Circulation Services

Access to NWU Libraries and Databases

NWU students and staff

• Only registered students and staff members of the North-West University may access our libraries and databases.
  • Physical facilities: To access any of the NWU libraries, you must have a valid university card.
  • Patron record: Access your library record with your CAS username and password.
  • Databases: Access to databases is provided via CAS.
  • Read more about your CAS username and password.

Prospective M and PhD students

• Prospective M and PhD students can apply for access to any NWU Library for six months before registering as an M or PhD student.
• Please complete the Prospective student application form. The completed form may be handed in at one of our Circulation desks or sent to us via email:
  • Mahikeng: Nomzingisi.Madikane@nwu.ac.za
  • Potchefstroom: pc-circulation@nwu.ac.za
  • Vanderbijlpark: Malose.Langa@nwu.ac.za
• Email your Circulation desk to arrange a password for accessing databases after registering.

Members of the public

• External members who wish to borrow material or use the physical library spaces must apply for the services by completing our External membership application form. 
• The completed form and/or proof of payment may be handed in at one of our Circulation desks or sent to us via email.
  • Mahikeng: Nomzingisi.Madikane@nwu.ac.za
  • Potchefstroom: pc-circulation@nwu.ac.za
  • Vanderbijlpark:  Malose.Langa@nwu.ac.za
• Membership fees and conditions:

  	Membership Fees and Conditions
  Alumni	R400,00 (Subscription: January - December with lending rights) + R80,00 (Diverse access card - payments must be paid to Security Services) Please provide a copy of your ID document and recent proof of residence. The library will obtain evidence from the Alumni Office. Borrowing privileges, no database access.
  Community	R1200,00 (Subscription: January - December with lending rights) + R80,00 (Diverse access card - fees must be paid to Security Services) Please provide a copy of your ID document and recent proof of residence. Borrowing privileges, no database access.
  Day User	R50,00 (per day) No borrowing benefits and no database access. Staff may assist with catalogue searches and photocopies.
  Short courses	R200,00 - Diverse card provided by course organiser. No borrowing privileges and no database access.
  UNISA	Your department arranges for diverse access cards and guest registration on ITP. No borrowing benefits, do have access to databases.

Click here for a complete list of our user categories and services.

Access to other University Libraries - Letter of Introduction

A Letter of Introduction contains a request for permission to use another university library. The request is made by the NWU Library and Information Service on behalf of a student or staff member. NWU LIS accepts requests from other university libraries to use our libraries, and the service is provided per the CHELSA Memorandum of Understanding.

The service is available to registered Masters' and Doctoral students, academics, and research staff.

Grounds for issuing Letters of Introduction:

• Evidence of inadequate NWU's library resources in a particular academic area.
• Special research requirements that cannot be met by the NWU's Library and Information Service.
• A Letter of Introduction will not be provided merely for those wishing to access another institution's library.
• Read through the Memorandum of Understanding to ascertain if you qualify for a letter of introduction.

Requirements:

• Contact your Faculty Librarian.
• The granting of permission is at the discretion of the library to whom the letter is directed.
• Complete the CHELSA: Letter of introduction application form. 
• The completed form may be handed in at one of our Lending desks or sent to us via email:
  • Mahikeng: Nomzingisi.Madikane@nwu.ac.za
  • Potchefstroom: pc-circulation@nwu.ac.za
  • Vanderbijlpark: Malose.Langa@nwu.ac.za

User categories - How many books can I take out, and for how long?

Click here for a complete list of our user categories and services.

My Patron record

From your Library Record, you can access the following pages:

• checked out items - see your current loans and renew them if possible
• overdue items and charges - details of fines issued by the library
• requested items - items you requested on hold, intercampus requests and Interlibrary Loans.
• restrictions and messages. For full details of restrictions and messages, inquire at your nearest Circulation Desk.
• borrowing history
• search activity
• saved searches
• saved items and saved lists
• profile information - to view your contact information

North-West University staff and students log in with their CAS username and password. Read more about your CAS username and password.

External users, please use the username and password provided by Circulation Services.

When you use a public computer, please remember to sign out when you have finished using your Library account to keep your searches and personal details private.

