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Resource Centre Rules & Regulations



Conditions for Lending, Renewal, and Reservation

a) Only staff with an ORPP staff badge or other official proof, without fines, can borrow materials from the Resource Centre.

b) No material can be taken out of the Centre without clearance from the circulation desk.

c) A maximum of two (2) copies can be borrowed at any given time.

d) The maximum borrowing time is 14 days. Materials must be returned to the Centre before 4:00 p.m. on the due date.

e) Materials that are loaned out, reserved, or damaged (i.e., torn or worn out) will not be loaned out.

f) Delayed return of borrowed materials will attract an overdue fine as prescribed.

g) If borrowed resources are confirmed to be lost or damaged, the borrower will be charged the equivalent of the market price of the item or the cost of repair, plus a 15% administrative fee to cover shipping and processing charges.


Access to the Resource Centre

a) The Resource Centre is open on weekdays from 9:00 a.m. to 4:00 p.m. and closed during weekends and declared public holidays.

b) External patrons need authorization from the Registrar or the Officer in charge of Research and the Resource Centre to access the RC.

c) Borrowing physical resources is limited to users with a bona fide ORPP staff badge and official permission.

d) Access to information resources and RC services is through authentication.

e) Bags are not allowed in the Resource Centre.


Access for Users with Special Needs

a) The Resource Centre is committed to providing services that meet the needs of users with special needs. The online portal incorporates features that allow access by users with special needs to the extent permissible by the resource providers.

b) Resource Centre personnel will make reasonable efforts to provide assistance as needed to ensure equal access to the Centre's resources and services.

c) Users with special needs are encouraged to seek appropriate assistance and, to the extent possible, declare their needs for appropriate attention.


Access to the Resource Centre Virtual Resources

a) An online portal, also known as an Online Public Access Catalogue (OPAC), is established for access to bibliographic details of available material and full-text online resources.

b) For remote access to subscriptions, the Resource Centre assigns usernames and passwords as provided by the publishers.


Online Public Access Catalogue (OPAC)

a) The OPAC catalogue:

b) A link to the OPAC is prominently placed on the Office website’s home page.


Reference Services

a) The ORPP Resource Centre provides access to electronic databases as part of its reference services.

b) The ORPP Resource Centre ensures database searching is freely and equally available to all patrons.

c) Any search incurring a database searching charge is performed by the librarian, with rates determined by the number of copies and format requested.

d) The ORPP Resource Centre may, with authorization from the RPP, perform database searches for outside organizations, businesses, and individuals within the ORPP service area. The Centre reserves the right to regulate the volume of such searches and charge a reasonable fee to recover costs.

e) The ORPP Resource Centre reserves the right to regulate database searching to ensure efficient and economical use of resources, consistent with the best possible service to patrons.


Access to External Sources

a) The Resource Centre offers interlibrary loan services for materials not available in its collection and negotiates reciprocal borrowing agreements with other institutions to provide greater access for its users.

b) Interlibrary Loan (ILL) agreements are signed by authorized persons at each institution and are subject to periodic review and revision.

c) ILL agreements document any special requirements, regulations, conditions, or exclusions on behalf of each participating library.


Inter-Library Loaning (ILL) Conditions for Patrons

a) Staff are eligible for borrowing privileges by submitting requests for transmission of the ILL request form.

b) Every effort is made to locate lending libraries that do not charge for the use of their materials or charge minimally for providing photocopies of periodical articles. If the lending library charges, the requesting patron can specify the amount in Kenya shillings they are willing to pay for the item(s).

c) All charges must be paid before issuing ILL items to the patron.

d) The processing time for interlibrary loan requests depends on the nature of the requested material.

e) The following items are not available for interlibrary loan:


Inter-Library Loaning (ILL) Conditions for Borrowing Institutions

a) Requests must come on an ILL form or via electronic mail. Telephone requests are accepted under special circumstances.

b) The borrowing institution is responsible for any postal or photocopy charges incurred above 30 pages.

c) In accordance with standard practice and national guidelines, the borrowing institution is responsible for replacing any lost item, whether due to patron negligence or losses in the mail.


Classification of Resources

a) The Resource Centre uses Dewey Decimal Classification (DDC) to assign call numbers to resources for their systematic arrangement in the physical and virtual spaces of the Resource Centre.

b) Classification is guided by the DDC broad classes, where the first digit in each three-digit number represents the main class.

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