Registered library users are classified in several categories as follows:

  • Short Courses
  • Certificate
  • Diploma
  • Undergraduate Students
  • Masters & PhD students
  • Faculty
  • Staff
  • Researchers


The library offers the following services:

  • Lending of books,
  • Periodicals Reference and referral services
  • Inter-library loans
  • Training on usage of library resources
  • Printing service
  • Photocopying
  • Reader services






Monday – Friday                     8:00AM to 10:00PM

Saturday                                  8:00Am to 5:00PM

The library is closed on Sunday and all public holidays



v All users must observe total silence in the library and its environs at all times

v All users are required to show their college IDs to the security officer upon entrance to the library

v Use of mobile phones is strictly prohibited in the library

v All bags, cases, folders etc. must be left in the luggage area outside the library.

v Users are not allowed to leave their baggage overnight in the library. The library shall not take any responsibility for loss of personal property or books already signed out to a user

v Users are not allowed to log in using their personal passwords at the search computers or to access the internet from there. Do not shut down the Resource-mate program after you are through with your search.

v All users are required to show all items to the security officer before leaving the library

v No student is allowed to enter the circulation area without the consent of the library staff

v Anyone caught marking, defacing or mutilating books or any other library material will be expected to pay for the material with the most current edition of the same

v Good order must be observed in the library at all times for example placing of feet on the furniture, eating and drinking, smoking, sleeping etc. will not be allowed

v Group discussions are only allowed in the discussion room and the noise must be kept to a minimum and should not disturb any other user in the library

v Use of sound equipment like radios, Walkman, cell phones etc. is strictly prohibited in the library and its environs

v Seats in the library may not be reserved

v Users are not allowed to reshelf books after removing them from the shelf. Leave the books on the table or on the trolley near the door

v No library equipment may be moved, modified or tampered with without permission from the librarian



v Borrowing period is strictly between 8:00am and 9:00pm on weekdays and 9:00am and 4:00pm on Saturdays

v A user must be a registered student in the current term to be able to use the library services

v All students must present their college ID before borrowing any library materials

v Library materials may not be removed from the library unless the library staff has properly issued them out

v Students are allowed to borrow a maximum of six books for a period of two weeks

v All borrowed materials must be returned on or before the due date

v Students are not allowed to borrow books on behalf of others or transfer borrowed materials to other students

v Students with overdue materials and overdue fines will not be allowed to use the library services

v All reserve materials must be returned at the specified time


The following materials can only be used within the library

v Reference books                      

v Newspapers

v Journals and magazines



v All users will be held responsible for any damage or loss of library materials in their possession and will be required to meet the cost of replacement and processing

v Users must ensure that the books they borrow are in good condition to avoid being held responsible for any damages noted while returning the books

v Lost books must be reported to the librarian immediately and replaced or paid for within 30 days

v Lost library books that are recovered, must be handed to the librarian as they remain the property of the college library



v General collection books                                                Ksh.5 per day

v Reserve material                                                    Ksh.5 per hour

v Books not returned at the end of the term           Ksh.500 per book



v The library committee shall have the power to suspend or exclude from use of the library any user who disregards the library rules and regulations

v The library staff have the right to ask students to leave the library if they are behaving inappropriately or causing disturbance to other users


Damage and loss of library materials: Any user who causes damage to or loss of any library materials or other library property will be charged for replacement costs. Marking of books and other library materials will be regarded as damage.

NB: These rules and regulations are subject to review by the library committee from time to time.



1.0 Introduction

The Circulation section is responsible for delivering and promoting effective library services to all its patrons.

2.0 Library Membership

2.1 Category of membership

Library membership is open to students, alumni, general public, non-teaching staff and academic staff of MMU upon registration or payment of Library membership fee.

2.2 Registration of members

All new students, administrative and academic staff shall be registered by filling a registration form after which a library card is issued.

2.3 Use and replacement of identity cards

Members shall use their personal student/staff identity cards when they visit the library.

2.4 Termination of membership and clearance

Registered library members who include students, staff, part-time lecturers and faculty are expected to clear with the library before leaving the university.

3.0 Loaning of Library Materials

3.1 Loan Periods

 The table below provides details on loan periods.

Collection category

Member category

No. of items

Duration (in weeks)

1.     General

Teaching staff








Part-time teaching staff




Non-teaching staff



2.     Reserve

Teaching staff








Part-time teaching staff




Non-teaching staff





3.2 Renewals

Items borrowed from the library may be re-borrowed for an additional loan period up to two times if there is no request placed by other library users/borrowers.


3.3 Damaged Books

Library members shall be responsible for returning books in good condition and will be charged for damages.

3.4 Reserve Books and Reminder System

3.4.1 Reserve Books

 Reservations shall be done at the beginning of each new semester. Teaching staff reserving books are expected to advise the circulation librarian when the reserved books are to be withdrawn from reserve

3.4.2 Reminders

 Reminder notices shall regularly be sent to library members holding books or having due fines.

