As a Distance Student, can I borrow books from the Main Library?
Yes, as a distance student you may borrow books from the Main Library, but you must return them before or on the due date.

Can my friend use my student ID to borrow books?  No. Under no circumstances should you allow your friend to use your student ID to borrow Library materials. Borrowing materials means that you undertake the responsibility of taking care of them and making sure they are returned in good condition. In case of damage or loss, you will be liable to pay the replacement value of the item borrowed as it was taken using your student. Library staff cannot transfer the responsibility for replacement to your friend.

If I forget my student ID/membership card, can I just give my national ID/passport?
Unfortunately no.  The student ID/membership card contains all the information necessary to borrow materials.
Other forms of identification lack important information that the Library needs and will therefore not be accepted!

What will happen if I lose or damage a Library book/item?
When you borrow material from the Library, you assume responsibility for its safe return. If you lose the material you will have to pay the replacement cost for it.
A fine will be charged according to the extent of the damage.
If the item is badly damaged, then a replacement fee equal to the market value of the item will be charged.

What should I do if I lose a Library book/item?
If you lose Library material, you must report the loss immediately to the User Services Librarian, who will determine the replacement value of the book and advise on the method of payment.

Why does the Library issue books that become due on public holidays?
The system used to lend books is not set up according to the national calendar.
To avoid problems, the User Services Librarian usually puts up notices reminding Library users that due to the public holiday they should return books which would become due during the holiday or ask for them to be renewed so that they do not become overdue.

What types of material are included in the Multi-Media collection?
The Multi-media has collection of educational digital and audio- visual resources, which are in CD, DVD, Video, Floppy disk and Audio Cassette format.

Where can I find a photocopier in the Library?
There are “pin code” operated machines on:
Level 2 - Periodicals Section.
Level 3 - Eastern side.
Level 4 - Namibiana Room (South West corner).
There is a coin operated machine on the Level 4 - Next to the Study Collection.

Where can I find a printer in the Library?
An online printer is available in the Internet Café on level 2 of the Library.
Printers are also available in computer labs 3 and 5 on Level 4.

Where can I find a fax machine in the Library?
The Library does not yet have a fax machine for Library patrons to use.

Can the Library provide me with stationery items like staplers or paper punches, paper, pencils etc.?
No, the Library does not provide stationery items to users.

Who can fine me for breaking a Library rule?
Library staff and Library security guards can fine you for breaking Library rules.

Where in the Library can I go to pay my fine?
There is no cashier in the Library as yet.
All payments must be done at the cashier’s office in the Administration Block.

Will I be fined if I set off the alarm because I forgot to check-out my book?
Yes, if the alarm goes off because of an item you have in your possession which was not checked out, the Library security guards and Library staff will charge you for being in possession of a stolen item. You will then be sent to a disciplinary hearing where you can attempt to establish your innocence.

Can I leave my cell phone on if I am expecting an urgent call?
It is understandable that people need to be in contact with friends, family and businesses at all times, but the ringing of a cell phone and the ensuing loud telephone conversation disturbs other Library users.
The Library rule is therefore, that all cell phones must be switched off before you enter the Library.

Can I send an SMS?
The Library rule states that cell phones must be switched off before you enter the Library. It is therefore a violation of this rule to send an SMS since this can only be done if your cell phone is on.

Can I put my cell-phone on “Silent” as long as I don’t use it?
The Library rule states that cell phones must be switched off before you enter the Library. If it is on “silent” it is on and incoming calls may tempt you to answer, thus breaking the Library rule.

Why can’t I eat something in the Library if I’m hungry? I.e. why can’t I bring food and/or drink into the Library?
Eating and drinking in the Library is prohibited as food and drink may accidentally spill onto and damage books.
Food may also leave a smell that attracts insects and pests which cause damage to books.
Crawling pests and insects give a bad impression of the Library.
The smell of food disturbs other users.

Why do the guards ask to see my student ID every day when they know who I am?
For security reasons, and because of limited study space, only Library registered members may access the Library.
The Polytechnic Library has more than ten thousand customers, more than half of whom use the Library daily. It is therefore very difficult for the Library’s security guards to be expected to remember every student or outside user.
It must also be noted that it is not always the same security guards on duty in the Library every day. They often rotate.

Why does the Library have limited resources?
There are millions of resources available worldwide and it is physically and financially impossible to acquire and house every possible resource.

Who can borrow material through ILL?
Polytechnic students and staff doing serious research.

What type of material can I borrow through ILL?
Books and copies of journal articles.

How long does it take for me to receive material ordered through ILL?
Approximately three weeks.

How many items can I borrow through ILL?
Polytechnic students can borrow 3 items at a time. 
Polytechnic academic staff can borrow 10 items at a time.
Administrative staff can borrow 5 items at a time.

