Library regulations

The Library regulations have been fully ratified by the Learning & Teaching Committee and noted by Senate.

Libraries are places of study and all members are asked to adhere to the library regulations so that the library can welcome the whole University community. Everyone is expected to be courteous and respectful. Adherence to all regulations, especially in relation to Conduct and Behaviour, is required to ensure a clean and safe study environment is maintained for all while respecting the library collections and resources. These regulations apply to all individuals using Library services or sites and will be referred to as members throughout these regulations.

Library membership and access to the library

1. Rules for managing the Library are determined by the Learning & Teaching Committee and approved by the Senatus, and these shall serve as the Library Regulations.

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

2.1. Members of the University as defined in the Charter.

2.2. Persons attached to the University but not included in (2.1) who are recommended by a Dean or Director.

2.3. Retired members of the University staff.

2.4. Persons engaged in study or research at the discretion of the University Librarian and on payment of an annual subscription.

2.5. Secondary school pupils aged sixteen years and above, at the discretion of the University Librarian and on payment of an annual subscription.

2.6. Graduates of the University of Dundee, at the discretion of the University Librarian and on payment of an annual subscription.

2.7. Corporate members, at the discretion of the University Librarian and on payment of an annual subscription.

2.8. The Bishop and Clergy of the Diocese of Brechin of the Scottish Episcopal Church.

2.9. Members of organisations with which the University has concluded agreements for membership.

2.10. Members of the public may be admitted to the library free of charge for reference purposes upon application to the library.

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3. Library membership includes an undertaking to observe the Library Regulations. Library membership cards or digital access tokens (barcodes) are not transferable and should not be shared with anyone. If a membership card is lost or stolen, the member shall remain responsible for items issued using it until the Library has been informed of the loss. Failure to produce evidence of Library membership on request will constitute a breach of these Library Regulations.

4. Members should scan their ID to gain entry to the Main Library or be prepared to present it at other Library sites. Failure to present a valid membership ID may result in entry being denied.

5. Tailgating or allowing unauthorised entry to others will be considered a breach of these Library Regulations.

6. Children are welcome in the Library on the ground floor when accompanied by a Library member. Children are not permitted in quiet or silent study spaces or create spaces. Children must always be supervised and the library member is responsible for their safety.

7. No child must be left unattended in any Library site at any time.

8. Library staff will follow the University's Safeguarding policy and may report a Library member to the University the Safeguarding team or Advisor of Studies if they become aware of a concern.

Borrowing

8. Rules and regulations on borrowing items.

8.1. All material borrowed from the Library is subject to recall at the discretion of the Librarian.

8.2. Periodicals or other materials marked as reference may not normally be borrowed.

8.3. No item shall be removed from the Library until it has been issued either via a self issue kiosk, or by exception, a member of Library staff. The item shall remain the responsibility of the borrower until returned to one of the University's library sites via self-return systems or by exception, a member of Library staff..

8.4. A Library member is responsible for covering the replacement cost of any item lost or damaged while in their possession.

Library members should notify Library staff immediately if they encounter any problems when borrowing items or with their account.

Conduct and behaviour

9. Rules and regulations and conduct and behaviour of all members and visitors to the Library.

9.1 Members and visitors to the Library are kindly requested to respect the designated Silent and Quiet areas and keep noise to a minimum in other areas.

9.1.1 Quiet Study Areas. In the designated Quiet study areas, brief conversations in a low voice are permitted.

9.1.2 Group Study Areas. Quiet conversation is allowed in the areas designated for Group study.

9.1.3 Silent Study Areas. No conversation or noise is permitted in the Silent study areas.

9.1.4 Library staff instructions in maintaining noise levels must also be followed.

9.2 Smoking or vaping on Library premises is prohibited.

9.3. The Library strictly prohibits the consumption of alcohol or illegal substances within all Library environments. Any Library member believed to be under the influence of alcohol or illegal substances will be denied entry or have their study session ended and be required to leave.

9.4. Members are prohibited from using Library spaces as accommodation for overnight or extended stays. Members found sleeping may be woken as part of a wellbeing check-in.

9.5. Any deliberate theft will constitute a breach of regulations, impact future Library access and use, and be reported as criminal activity.

9.6. An authorised member of the Library staff may inspect Library material in the possession of members leaving Library sites. Library members may also be required to allow bags and other personal effects to be examined.

9.7. Places or seats in the study areas should not be reserved and books or other articles should not be left with this intention. Books and other articles left unattended for any length of time may be removed by the Library staff. Material left in Library lockers is subject to inspection and/or removal by Library staff.

9.8. Only containers with a lid or cap are allowed for hot and cold drinks in the Library. Cold food is allowed in study spaces, but hot food must only be consumed in cafe areas. Members should respect cafe and kitchen spaces. Microwave and fridge use should be reasonable and hygienic, and Library members are responsible for cleaning after use.

