Comprehensive framework for library operations and user services
The University of Rwanda Library Services (URLS) is committed to providing quality information services to support teaching, learning, research, and community engagement. This policy document outlines the framework for library operations and user services across all nine campuses.
The policy applies to all library users, including students, academic staff, administrative staff, researchers, and external users. It is designed to ensure equitable access to library resources while maintaining the integrity and security of library collections.
To facilitate the pursuit of knowledge and creativity through user-focused services and collections in an inviting, collaborative, and innovative environment.
The library serves the following categories of users:
| Category | Access Level | Requirements |
|---|---|---|
| Registered Students | Full Access | Valid Student ID Card |
| Academic Staff | Full Access | Valid Staff ID Card |
| Administrative Staff | Full Access | Valid Staff ID Card |
| Researchers/Visiting Scholars | Reference Access | Registration at Campus Library |
| External/Community Users | Reference Only | Valid ID and Day Pass |
| Alumni | Limited Access | Alumni Card |
All registered students are automatically members of the library. Student ID cards serve as library cards and must be presented when borrowing materials.
All university staff are automatically registered as library members. Staff ID cards are required for borrowing.
External users may register at any campus library by presenting a valid national ID and completing a registration form. A refundable deposit may be required for borrowing privileges.
Library materials may be borrowed by registered users according to their borrowing entitlements. Reference materials, reserve collections, and special collections are for library use only and may not be borrowed.
| User Category | Maximum Items |
|---|---|
| Undergraduate Students | 5 items |
| Postgraduate Students | 10 items |
| Academic Staff | 15 items |
| Administrative Staff | 5 items |
| External Users | 3 items (with deposit) |
| Material Type | Loan Period | Renewals |
|---|---|---|
| General Collection (Books) | 14 days | 2 renewals (if not requested) |
| Short Loan/Reserve | 2 hours - 3 days | Not renewable |
| Journals (Bound) | 7 days | 1 renewal |
| Multimedia Materials | 7 days | 1 renewal |
| Laptops/Equipment | 4 hours | Not renewable |
Overdue materials are subject to fines to encourage timely return and ensure equitable access for all users.
| Material Type | Fine Rate | Maximum Fine |
|---|---|---|
| General Collection | 100 RWF per day | 5,000 RWF per item |
| Short Loan/Reserve | 200 RWF per hour | 10,000 RWF per item |
| Journals | 100 RWF per day | 3,000 RWF per item |
| Laptops/Equipment | 500 RWF per hour | 25,000 RWF per item |
Users are responsible for items borrowed on their account. Lost or damaged items must be replaced or paid for at current market value plus a processing fee of 5,000 RWF.
Library users are expected to:
Users may appeal fines or other penalties by submitting a written request to the Campus Librarian within 14 days of the fine being issued. Appeals should include:
The Campus Librarian will respond within 7 working days. If the user is not satisfied with the decision, they may appeal to the University Librarian.