The purpose of these Regulations is to enable users to make the fullest use of the University Library resources, buildings and services, hereinafter referred to as the ‘Library’. The Regulations apply to all libraries administered by the Director of Information Services, referred to from here on as the ‘Director’, and may be enforced by any member of Information Services staff acting on behalf of the Director.
In the Regulations, the word ‘book’ means any book, pamphlet, periodical, manuscript, map, microform or other material which forms part of the Library’s collections.
Users of the Library are reminded that Library Regulations have the force of University Regulations for discipline. Any penalties imposed for breaching the Regulations fall within the framework of the University’s disciplinary system.
1.2 Access to the Library
- Details of the opening hours of the Library are available from the Library website. Significant changes to this schedule will normally be agreed by the University Operating Board.
- Details of who may use the Library appear in Library Regulations Schedule 1: Access to the Queen’s University Library, see regulation 1.6 below.
- All persons entering the Library must show acceptable proof of identity on request.
- Everyone in the Library must leave when requested to do so by Library staff.
1.3 Conduct in the Library
Any disorderly conduct in the Library, or any behaviour which unfairly inconveniences other users or causes damage or the risk of damage to books, furniture, equipment or the fabric of the building, constitutes a breach of the Regulations.
Regulations for orderly conduct in the Library include the following:
- Use only the prescribed entrances and exits.
- Do not take bulky personal possessions (suitcases, etc.) into the Library.
- Study areas in the Library may be designated as silent, quiet or available for group work. Out of consideration for others, users must maintain good order and observe the rule relating to noise applying to each area.
- Switch mobile phones to silent on entering the Library and only use them in areas designated for this purpose.
- Do not consume food in the Library except in areas designated for this purpose.
- Do not damage or deface any Library book or other Library property.
- Show your University/Library identity card to a member of Library staff if asked to do so.
- Show your books, bags, etc., to a member of Library staff when leaving the Library, if asked to do so.
- A user vacating his or her place will be deemed to have left the Library. His or her books and papers may be cleared by Library staff and the place taken by another user, unless a note of the time of leaving is left on the table. The place may then be reserved for up to thirty minutes.
- Detailed borrowing regulations for different categories of users and materials appear in Library Regulations Schedule 2: Borrowing from the Queen’s University Library, see regulation 1.7 below.
- Books must not be removed from the Library unless they have been borrowed in accordance with the Regulations.
- Notices sent from the Library within the University are normally sent by electronic mail. Email notices to students are sent to the Queen’s Student Mail Service address.
- Fines will be charged on overdue books.
- Users with outstanding fines will not be allowed to borrow further books until the fines are paid. The Director or any other person nominated by the Director shall have the power to remit or reduce fines in a particular case.
- Users will be considered to be in default if, within a reasonable time and without lodging an objection, they fail to (a) return any overdue book (b) return any book recalled by the Library or (c) pay any fine which had been imposed by the Library.
- Users who are in default will, after written warning, have their Library Account suspended. A student who is in default with the Library is considered to be in breach of University Conduct Regulations and may be subject to disciplinary action (see Conduct Regulations).
- Users who lose or deface a book belonging to the Library will be required to pay a sum of money to enable the purchase of a replacement copy (or replacement set).
1.5 Other services and resources
- Requests for inter-library loans may be made according to such quotas and charges as may from time to time be applied.
- The use of computing facilities in the Library is governed by the University’s Information Security Policy and associated regulations. Where information is made available in electronic form, users must observe all conditions of use imposed by vendors as part of the licensing or sale of their products.
- All users of Library materials, whether in Library buildings or elsewhere, are personally responsible for ensuring that they observe the requirements of the copyright legislation currently in force in the United Kingdom; failure to do so will be regarded as a serious breach of University discipline in addition to any liability incurred under the law. Whether in Library buildings or elsewhere, members of the University copying Library books under the terms of any licensing scheme currently in force within the University are personally responsible for ensuring strict adherence to the rules of any such scheme, and any breach of these rules will be regarded as a serious breach of University discipline.
1.6 Library Regulations Schedule One: Access to the Queen’s University Library
The following may use the Library as registered users:
- Enrolled undergraduate students and postgraduate students pursuing a taught course of the University;
- Enrolled research students of the University;
- Members and retired members of the academic, academic related, clerical and technical staff of the University, honorary graduates and honorary title-holders;
- Members of the Senate and of the governing bodies of institutions associated with the University, during their term of office;
- Recognised Teachers of the University and Teaching Assistants in accordance with the agreed criteria;
- Associate Members paying an annual subscription;
- Those who are covered by the SCONUL Access Scheme;
- Those who are covered by a special agreement with the Agri-Food and Biosciences Institute (AFBI);
- Those who are covered by a special agreement with the Department of Health, Social Services and Public Safety (DHSSPS).
