University of Tartu Library Rules
APPROVED by Rector of the University of Tartu
Decree no. 25 of 4 December 2020
(effective as of 4 December 2020)
AMENDED by Rector of the University of Tartu
Decree no. 3 of 23 May 2024
(effective as of 23 May 2024)
AMENDED by Rector of the University of Tartu
Decree no. 14 of 13 July 2026
(effective as of 13 July 2026)
University of Tartu Library Rules
Based on clause 16 of subsection 2 of § 15 of the Statutes of the University of Tartu, I approve the University of Tartu Library Rules.
1. The University of Tartu Library (‘library’) Rules (‘rules’) regulate the granting of library user rights, the users’ rights and responsibilities, the use of library services and the internal rules of the library. [effective as of 23 May 2024]
I. Library user rights
2. A library user is a user of the library services to whom the University of Tartu (‘university’) has granted library user rights. Any person aged at least 16 can become a library user.
3. To obtain user rights, a person must submit an application to the university either electronically at https://utlib.ut.ee or on paper at the library or its specialised libraries.
4. An applicant for user rights must provide the following data:
4.1. name and surname;
4.2. personal identification code or, in its absence, the date of birth;
4.3. workplace or educational institution;
4.4. home address;
4.5. email address;
4.6. phone number.
5. By signing the application, the applicant for user rights confirms that they will observe the rules and consent to the use of their personal data within the scope provided in the rules.
51. When library user rights are granted, a user account is created for the person in the library user database. Library users can access their account using a personal username and password, mobile-ID, Smart-ID, their ID card, or an account in the Estonian academic authentication and authorisation infrastructure TAAT. [effective as of 13 July 2026]
6. User rights are valid for two calendar years. After that period, they can be renewed, provided the user has no outstanding library debts.
II. Document certifying library user rights
7. When applying for user rights, the library user chooses either a library card, which is issued for a fee, the Estonian identity card (‘ID card’) or the residence permit card as the document certifying library user rights. [effective as of 23 May 2024]
8. The library issues the user a library card based on an identity document.
9. The library card, ID card or residence permit card is valid as a document certifying library user rights also at specialised libraries. [effective as of 23 May 2024]
10. A document certifying library user rights can only be used by the person to whom it has been issued. The user must notify the library’s Service Department of any changes to the data specified in clause 4 and of the loss of the document certifying library user rights. [effective as of 23 May 2024]
III. Library user database
11. The library keeps a library user database (‘database’), in which data listed in clause 4 of the rules, the number and expiry date of the library card, encrypted password and other data related to library services are entered. [effective as of 23 May 2024]
12. The database is for internal use at the library. It can be accessed by library staff providing the services and authorised, co-responsible controllers, who are obliged to keep user data confidential. Upon registration, library users gain access to the database where they can view and update their contact data, see borrowing information, late fees and notifications, and check and renew due dates of borrowings. Third persons are given access to the database in the cases provided by law. [effective as of 13 July 2026]
13. The data in the database are used to identify users and provide library services, including sending reminders and other messages needed for providing library services. The data in the database are used in an anonymised form to monitor and statistically analyse library visitor data. [effective since 23.05.2024]
14. Users’ data are stored in the database during the validity of user rights and for two years after the expiry of the user rights, excluding the data of users with outstanding debts, which are stored until the debts have been settled.
IV. Using library services [effective as of 23 May 2024]
15. All library users have the right to in-house use of library items, i.e. to request items from the stacks to the reading rooms and use the open collections.
16. The following users have the right to borrow items:
16.1. university members;
16.2. students and staff members of the higher education institutions and other institutions that have signed a respective cooperation agreement with the university;
16.3. registered residents of the city of Tartu; 16.4. students of upper secondary schools operating in Tartu;
16.5. teachers of educational institutions operating in Tartu. [effective as of 23 May 2024]
17. Users specified in clauses 16.3–16.5 are not entitled to borrow items from specialised libraries. [effective as of 23.05.2024]
171. Users specified in clauses 16.4 and 16.5 are granted borrowing rights based on their student card or the International Teacher Identity Card (ITIC). Users under 18 need their legal representative’s consent to obtain borrowing rights. The one-off consent is valid until the user turns 18. The consent can be withdrawn at any time. [effective as of 23 May 2024]
18. The library ensures services for users with special needs.
19. A user who is no longer a university member must return all borrowed items to the library. Persons specified in clause 16.3 maintain their borrowing rights even after they are
no longer university members, except that they must return items borrowed from specialised libraries.
