External Visitors’ Policy and Procedures

Document No. LPPC317
Created: 01.09.17
Last modified:  16.04.2025

Paragraph 1. Services to ADA University Community.

ADA University Library is responsible for providing library and information services and is prioritized to serve the ADA University community.

The ADA University community user categories are as follows:

• Faculty
• Students
• Staff

Paragraph 2. Services to External Visitors.

ADA University Library is responsible for providing library and information services; reserves the right to serve the external visitors (out of ADA University Community) and is entitled to develop “External Visitors' Policy and Procedures”.

The external visitor categories are as follows:

• Employees of the Ministry of Foreign Affairs;
• ADA University Executive Education Students;
• Partners of ADA University;
• IDD (Institute for Development and Diplomacy) partners;
• Visiting Professors;
• Research scholars;
• ADA Alumni
• PhD candidates;
• Master students.

Paragraph 3. Policies Overview for External Visitors

According to current internal policies and procedures, external visitors are granted access to the ADA University Library for a designated period. The ADA University Library Director approves all selected applications through an interview process. This access encompasses both on-site and off-site utilization of all ADA University physical and electronic collections, technical facilities, and inventory.

Paragraph 4. ADA University Library rights and termination conditions

• ADA University Library guarantees the confidentiality of the users’ personal data;
• ADA University Library is responsible and reserves an exceptive right for selection procedures;
• ADA University Library reserves a right for confidentiality of the rejection reason;
• ADA University Library reserves a right to make changes and amendments to the External Visitors Policy and Procedures in response to ADA University Institutional Policy and Regulations;
• All users are required to follow the ADA University Library Code of Conduct (DOC. No. LPPC 410) and External Visitors' Policy and Procedures (current document);
• In case of violation of the above-mentioned regulations, the membership will be terminated.

Paragraph 5. Copyright and Intellectual Property.

ADA University Library exclusively offers licensed and legitimate materials for the ADA University community. External visitors, classified as 'third parties,' may encounter restrictions, with specific electronic/digital libraries being unavailable on-campus. Additionally, all electronic/digital information resources will be inaccessible off-campus for external visitors due to copyright issues and licensing agreements. Unauthorized sharing of copyrighted material is strictly prohibited.

Any violation of this policy will result in the immediate termination of the external visitor’s membership.

Main Procedures

Clause 1. Membership and Applying Regulations.

• Interested individuals can apply online by filling out External Visitors’ Request Form
•  After submitting the online forms, applicants must send the scanned copies of their national ID cards or passports and student ID cards (Master students) to circulationdesk@ada.edu.az email address.
• The ADA University Library membership is granted to eligible applicants for the period of 3 months with the possibility of renewals.

Important note*: All required fields of the External Visitors’ Request Form must be filled out carefully. Incomplete applications will not be accepted.

Clause 2. Selection Regulations of Applicants.

Selection will be processed according to the criteria indicated below:

• Completeness of information in "External Visitors’ Request Form"
• Research and academic significance;
• Applicants’ academic status;
• Appropriateness with the library profile and collections:
• ADA University Library information resources usefulness and usage ratio.

Clause 2.1: ADA University Library does not render ‘only study space use’ service.

• Confirmation emails will be sent to applicants within 3 (three) business days;
• Registered physical members’ names are included in the guest users list of ADA University Library, a copy of which is kept at ADA Welcome Center;
• Visitors owning physical membership are required to take an appointment through the online portal each time when they visit ADA University Library: https://appointments.ada.edu.az/
• National ID cards or passports are required to be shown to the security staff when entering the ADA campus.

Visitors' Privileges

• Access to Library building;
• All resources are available on-site basis;
• Access to library physical collections (print books, serials, journals, newspapers, audiovisual materials);
• Access to electronic resources (eBooks, eJournals, eArticles, eVisuals etc.)
• Access to eBook library and other online digital libraries, which include full-text e-book collections;
• Access to online full text, visual databases that include academic e-serials’, e-periodicals’ collections;
• Access to bibliometric / scientometric databases;
• Reference and instructional support for academic research and writing, information literacy courses;
• Borrowing and on-site use of headphones, pens, pencils, markers, rulers, flash drives, converters, USB drives and other stationery;
• Access to Library’s facilities, as well as computer workstations, Internet access, group study rooms etc.

NOTE*: For detailed list of access privileges for each category of external visitors, please proceed to the Paragraphs 7.5-7.7. of the ADA University Information Resources Use Policy & Procedures (DOC. No. LPPC117).

NOTE**: Fines for the lost and damaged, as well as misused library resources are regulated according to the ADA University Library Penalties (DOC. No. LP CS 17-2)