OIST Graduate University
Policies, Rules, & Procedures
Authority: Approved by the Dean of the Faculty Affairs

Chapter 6 University Library
6.1 Policy Statement
Okinawa Institute of Science and Technology Graduate University Library (“theLibrary”) is a key part of the University infrastructure, critical to the education andresearch activities of the University. The Library provides both a central library facility
and an online environment for University-affiliated users to have access to a diverse
range of literature, reference materials and databases. By providing access to electronic
form of research, scholarship, and creative works of the University (hereaftercollectively referred to as “the Works”), the Library contributes to development ofeducation and research activities as well as promoting information disclosure andestablishing accountability to the society.
6.2 General Considerations
6.2.1 The Library Collection
The Library holds a collection of electronic and printed materials (the Collection) to
support the teaching and research activities of the University. The Collection
includes sufficient printed materials to support teaching and general reference needs
on campus, and also contains a large amount of electronic material to allow users toaccess a wide range of sources that cannot be provided as printed material becauseof cost and limitations on space. In addition, the electronic material is accessible tousers remotely both on and off campus.
6.2.1.1 Books
A limited collection of printed books is maintained in the library on campus. This
includes textbooks used in courses taught at the University, important researchreference books, and selected books of general interest. The main focus is on
science and technology, but the Library also holds material to assist in the daily lifeof the University staff and students. The Library maintains a catalog and book ID
system that tracks each book owned by the Library. This reduces duplication andenhances the range of books available to all users.
6.2.1.2 Journals
The Library strives to allow reasonable access to the widest available range ofjournals to support the academic activity at the University. When new areas ofinterest arise, effort is made to subscribe to additional relevant journals. The
Library will review annually the list of journals under subscription and makeadditions and deletions, taking into account the changing needs of the University
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Ch06_UniversityLlibrary_20200326_en_clcommunity and the available budget. Print copies of the most high-demand
journals are also kept on display, for up to 6 months or until space is no longer
available. Older copies of these print journals are kept in storage until disposed of.
6.2.1.3 eBooks
Books with a limited lifespan that are rapidly updated, are better provided aselectronic books rather than printed books. These include intrinsically transientpublications like manuals for specific software and programming handbooks,
methods manuals, and technical guides. In addition, electronic versions of booksare provided when use is infrequent where they are only available electronically.
eBooks and print books are treated alike by the catalog and can be accessed frominside the University network.
6.2.1.4 Databases
The Library provides access to a range of databases to support the research andeducational activities of the University and the Graduate School. The Libraryprovides training in searching and using these databases.
6.2.1.5 Reserve Collection
Courses or other University activities may ask that some books, journal articles, orother materials temporarily be set aside for restricted use in a reserve collection.
(ex: Course Reserve Books [link: 6.3.2.1.3])
6.2.1.6 Closed Reserve Collection
In special cases of rare or valuable references or materials, the Library may
establish closed reserve collections that require special approval from the Librarianfor access.
6.2.2 The Okinawa Institute of Science and Technology Graduate
University Institutional Repository
The Library provides open access to the Works of the University personnel and/or
students through the Okinawa Institute of Science and Technology Graduate
University Institutional Repository (hereinafter referred to as “OISTIR”). The detailsof OISTIR are defined in “Okinawa Institute of Science and Technology Graduate
University Institutional Repository Operational Guidelines.”
6.2.3 Layout of the Library
The Library provides a range of areas and rooms for different uses. This includes
desks for studying, computers to access the library catalog and electronic collection,
comfortable chairs for reading, copying, and facilities for user-operated check-out ofbooks.
6.2.4 Interlibrary Collaboration and Cooperation
The Library maintains membership in associations and consortia of university,
research, and public libraries across Japan to support the activities of the Library.
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These agreements allow University faculty, staff and students access to a wider rangeof material than can be held within the University Collection. As a corollary, theUniversity then allows other universities and consortia members access to theholdings of the University, as long as these are in agreement with the conditions
imposed by publishers and suppliers of those materials to the University.
6.2.5 Copyright Management
The Library manages the University’s obligations under the various national
copyright conventions, including the copying and storage of journal articles, books,and database materials.
6.2.6 Access
The Library is a limited public access library and will provide storage for a defined
range of materials pertaining to the operation of the University and for theUniversity records of public interest, and will provide reasonable access to thosematerials.
6.3 Rules
6.3.1 Library access
6.3.1.1 Hours of Operation
The Library offers 24 hour access to registered users. On-site Library assistance will
be provided from 9:00am to 5:30 pm from Monday to Friday except holidays andnew year holidays.
