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About the Library: Policies


Circulation Policy

Eligible Borrowers

  • All members of the University community (registered students and employees on the Khalifa University payroll) are eligible to borrow materials from the library.
  • Other staff may borrow library materials with prior permission from a university manager.

Borrowing policies

  • Materials are to be checked out at the Circulation Desk before leaving the library
  • Borrowers are responsible for loans until the material has been returned and checked in.
  • Loaned items may not be transferred from one borrower to another, but must be returned to the library and re-issued.
  • Borrowers should observe due dates.

Circulating Materials

  • All books in the general collection
  • Back issues of periodicals
  • Current issues of periodicals (for teaching staff only)
  • Copies of audio-visual materials

Non-Circulating Materials

  • Reference materials (e.g. encyclopedias, dictionaries, directories, manuals, handbooks)
  • Reserve books (see section on Reserves below)
  • Unprocessed books (newly received in the library)
  • Final year project reports
  • Bound volumes of periodicals
  • Newspapers
  • Originals of audio-visual materials

Loan Periods

Recalls:  All loaned materials are subject to recall by the library earlier than their due date, if required urgently for teaching purposes.

Renewals:  The borrowed material can be renewed once provided that another user does not require it.

Overdue Notices

  • Borrowers with overdue materials will be notified.
  • A maximum of two notices will be generated, after which the borrower will be charged the cost of replacing the overdue item.
  • Users who do not comply with the policy may lose borrowing privileges.


  • Course reserves offer in-library access to materials that are required for courses.
  • Reserve materials are available on a first-come first-served basis.
  • Reserve materials may be checked out for overnight use and must be returned within 30 minutes of opening the next morning.
  • Teaching staff may recommend reserve materials for their courses or supply personal copies.
  • Materials are kept on reserve for the duration of the course or as specified by the teaching staff.
  • At the end of the reserve period/academic year, the library-owned reserve books are returned to the general collection and personal copies to the faculty.

Lost, Damaged or Mutilated Materials

  • Borrowers are responsible to pay replacement cost for lost or damaged materials. Those who underline words, deface, mark, cut, mutilate or lose any library material, have to pay the full cost of its replacement (its current price plus handling)
  • A higher charge may be levied if the material is out-of-print or difficult to replace.


  • Students are required to return all issued library materials and textbooks before the last working day of the academic year, and to obtain a Library Clearance Report in order to release grades from the Registrar.
  • University regulations require staff and students to obtain a Library Clearance at the end of service or upon withdrawal from an academic program. The library will endorse the clearance form when all borrowed materials are returned.