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 librarys 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 Librarys Internal Control activities with the activities of the Universitys 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
librarys 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 officers 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.
Misconduct
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.
Leaving the Library without material being issued.
Procedures to be followed with regard to clients leaving the Lbrary with material not issued

The person who allegedly left the library with material not issued or misbehaving is requested to accompany
the Internal Control Officer to a quiet place (office) or security offices

Protection staff is called to the scene if required or if client not cooperative

An Internal Control form must be completed by the Internal Control officer /Librarian on duty

The person must complete the form as well to give his/her own explanation of the incident.

The Internal Control Officer/Librarian and client must sign the form

Library material in question should be confiscated and forwarded to the Executive Director: Library
services/ Branch librarian

A preliminary discussion meeting should be scheduled the next day in order to discuss the incident with the
client and to make recommendations to the University Disciplinary Committee

The preliminary discussion group comprises of :

o

Muckleneuck Branch:

Manager: Housing

Supervisor: Internal Control

Building manager: Protection Services

Other branches and Regions:

Regional Director or assignee

Head: Branch Librarian

Building manager: Protection Services

NB: Witnesses may only be called in case there is a need for their explanation
Steps to follow :

Secretary should invite the person to the preliminary discussion in writing

Other stake holders should be diarised for the meeting

Make available the items in question together with all accompanying documents

The person must be informed of possible outcomes of the University Disciplinary Committee

Why a preliminary discussion?

To determine the extend of the damage to the material in question and possible motives for damaging the
material or behaviour

To determine whether there is a case to be referred to the University Disciplinary committee

Misbehaviour of Library Clients

Internal control measures are taken with regard to matters stipulated in the Unisa Library Code of Conduct
see Your service guide at Unisa. 2010: 62.
The following procedure applies when finding a person misbehaving in the Library:

In the case of a first offence, inform/educate the relevant user about the inappropriate behaviour eg. noise,
loitering, littering, eating and drinking

A verbal warning is given to a person at two respective occasions of misconduct record of the incidents
must be kept on the loan record (note field)

A letter is sent to the relevant client after the second warning to explain the seriousness of the persons
misconduct and to draw the persons attention to the relevant part in Your service guide @Unisa

Final warning is issued upon a 3rd offence. An IRD Internal Control form must be completed by the Internal
Control officer / Head of Branch library or assignee. The form is forwarded to the Supervisor: Internal Control
in the case of the Muckleneuk Library and to the Head of Library in the case of Branch Libraries

A note regarding the incident must be placed on the users loan record

The matter is referred to the IRD/ Protection services Preliminary Discussion Committee meeting in order to
discuss the incident with the client and to make recommendations to the University Disciplinary committee.

In the case of the Muckleneuk Library the Library is represented by the Director: IRD or the Manager: Housing and
the Supervisor: Internal Control and the Building Manager (Protection services): Samuel Pauw Building or assignee.
In the case of the Regional Libraries the Library is represented by the Head of Library and relevant staff and the
Regional Director or assignee and relevant Protection services staff. Witnesses may be called if required.
Defacing/vandalising of library material

Due to the seriousness of this matter, the case should immediately be referred to the Supervisor: Internal
control or Head : Branch library and relevant Protection services staff for the necessary action to be taken

An IRD Internal Control form should be completed by Supervisor/Head: Branch

The form should be forwarded to the Supervisor: Internal Control

The matter is referred to the IRD/ Protection services Preliminary Discussion Committee meeting in order to
discuss the incident with the client and to make recommendations to the University Disciplinary committee

In the case of the Muckleneuk Library the Library is represented by the Director: IRD or the Manager: Housing and
the Supervisor: Internal Control and the Building Manager (Protection services): Samuel Pauw Building or assignee.
In the case of the Regional Libraries the Library is represented by the Head of Library and relevant staff and the
Regional Director or assignee and relevant Protection services staff. Witnesses may be called if required.
Misbehaviour/ theft of library material at Regional Libraries
The procedures to be followed at Regional Libraries in the case of misbehaviour or theft of library material :

The Regional Head of the Branch library should ensure that the standardised form be completed should
there be a case of theft or misbehaviour

The Regional Office should institute a Fact Finding committee consisting of the Regional Head of the Branch
library, Regional Director, Two senior managers, Security personnel and SRC (in case of a student) to meet
with the relevant client and ensure during this meeting that details captured on the form were correctly captured
at the time of the incident. This Committee must finalize their mandate within one month of alleged
transgression.

The Regional Office should not make any decision to warn or prosecute.

The Regional Office to submit a report explain the incident and additional information gathered at the Fact
Finding meeting to the Manager: Student Disciplinary Matters, Mr G Waldeck, with proof of evidence.(e.g. the
book tampered with and all relevant completed forms at the time of the incident, affidavits taken by Security).

Mr Waldeck will make a recommendation to the University Registrar regarding the case, who will institute
disciplinary action or warning. The client will be informed via Mr Waldecks office of the charge laid against
him/her and date of University Disciplinary Committee hearing to be held in Pretoria.

Students are invited to attend the hearing in Pretoria. Should they not be able to attend hearing they may
submit an affidavit explaining what has happened or follow their rights as set out in the Disciplinary Code for
Students. Travelling will be at their own cost.

In case of a Student Disciplinary Committee meeting, Regional staff do not need to attend the hearing.

Mr Waldeck will represent the library staff at the hearing.

http://libguides.unisa.ac.za/c.php?g=355721&p=2400007