6.3.1.2 Registered Users of the Library
OIST students, faculty, researchers, administrative staff, and specially approved
other staff including collaborators, interns, and other guest researchers and faculty,
are deemed “Registered Users of the Library” and are given borrowing and online
resources access rights. OIST ID serves to identify our registered users for theLibrary.
6.3.1.3 Unregistered Users of the Library
Unregistered users may use the University Library facilities while library staff arein attendance. As Unregistered Users of the Library [Link: 6.8.2], such visitors do
not have the right to borrow books or journals, and access e-resources, though they
may read books/journals while in the Library.
6.3.2 Rules for the Library
Consideration for the safety and security of the Library Collection, the Libraryfacilities, and other users are the guiding principles of use. Library facilities andequipment must not be used for non-University or commercial purposes (such as
running a business or buying and selling items on line). At no time may unlicensed
commercial video, film, recorded, or printed materials; other legally restrictedmaterials; or pornography or other inappropriate material be viewed, downloaded,or distributed using Library facilities.
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Ch06_UniversityLlibrary_20200326_en_cl6.3.2.1 Rules for Borrowing
Registered users are allowed to borrow up to 15 items from the library. Books canbe borrowed for 30 days, and print journals and electric media for 7 days. Course
instructors can check out one copy of textbooks for duration of the course.
6.3.2.1.1 Renewals
Registered users may request to renew borrowed library materials by email or ata Counter if another user hasn’t placed a request on their books. Paper Journalloan may not be renewed.
6.3.2.1.2 Overdue
When a registered user has overdue books, the library will not allow the user tocheck out other books until the user return the overdue books to the library.
6.3.2.1.3 Course reserve books
Library should keep at least one copy of the course reserve books per class in thecurrent semester collection. When the library holds more than one copy of course
reserve books in the current semester, any available copy in the library at thatpoint of time is designated as course reserve books. When all available copies arechecked out, a copy with the smallest call number is recalled as a course reservebook regardless of loan period. A user who is borrowing books which wereassigned the course reserved books, they have to return the books upon thelibrary’s request. The period of the course reserve is from one week before asemester starts to the last day of the semester. Upon course instructor’s requests,
the library may purchase up to 50 % of the number of students registered in class.
6.3.2.2 Rules for use of Behavior in the Library
Appropriate behavior is expected of all users when in the Library. Patrons whose
behavior is inappropriate will be asked to desist or will be required to leave thepremises.
6.3.2.2.1 Drinking of non-alcoholic beverages is permitted, but food is notallowed in the Library. Open drink containers (cups, mugs) may not be placed on
the same surface as electronic equipment (computers, copiers, etc.), or on
bookshelves, at any time. Closed or spill-proof drink containers are required.
6.3.2.2.2 Those using the Library must not make noise that disturbs others,
whether by talking or from electronic or other devices.
6.3.2.2.3 No animals or biological specimens are permitted in the Library.
6.3.2.2.4 Laboratory coats or gloves may not be worn or brought into the Library.
6.3.2.3 On-Campus Network Access to Library Facilities
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Ch06_UniversityLlibrary_20200326_en_cl6.3.2.3.1 All Registered Users may access Library facilities from any on-campus
computer with access to the University network, using their University ID andpassword. These are not to be shared with non-Registered Users.
6.3.2.3.2 Materials that are licensed only for use within the University are notpermitted to be removed from the University environment.
6.3.2.3.3 Library facilities and equipment must not be used for illegal purposes(such as file sharing or downloading unauthorized content).
6.3.2.4 For use of library for Unregistered Users
Unregistered users who intend to use the library for a day or less shall fill in the
Library Unregistered Users Form [link:6.6.3] at the library’s service counter andfollow the instructions from library staff. A few unregistered users such as honoredguests, visiting faculty, and faculty spouses may be permitted to use the library
space during a 2-year period beginning from the day on which they fill out theSpecial Permission Request for Library Use Form [link:6.6.3] and receive
permission from the Library Director. Priority to use of personal computers in thelibrary is given to registered users stipulated in 6.3.1.2, so those who wish to use apersonal computer should bring their own personal computer.
6.3.3 Use of Library Facilities from Outside Campus
Library facilities may be accessed by Registered Users from off-campus by VPN signin, or through alternative secure means that may be arranged by OIST IT staff.
Registered Users are not permitted to share or distribute their passwords, ID andVPN access codes with non-registered users or others.
6.3.4 Protection of Copyright
Only limited copying of copyright material is allowed in the Library. Users may copy
materials in the Library within the limits of the Copyright Act (Act No. 48 of May 6,1970).
