Library policies covering fines, debt, copyright, distance learners, our open access repository and complaints.
Our library policies are currently under review and are therefore subject to change.
The library policies are in addition to the SCURL policy for retention of print materials, which can be viewed at the first link below:
SCURL Scottish Collections Policy
This print retention policy has been agreed by all SCURL (Scottish Confederation of University and Research Libraries) Library Directors, the National Library of Scotland, and the Scottish Library and Information Council:
Library Charges and Fines
Late Return of Recalled Items
The University Library's policy is that all borrowed materials are subject to recall if they are required by another member. The current user is given a period of time - up to 7 days - to make use of the material before returning it. In order to encourage members to comply and to strengthen the current recalls policy, the Library charges fines for the late return of recalled library material. Please note that these fines apply to all members - students, staff and external borrowers alike.
Members are required to return, on time, Library material that has been recalled. Those who do not will be charged a fine of £1.00 per day for each day or part day overdue, up to a maximum of £15.00. Members who reach the maximum fine will also be sent a bill for the replacement cost of the item or items concerned. The average cost to the Library of purchasing a textbook is currently £30.00. Once billed, even if items are returned, members will have to pay the £15.00 fine.
Loans 8 Weeks Overdue
Members will be charged the replacement cost of the item or the average cost to the library of purchasing a textbook (currently £30.00). The library will establish the replacement cost of journal parts in consultation with journal suppliers.
Inter-Library Loan Items
If your loan is not returned by the due date you will be fined £4.00 per item.
Debt Recovery Policy
The Robert Gordon University applies the following policy to students regarding overdue library materials.
If you become aware of any difficulties regarding overdue library material, you must contact the Library on (01224) 263450 immediately to discuss the matter.
Failure to return library material will result in the following:
- A bill being issued for the replacement cost of the item.
- Accrued fines on the item being payable.
- Library and IT accounts being blocked.
If the bills remain outstanding students will not be allowed to enrol for the next year of their course or to graduate at the end of their course.
The University's sanction of withholding conferment of awards to students who are in debt to the University will apply. Although the results themselves will be released by the University in those circumstances, this is not a conferment of an award and any confirmation of these results to the student will bear clear notice "that this is not an official conferment of an award by The Robert Gordon University"
Blocks will not be removed until all charges are paid.
Notices regarding overdue materials will be emailed to the student's University email account. It is the student's responsibility to check his/her Outlook Account for messages.
Legal action will be taken to recover outstanding debt 90 days after a bill is issued.
This Policy covers recalled items and all other library materials. The timescale for billing for overdues, and the implementation of other sanctions, varies depending on the nature of the material and the urgency with which it is needed by other users. Further details of these timescales are listed below.
Timetable for raising bills and removing Library and IT access
1. Recalled Material
|Time||Action||Mode of Notice Delivery|
|Recall Notice||Notice sent to user advising that an item they have on loan is required by another user. The item must be returned within 7 days. If the item is not returned the user's Library Account will be blocked.||Notice to user's University email account.|
|Overdue Day 1||Notice sent to user advising that their Library Account is blocked. The timetable for further actions is set out.||Notice to user's University email account.|
|Overdue Day 4||Notice sent to user advising that their Library Account is blocked. The timetable for further actions is set out.||Notice to user's University email account.|
|Overdue Day 7||Notice sent to user advising that a bill will be issued in 8 days and that their IT account will be blocked if the item is not returned.||Notice to user's University email account.|
|Overdue Day 10||Reminder notice that a bill will be issued in 5 days and that their IT account will be blocked if the item is not returned.||Notice to user's University email account.|
|Overdue Day 15||Bill sent to user for the replacement cost of the overdue material. Accrued fines will be payable. User advised that IT and Library accounts are now blocked.||Letter sent to user|
|Overdue Day 105||Legal action will be taken to recover the outstanding debt||Letter sent to user|
3. All other Library material
If an overdue item is recalled it will then follow the pattern of Recalled Items.
|Time||Action||Mode of Notice Delivery|
|Prior to overdue||Courtesy reminder notice of due date of loan.||Notice to user's University email account.|
|Overdue Day 7||Reminder to user that they have an outstanding loan. The item can be renewed if it is still required. User advised of timetable of further actions||Notice to user's University email account.|
|Overdue Day 21||Reminder to user that they have an outstanding loan. The item can be renewed if it is still required. User advised of timetable of further actions||Notice to user's University email account.|
|Overdue Day 35||Reminder to user that they have an outstanding loan. The item can be renewed if it is still required. User is advised that if the item is not returned in 7 days their Library account will be blocked. User advised of timetable of further actions||Notice to user's University email account.|
|Overdue Day 42||Notice sent to advise that Library account is now blocked. User advised that if the item is not returned in 14 days a bill will be raised for the replacement cost of the item and IT access will be removed.||Notice to user's University email account.|
|Overdue Day 49||Notice sent to advise that a bill will be raised for the overdue item in 7 days and that in addition to the Library account being blocked, IT access will be removed.||Notice to user's University email account.|
|Overdue Day 56||Bill for replacement cost of overdue item issued. IT access blocked||Letter to user|
|Overdue Day 146||Legal action will be taken to recover the outstanding debt||Letter to user|
Policy on Copyright
Copyright is an automatic right which protects all those who have created an original piece of work.