Undergraduates and taught postgraduates from Higher Education Institutions that are members of SCONUL can apply for access to the Library during vacation. They will need their current student card as proof of identity. The vacation access scheme does not include borrowing privileges or access to electronic information sources. However, it will allow reference access to the main printed collections.
The Library may permit visits from members of the public, who cannot otherwise obtain access to books they need, to consult printed materials held at Queen’s. Visitors will need to bring proof of identity and register their details with the Library. Visitors should note that some of Queen’s collections are restricted to members of Queen’s University, and that access to electronic information sources is not normally permitted.
1.7 Library Regulations Schedule Two: Borrowing from the Queen’s University Library
Books in ordinary open-access collections are available for use within the Library without formality, and may be borrowed on the conditions set out below. The following categories of material are not normally available for use outside the Library:
- Designated works of reference;
- New books on display;
- Books and other materials held in the Library Special Collections;
- All periodicals;
- Law reports and legislation; and
1. Any book borrowed from the Library shall be subject to recall if it is in demand or for other good cause.
2. The loan period varies according to the category of user. Library books may be kept:
- For four weeks by enrolled undergraduate and postgraduate taught students of the University, Recognised Teachers, Teaching Assistants, Personal Associate Members and users covered by the SCONUL Access Scheme and the contract with the DHSSPS;
- For twelve weeks by the University’s research students, staff (academic, academic-related, clerical and technical), Honorary Associate and other Honorary title-holders. This provision also applies to specified AFBI staff and members of Senate and the governing bodies of the University Colleges while they are in office.
At the discretion of Library management, books may be issued to students for longer than the standard period to avoid them falling due during the vacations.
3. The number of books on loan at any one time should not exceed:
- Four for Open Learning Students
- Ten for SCONUL Access borrowers, and Personal Associate Members,
- Fifteen for enrolled undergraduate students of the University (exclusive of short loan), Recognised Teachers, Teaching Assistants, Associate Members who pay the professional subscription and users covered by the contract with the DHSSPS,
- Twenty-five for enrolled taught postgraduate students of the University (exclusive of short loan)
- Thirty for the University’s research students, staff (academic, academic-related, clerical and technical), Honorary Associate Members and other Honorary title-holders. This provision also applies to specified AFBI staff and members of Senate and the governing bodies of the University Colleges while they are in office.
When a user reaches the specified maximum no more books may be borrowed until one or more books have been returned.
4. Books borrowed from the Library must be returned by the due date. A book will be overdue if kept beyond this date and will incur a fine. The level of fines will be agreed by the University Operating Board and made public via the Library web pages.
5. Loans may be renewed for a further five periods provided that the book is not in demand.
6. A borrower, on receiving notice that a book on loan to him/her is required by another user, must return that book to the Library by the date stipulated in the notice. A book will be deemed to be overdue if kept beyond this date, and will incur a fine at the higher rate.
7. A book will be considered to be in demand if required by more than one user at any one time, and will be available for loan for one week only. If kept beyond this period it will entail a fine at the agreed rate.
8. Books with substantial waiting-lists may, at the discretion of the Director or nominee, be made available only on the conditions governing the use of restricted loan collections.
9. Books borrowed from the designated short loan collections must be returned no later than the time specified. A fine at the higher rate will be charged for each book kept beyond this time. No loan may be renewed.
Closed Access Collections
10. Books in restricted loan collections at issue-desks or other service-points will be available, according to category of material, either for use within the Library only, or for short loan according to conditions as stated at the service-point.
11. Access to and use of the books in Special Collections will be at the discretion of the Director or nominee.
12. Access to and use of material deposited in the University Archive under the custody of the Director will be at the discretion of the Director or nominee.
13. The Director or nominee may if required:
- Transfer any book from open-access to closed-access or restricted circulation; and
- Restrict any book to use within the Library only.
2. Laboratories and Workshops
2.1 The following General Regulations shall apply to all University laboratory and workshop activities undertaken within the University by students as part of an academic course. They shall extend to work with apparatus, equipment, materials, substances, buildings, services and personal protective equipment provided for use by the University.
2.2 It is the statutory duty of academic staff who have to any extent control over laboratory or workshop activities to identify hazards, assess risks, prepare written safe operating procedures and keep them updated as necessary. Where risk assessments indicate that engineering controls and/or personal protective equipment must be used, this duty extends to ensuring that such controls and/or equipment are provided and used properly.