6.3.5 Terms of Use for E-resources
The following actions are prohibited by the Copyright Act and license agreements ofproviders.
6.3.5.1 Systematic downloading of multiple full-text files within a short period oftime manually or with auto-downloading software, etc. (Downloading of multiplereference citations, e.g. into Endnote, is acceptable.)
6.3.5.2 Reproductions or redistribution of full text data.
6.3.5.3 Using the full text data for purposes other than individual use.

5Ch06_UniversityLlibrary_20200326_en_cl6.3.6 Rules on Managing Books in the Library Catalogues
6.3.6.1 Purpose
The purpose of these Rules is to stipulate standards and requirements relating tothe acquisition and management of the materials in the Library Collection, andthereby ensure proper, efficient and good management of materials. These Rules
are based on the Accounting Standard, Article 42 of the University.
6.3.6.2 Definitions
6.3.6.2.1 “Acquisition” refers to the procedure for acquiring materials for thelibrary by selection, order, and acceptance inspection and for receiving donations
or other contributions.
6.3.6.2.2 “Management” refers to the registration, organization, storage,inspection, and disposal of unnecessary materials.
6.3.6.3 Person Responsible for Collecting and Managing Library Materials
The Person responsible for acquiring and managing Library materials shall be theLibrary Director.
6.3.6.4 Scope of Materials
The “materials” referred to in these Rules are the books (fixed assets), journals(non-assets), eBooks, databases, other software, and related materials that theLibrary as an organization manages and that are used for the purposes of researchand education. In these Rules, books include the following:⚫ Books that are used for the purposes of learning, education and research.
⚫ Books that are planned for use for one year or longer.
6.3.6.5 Acquisition
6.3.6.5.1 Selection of Materials
Materials shall be selected in accordance with the policy of the Library Collection.
Provided, however, that when making a decision to purchase materials the budget,
nature of the materials, and necessary storage requirements are taken intoaccount.
6.3.6.5.2 Ordering
Materials shall be ordered by the Library. At the time of submitting a purchaserequest, a decision shall be made as to whether or not to record the materials asassets.
6.3.6.5.3 Acceptance Inspections
Acceptance inspections of materials shall be carried out by the Library staff.
6.3.6.5.4 Donations
Basically, the Library doesn’t accept donations of books or other materials except
for special cases. The Library Director may approve to accept special donations of6

Ch06_UniversityLlibrary_20200326_en_clbooks or other materials that conform to the Library’s Collection policy and thatare considered to be suitable as items for use with some kind of consideration.
6.3.6.6 Management
6.3.6.6.1 Registration
6.3.6.6.1.1 The necessary information on the acquired materials shall be
registered in the Library’s system.
6.3.6.6.1.2 Books that to be recorded as fixed assets for accounting purposesmust be stamped with the book stamp “OIST Graduate University Library” andregistered every year in the fixed asset ledger.
6.3.6.6.1.3 Books that are to be recorded as non-assets for accounting purposesmust be stamped with the book stamp “OIST Graduate University Library” andregistered every year in the non-assets book ledger.
6.3.6.6.2 Organization
6.3.6.6.2.1 Materials registered in the manner specified in the preceding article
shall be organized according to the Library system.
6.3.6.6.2.2 All other materials shall be organized appropriately by the Librarystaff.
6.3.6.6.3 Storage
Once materials have been organized, they shall be stored in their specified place.
Provided, however, that materials that are on loan shall be stored at theresponsibility of the user. If a user loses or damages books that are on loan, he or
she must report this to the Library.
6.3.6.6.4 Inspection of Books
Stock collation shall be performed on books once a year.
6.3.6.6.5 Determination of Unnecessary Materials
Materials that fall under any of the following categories may be determined as
being unnecessary materials.
6.3.6.6.5.1 Materials that have become grossly soiled or damaged due tofrequent and long-term use, and that are deemed to be irreparable, or whoserepair cost is deemed to exceed replacement cost.
6.3.6.6.5.2 Materials that are deemed to have lost their usefulness due tosuccessive revisions, the issuance of re-editions or the obsolescence of theircontent, and that are deemed to not need to be stored.
6.3.6.6.5.3 Materials that were acquired with the intention of short-term use,
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Ch06_UniversityLlibrary_20200326_en_cland that are deemed to have lost their value due to the passage of time and thatare deemed to not to need to be stored.
6.3.6.6.5.4 Materials that had a retention period set and such period has expired.
6.3.6.6.5.5 Materials for which a duplicate exists other than the original
document that is required to be stored.
