Library regulations

Approved by Senate and part of Senate Regulations.

Library membership/access to the library

Rules for the management of the Library made from time to time by the Learning & Teaching Committee and approved by the Senatus shall have the effect of Library Regulations.

1. Membership of the Library is granted to the following:

(1) Members of the University as defined in the Charter.

(2) Persons attached to the University, but not included in (1), who are recommended by a Dean or Director.

(3) Retired members of the University staff.

(4) Persons engaged in study or research, at the discretion of the Librarian and on payment of an annual subscription of forty pounds.

(5) Secondary school pupils aged sixteen years and above, at the discretion of the Librarian and on payment of an annual subscription of five pounds.

(6) Graduates of the University of Dundee, of the former Northern College of Education (Dundee Campus) and of the former Duncan of Jordanstone College of Art, at the discretion of the Librarian and on payment of an annual subscription of fifteen pounds.

(7) Corporate members, at the discretion of the Librarian and on payment of an annual subscription of one hundred and twenty pounds.

(8) The Bishop and Clergy of the Diocese of Brechin of the Scottish Episcopal Church.

(9) Undergraduate and postgraduate students, academic and library staff of the University of St Andrews and of Abertay University.

(10) Members of organisations with which the University has concluded agreements for membership.

2. Membership of the Library implies an undertaking to observe the Library Regulations. Library membership cards are not transferable. If a membership card is lost or stolen, the patron shall remain responsible for items issued using it until the Library has been informed of the loss.

3. Members of the general public may be admitted to the use of the Library for reference purposes, free of charge and on application, preferably in writing, to the Librarian.

4. Children accompanied by a member of the Library are welcome. When in the Library buildings they remain the responsibility of the Library member and for their own safety should be supervised at all times.

Borrowing

5. (1) All material borrowed from the Library is subject to recall at the discretion of the Librarian.

(2) Periodicals may not normally be borrowed.

(3) No item shall be removed from the Library until it has been issued and the loan recorded. The item shall remain the responsibility of the borrower until returned and the record cancelled.

(4) In the event of any item being lost, damaged or defaced by or while in the possession of a person entitled to the use of the Library, that person shall be liable either to replace the item or to pay such compensation, not exceeding the cost of replacement, as may be fixed by the Librarian or their Deputy.

Conduct

6. (1) Persons using the Library are to avoid all unnecessary noise and disturbance and to comply with the instructions made by the Library staff to this effect.

(2) Smoking or vaping on Library premises is prohibited.

(3) An inspection of Library material in the possession of patrons leaving the Library may be carried out by an authorised member of the Library staff, who may also require patrons to allow bags and other personal effects to be examined.

(4) Places in the study areas should not be reserved and books or other articles should not be left with this intention. Material left in Library lockers is subject to inspection and/or removal by Library staff.

Breaches of regulations

7. (1) In terms of Ordinance 40 (Student Discipline) the Senatus has delegated to the Librarian or their Deputy disciplinary powers in respect of breaches of the Library Regulations by students of the University. In such cases the Librarian or their Deputy, in addition to imposing the penalties prescribed by Ordinance, may suspend from the use of the Library for a period not exceeding three months.

(2) In the case of breaches of the Library Regulations by patrons other than students of the University, the Librarian or their Deputy shall have powers to suspend from the use of the Library for a period not exceeding three months without prejudice to the power of the Librarian to report the offender to the Learning & Teaching Committee for the imposition of such additional penalty, by way of a fine not exceeding one hundred pounds and/or suspension from the use of the Library, as the Committee may determine.

Rules made by the Learning & Teaching Committee

Loan rules

1. Loan limits

The number of items which may be borrowed by members of the Library is prescribed as follows:

• University of Dundee undergraduates: 18 items
• University of Dundee postgraduates: 30 items
• University of Dundee staff: 30 items.

Loan limits for all other categories of library membership to be at the discretion of the Librarian.

In case of breach of these Loan Rules, the Librarian shall have discretion to reduce progressively the loan limits individually for an offending person, providing that this shall be approved by the Convenor of the Learning & Teaching Committee. In addition, in the case of a serious failure by a student to return a book on request, the Librarian may draw the matter to the attention of the relevant Dean for further action, including disciplinary action.