For how long can I keep ILL items?
Books can usually be kept for about a month, depending on the loan period of the lending Library.
Copies of journal articles do not have to be returned.

Is there any cost involved in using the ILL system?
Yes, Polytechnic students have to pay half of the cost to the Library.  Currently it is N$35/book, therefore, a student has to pay N$17.50/book.

Where can I return items borrowed through Inter-Library Loan?
You can return items to the Inter-Library Loans Officer who arranged the loan for you.

Who is responsible for conducting LIST classes?
LIST classes are conducted by Subject Librarians.
At the present time there are 2 Subject Librarians, one in charge of the Schools of IT and Natural Resources and Tourism and the other in charge of the Schools of Business, Communication and Engineering.

40.

How do I join a “Library & Information Skills Training” session?
Since there are only 2 Subject Librarians, classes are arranged between the lecturer and the Subject Librarian.
Students can also arrange themselves in a group and ask their Subject Librarian to conduct a training session with them.

41.

How can I as a distance student join a “Library & Information Skills Training” session?
LIST classes are offered to distance students during the vacation school.
Classes are arranged in consultation with COLL (the Centre of Open and Lifelong Learning).

What do LIST sessions entail?
Students are taught how to recognise their need for information, how to search for, locate, retrieve and evaluate information regardless of its source (Library shelf, periodical, electronic database, internet) or its format (print, audio-visual, electronic, online etc.) and how to cite.

Why is it important for me to become information literate?
When you are information literate, you have the skills that will help you through out your life and that will encourage lifelong learning. You will Know when you are in need of information, how to search for, locate, retrieve, evaluate, use and cite information.

Why should I use articles from electronic journals for my project?
Journals contain the most current information and electronic journals are easier to access and search.

What are citations?
A citation is information which helps to fully identify a publication.
A book citation usually includes the author, title, date, place of publication and publisher.
An article citation usually includes the author, title, date, name of journal, volume number, issue number and pages.

Why should I cite?
It assists other readers to learn more about a topic and to verify your information by finding the work you cited.
It helps you to acknowledge the work of authors whose work you consulted.
It helps to avoid plagiarism, which is a serious offence in academia.
It helps to show that you have done extensive research on the topic that you are writing about.

What citation style does the Polytechnic recommend?
The Polytechnic of Namibia’s recommended citation style is the APA (American Psychological Association) style.

Does the Library have any printed citation guides?
Yes, the Library does have printed guides, which currently cost N$22.00.

How can I acquire one?
You must pay the N$22.00 to the cashier, in the Administration Block of the main campus.
You must then bring your receipt to the Library staff in the Periodicals Section on Level 2 of the Library and they will give you a guide.

How can I get assistance with my research?
Subject Librarians assist students to find literature for their projects.
They also teach students how to cite properly.

What is the purpose of the link “Ask a Librarian”?
This is the Library’s email service to assist you with your specific information needs. Subject Librarians answer subject-specific questions and they forward your general queries to the responsible Library personnel.
However, before submitting your question, please check the Library homepage to see if the answer to your query is not already available there.

What kind of queries can I post?
The ‘Ask a Librarian’ service is limited to the students, faculty and staff of the Polytechnic and only questions specific to the Polytechnic Library, its collections and policies will be answered. 

How long will I have to wait for a reply?
We will try to answer your queries within 24 hours.

How do I contact a Subject Librarian other than through the “Ask A Librarian” link?
The Subject Librarian for the Schools of Natural Resource & Tourism and Information Technology sits on level three, behind the circulation desk and her phone number is 2072627.
The Subject Librarian for Business, Communication and Engineering sits on level 4 behind the Reference Desk and her phone number is 2072326.
You can also send an email to subjectlibrarians@polytechnic.edu.na

Is there enough information for us as users?
Yes, but no Library is rich enough in terms of funding and materials to satisfy each and every user’s needs, hence, they rely on each other (through Inter-Library Loans) to ensure that the needs of their clientele are well met.
Please note that Library staff is there to assist you to find the information you need.

How and from where can I access e-Resources?
E-resources are accessible through the Library’s website. They can however, only be accessed from within the campus.
Distance, post-graduate and 4th year students can however, apply for remote/off-campus access (i.e. password and username).

How do I apply for a password and username?
You must complete the “Application form for Off-Campus Access to full text database”, which can be found on the Library website under “e-resources”.
You must then deliver, e-mail (library@polytechnic.edu.na) or fax the form to the Library and you will be issued with a password and user name. (Fax number: 061-2072120).

For how long are the password and username valid?
One year.

Where on the Library website can I find citation assistance?
Please go to the Library website.
Under “About Us” please click on “User Education”.
Scroll down the page and under the heading “Information Literacy”, please click on “Links to Citation Guides”.
Scroll down the page until you come to the heading “Citation Guides”.
Click on your preferred guide.

