Library regulations and policies

Senate House Library (“the Library”) is the central library of the University of London and plays an important role in providing staff, researchers, students and visitors with access to a wide range of resources, services and facilities to support their teaching, research or studies.

The terms and conditions of membership listed below are intended to ensure that the range of resources, services and facilities are available to all who need them. They cover the use of all provisions available through the Library.  

We reserve the right to suspend the Library privileges of any user who infringes the Library Services Terms and Conditions. Where this requires an investigation this will be carried out by a senior member of Library staff.     

1. Membership and access entitlements

1.1. Senate House Library is the central library of the University of London. Details of membership eligibility and joining instructions are available from the Membership page.  

1.2. Registration of new users, and the issuing of day passes or exhibition tickets, ends when the Library moves to self-service. It is not possible to enter the Library without a valid Library membership card or ticket during self-service times.

1.3. Library memberships are non-transferable and may only be used by the registered individual named on the account. 

1.4. Onsite access to the Library is permitted during advertised opening hours. No access to the Library (e.g. to gather possessions) is possible after Library closing time. If you have left something behind, it will be brought down to the Ground Floor reception for retrieval.

1.5. The Library reserves the right to limit or refuse access by individuals or groups if their behaviour fails to comply with accepted codes of Conduct (see section 12 of this document).

1.6. The Library may limit or refuse access to individuals with books that are more than 34 days overdue, and which have been billed, until these books are returned or replacement charges paid. (When an item has the status Billed, it means the user has been charged the replacement cost for the item.)   

1.7. The Library may offer discounted membership at its discretion on request for those who need to use our collections. Requests must be directed to the Customer Services Manager.

1.8. Expelled or suspended students of UoL or the Federation Members should expect that their membership will be terminated until such time as they resume registration. 
 

2. Library services 

Senate House Library is committed to providing the highest possible levels of service to all of our users within the resources available to us. 

2.1. Your opinions on our services are always welcome and can be made known to us by filling in our feedback form or by emailing us.

2.2. If you are unhappy with an aspect of our services and you don’t feel it has been resolved in a satisfactory manner by a member of staff, please follow our official complaints procedure. 

2.3. Library opening hours will be advertised on the Library’s website, and are at the discretion of the Senior Management. In extreme circumstances such as severe weather, security alerts, transport disruption or industrial strikes, the Librarian reserves the right to close at short notice or otherwise adjust the hours of opening should it become necessary.

2.4. We provide a free laptop loan service to all members except Day Ticket holders. 

2.5. We provide carrels for rent using our carrel rental service.

3. Borrowing Library materials

3.1. All library material available for loan must be issued before you may take them out of the Library. You are reminded that the unauthorised removal of any item from the Library will be considered to be theft. You must have a current Library account whenever you are borrowing.

3.2. You are responsible for all items issued on your card. Items on loan should be returned or renewed by the due date. It is your responsibility to be aware of the due date(s) of any items borrowed and to maintain all personal information held (including email account details) with us at all times.

3.3. Library email reminder and overdue notices are sent as a courtesy only. Whilst we will make every effort to contact you, we cannot confirm or guarantee delivery of notices. Non-receipt of notices for whatever reason does not exempt you from overdue fines or charges.

3.4. Items on loan may be recalled at any time if required for the use of other users. If you are unable to return items due to special circumstances such as illness or bereavement we may accept, at our discretion, documentary evidence to support an appeal against a fine as a result of items not returned on time.

3.5. If a book has been recalled, you will be prevented from renewing it and must return the book by its due date to prevent fines accruing. In this way you will avoid overdue charges and contribute to a more efficient reservation service.  

4. Use of Library material and facilities 

4.1. We provide free use of data and power outlets. However, the Library accepts no responsibility if users’ electronic equipment is damaged while using these facilities. 

4.2. We provide free access to the University of London’s WiFi network. However, we cannot guarantee availability of internet access, or that Library staff will be able to assist users in connecting devices to the network or with any other use of personal electronic equipment.

4.3. You are responsible for the well-being of all items from the collection in your care whether on loan or during use in the Library and must take care to protect them from any practice which could damage them. 

4.4. If you cause damage to the Library’s fabric, furniture, fittings or equipment either deliberately or through default or negligence, you shall be liable for the cost of repair or replacement. 

4.5. Access to electronic resources are available to all Library members who use them onsite. Usage is only permitted for educational, non-commercial purposes, and staff should be consulted if you wish to use electronic resources for anything other than private study, so that the detail of the licence/terms and conditions can be checked. 

