Library Membership and Privileges
Learn more about which library membership category you belong to and its privileges you can benefit from.
Library Membership
APU Staff and Students
- Students who have paid their library deposit and/or annual library fees and staff who have received their employment offer letter automatically gain their library membership. The borrowing privileges and other library related services between students and staff will vary.
- Your membership profile is created automatically once you are enrolled in the university’s enrolment system (for students) and HR management system (for staff). It may take up to two working days for your library membership activation and before you can start using the library services.
- Staff and student ID card serves as the only official library membership identification. Therefore, you must present your ID cards to gain full access to the library services and facilities.
- Alternative official ID cards (with photo) (e.g. driving licence, MyKad, Passport) will be only accepted for exceptional situations (e.g.: lost / damaged ID etc.) and this is solely under the library management’s discretion.
Library Membership Expiration/Termination
Staff
If you are discontinuing your employment with APU:
- You will need to complete an Exit Checklist form provided by HR as outlined in APU Staff Handbook.
- Login to My Library Account to check for any outstanding fines or books.
- Clear the outstanding transactions if there are any prior to bringing your Exit Checklist to the Library Manager for approval.
- Your profile will then be updated as “Withdrawn” in the system to indicate the expiration of your membership.
Students
- Membership expires automatically upon completion of an academic program.
- Membership will be terminated if student choose to discontinue their studies from the university for any reason.
In any of the above reasons, students are required to login to E-forms to submit an online Exit Application form to facilitate the membership termination and library deposit refund process.
EFREI Students
You must return the borrowed books and clear any outstanding library fines two to three weeks before your leave for your home country. You do not have to submit the online exit application form. Membership will be terminated as soon as your account is cleared.
Manual Library membership termination form:
There may be some exceptional circumstances where the online Exit Application may not be applicable and will require the student to submit a printed library membership termination form instead.
Exit Application form submission:
- Prior to your Exit Application submission, login to your My Library Account to check for any outstanding fines or books. Clear the outstanding transactions if there are any. This will help to expedite the refund process.
- Follow the steps below to submit your exit application:
- Login to APSpace.
- Under the “Collaboration & Information Resources tab:, choose “e-Forms”. A new tab will open in your browser where you can find the “Exit Application” form listed at the bottom of the page.
- Complete the form by providing the required details. Choose either “Completion” or “Withdrawal” depending on the reason for your membership termination (you will be required to attach a scanned copy of your flight ticket for security deposit) and click “Submit”.
Borrowing Privileges
The library has both print and electronic resources to borrow from. You will have to use your ID card to borrow them. You are highly encouraged to use the self-checkout kiosk to borrow books. If you encounter any issues at the kiosk, bring your items to the library counter for further assistance. Refer to the table below to understand the category you belong to and the number of items you can borrow.
How many items can I borrow?
| Membership Categories | No. of Loans (at any one time) |
|---|---|
| Certificate, Foundation, Diploma and Degree Students | 4 items |
| Postgraduate Students (Full-time) | 10 items |
| Postgraduate Students (Part- time) | 6 items |
| Academic Staff (Full-time) | 20 items |
| Academic Staff (Part-time) | 10 items |
| Administrative Staff | 2 items |
| English Language Course Students | 2 items |
| EFREI Students | 2 items |
What can I borrow and how long is my borrowing duration?
| Collection Type (see the round coloured spine label on books) | Duration |
|---|---|
| General circulation (no coloured labels attached) | 7 days |
| 3 days loan (yellow coloured label) | 3 days |
| Overnight loan (red coloured label) | 1 day |
| Staff circulation (green coloured label) – for academic staff only (*other users are allowed to borrow only under exceptional loan which will be subject to approval by the library management. Loan duration will vary under such circumstances). |
120 days (4 months) |
| References, Current Periodicals, Bound Journals | Only to be used in the library as a reference |
| Final year projects and Theses | Only to be used in the library as a reference |
| CD ROMs / DVDs | CD ROMs / DVDs accompanying books can be borrowed with the same privileges as the book. |
| APU Wacom Tablet | 1 day |
| APU Lightpad | 1 day |
Borrowing Library Items
- You must ensure the items being borrowed out are in good condition. You will be fully responsible for any damage to items checked out in your name.
- You must provide your student / staff ID card when borrowing library resources. Any attempt to borrow books with another user’s ID card will result in the card being confiscated.
- You should not allow your student / staff ID card to be used by another individual.
- If you have reported the loss of your ID card, you will be allowed to provide alternative official ID cards (with photo) (e.g. driving licence, MyKad, Passport) as a substitute to facilitate borrowing. You will be given a grace period of 14 days to obtain a replacement card.
- No items are to be taken out from the library unless it has been issued out using the self-checkout kiosk or by a library staff to you.
- Login to My Library Account to ensure that all library items in your possession has been issued out before you leave the library.
