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Rules and regulations

Library rules

These rules supplement the University Library Regulations which are published separately and are available from the University Library. They apply to all constituent parts of the Library unless specific provision to the contrary is included or displayed in the site concerned.

1. Borrowing entitlements

The following entitlements apply to books in the general loan collections of the Central Campus Library.

Membership category Borrowing entitlements Loan period
Undergraduate students 15 books 2 weeks
Final Year Undergraduate students 20 books 2 weeks
Students on in-service courses 15 books 2 weeks
Students registered for postgraduate diplomas 20 books (25 books in Term 3) 8 weeks
Students registered for Masters degrees 20 books (25 books in Term 3) 8 weeks
Extension students 20 books 8 weeks
Students registered for a research degree 30 books 16 weeks
University Staff 50 books 1 academic session
Lay members of Council 5 books 14 days
Warwick Alumni 5 books 14 days
External Registered Borrowers 5 books 14 days
*External borrowers may not reserve books

In addition to the items listed above all registered students and University staff may borrow 25 items from the Schools Collection and two items plus 2 videos/DVDs from the Short Loan Collection. Special loan periods apply for these materials.

2. External registered customers - charges

The Librarian or approved representative reserve the right to refuse access to any external customer.

  • Reference access is free of charge
  • For Warwick Alumni the external borrowing charge is waived
  • For other External Registered borrowers an annual charge of £85 (plus VAT) is payable for external borrowing facilities. This charge may be reduced or waived should a reciprocal arrangement or scheme be available. The charge for the particular arrangement will then apply. For further information please see visiting »

3. Access to loan of materials: special categories

Books and other materials in high demand and certain classes of material (e.g. computer software) are subject to restricted loan conditions, irrespective of the status of the borrower.

Certain classes of material, e.g. reference works, (including items in the Learning Grid) theses, books of special value and periodicals, may not normally be borrowed.

Access to the Library's electronic resources may be restricted to certain categories of customers.

4. Fines: scale of charges

a. Items on Loan

Fines for failure to conform with the Rules and Regulations which apply to all customers will be charged as follows. Fines do not accrue on days the Library is closed.

  • For overdue standard loans, 20p per item per day or part of a day, for 3-day loan items (7-day loan period for customers regstered with a disability), 30p per item per day or part of a day
  • For items requested by other customers, £1 per item per day or part of a day after the seventh day following the date of dispatch of a recall notice, or from the date when the book should have been returned if already overdue
  • For Short Loan Collection items and material borrowed under other special loan conditions, £1 per hour or part of an hour for each item if not returned by the due date and time
  • The maximum fine which may be levied for failure to return materials on time shall be £35 per item
  • Failure to return material on time may result in a bill for a replacement being sent. If the borrower can provide a replacement copy only a £10 administration fee will be charged for each item. If a copy of an item is not provided, the full replacement copy cost will be charged, together with an administration fee of £15 for each item. If the item cannot be replaced, a standard fee of £35 will be charged. If items are subsequently returned, the bill will be withdrawn, normal fine regulations will apply and a handling charge of £10 per item will also be levied. If the item is one of a set or series, a borrower may be required to replace the whole set or series; the Librarian has discretion to reduce or increase the charge
  • For overdue items which are on loan from other libraries a first overdue reminder will be sent. One week after the due date a second overdue reminder will be sent and thereafter a charge will be made at the rate of 50p per day. Failure to return an item on loan from another library after a third overdue reminder will result in a bill for the full cost plus an additional administrative charge of £10 per item

b. Loss or damage

Library customers are required to replace lost or damaged items. A charge will be made as for failure to return material in 4 v above.

c. Removal of items without the loan being recorded or of items confined to the Library

Members of the University may be charged a fine of an amount not exceeding £50, undergo suspension of privileges for a period not exceeding one term, or both of these. They may also be reported to the Registrar for possible disciplinary action. customers who are not members of the University will be referred to Security staff.

d. Activating the Security Alarm Barrier

Members of the University who activate the security alarm and have unissued Library materials in their possession may be referred to the Librarian or his Deputy, or reported to the Registrar for possible disciplinary action. customers who are not members of the University will be referred to the Security staff.

e. Defacing of books or damage to Library property

A fine of an amount not exceeding £50 may be charged and/or privileges will be suspended for a period not exceeding one term.

f. Non-use of a terminal booking without prior notice

A fine of an amount not exceeding £5 may be charged and/or database searching privileges may be withdrawn for a period not exceeding two weeks.

g. Behaviour in the Library considered inappropriate or behaviour likely to disturb others

Library customers may be charged a fine of £10.

h. Serious disciplinary offences

Under Section 2.3 Regulation 23 governing disciplinary matters, the Librarian will, where the gravity of the offence appears to warrant it, report the matter to the Registrar who will then set in motion the major disciplinary procedure which carries much higher penalties.