2.3 The responsible person in charge of a laboratory or workshop shall ensure that students who must use that facility receive the information, instruction, training and supervision necessary to prevent accidents and dangerous occurrences which may result in personal injuries or damage to property or both. Further, where written safe operating procedures or protocols for the work to be undertaken exist, the responsible person in charge shall ensure that these are followed.
- A member of academic or technical staff, or other responsible person appointed by the University as a laboratory or workshop supervisor, shall be directly available at all times when practical work is being carried out by undergraduate students. This shall not apply to architecture studios and other low risk workshops where alternative health and safety arrangements are in place.
- Undergraduate students shall not be permitted to work alone in any laboratory or workshop unless authority to do so has been granted in writing by the Head of School or his/her deputy.
2.5 Students shall not put themselves, or others who may be affected by their acts or omissions, at risk by engaging in any potentially hazardous laboratory or workshop activity with which they are unfamiliar and about which they have not been given adequate information, instruction and training.
- Students shall not intentionally misuse or abuse anything provided in a laboratory or a workshop for their use by the University, nor shall they attempt to modify, adapt, repair, maintain or substitute any such thing without the prior authorisation and consent of the responsible person in charge.
- Nothing provided by the University for use in a laboratory or workshop shall be removed without authorisation nor shall any hazardous substances or materials be discarded, disposed of or stored in a manner likely to cause harm to persons, property or the environment.
- Postgraduate students shall not be permitted to work alone at any time in a laboratory or workshop without the prior approval and authorisation of the Head of School or his/her deputy, the Principal Investigator, Project Supervisor or Line Manager.
- Approval and authorisation to work alone shall not be granted if the work to be undertaken by the postgraduate student is in a special hazard or high risk category.
- No University laboratory or workshop facility shall be used at any time for work which is not directly related to a recognised academic course or which is not being carried out for or on behalf of the University in the normal course of employment.
- University buildings, equipment and materials shall not be used for private purposes unless specific permission to do so has been granted by the appropriate controlling authority (e.g. Director of Estates; Head of School; Head of Non-Faculty Unit).
2.9 All accidents or dangerous occurrences must be reported as soon as possible to the University Safety Service via the responsible person in charge of a laboratory or workshop.
3. Student Accommodation
3.1 Information about student accommodation is available from the Queen’s Accommodation Office, Elms Village (78 Malone Road, Belfast, BT9 5BW) and on the Accommodation website which gives details of University owned and managed residences. These regulations apply to accommodation provided by Queen’s University Belfast only, all other associated accommodation providers, for example Chaplaincy Centres, will have their own regulations.
1. Students wishing to apply for accommodation at Queen’s should apply online via the Accommodation website. Paper applications will only be accepted as an exception and students must contact the Accommodation Office in this regard, Queen’s University, Elms Village, 78 Malone Road, Belfast, BT9 5BW, Email: firstname.lastname@example.org
2. Students must notify the Accommodation Office of their home address and next of kin, and any change to these details during their period of residence in University accommodation, Email: email@example.com (see also Regulations for Students 4.12).
3. Accommodation offered by the University is dependent on the student signing a licence agreement for the period of accommodation, paying a deposit and agreeing in writing to a payment plan to cover the accommodation fees. Students must confirm their preferred payment plan prior to checking-in.
4. The deposit will be used to off-set any accommodation arrears or other sums due to Queen’s Accommodation for example, damages to property.
5. Payment of fee: Queen’s Accommodation will communicate the payment due dates in line with the payment type selected as part of the offer of accommodation.
6. Administration charge: A reminder will be sent two weeks in advance of each due payment date and to advise that an administration charge of £25.00 will be applied for failed direct debit payments. This charge will be added to a student’s accommodation account or with the student’s agreement deducted from the accommodation deposit at the end of the academic year.
7. Overdue fees
The accommodation fee must be paid in accordance with the payment schedule agreed with the Accommodation Office. If a student does not meet the payments agreed, and does not engage with the Accommodation Office to agree an alternative payment plan, action will be taken to recover the debt. Failure to engage with the Accommodation team to agree a suitable plan to manage payment in respect of outstanding fees will result in access to the student’s accommodation being denied until such times as they engage.
Failure to settle accommodation fees will result in the student being asked to leave University accommodation and details of their account will be passed to the University solicitors for recovery of debt. If a student has outstanding accommodation fees debt, they will be ineligible to re-apply for University accommodation.
Other financial advice is available by contacting Advice SU or Income and Student Finance staff at the Student Guidance Centre.