Where on the Library website can I find online past exam papers?
Please go to the Library website.
Under “Search Tools”, please click on “Online Exam Papers”.
Scroll down until you reach the link “Click here to go to online exam papers.
Click on the relevant School.
Click on the relevant department.
Click on the relevant examination paper.

Where on the Library website can I access subject-based information?
Please go to the Library website.
Under “Search Tools” please click on “Subject Portals.”
Click on the link “to go to a specific subject portal click here”
Go to the relevant School.
Go to the relevant department.

Where on the Library website can I access e-Books?
Please go to the Library website.
Under “Search Tools”, please click on “e-Resources.”
Scroll down the page until you come to the link “Find e-Books.”

Where on the Library website can I access online newspapers?
Please go to the Library website.
Under “Search Tools”, please click on “e-Resources.”
Scroll down the page until you come to the link “Find Newspapers and Periodicals.”
Click on the newspaper or periodical of your choice.

Does the Library have an online Institutional Repository?
No, the Library does not yet have an Institutional Repository.
Plans are underway to establish one.

Can I photocopy a whole book?
No, you can only photocopy 10% of a book, as regulated in the Copyright & Neighbouring Act of 1994.

Can I photocopy the entire issue of a journal/ periodical?
No you are not permitted to photocopy the entire issue of a periodical item.

Can I use an article from an e-journal for commercial purposes?
No, this would be going against the copyright law.

Is it true that information taken from the internet is not copyrighted and therefore does not have to be cited?
All material found on the Internet is copyright protected in varying degrees.
Copyright is free and automatic and comes into operation from the moment an item is created, even if this is not clearly stated.

What is “Fair Use”?
Fair Use permits you to use parts of an item without having to seek the permission of the copyright holder.
Fair use permits the use of information/materials for research, private study, personal or private use, criticism or review of a work, reporting on a current event, and judicial proceedings or the report of judicial proceedings.

Does Namibia have a Copyright Act?
Yes, the Copyright and Neighbouring Rights Protection Act 6 of 1994.

How can I access it?
Please go to the Library webpage.
Under “Search Tools”, please click on Subject Portals.
Scroll down the page until you find the heading “Copyright, IP and Patent Issues.”
Click on the “Copyright and Neighbouring Rights Protection Act 6 of 1994.”

Does Namibia have an organisation dealing with copyright issues?
Yes, the Namibian Reproduction Rights Organisation (NAMRRO).

How do you decide which books to buy for the Library?
Input is obtained from our lecturers, as well as students, Library staff members and any user from the Polytechnic Library.
Lecturers select resources from publishers catalogues, but also submit lists of prescribed textbooks and recommended readings.
The Acquisition Librarian, in co-operation with the User Services Librarian, assesses the Library Collection on a constant basis to establish any information gaps or shortages.
All other users may make suggestions for the purchase of specific resources.

How many copies of a book do you buy for the Library?
In general the Library buys 1 copy of each title with the exception of the following collections: -
Study Collection where the following numbers are bought:
Full-time education mode (Main Library): 5 copies of all prescribed textbooks for the School of Business Management; 3 copies of all prescribed textbooks for all other schools
Distance education/ Part-time mode: 3 copies of prescribed textbooks for all Schools
Namibiana Collection (Level 4 of the Library): 3 copies for this collection plus 1 extra copy which is placed in the Open Shelf Collection.
Regional Centre Collections:
Ongwediva Regional Centre: 3 copies of all prescribed textbooks for all Schools.
Other Regional Centres: 2 copies of prescribed textbooks for the School of Business Management and 1 copy of each prescribed textbook for all other Schools.

How do I go about suggesting a title for the Library to buy?
Printed Suggestion Form: This form is available at the Circulation Desk and must be deposited in the Suggestion Box after completion.
User Request Book: Users can record their suggestions in this book, which is kept at the Circulation Desk on Level 3 of the Library.
E-mail: Any suggestion can be e-mailed to the general Library e-mail i.e. library@polytechnic.edu.na

How does the Library decide which print journals to subscribe to?
As with books, input is obtained from lecturers about which printed journals they consider to be relevant for the courses offered at the Polytechnic of Namibia.
The Acquisition Librarian, in co-operation with lecturers and the User Services Librarian, makes the final decision about which journal titles the Library will subscribe to.
Any other users may also make suggestions for specific journal titles.

How many journal titles does the Library subscribe to?
The Library subscribes to 174 printed and about 45 000 electronic journal titles.

Where can I access a list of the printed journal titles?
At the Periodical Section in the Library.
By e-mailing a request for a copy to library@polytechnic.edu.na

How does the Library decide which e-Resources to subscribe to?
The Library makes its decision according to identified needs.

