Leiden University Libraries lending regulations. 1. Registration and LU-Card At registration you will receive a personal LU-Card which gives you access to the Leiden University Libraries and also acts as a library pass. After activation of the card you can borrow materials from the library or have them for perusal. 1.1 Students who are registered at the Leiden University are given a free LU-Card. 1.2 Anyone who has no LU-Card can obtain one via one of the Leiden University Libraries desks. The LU-Card is free for: Leiden University employees Employees and students of the other Dutch universities. Students at a Dutch Hogeschool Leiden University graduates/phd s External PhD candidates Emeriti professors of Leiden University Employees of LUMC & Rivierduinen Employees of any Leiden museum Employees of the National Library of the Netherlands (KB) Employees of any acknowledged research institute (ASC/ IIAS/ INL / KITLV/ KNAW/ NWO/ NHN/ NINO) Members of the Maatschappij der Nederlandse Letterkunde Members of the Vereniging Dante Alighieri Employees of the LUMC & Rivierduinen can only apply for a LU-Card via the desk of the Walaeus Library. 1.3 Other persons who wish to use the library for study or profession can become a member of the University Libraries for 30,- per year.
2. At enrolment or extending of the LU-Card valid identification papers have to be shown (passport, Dutch driving licence, a European identity card, Dutch immigration document), if relevant a valid student card(with studying year and photograph) of a Dutch University/Hogeschool, a proof of address and, if relevant, a letter of appointment. 3. As a LU-Card owner you are responsible at all times for the use or abuse of it, also by any third party. Loss or theft of your LU-Card has to be notified immediately at one of University Libraries desks to block the cards use. 4. By accepting the LU-Card you are endorsing the lending rules and the house regulations of the University Libraries. You are obliged to notify changes in your personal data (such as changes of address) at once to the organisation part concerned (see point 2). 2. Change of address Alumni who graduated after august 2006 and students of Leiden University have to notify a change of address to the helpdesk usis within a week. Leiden University employees have to communicate a change of address within a week to their human resources department. Others have to submit a change of address to the University Libraries. This also goes for your e-mail account. Any consequences of not notifying the library of your change of address in time, are completely at your own risk and at your own expense. 3. Borrowing 1. You can check out books at the lending desk of the library concerned and/or via the lockers at the University Library. 2. You need to identify yourself always with a LU-Card when fetching books. 3. It is not allowed to allow third party persons to borrow materials with your LU-Card. 4. You are not allowed to lend borrowed materials to third parties or take the materials abroad. 5. The maximum number of books you can borrow from all Leiden University libraries together is 50. From the Walaeus Library 10 books can by borrowed at the same time, and from the Law Library 5 books. 6. Requested books remain in deposit for 3 days from the moment they were put aside for you.
7. From the University Libraries no materials can be borrowed from the reading rooms, materials published before 1900, very valuable or rare materials, original handwritings, atlases and loose-leaf works, special size/non-standard size works, single copies of a journal and damaged or vulnerable works. This list is not complete. Under certain conditions most of these materials can be made available for inspection inside the University Library building; they have to be returned to the desk within the same day. If requested it is possible to keep these books in store for a borrower during a longer period. The books published before 1800 can only be consulted in the Special Collections Reading Room of the University Library. 8. As a borrower you are held liable for damage, too late returning or loss of the materials you borrowed, regardless of the causes. Make sure that the materials you want to borrow are in good condition. If you discover any damage, please notify the desk of the library concerned. 9. For replacement of lost or irreparably damaged material you borrowed, you have to pay full costs of material lent to you, to refund the entire replacement value, administration fees and possible collection charges. If the damage is reparable we will charge you the repair costs. The damage assessment as well as the settling of the indemnity is for the librarian to decide. 10. The use of the return boxes is at your own risk.. If it would appear from the book return administration that the materials were not turned in, you have no proof of the contrary. As a consequence the library will hold you liable for the possible loss of the materials. 4. Loan period and renewal 1. The standard loan period is three weeks. 2. The borrowed material has to be handed in no later than the last day of the loan period, or has to be sent - adequately packed and postage paid by mail. Sending by mail is at the borrowers risk. 3. The loan period of a borrowed book can be extended until a maximum of half a year in three week terms, as long as it has not been requested by another borrower. If you want to renew a loan you can do so 24/7 via My Account in the Catalogue. 5. Fines system 1. Books that you borrow from one of the University Libraries can stay out on loan for three weeks. After three weeks the following applies:
1. Week 1: 1 st reminder. No fine yet, renewal is possible until a maximum of half a year in three week terms, provided the material has not been claimed by another customer. 2. Week 2: 2 nd reminder. No fine yet, your LU-Card is blocked. Renewal is still possible via one of the circulation desks. 3. Week 3: 3 rd reminder. 5 fine per book, your LU-Card is blocked. All books must be returned. 4. Week 4: 4 th reminder. Final warning per regular mail. 5. Week 6: 5 th reminder. The claim is handed to a debt-collecting agency. Your LU-Card remains blocked until all costs are paid to the collecting agency and the library receives a letter of affirmation from the agency. You will have to pay the fine ( 5 per book), administration fees ( 12,50 per book), collection fees and replacement fees for the books. 2. Sending overdue notices is a courtesy of the University Libraries. No rights can be derived from not receiving them. It is your own responsibility to hand in materials on time or to extend the due date. For news and overdue notices to students, employees and alumni who graduated post August 2006, the library uses the Umail address. It is imperative that you check your Umail account at regular intervals, or forward it to another e-mail account if you don not use Umail. 6. Reservations 1. You can request material and make a reservation via the online Catalogue. 2. When a reserved book becomes available, you are sent a message and you can collect the book within seven days.. 7. Complaints about lending services At first instance complaints about lending services have to be put down with the location manager of the library concerned, who will answer to the complaint in writing within. a two weeks term. You can also file a complaint via uitleen@library.leidenuniv.nl If you are dissatisfied with the answer to your complaint, you can file your complaint in second instance with the Head of Public Services Department of the University Libraries who will answer in writing within a two weeks term. During this period, the decision of the location manager concerning the complaint in first instance, stands. 8. Other regulations
1. You are to follow instructions from library staff. 2. De chief librarian UBL/Director UBL (or his deputy) has the right to (temporarily) except a customer who fails to follow the regulations from using the library. The borrower will be notified of the exception by certified mail from the chief librarian UBL. 3. In the cases the regulations do not provide for, the chief librarian UBL decides. The chief librarian UBL is authorized to deviate from these regulations. 4. In case of exception from lending and/or exception of library use appeal to the Board of Governors is possible. The Librarian, K.F.K De Belder November 2011