6.3.6.6.5.6 Materials that can be judged as being appropriate for utilization inother forms, e.g. books replaced with eBooks.
6.3.6.6.5.7 Materials that are lost for 2 or more years.
6.3.6.6.5.8 Any other materials identified as unnecessary by the Librarian.
6.3.6.6.6 Disposal
Materials that are determined to be unnecessary as stipulated in the precedingarticle shall, with the approval of the Library Director, have their registration
canceled and be sold, donated or disposed of.
6.4 Responsibilities
6.4.1 Responsibilities of Users
Users of the Library must respect the physical and electronic online environment of
the Library and the rights of other users. Users are responsible for ensuring that theycorrectly check borrowed material out, and that they return such material at theappropriate time. Users will be asked to pay for the replacement or repair of material
and equipment that is unreasonably damaged or rendered unusable. Users should
follow designated procedures for use of electronic media and software so as not todamage or infringe on the use by others. Users should obey copyright regulations
and restricted use rules.
6.4.2 Responsibilities of Library Staff
Library staff will be available to assist patrons in the use of the physical andelectronic collections, and to maintain the University Collection in a suitablecondition for such use. Library staff are responsible for day-to-day activities of thelibrary such as inventory control, book and journal shelving, and ensuring securityof the Collection. Library staff are responsible for ensuring that library policies forfair use are observed. Library staff provide training and assistance in the use of
Library collections for users.
6.4.3 Responsibilities of the Librarian
The Librarian is responsible for the daily operation of the Library, maintenance anddevelopment of the Collection, maintenance and training in information
management required to support the electronic databases and online resources of
the Library, and the interaction of the Library with other libraries and institutions.
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The Librarian is responsible for performance of the Library staff, for managing thebudget allocated to the library, and for negotiating with suppliers and agents ofpublishers to purchase new books and journal subscriptions.
6.4.4 Responsibilities of the Library Director
The Library Director is responsible for overall operation and management of theLibrary. The Library Director will supervise library staff and evaluate performanceof the Librarian. The Library Director oversees the assets of the library and operates
within the approved library budget. The Library Director has authority for making
decisions for library related issues and policies. The Library Director will meet with
the Library Committee [link: 6.8.5] at least twice a year to obtain recommendations
regarding operation of the Library and new purchases/deletions for the Collection
6.4.5 Responsibilities of the Library Committee
The Library Committee [link: 6.8.5] meets at least twice a year to provide advice on
the operation of the Library. This includes addition and deletion of books, journals,
databases, and other materials as required by new faculty or new directions ofresearch at the University and on the best use of the Library budget. The LibraryCommittee reports at least once a year on Library activities to the Faculty Assembly.
Details on Library Committee are stipulated separately by the Library Director.
6.5 Procedures
6.5.1 Borrowing and returning books and other library materials[link: https://groups.oist.jp/library/book-purchase-request-oist-library]
6.5.2 Requesting purchase of new books[link: https://groups.oist.jp/library/book-purchase-request-oist-library]
6.5.3 Requesting purchase of new journals and detabaseThe library conducts a subscription survey for online journal requests once a year.
The unit or research section can submit their request per unit/section during thesurvey.
6.5.4 Requesting book reservation[link: https://groups.oist.jp/ja/library/book-reservation-request]
6.5.5 Requesting interlibrary loan
[link: https://groups.oist.jp/library/interlibrary-loan-ill-requests]
6.5.6 Requesting photocopies of books in the Library
When users request photo copies of library materials, they need to submit thePhotocopy Application Form [link: 6.6.2].
6.6 Forms
6.6.1 24-hour Library Access Request
9Ch06_UniversityLlibrary_20200326_en_cl6.6.2 Photocopy Application Form
6.6.3 Unregistered User Form
6.6.4 Special Permission Request for Library Use Form
6.7 Contacts
6.7.1 Policy Owner: The Dean of the Faculty Affairs
6.7.2 Specific details of Library policy and related issues may be discussed withthe Librarian in person or by email at library@oist.jp.
6.8 Definitions
6.8.1 Registered User:
An individual who has OIST ID and security cards.
6.8.2 Unregistered User:
An individual who has no OIST ID and security cards.
6.8.3 Librarian:
The OIST employee assigned through the Office of the Dean of the Faculty Affairs tocarry out the responsibilities designated in section 6.4.3.
6.8.4 Library Director:
he Dean of the Faculty Affairs serves as the Library Director.
6.8.5 Library Committee:
The Library Committee includes members of the OIST academic community
appointed by the Dean of the Faculty Affairs.

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