Fines

• Return or renew your loans on or before the due date.
• Avoid giving your loans to anyone else to return. You will be held liable, not them.
• Treat your university card as a credit card. Report it immediately if lost or stolen. Do not let others use it.
• Remember: if you share your Library items with others, you will be responsible for any fines, losses or damages incurred.
• If there is an item in your loan record that you are sure you have not borrowed, please get in touch with the Circulation Desk immediately so we can investigate.

Borrowing, Renewing and Returning Books

Can you borrow books?

All registered staff and students of the North-West University may borrow books from any of our campus libraries. Please be sure to present your university card for all borrowing transactions.

• You can borrow books from the following:
  • Circulation Desk
    You can check out, renew and return books, pay fines, pick up your holds, and more at this desk.  They are usually located near the main entrance of each library.
  • Self-checkout machine
    ​​Self-service machines are available at all our main campus libraries. If you encounter any problems, please go to the Circulation Services desk. You will NOT be able to use the self-checkout machine: 
    • to borrow items without a barcode
    • to borrow books that are "Non - circulating", e.g. Reference items
    • if your University card has expired
    • if you have a block on your University card
    • if your item has been invoiced for the replacement cost
    • if you have overdue charges over R10.00
    • to renew a book if another user requests it
• You are responsible for all items issued on your University card.
• If an item you want is out on loan, you can request it using the holds service provided by the Circulation Desk. The library may ask you to return books earlier than their expiry date if the specific item(s) is highly in demand.
• If an item you want to borrow is not on the shelves, please report it to the Circulation Desk. The Library staff will search for the item and place a hold on it for you. If we cannot find the item, we will change the item's status to missing on the catalogue.

Borrowing books during recess

• If you are going on vacation and have books on your record, or plan on taking out new books before going away, kindly ask the Circulation Services staff at any of the libraries to adjust the expiry dates to when the new term starts.
• You can also renew your books online.
• Please see the Library website for our operating hours.

Email reminder notices

• North-West University staff and students
  • Notices from the Library about recalled items, hold requests awaiting collection, inter-campus requests, and overdue items will be sent to you by email and SMS. Please ensure that Campus Administration has your correct email address and cell phone number.
• Other members of the library
  • Notices from the library about recalled items, hold requests awaiting collection, and overdue items will be sent to you by email or SMS if you provide an email address and cell phone number when you register.
• If you do not have an email address, notices will be sent to you by post.
• If there is an item in your loan record that you are sure you have not borrowed, please get in touch with the Circulation Desk immediately so we can investigate.

How to renew books?

Note that:

• Only two renewals per book are allowed.
• Items requested by another library user can not be renewed. Please return the requested book as soon as possible. Requested books returned after the expiry date will incur a recall fine plus an additional fine if also overdue.
• Items from our reserve collection may not be renewed.
• Items from Interlibrary Loans are renewed separately. Please contact your Interlibrary Loan staff for more information on renewing Interlibrary Loan books.

Use one of the following methods to renew your books:

• Items may be renewed via the web. Go to your library record to renew your books. [User Guide]
• Use a self-checkout machine. Please note that you will not be allowed to renew your books online or via the self-checkout machine:
  • on the date of expiry
  • if your books are already overdue
  • if you have outstanding fines over R10.00
  • if you have already renewed the book twice
  • if your patron record/university card has expired
  • if another user has requested the item
• Visit your nearest Circulation Desk and provide your card. Ask the staff to renew the items for you.
• Items may be renewed via telephone or email.

How to return books?

You can return books via the following:

• Circulation Desk
• Self-checkout machine
  When you use the machine to return books, please take your receipt, which proves the return transaction has been successful.
• The Book bin (dropbox) is next to the Main Library entrance. 
• Courier service
  Mahikeng:  North-West University, Mahikeng Library: Circulation Services, Building A-7, Corner of Dr Albert Luthuli and University Drive, MMABATHO.
  Potchefstroom: North-West University, Ferdinand Postma Library: Circulation Services, Building E7, Hoffman Street 11, POTCHEFSTROOM
  Vanderbijlpark: North-West University, Vanderbijlpark Library: Circulation Services, Building A14, Hendrik van Eck Blvd, VANDERBIJLPARK.

Books must be returned by the date/time stamped on the date label in the book or as printed on the receipt if you use the self-checkout machine. Overdue items are liable for a fine. You are responsible for all items issued on your University card.