20. The director of the library establishes the more detailed rules for the borrowing and use of the library items. [effective as of 13 July 2026]
21. Items not available in the library can be requested from other Estonian and foreign libraries via the Interlibrary Loans Service (ILL), paying for the service based on the price list established by the director of the library. [effective as of 13 July 2026]
22. Users of the computers and computer network of the library must follow the university’s rules for using IT services. [effective as of 13 July 2026]
23. Photocopying is regulated by the instructions established by the director of the library.
231. Library premises may be made available for short-term use by persons not affiliated with the university in accordance with the University of Tartu Rules of using buildings and rooms and based on the price list established by the director of the library. Group work rooms may be made available for short-term use for academic purposes by learners and staff of the University of Tartu and other higher education institutions, except for the delivery of teaching provided for in the timetable of a course or a continuing education programme. [effective as of 13 July 2026]
V. Internal rules of the library
24. It is prohibited to enter the library’s service area in an overcoat and with a large bag, except for a laptop bag. Overcoats and other objects not permitted in the library’s service area can be left in the cloakroom locker for the whole day until the closing of the library. [effective as of 23 May 2024]
25. Persons under the influence of alcohol or drugs or with visibly dirty clothing are not allowed to enter the library. [effective as of 13 July 2026]
26. No animals are allowed in the library except for guide dogs for the blind, licensed therapy dogs and other service dogs.
27. Users must not disturb other library users with their behaviour. There are designated social and silent areas in the library. In silent areas, users must maintain silence; this includes no talking on mobile phones. Sleeping is not permitted in the library’s service area. Members of the library staff will wake up sleeping persons to ensure that they are conscious and in good health. [effective as of 13 July 2026]
28. Eating is not permitted in the reading rooms; however, drinking non-alcoholic beverages from a covered container is allowed. The rare books and manuscripts room must not be entered with any drinks or food. There is a dining area for library users on the third floor of the library. [effective as of 13 July 2026]
29. The library uses an electronic security system to protect items; in case of a security system alarm, users must follow the orders of the library staff. In cases of reasonable suspicion, library staff have the right to check users’ belongings.
30. The safety and security of the library’s premises are ensured by following the relevant rules and other bylaws established by the university. In the event of an emergency alarm, users must evacuate the building in accordance with the instructions of the library staff and the evacuation plan. [effective as of 23 May 2024]
31. The university is not responsible for items left unattended or in the lockers in the library. Items left in the library lobby, service area, and cloakroom locker are kept for 30 calendar
days, after which they will be destroyed. Perishable items are destroyed at the end of the same day after the library closes. [effective as of 23 May 2024]
32. The price list for paid services is available on the library website.
33. A user may submit complaints and suggestions about the organisation of work at the library. Complaints are solved by the head of the relevant department or the director of the library. Suggestions can be submitted on paper at all service points or emailed to [email protected]. [effective as of 23 May 2024]
VI. User liability
34. Users bear financial liability for the library items, equipment and other items they are using and must compensate the university for any damage caused.
341. The user must keep the data specified in clause 4 of the rules updated and, if necessary, provide proof that they are up to date. [effective as of 23 May 2024]
35. The user must replace a lost item with an identical item or, if impossible, reimburse the value of the item and the handling fee in the amount determined by the director of the library. If an item is damaged, the user must reimburse the cost of binding and repairing the item.
36. The user must return the borrowed items by the due date or, if necessary, renew the due date. The user pays a late fee for overdue items based on the price list approved by the director of the library. If the late fees amount to 2 euros or more, the user cannot order or borrow new items or renew the due date of borrowed items.
37. Users must monitor the due dates for the return of any library items in their possession. The library’s database sends automatic advance notifications, notifications about reserved items and reminders of the arrival and passing of due dates to the user’s email address. Not receiving the reminder does not exempt the user from paying the late fee, as the university cannot guarantee the receipt of automatically sent emails.
38. The university is entitled to use the services of a collection company to recover debts.
39. If a user violates these rules, their user rights may be temporarily cancelled. The decision to cancel the user rights is made by the head of the Service Department, considering the gravity of the breach and other related circumstances. [effective as of 13 July 2026]
VII. Implementing provision
40. I repeal the University of Tartu Library Rules approved by the rector’s decree no. 42 of 28 April 2016.