2. Loan periods

There shall be a standard loan period of 4 weeks for all materials in all branches of the University Library, excluding certain other categories as shall be designated from time to time by the Librarian. The same loan period shall apply to all categories of patron. There shall also be restricted loan periods of 1 day and of 7 days for certain items as designated from time to time by the Librarian. Standard loan items are subject to recall as per section 4 below. If there is a queue of requests on a standard loan item, the loan period will be reduced to 7 days until the queue clears.

3. Overdue items

Items borrowed on standard loan will be automatically renewed up to a maximum period of 12 months, unless requested by or on behalf of another patron. Patrons shall be informed of recalled items, items due for return, and overdue items by a series of emails. Overdue requested or recalled standard loan items are subject to fines. Items borrowed on restricted loan (1 day or 7 day loan) are not eligible for renewal and all overdue items in these categories are subject to fines. If a borrowed item is not returned, an invoice shall be issued as described in section 5 below.

4. Recalls

When a standard loan item is requested by another patron, it cannot be renewed and should be returned by the due date or within 7 days (whichever is sooner). A requested item which is not returned by the revised due date will cause a block to be placed on the borrower’s record which will prevent the borrowing of additional items until the overdue item is returned. If the item is not returned, an invoice shall be issued as described in section 5 below.

5. Fines

The rate of fine for late return of standard loan items is currently £1 per day or part of a day for overdue requested or recalled items only. The rate of fine for late return of 1 day and 7 day loan items is currently £1 per day. The rate of fine for late return of items obtained through Inter-library Loan shall be £1 per day. These rates may be changed from time to time by the Learning & Teaching Committee. If a patron has an overdue item or fines totalling more than £15, they shall not be allowed to borrow until the overdue item is returned or the fines reduced to under £15. The maximum fine accrued shall be £15 per item. If an overdue item is not returned within 21 days of the due date, an invoice will be issued as per Library Regulation 4 (4). Replacement costs for items obtained through Inter-library Loan shall be determined by the owning library. Failure to pay fines or invoices by students of the University or by external users shall be treated as breaches of the Senate Regulations for the University Library.

Guidance for society, club, charity and commercial activity on library premises

(1) The University libraries exist for the primary purpose of providing for study, resources and academic meetings. The cafe, vending machines, notices and other support activities are all designed to support this primary purpose.

(2) From time to time, the University may carry out promotions for defined University or community-based activities that are relevant for the patrons of the libraries. These will be minimal in impact and minimal in physical presence.

(3) The Main Library permits recognised University societies and clubs, or individual students and members of staff engaged in fundraising, to make an online booking to operate a bake stall (or similar) in the entrance foyer. Only one event per day is permitted and societies, clubs and individuals are limited to one event per week and three events per semester. Every online booking is subject to confirmation. Produce for sale may be cakes or other approved goods (articles such as sandwiches, drinks, soup and second-hand goods are likely to be refused). The operator is also required to display a disclaimer notice which is available from the Security Desk. This reads:

The University of Dundee allows students to host bake sales on LLC premises to raise money for charitable organisations or University Societies, but has no liability for products consumed from this stall. Food preparation is done by the students themselves. Please be aware that consumption is at your own risk.

The notice should be returned to Security once the bake sale is over.

(4) Societies, clubs and individuals authorised to run a bake stall may not campaign, promote activities other than social or sporting activities, or promote philosophies, religions or politics at that bake stall. The bake stall and those operating it (maximum of two) should not cause an obstruction to Library users entering or leaving the building. The entrance foyer must be left clean and tidy after the event.

(5) To ensure Library patrons are not overwhelmed with charitable opportunities, no charity promotions, collections or other activities (other than bake stalls in the entrance foyer) are permitted in the libraries.

(6) Commercial promotions are not permitted within the libraries. From time to time certain places may be designated for the display of a low number of leaflets for a service which is judged to be of interest to students. No posters or leaflets are to be displayed or distributed on Library premises without permission.