4.6. Additional terms and conditions apply to your use of the Archives and Special Collections Reading Room. 

5. Making copies  

5.1. You may only use or copy material in accordance with the provisions of the Copyright legislation currently in force and the preservation policy of the Library.

5.2. Users are responsible for the consequence of any breach of copyright.

5.3. For copy related charges please visit this page. 

6. Payment, fines and refunds  

6.1. If you have fines of more than £10.00 your account will be blocked and you will be unable to order items from the Stack Service or Offsite Store, reserve items on loan or access the Library’s electronic resources. Information about payment methods is available on the library webpages.   

6.2. Books overdue for more than 34 days will be billed for loss at £50.00 per book, and access to library services will be blocked. When the book is returned this charge will be waived and access restored.

6.3. The Library accepts replacement copies for lost or damaged items. The book should be an exact replacement of the item lost. The library will accept second hand copies in good condition. Please contact the relevant Research Librarian if you require further information regarding replacing the lost book. 

6.4. If you have replaced or paid for a lost book, no refund can be provided if you subsequently find the missing item, or it is later returned to the library. 

6.5. The Library does not offer refunds on printing credit or fines. If you have any concerns about a charge or fine, you must speak to a member of staff before paying.   

6.6. If you wish to appeal against any charges on your library account you have the right to appeal.

7. Security 

7.1. You are asked to please ensure that you keep your personal possessions (including your membership card and any items checked out to your Library account) with you at all times. The Library accepts no responsibility if such items are damaged or stolen while in the Library. A security system is in operation at the exit gate from the Library to safeguard library property for use by everyone. You may also be asked to open books, folders and bags for inspection by a member of staff. Video cameras located around the Library provide extra security. 

7.2. It is not permitted to obstruct entrances, fire exits or passageways nor create trip hazards. Access to staff areas and areas from the 8th floor to the roof is restricted. 

7.3. Items left unattended in the Library may be removed to a place designated for lost property. Lost property will be retained for a period of one month and then disposed of if the owner cannot be contacted or fails to collect it. 

8. Filming and photography 

8.1. Filming and photography within the Library is not permitted without explicit prior authorisation from Senior Management, and is subject to prescribed terms and charges.   

9. Data Protection Act 

9.1. Applicants for Library membership must provide their name and other relevant contact details for the purposes of administering their borrower record and other reasons as set out in the Senate House Library Privacy Notice. The Library will process all personal data in accordance with UK data protection law.  The Library is part of the University of London, which is a registered Controller with the ICO (notification number is Z5419651). For further information please see the University of London website.

10. Behaviour and conduct in the Library

10.1. You are expected to show consideration for others and should refrain from behaviour that disturbs the legitimate activities of other Library users or staff. Hostile or rude, and other inappropriate public behaviour is not permitted in the Library. 

This includes:

• Demeaning, abusive, indecent or offensive language or comments.
• Shouting and/or use of aggressive or inappropriate gestures.
• Threatening behaviour or physical harassment.
• Comments that discriminate on the basis of race, gender, sexuality, disability, religion or any other grounds.
• Persistent and unreasonable demands or levels of contact.

10.2. Please treat other Library users and Library staff with courtesy and respect, as you would expect to be treated. 

10.3. Please be considerate to others, respecting designated silent and quiet areas. Your mobile phone should be in silent mode or switched off when you enter the Library - if you wish to make or receive a call go to designated areas.   

10.4. Food is not allowed in the Library apart from the designated areas. Hot or cold drinks can be brought in as long as they are in closed containers. No food or drink, including water, may be consumed in the Special Collections Reading Room in the Sterling Library, on the fourth floor. This is in the interests of preserving early printed books, archives and manuscripts. Cold food and snacks are allowed in designated areas on the 4th floor. Hot food or alcohol are not allowed anywhere in the Library.   

10.5. Dispose of all litter responsibly using appropriate bins.   

10.6. It is not permitted to leave personal property unattended. We ask that you take responsibility for all your belongings whilst in the library. We are unable to accept responsibility for any loss of items left unattended. It is not permitted to leave anything of value unattended, even whilst you go to the shelves, toilets or another part of the building.   

10.7. Potentially harmful or inappropriate use of resources such as books, periodicals, seating space, or computers is prohibited. Inappropriate use of computing resources includes: tampering with equipment, excessive recreational use, or any conduct in breach of the Janet Acceptable Use Policy.

10.8. It is not permitted to distribute or place any flyers, handbills, newspapers or literature within the library spaces without prior approval from the Customer Services Manager.

10.9. Smoking and the use of e-cigarettes (or vaping) is strictly forbidden in the Library.   

10.10. Library materials belong to everyone, so please treat them with care. Do not write, highlight or underline in books, or deface them in any way as it will prevent others from using them.  

