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Library Internal control manual: Library Internal control procedures

The purpose of this manual is to give an overview of behavioural aspects that fall within the mandate of the Internal Control officers. It also indicates the alignment of the Library’s Internal Control activities with the activities of the University’

Access controlled areas - Muckleneuk Library

No auauthorised staff are allowed in the following areas :

  • Level 1 : Delivery Office 
  • Level 2 : Secure books area

Only staff, registered Masters, Doctoral and disabled students are allowed in the Research Commons on level 4

The Reception area on level 5 is access controlled and can only be accessed with prior permission.

Internal control procedures

Security gate procedure

The  3M  Magnetic  Detection  System  is  a  magnetic-based  surveillance  system  that detects the unauthorized removal of library materials.

The purpose of the 3M detection system is to remind all clients to check out Library materials properly before leaving the library.  All clients entering the library are expected to enter through the turnstile using their membership cards and to exit through the security system gate.

Procedures to follow when detection system alarm is triggered

  • A library client is referred to the Lending desk to ascertain whether the library material is issued.
  • Internal Control or Protection services officers are authorized to ask the patron whether he/she has library materials that may have set off the alarm. They are also authorized to check all clients’ possessions, and may request to be shown proper identification of any person within the library.
  • In the case where there is proof of non-adherence of library regulations are authorized to call the Internal Control Supervisor or Protection Services
  • Should library material be found to be unissued, Protection Services staff will log a security report (SR) and escalate the matter to the Internal control Supervisor who will fill in the Incident form. If the source of alarm cannot be determined after rescanning of library materials, the Internal Control Officer/Protection services staff members may follow up on the matter by investigating alternative information.
  • A report of the incident should be completed by the Internal Control officers. This report must be submitted to the Supervisor: Internal Control and Recovery

Background

The role of the library’s Internal Control officers is to monitor the behaviour of library clients to ensure that the library can be a place conducive for research and study, and to inform library clients about library rules.

The purpose of this manual is to give an overview of behavioural aspects that fall within the mandate of this team. It also indicates the alignment of the Library’s Internal Control activities with the activities of the University’s Department of Protection services.

For occupational health and safety see Policy and for disciplinary action see Student Disciplinary Code

The manual is written for the use of the employees of the Muckleneuk library Branch librarians may need to adjust the library’s Internal Control activities and contact details in accordance with the circumstances of the relevant library.

Contact details

Library Internal Control Office 

Telephone: 012 4293389 or speed dial 5097

Physical address :

 Samuel Pauw Building,  Muckleneuk Campus, Pretoria,  Level 3: Office 75

Unisa Protection Services Muckleneuck

Protection services : 012 429 3222/3

Unisa Emergency Line : 012 429 6666 – Muckleneuck

Other emergency numbers

Ambulance: 911

South African Police Service: 10111

Computer usage policies

Computer users must be used in accordance with the stipulated Internet, Electronic Communication and Web Management Policy

Disciplinary procedures

The library considers all offenses listed in the “Disciplinary Code” to be sufficiently serious to warrant swift and firm disciplinary action, regardless of the monetary value of the library property involved.

The library will work closely with the Protection Services and Student Disciplinary committee to ensure prompt and appropriate adjudication.

Depending on the nature of the infringement, misconduct violations may be subject to probation, reprimand, penalties, suspension of membership, or prosecution through criminal courts.

Misconduct

Should an incident of client misconduct be observed or be reported by a Library staff member or Protection services staff, it is the Internal Control officer’s responsibility to handle the situation either by dealing with it directly or referring the matter to Supervisor: Internal Control and Recovery.

Examples of personal misconduct in accordance with the University disciplinary code 

  • Violation of University policies (e.g. disciplinary, admission and lending).
  • Use of abusive, obscene, or suggestive language with library staff or clients.
  • Display of threatening, aggressive, or annoying behaviour or unwanted attention.
  • Sexual harassment or overt sexual behaviour.
  • Disruptive behaviour such as excessive noise (including audible electronic devices or cell phone conversations).
  • Displaying of offensive Internet content.
  • Refusing to leave the library in accordance with library hours or during the event of an emergency evacuation.

 Examples of property misconduct in accordance with the University disciplinary code 

  • Defacing, mutilating, vandalizing, marks in, or in any way damaging library property (collection material, computer or photocopying equipment, furniture, etc.).
  • Reserving library space or materials such as books and journals for the exclusive use of an individual or group by hiding it away from where it should be located.
  • Neglecting or refusing to return library material.
  • Stealing or attempting to steal library or personal property or knowingly possess stolen library property.
  • Conducting unauthorised business in the library.
  • Refusing to show his or her identification document upon request by a library staff member or Protection services.
  • Unauthorised access in any of the access-restricted areas without authorization
  • Urging or influencing any person to commit a violation.

Incidents of client misconduct should be reported within one working day to the Supervisor: Internal Control and Recovery and depending on the seriousness of the case a fact finding committee should be assembled within two weeks..

Various steps are followed to determine the need for escalation of the matter to a fact finding committee.

In the case of workplace violence, which may include use of weapons or instruments such as bombs the matter should be reported without delay to Protection Services for urgent attention.