University of Tartu Library Rules

Approved by the UT Rector’s Decree No 1-8/RE/42

University of Tarty Library Rules

Based on the section 15, subsection 2, clause 16 of the Statutes of the University of Tartu, I approve of the University of Tartu Library Rules.

1. University of Tartu Library (thereafter: Library) Rules (thereafter: Rules) regulate the granting of user privileges and the rights and responsibilities of library users.

I User and borrowing privileges
2. Library user is a user of library services who has been granted user privileges by the University of Tartu (thereafter: University). All persons aged 16 or more may become library users.
3. Borrowing privileges are granted to users who are:
3.1 University students and staff members;
3.2. Students and staff members of the higher education establishments and other institutions which have signed cooperation agreements with the University.
3.3. Inhabitants of the city of Tartu according to the Estonian Population Register.
4. Users specified in subsection 3.3 cannot borrow materials from subject libraries.
5. The University grants user privileges on the basis of personal application. Application for user privileges can also be sent electronically to
6. When applying for user privileges, the following data has to be provided:
6.1. First name(s) and family name
6.2. Personal code, or if you do not have it, the date of birth
6.3. Job/educational institution
6.4. Home address
6.5. E-mail address
6.6. Phone number
7. Before granting the borrowing privileges, the University will check the person’s residence data in the Estonian Population Register.
8. When applying for user privileges, the user will confirm with their signature that they will observe the Rules and agree to the using of their personal data within the scope provided in the Rules.

II Use of library user’s personal data

9. In addition to the data listed in subsection 6, the Library User Database (thereafter: Database) will include, after the issuing of the library card, the number and expiry date of the library card, the encrypted password and the data connected with library services.
10. The Database is only for official library use; only the service-providing staff members who are obliged to keep user data confidential have access to it. At registration, the user gets their personal password for checking their contact data, loans, due dates, fines and messages and renewing due dates in the Database. Other persons are given access to the data only in the cases provided by the law.
11. Data in the Database are used to identify the users and to provide library services, including the sending of reminders and other messages and conducting statistical analyses and monitoring without connecting the data to the person.
12. The user’s data is preserved in the Database during the validity of user privileges; the data of users who have overdue items or debts will be preserved until the items are returned and debts are paid.

III Document for user privileges verification

13. At registration, the user can choose either the library card, issued for a fee, or their ID-card as the document for user privileges verification.
14. The library card is issued by the library on the basis of a valid identification document with a photograph.
15. The library card/ID-card is valid for verifying user privileges in the library as well as in subject libraries.
16. The library card can be used only by the person it has been issued to. The user is obliged to notify the library Information Point of changes in their personal information and of the loss of the library card/ID-card.
17. User privileges are valid for two calendar years and can be renewed on condition that the user has no overdue items or debts.

IV Using library services

18. All library users have the right for in-house use of library materials, allowing them to request materials from the stacks to the reading rooms, and for the use of reading room open collections.
19. The library ensures services for users with special needs.
20. Upon graduation from the university or leaving the job as a university staff member, the user has to return all checked-out materials to the library, excluding the cases when they can maintain their borrowing privileges according to subsection 3.3.
21. Director of the Library ensures the existence and accessibility of up-to-date instructions for using library materials.
22. Materials not available in the library can be requested from other Estonian and foreign libraries via Interlibrary Loans service (ILL).
23. Using of computers and the computer network in the library is regulated by the rules of using information technology services, established by the Rector of the University.
24. Photocopying is regulated by the rules established by the Director of the Library.

V In-house rules of the library

25. The library card/ID-card allows entrance to the library service area.
26. The library service area cannot be entered in overcoats and with large bags, excluding laptop bags.
27. Persons under the influence of alcohol or drugs or wearing noticeably dirty clothes cannot enter the library.
28. No animals can be brought to the library, only guide dogs are allowed.
29. Users must avoid disturbing other users with their behaviour. Zones for socialising and quiet work are marked in the library. Order and silence has to be maintained and phones are not allowed in the areas for quiet work.
30. To prevent damaging of library materials, eating is not allowed in reading rooms. Only water can be drunk in reading rooms; special arrangement has been made for the reading room of rare books and manuscripts. A lunch room for the users is located on the second floor.
31. The library uses an electronic security system to protect library materials. In case of the security system alarm the users have to follow the receptionist’s orders. The receptionists have the right to check the user’s belongings.
32. In case of a danger alarm, (fire alarm, alarm signal over the intercom), the users have to leave the building, following the instructions of library staff and the escape plans.
33. University is not responsible for unattended personal belongings in the library.
34. Price list of services for a fee is accessible at all library service points and on the library web page.
35. Users’ complaints are solved by the head of the respective department or the director of the library. Suggestions can be sent electronically to the library e-mail, or in a written form handed in at all service points.

VI User responsibilities

36. The user is financially responsible for the library materials, equipment and other property they use. Damage caused by the user has to be compensated to the university.
37. Lost library materials have to be replaced by the same title or, if it is not possible, the value and processing costs have to be compensated within the amount determined by the university. In case of damaging library materials, the costs of repair or binding have to be compensated.
38. The user is obliged to renew the due dates of borrowed materials or return them within the loan term. A fine, based on the price list approved by the director of the library, has to be paid for overdue time. Starting from the unpaid fine of two Euros, the user is prevented from requesting and borrowing new materials and from renewing due dates.
39. The user is obliged to keep up with the due dates of their borrowed library materials. The library information system automatically sends prior notices, notices about reserved materials and reminders about the arrival and passing of due dates. The University cannot guarantee the arrival of the automatically sent notices and reminders; not receiving the reminder does not eliminate the obligation to pay the fine.
40. In order to collect unpaid fines, the University has the right to use services of a collection firm.
41. User privileges of the users who break these rules can either temporarily or permanently be cancelled. Cancelling of user privileges is, considering the gravity of the breaking of rules and/or other related circumstances, determined by the Head of the Services Department.

VII Implementing provision

42. I hereby invalidate the University of Tartu Library Rules, approved by the Rector’s Decree No 21 of 29 July 2005.

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