10.11. In the event of an emergency, you are required to leave the building promptly by the nearest exit if you are asked to evacuate. Users are advised to leave all library laptops and reference materials behind during an evacuation. In the unlikely event that the Library is unable to re-open on the same day, any personal possessions that are left behind will be brought to the Ground Floor reception for retrieval.  

10.12. Children under the age of 16 may only be brought into the Library under the close and continuous supervision of their parent/guardian. Supervision is the sole responsibility of the parent/guardian and cannot be delegated. By accessing the library, the parent/guardian accepts responsibility for their children, their safety and behaviour. Observation of library and other relevant regulations must be followed. Children are not permitted to use the library equipment or computers.

11. Misconduct procedure 

11.1. Unacceptable behaviour will usually be addressed by a member of Library Services and/or Security staff in the first instance. We may adopt a variety of approaches: you may be asked to leave or move to an alternative space, you may have your name taken and a letter may be sent to your institution or department, and/or you may be required to attend an interview with a senior member of Library staff.  

11.2. The matter may also be referred or escalated as appropriate in line with the University’s Ordinance 17: Code of Student Discipline. 

11.3. For Library Users who are not members of the University of London, unacceptable behaviour may lead to sanctions including suspension or cessation of access to spaces, services, facilities and/or resources.

Please leave all bags, coats and laptop cases in the lockers provided.  On departure, please empty your locker and return the key to the member of staff at the Special Collections enquiry desk. Personal property must not be left overnight in lockers or in the Sterling Library Reading Room.

1. Users must put their bags and coats in a locker before viewing materials.
2. You may only consult one rare book or archive folder at a time.
3. Please read books on the rests provided, using chains to minimise the need to touch the volumes, and consult archival and manuscript material in line with Special Collections staff guidance.
4. Only pencils may be used.
5. You are responsible for all materials issued to you for consultation until you return those materials to a member of Special Collections staff.
6. Handheld devices may be used to take digital images for non-commercial research or private study only.
7. Eating and drinking, including bottled water, is not permitted.
8. Please note that this area is under security camera surveillance.

• The University of London’s JANET Policy
• Notice and take-down policy
• Senate House Library Events Policy
• Volunteers Policy (PDF 92.1 KB)

• Collection Descriptions [PDF, 172.87 KB]
• Senate House Library Collection Development Policy [PDF, 173.36KB]
• Special Collections Collection Development Policy [PDF, 129.91KB]
• Archives Collection Development Policy [PDF, 136.46KB]
• SAS/SHL Collections Preservation Policy [PDF, 170.31KB]

SHL operates a transparent acquisitions policy to provide a clear audit trail for any gifts, donations or other deposit of material within SHL. Any proposed donations or gifts need to support one of the fourteen key research areas; support SHL’s strategic research priorities; complement or extend existing special collection strengths; or represent an emerging research area that SHL wishes to develop. Donation offers will be catalogued and made available to the SHL members for as long as this is practical and desirable in line with SHL’s Collection Management Policy. Donations of more than 25 items are normally considered a ‘named’ collection and are subject to a separate appraisal process.

SHL collections primarily divide into two main areas: modern research collections and special collections (rare books and archives), irrespective of collection format.

Modern Research Collections

The modern research collections are comprised of books, periodicals and other series in both print and e-format. Each collection area is assigned to a research librarian to manage. For more information check our website. Donations offers to the modern research collections that include fewer than 25 items will be assessed by the relevant research librarian. Donations offers to the modern research collections that include more than 25 items will be assessed by the monthly SHL Collection Development Group.

Collections

Collections comprise archives and manuscripts (including the University of London archive) in analogue and born-digital formats, all pre-1801 printed items, later printed items rendered rare for reasons of scarcity or copy-specific features, named special collections of printed books, historic printed and manuscript maps, and artefacts. The monthly SHL Collection Development Group will assess donation offers that fit into these categories, regardless of their size.

Offering a donation

Please do not send any items to SHL before contacting us. Items that do not fit the criteria of our Collection Management Policy will be either securely disposed of or passed onto a third-party nominee. Contact the Head of Collections with donation offers. We will acknowledge your response and provide advice on any further action required.

Lucy Evans
Head of Collections
Senate House Library
University of London
Malet Street
London WC1E 7HU
[email protected] | 020 7862 8435

• Comments and Complaints
• Senate House Library Complaints Policy

• Laptop Loan Service
• Terms and conditions for Library Membership Cards and carrel rental

Please visit the Privacy and data protection page (SHL) for more information.