8. Accommodation fee paying options:
(a) Students accepting a contract of eight weeks or less are required to pay their residential fees in full prior to taking up residence.
(b) Students accepting a contract for one semester are required to pay their residential fees in full within five working days of taking up residence.
(c) International students accepting a contract for 39 or 51 weeks may pay by one of the following four options:
- Provide evidence of sponsorship or scholarship from a government or other official organization, or
- Pay the total annual accommodation fee at check-in, or
- Pay an advance of 50 percent of their fee at check-in, the balance being payable on 1 February, or
- Pay by Direct Debit: 25 percent of the total fees must be paid at check-in. A direct debit mandate must be completed for the remaining fees. Direct debit payments are taken directly from your bank in three equal payments 1 January, 1 February and 1 March
(d) All other Students accepting a contract for 38, 39 or 51 weeks may pay by one of the following options:
- Full payment.
- Direct debit – three direct debit instalments. Accommodation fee will be collected in 3 direct debit instalments on 1 November, 1 February and 1 May to coincide with student loan payment dates.
- Direct Debit – seven consecutive monthly direct debit instalments. Your accommodation fees will be collected in consecutive monthly direct debit instalments from 1 November to 1 May.
- Salary deduction. Postgraduates receiving a Queen’s salary or stipend can have their fee deducted at source in seven consecutive instalments from October to April inclusive.
9. Withdrawal from University:
A student withdrawing from University must give two weeks’ notice to the Accommodation Office prior to vacating their room and provide a copy of the official University withdrawal form issued by the School. The student will continue to be liable for residential fees until they have given notice, vacated the room and returned the key or fob. In the event that the room cannot be re-let the deposit will be used to off-set the loss of residential fees.
Taking the action as set out above will not preclude the University from pursuing repayment of any outstanding debt by, for example, using a debt recovery agency.
10. Requesting release from an accommodation contract:
The accommodation contract is not a tenancy and does not have a break clause or notice period allowing a student to end the contract before the due date. The accommodation contract commits a student to stay in the University’s residence for the duration of the contract, either short-term, single semester, 38, 39 or 51 weeks. If for whatever reason a student decides to leave therefore, they will still be liable for the fee until another student who is not already a resident in Queen’s Accommodation takes up the room, the occurrence of which becomes more difficult later in the semester. In all cases the student must contact the Accommodation Office to complete an accommodation release request form.
A student excluded from accommodation under the Conduct Regulations or in respect of non-payment of fees, will be asked to vacate their room and will continue to be liable for residential fees for the term of the accommodation contract and will forfeit the deposit.
Taking action as set out above will not preclude the University from pursuing repayment of any outstanding debt by, for example, using a debt recovery agency.
3.2 Administration and Residential Rules
1. Overall supervision of student accommodation rests with the Student Plus Directorate.
2. The University’s Conduct Regulations apply to all Queen’s students regardless of where they choose to reside. Information relating to conduct and discipline specific to University residences is available in the Conditions of Occupancy and in the booklet ‘Living in Accommodation 2017-18’, (available from the Queen’s Accommodation Office, Queen’s University, Elms Village, 78 Malone Road, Belfast BT9 5BW) and on the Accommodation website.
3. Students residing in the private sector are invited to refer difficulties which may arise in connection with their accommodation to Advice SU.
4. Student Health
4.1 Health Examination of Students
1. Students or prospective students may be required to have a medical examination carried out by the Senior Medical Officer prior to the commencement of study or at any time thereafter.
2. Enrolment will not normally depend on the result of these examinations, but advice on health matters may be given, which may in some cases involve a recommendation to postpone or modify the proposed study programme (see also Regulations for Students 4.9). Students whose study programme is postponed or interrupted under this regulation shall not thereby be prejudiced in their standing for a degree or in their candidature for studentships, scholarships or similar emoluments or prizes to which age or University time limits are annexed.
3. Students who, because of their study programme, are required to complete an Occupational Health assessment, will complete that assessment prior to the commencement of study or as soon as possible thereafter.
4. When the University requires a student to provide a medical certificate from their registered medical practitioner (GP), it should be forwarded in the first instance to the appropriate School Office. The School Office will inform the various relevant administrative offices in the University, including the University Occupational Health and Safety Service.
Further information may be obtained from the Senior Medical Officer, University Occupational Health and Safety Service, 1st Floor, 5 Lennoxvale, Belfast BT9 5BY.
It should be noted that the University now has Guidelines on Fitness to Continue in Study on the Grounds of Health and/or Safety.