The copyright owner (usually the creator of the work) has the right to control the way in which the work is used, and can prevent others using the work and exploiting it without permission. Copyright within work may be purchased, licensed or assigned.
In the UK, The Copyright, Designs and Patents Act 1988, amended by The Copyright Related Rights Regulations 2003 which were developed to comply with the EU Directive 2001/29/EC, are the pieces of legislation that protect the rights of creators.
All photocopying and scanning of copyright materials must comply with UK legislation, with any licence agreements held by the University or be undertaken with the permission of rights holders.
Photocopying and Scanning Information
Scanning Information for Staff
For further information, email:
OpenAIR @ RGU – Robert Gordon University’s open access institutional repository
OpenAIR is the open access institutional repository of Robert Gordon University (RGU), featuring a variety of research outputs produced by researchers – both academic staff and postgraduate research students – associated with the University. Please address any queries about the policy to firstname.lastname@example.org
This policy defines the content that RGU will hold on OpenAIR, the general workflow by which material is added to OpenAIR, the nature of RGU’s commitment to preserving material held on OpenAIR, and the conditions under which material may be withdrawn from OpenAIR.
In the first instance if you wish to make a complaint about the University Library Service please contact a member of library staff.
Further information about RGU's general complaints procedures and policies:
The Re-Use of Public Sector Information Regulations 2015
The University Library of Robert Gordon University is subject to the Re-use of Public Sector Information Regulations 2015. These regulations apply to public sector bodies, but also to the cultural sector which includes libraries.
Find out more about these regulations:
These Regulations govern how the information that the library holds or creates is made available for re-use. As part of the regulations, the Library is required to publish a Statement of Public Task and guidance as to what information assets are available. This page also includes information about how to make a request to re-use information and the right to refuse requests.
Statement of Public Task
The University Library’s purpose is to deliver high quality, relevant information resources, services and support to students and staff of the university. This is achieved through the following core functions:
- Supporting teaching, learning and research through the provision of information resources, both in print and electronic formats;
- Provision of physical study space that meets the varied needs of our students e.g. individual and group study;
- Provision of an online library environment that allows discovery of, information about, and access to, the library’s resources and services;
- Training and support for students in the effective use of Library resources;
- Responsive support and enquiry services, delivered both face to face and online;
- Engagement with RGU students and academic staff in order to ensure our services and resources are reviewed and developed.
More information about the library:
Services provided to others, such as members of the public, fall outside of this remit and are, therefore, outside of the scope of these regulations.
The University Library holds large amounts of information in a variety of formats:
- Information about the resources we hold can be found through our discovery service: LibrarySearch.
- Other web pages with information about our resources are: A-Z list of databases and the Print Journals List.
- Details of our online open access resources (including PhD theses, articles, conference papers etc.) can be found within OpenAIR.
- Alongside this, the library makes a variety of material including details of library services and policies available within the main web pages and Library Guides material.
- Training material can be found online through our Library Guides pages and within CampusMoodle. Other training material such as PowerPoint presentations that are used within classes are available on request, if they have been retained.
- Art and Heritage Collections and the collection itself can be searched within the Collections Online Database.
- Information regarding the governance and management of the Library Service e.g. Human Resource and Financial information is available on request. However, much of this information is protected under acts such as the Data Protection Act 2018.
- Items listed, relating to the library, within the University’s Freedom of Information Publication Scheme.
Please note that much of the information held by the library will not fall under these regulations as the intellectual property rights (copyright or database rights) belongs to a third party. In addition, other information may be exempt under the Regulations. Therefore, the library will assess each request individually and respond to the requester.
Requests for re-use of information
If you wish to apply to re-use our information under these regulations then please contact the library by email or post.
Please state that your request is made under the Re-use of Public Sector Information Regulations and include the following information:
- Your details and contact information
- Details of the information you wish to re-use
- How you wish to re-use the information
The library may then contact you for further information following this initial correspondence.
In accordance with the Regulations, any requests for re-use will be addressed within 20 working days, or an explanation provided if a longer delay is anticipated.
In addition the University may charge for certain information and if so the charges will be made clear after the request has been reviewed.
Right to refuse
The library reserves the right to refuse requests for re-use of information under the Regulations where valid exceptions apply. These may include copyright, commercial confidentiality and protection of personal data.
Should refusal occur, the reason for refusal will be clearly explained, along with details on how to appeal.
Review and feedback/complaints
This statement will be reviewed in December 2020. If you have any queries or would like to give any feedback about the information detailed, please contact the library.