Returning Library Items
- Check your email and library account regularly to keep track of your loans due date. This helps to ensure your returns are made on time and further prevents you from incurring overdue library fines. This is irrespective of whether courtesy notices are sent or not.
- You must ensure the items returned are in good condition.
- Return the borrowed items if you plan to be away for a long period.
- You are allowed to assign your representative to return your borrowed items / clear the fines if there are any. Email us if you are making such arrangements for record purpose.
- Email us immediately if there is an emergency or an exceptional situation that prevents you from returning the items by the due date.
Library Notices:
Automated notices will be sent out for overdue books to inform students/staff that the books need to be returned. The notices for an item on loan is sent in the following order:
- Advanced Item Due Notice is sent 2 days before the due date.
- Item Due Notice is sent on the day the item is due.
- Overdue Notices are sent 1, 7, and 21 days after the due date.
- Books more than 60 days overdue are considered lost.
Renewing Library Items
- Check your email and library account regularly to know if your borrowed items are due for a renewal. You can also check if the items have reached its renewal limits. You are responsible in keeping track of the due dates irrespective of whether courtesy notices are sent or not.
- Online renewal – Login to My Library Account to renew the borrowed items (if you have not reached the renewal limit).
- Over the counter renewal – Bring along the library item(s) and request the staff at the counter to renew for you. Check to ensure that the new due-date is updated on the due-date slip inside the book before you leave the library.
Renewal privileges
| Collection Type (see the round coloured spine label on books) | Renewal Limits |
|---|---|
| General circulation (no coloured labels attached) | 2 renewals |
| 3 days loan (yellow coloured label) | 2 renewals |
| Overnight loan (red coloured label) | No renewals allowed |
| Staff circulation (green coloured label) – for academic staff only (*other users are allowed to borrow only under exceptional loan which will be subject to approval by the library management. Loan duration will vary under such circumstances). | No renewals allowed |
| CD ROMs / DVDs | 2 renewals |
| APU Wacom Tablet | 1 renewal |
| APU Lightpad | 1 renewal |
Items cannot be renewed:
- If the borrowed item has reached the maximum renewal limit (2 renewals).
- If it is recalled by the library (under exceptional situations)
- If the item has been reserved / on hold by another user.
- If your library fines have reached RM 25.00 and above. You will have to clear the fines first in order to renew the books.
Exceptions: If you need the book longer after the renewal has reached its limit, return the book and if it is not recalled by any other user, the book can be issued to you as a fresh loan on the same day.
Library Fines
An item will become overdue if it is not returned or renewed on or before the due date. Overdue items incur fines and borrowing privileges are blocked when your fines have reached RM 25.00 and above. Your account will remain suspended until the borrowed items are returned and the fines are cleared.
| Collection Type (see the round coloured spine label on books) | Fines Rate |
|---|---|
| General circulation (no coloured labels attached) | RM0.40 / day |
| 3 days loan (yellow coloured label) | RM1.00 / day |
| Overnight loan (red coloured label) | RM3.00 / day |
| Staff circulation (green coloured label) – for academic staff only (*other users are allowed to borrow only under exceptional loan which will be subject to approval by the library management. Loan duration will vary under such circumstances). | RM0.40 / day |
| CD ROMs / DVDs | RM0.40 / day |
| APU Wacom Tablet | RM10.00 / day |
| APU Lightpad | RM10.00 / day |
Fines for damaged books / items
- When library items are returned in a damaged condition, they will be assessed by the librarian on duty. You will be billed for either a repair fee or full replacement costs, depending on the extent of the damage.
- If the damage has happened while the items were still in your possession, report to us immediately. Provide us with all the relevant information (e.g.: title, author, barcode, date that you borrow, etc.).
- The fines schedule for damaged books are shown below:
| Damage Type | Fines Rate | |
|---|---|---|
| Spine damage | Soft cover | RM12.00 |
| Hard cover | RM15.00 | |
| Loose pages | Per page | RM1.00 |
| Scribbling / Pencil marking | Per page | RM1.00 |
| Dog-eared pages | Per page | RM1.00 |
| Warped pages / Highlighted | Damaged beyond repair. | Replace the book or bear the market cost of the book. |
- As for damaged items such as hardware devices, HDMI cable, laptop locks, the procedure may vary. Write to us if you encounter such situation and we can discuss about the possible solutions. Repair costs are at the discretion of library management and are determined based on the particular circumstances of each case.
Blocked account:
Your library account will be blocked automatically once the fines have reached RM 25.00 and above. This will prevent you from borrowing privileges. Your account and borrowing privileges can be restored once you return the overdue items (if there are any) in good condition and pay off the fines.
Library fine waiver:
Fines are not waived unless approved by the Library Manager or Library Executives on a case-by-case basis after thorough investigation.