Document Delivery - Borrowing books from other NWU libraries

• Use WorldCat Discovery to borrow items from other NWU campus libraries and branches that are not your home library. 
• Registered NWU staff and students can place Holds.
• Read here for steps on placing a Document Delivery and how it works.

Interlibrary Loans Requests - Request items from other universities

• Use WorldCat Discovery to borrow items from other university libraries.
• The service is available to registered fourth-year, honours, masters and doctoral students and staff of the North-West University.
• Read here for steps on placing an Interlibrary Loan Request and how it works.

Holds

• Use WorldCat Discovery to place Holds on books that are taken out.
• Registered NWU staff and students can place Holds.
• For steps on how to place a Hold and how it works read here.

eReserves

• Lecturers arrange with the Circulation Desks at each of the NWU Libraries to place material on eReserves.
• Lecturers can complete this form to place material on eReserves.

Self-Check machine

• ​​Self-service machines are available at all our main campus libraries. If you encounter any problems, please go to the Circulation Desk. You will NOT be able to use the self-checkout machine: 
  • to borrow items without a barcode
  • to borrow books that are "Non - circulating", e.g. Reference items
  • if your University card has expired
  • if you have a block on your University card
  • if your item has been invoiced for the replacement cost
  • if you have overdue charges over R10.00
  • to renew a book if another user requests it

Courier Service: M and PhD. Students

The dispatching of books, journal articles, and other library materials may be arranged for all Master and Doctoral students at the Potchefstroom and Vanderbijlpark campuses of the NWU. The service is currently not available for Mahikeng students.

For further information in connection with these services, please get in touch with your lending desk.

• Mahikeng: Books may be returned via courier services with prior arrangement. Please contact Nomzingisi Madikane at +27 (0)16 389 2198 for assistance.
• Potchefstroom: Please return borrowed books via courier services to the North-West University: Ferdinand Postma Library, Private Bag X05, NOORDBRUG, 2522, South Africa. Contact Martin Nokoane at +27 (0)18 285 2422 for assistance.
• Vanderbijlpark: Please return borrowed books via courier services to the North-West University: Vanderbijlpark Library, PO Box 1174, VANDERBIJLPARK, 1900, South Africa. Contact Malose Langa at +27 (0)16 910 3042 for assistance.

Book Collections

Short Loan Section

• Library materials in these collections can only be loaned out for a short period.
• They can be used inside the library during the day, overnight or over the weekend.
• If these materials are borrowed overnight or over the weekend, they must be returned an hour after the Library opens in the morning; otherwise, a hefty fee will be charged, and you may be blocked from using the overnight / over weekend service for an extended period.
• Short loans consist of the eReserves, Reserved and the Prescribed Collection.

1. eReserves and Reserved Collection
   • eReserves are the additional reading materials/items prescribed by a lecturer for specific modules, to gain a better understanding of a specific course. Check your tutorial guidelines, or contact your lecturer for information about where your assigned course readings are located.
   • eReserves can be accessed online or in person at the relevant campus library Reserved Collection.
2. Prescribed Collection
   • Prescribed books are selected and approved, by the lecturers responsible for a course or module, as compulsory reading for students. This collection is usually situated next to the reserved collection and is made available in the same manner as reserved physical items.

Open Collection

• Contains the bulk of the library's collections. Subject-specific material, both old and new, is available and may be borrowed by any NWU user. The period you can borrow these sources depends on your lending category.
• Currently, the Mahikeng Library, Ferdinand Postma Library, Vanderbijlpark Library, Natural Natural Science Library and the Theology Library use the term Open collection. The  Music and Education Branch Libraries use the term Loan collection.

Reference Collection

• This collection consists of materials designed to be consulted for a quick reference rather than read from cover to cover. For this reason, they can't be borrowed and may only be used in the library. Examples include encyclopedias, calendars, dictionaries, pharmacopoeia, and indexes. Our eReference Works are available online.

Journal Collection

• Journals are collections of articles published regularly, e.g. in weekly, monthly or quarterly issues. Several issues together form a volume. Journals can also be referred to as periodicals, magazines or serials. Aside from our physical collection, which may not be taken out of the library, we also subscribed to online journals available via our databases.