How do I go about donating material to the Library?
Anybody can donate material to the Library.
You donate by contacting the “Acquisition Librarian” or by emailing library@polytechnic.edu.na

What form of acknowledgement will you extend to me?
The Acquisition Librarian acknowledges all donations by means of an official letter, sent to you either by ordinary mail or by e-mail.

What do you do with donated material that the Library cannot use?
Please note that once material is donated, it becomes the property of the Polytechnic Library.
The Library reserves the right to donate on, material that is not relevant to the Polytechnic curricula.
Material that the Library cannot use is distributed to other libraries and schools in need.

What newspapers does the Library subscribe to?
The Library subscribes to most of the local newspapers i.e. The Namibian, Windhoek Observer, Namibian Sun, New Era, Die Republikein.
It receives sporadic copies of the free tabloid “Informanté.”
The Library also subscribes to 2 weekly South African newspapers: the Sunday Times and the Mail & Guardian.

Does the Library have a newspaper archive?
No, the Library does not have a newspaper archive – back issues are only kept for 3 months.

Does the Library have a cuttings collection?
No, the Library does not have a cuttings collection.
Items relating to the Polytechnic are scanned and made available online. To access these, please go to the Library website. Under “Search Tools” please click on the heading “Poly in the News”.

Does the Library have a policy on theses?
The Library has a draft policy on theses. All students who complete post-graduate theses under the auspices of the Polytechnic are expected to supply the Library with 2 copies, one bound and one electronic.
The bound copy will be made available as a reference item through the Theses Collection (Level 4 of the Library).
The electronic copy will be made accessible through the planned Institutional Repository.

Does the Library keep copies of student projects?
No, the Library does not keep copies of student projects.

Where can I go to access a computer in the Library?
To the computer labs on level 4.
The Internet Café on Level 2.

Is there a time-limit to my use of a computer?
No, currently there is no time-limit to your use of a computer.

Do I have to pay to use a computer in the Internet Café?
No, currently internet services are free of charge.

Can I use the computers in “Periodicals” on level 2 to surf the Internet?
No, these computers are for accessing e-Resources and World Bank sites only.

Why are 2 of the computers in Periodicals restricted to World Bank sites?
These computers were donated to the Library by the World Bank as part of Namibian Development Information Centre resources.
The proviso was that they be used to search World Bank sites only.

What are the 2 Labs on Level 3 used for?
These are training labs, used mainly for Library and Information Skills Training.

Which staff member do I go to if I have questions about the Library in general?
Library Assistants at the services points are well equipped to respond to your general queries.
However if the information needed is beyond their knowledge they may refer users to a Librarian.

Which staff member do I go to if I have questions about searching the online catalogue?
All Library Staff can help users with searching the online catalogue.

Which staff member do I go to if I have questions about how to find books on the shelves?
Library Assistants on levels 3 and 4 are responsible for helping users to find books on the shelves.

Which staff member do I go to if I have questions about e-resources?
In-depth information and teaching about e-resources is provided by Subject Librarians.
However all Library staff can provide the basic assistance on how to access e-resources.

Which staff member do I go to if I have questions about carrying out research for my project?
Subject Librarians.

DEPARTMENTAL RESOURCE CENTRES (DRCs)

What are Departmental Resource centres?
These are departmental libraries for academic staff use only.

Can I borrow book from a DRC if the Library copy is out?
No, DRC books are for academic staff use only.

Can a lecturer take a DRC book out in his/her name and then lend it to me?
No, lecturers are not permitted to lend DRC books to students.

What will happen if I am found in possession of a book from a DRC?
Since students are not permitted to borrow DRC books, you will be sent for a disciplinary hearing as it will be assumed that you accessed the book illegally.
If a lecturer lent you the book, he/she is subject to a fine.

Do Distance Centres have libraries?
Yes, Distance Centres have libraries.
The size of a Distance Centre Library depends on the number of Polytechnic students registered there.

Who runs the libraries at the Distance Centres?
They are run by the Regional Co-ordinator in charge of the specific Centre.

Can students borrow books from Distance Centres?
Yes, students registered at the Polytechnic of Namibia may borrow books from the Distance Centres.

Can a student based in Windhoek access Distance Centre collections and vice versa?
Students based in Windhoek are encouraged to make use of the large range of information sources in the Main Library of the Polytechnic of Namibia, and not to access the limited resources at the Distance Centres.
Students based in the Regions however, may access the collection at the Main Library in Windhoek. However, they are encouraged to do this through the Regional Co-ordinator of their Distance Centre.

LIBRARY NEWSLETTER

Does the Library produce a newsletter?
Yes the Library does have a newsletter.

What is it called?
Bibliomane.

How often is it published?
Irregularly.

How do I access it?
Please go to the Library website.
Under “About Us” click on “Newsletter.”
Click on the relevant volume and month.