4.0 Identification of Members

All library members shall identify themselves at the security desk by use of either library cards or student cards.

5.0 Lost items and overdue charges 

5.1 Lost Items

 All items not returned after two months from the due date will be considered lost.

The lost materials shall be recovered by charging members: Replacement cost, shipping cost

A non-refundable processing charge and accrued overdue fines

5.2 Payment of overdue fines

All overdue fines shall be paid in full before a library member leaves the university.

6.0 Lost Cards

 The current cost of replacing a lost Library card is Ksh. 500 which shall be revised from time to time.

7.0 Suspension of Borrowing Privileges

The Library Management system shall automatically suspend borrowing privileges when a patron has overdue material or fines.

8.0 Shelving of Materials

Resources shall be shelved in their appropriate locations according to the Library of Congress Classification scheme.


9.0 Binding and Minor Repairs

 Binding shall be done on quarterly basis within an academic year.

10.0 User Education/Orientation

The library staff shall assist patrons to retrieve information they require and new members shall not be registered before orientation.

11.0 Reference Collection and Services

These materials shall be identified with the prefix “REF” above the class number.              

12.0 Inventory

Stocktaking of the library collection shall be carried out on a yearly basis

13.0 Marketing of resources

All new resources shall be displayed at the Circulation display area before shelving and a list of the new items e-mailed to all library members.

14.0 User and usage Statistics

Statistics of all library users and visitors shall be taken on a daily basis to gauge usage of library facilities

15.0 Library Security

All library members shall be screened at the library entrance and show all items in their possession to the security officer before leaving the library. CCTV cameras and an electronic security system shall be installed to aid this process.


16.0 Work Study Programme

At the beginning of each semester, the work-study program co-coordinator in the office of the Dean of Students shall send a list of students to the library who will be evaluated at the end of every semester.

17.0 Access rights to the Library Management System  

The rights for circulation staff vary depending on the duties allocated.

18.0 Review of the Policy

This policy is subject to review to reflect any changes within the University academic needs. Review shall be done after every two years.



As a result of the Copyright Act (2001 act) which affects educational institutions, classroom teaching, libraries and users of copyrighted material in general, a detailed policy has been adopted by the Lukenya University library.

This policy affirms the guidelines for making reproductions of copyrighted material, adopted by Lukenya University library in compliance with the Copyright Act, 2001.

The following excerpts highlight only the key provisions:

The Copyright Act 2001 act vests the right of reproduction of copyright protected works in the holder of the copyright i.e. the author and publisher.

1.    What is copyright?

Copyright, which simply means the right to copy, is a collective term for a bundle of economic and moral rights granted by law to creators of original 'works of the mind' in literature, drama, art and music.

2.    Copyrighted material

The Copyright Act provides that works of authorship which are subject to copyright protection include: Literary works; Musical works, including any accompanying words; Dramatic works, including any accompanying music; Pantomimes and choreographic works; Pictorial, graphic, and sculptural works; Motion pictures and other audiovisual works; Sound recordings, such as phonograph records and tapes; and Computer software

3.    Which works belong to the public domain?

Works whose terms of protection have expired, those whose authors have renounced their rights and foreign works which do not enjoy protection in Kenya are considered to be in the public domain. Most government documents are in the public domain; however, there are some exceptions. It is appropriate to check for a notice of copyright before making multiple copies of such material.

4.    What is fair use?

Fair use includes dealing for the purposes of scientific research, private use, criticism or review, or the reporting of current events subject to acknowledgment of the source. The doctrine of fair use has not been defined by any court of law. However it is generally agreed that if some literary work is reproduced for private study or research in a registered institution, it would be unfair use if the reproduction was of the WHOLE WORK. The converse would mean that if the reproduction was of a small part of the whole publication, the same would constitute fair use.

5.    What is copyright infringement?

Copying of all or part of a work without the permission of the copyright holder or without a license is an infringement of copyright unless there is a statutory exception to such use of the work. Infringement of copyright is similar to theft of tangible property leading to civil or criminal action.

6.    Criminal action

The author of infringed works may pursue civil or criminal action against the infringing person. The criminal sanctions include:

•      Maximum fines of up to Kshs 800,000

•      Maximum custodial sentence of up to 10 years

•      Both fines and custodial sentences

•      Criminal and civil actions are non-exclusive and may proceed concurrently

The library has a 3 page policy on photocopying, whereby staff and students are only allowed to copy 3 pages of any text book unless written permission to do otherwise has been secured from the copyright holder by the person who makes the copy or requests copying service. Further the policy allows making copies of one article from a journal, periodical, or newspaper.  The user is responsible for ensuring that all photocopying requests comply with copyright law.



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