9.9. The University accepts no responsibility for loss or theft of, or damage to, personal belongings left anywhere in the Library at any time. Large personal possessions like suitcases cannot be brought into or left on library premises.

9.10. All members and visitors must evacuate the building immediately upon hearing the fire alarm or any other emergency message and comply with the instructions given as directed.

9.11. Members who wish to use the main electrical supply in the library buildings to power their equipment do so at their own risk and must ensure that the equipment meets current safety standards.

9.12. Members and visitors wishing to use cameras or other recording equipment in the Library should ask permission from the Library Operations Manager. External members will also require permission from the University Press Office.

9.13. Members are responsible for complying with copyright law for both physical and electronic library materials. Members using digital cameras, personal scanners, or similar equipment to copy Library materials must observe the law of copyright and not inconvenience other members.

9.14. Behaviour deemed by a member of Library staff to be unsociable, offensive, bothersome, or intimidating, either to the member of staff or another library member, visitor or University staff member, will not be tolerated and is considered a breach of regulations. Any Library member behaving in this way will be denied entry or have their study session ended and be required to leave.

9.15. Aggressive behaviour will not be tolerated. Any Library member behaving in this way will immediately be removed.

9.16. Library members have the right to privacy and independent study. This right should be respected at all times in all Library study areas.

9.17. Conduct in the Library, which is deemed by a member of Library staff to cause damage or the risk of damage to books, furniture, equipment, or the fabric of the building, is considered a breach of regulations. Any Library member breaching this regulation will be denied entry or have their study session ended and be required to leave.

9.18. Library members should only use specialist equipment on which they have received appropriate training. All equipment should only be used for its intended purpose. If a member is unsure about the operation of any equipment, they should seek guidance from appropriate staff before proceeding. Any deliberate damage or damage caused by negligence may be investigated and may represent a breach of regulations.

9.19. Members must refrain from operating a business or unreasonably engaging in non­ university employment activities from within Library Sites.

9.20. Members may be asked to provide their name and ID to staff for follow-up on reported issues. Failure to do so will be considered a further breach.

Breaches of regulations

10. In the event of any regulation breach, the actions available to the University Librarian or nominated depute are noted below.

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

10.2. Staff members who violate these Library Regulations will be denied entry or asked to leave. This violation will also be reported to their School or Directorate.

10.3. If anyone other than University students breaches the Library Regulations, the University Librarian or their nominated depute can request them to leave Library premises. They also have the authority to suspend the individual from using Library services and sites.

10.4. The University Librarian or their nominated depute may additionally seek the removal of an individual with support from Campus Security or law enforcement if their behaviour is deemed a risk to themselves or other members.

Loan rules

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

Loan periods

12. The standard loan period is 4 weeks for all items across the Library service. Items in high demand are subject to a one-day or seven-day loan period. Standard loan items are subject to recall as per section 14 below. If there is a queue of requests on a standard loan item, the loan period will be reduced to 14 days until the queue clears.

Renewals

13. Standard loan items will be automatically renewed for up to a period of 24 months or the member’s Library membership expiry date, whichever is soonest unless recalled. One day and seven day loans are not eligible for renewal.

Recalls

14. Members shall be informed of recalled items by a series of emails. It is the responsibility of Library members to check their Library accounts regularly. Failure to return a recalled item will result in a block on the member’s record, preventing them from borrowing further items until the recalled item is returned. If the item is not returned, a fine and an invoice shall be issued as described in section 16, Fines below.

Overdue items

15. Members shall be informed of items due for return and overdue items by a series of emails. It is the responsibility of Library members to check their Library accounts regularly. If the item is not returned, a fine and an invoice shall be issued as described in section 16, Fines below.

Fines

16. Fines will be levied in the following instances:

16.1. The maximum fine accrued shall be £15 per item.

16.2. If a member 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.

16.3. If an overdue item is not returned within 21 days of the due date, it is considered to be lost, and an invoice will be issued as per Library Regulation 8.4.

16.4. Replacement costs for items obtained through Inter-library Loan shall be determined by the owning library.

16.5. Failure to pay invoices by Library members shall be treated as a breach of these regulations and passed to the University Finance Office.

16.6. In extenuating circumstances, fines may be reduced or waived. Library members should contact Library staff to discuss.

16.7. Charges are subject to change and review by the University Librarian.

16.8. In case of serious or repeated failures by a Library member to return items or take adequate care of library materials, the University Librarian shall have the discretion to progressively reduce the individual loan limits for that member.

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

17. The University library service exists for the primary purpose of providing for study, resources, and academic collaboration. All other services and facilities are designed to support this primary purpose.

18. Library premises will be used to promote and give direct access to university services relevant to and of interest to library members, appropriate to the academic calendar.

19. To ensure Library members are not overwhelmed with charitable opportunities, no charity promotions, collections or other activities are permitted in the libraries.

20. Commercial promotions are only permitted with approval from the University Librarian and when offering university approved services to students appropriate to the stage of the academic calendar.