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 community 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. If there is no replacement cost detailed in the Library System then the charge will be based on pricing estimates from third-party services such as Amazon. In the event that a price cannot be identified then the average cost to the Library of purchasing a textbook will be charged. Once billed, even if items are returned, members will have to pay the £15.00 fine.

If an overdue loan reaches the replacement bill stage, a block will also be placed on student records. This will result in the loss of access to Campus Moodle and online Library services as detailed in the Debt Recovery Policy. The block will be removed when the items are either returned or the outstanding bill is paid. Members also have the option of replacing items on a like-for-like basis and should seek full details from Library staff before ordering a replacement copy. Access to RGU systems will be activated overnight and systems available to use again from the next morning.

Taking Library items out of the UK

It is not recommended that RGU Library material is taken out of the UK. Library materials are limited in availability and must be shared amongst the university community through the loan and recall processes. If members choose to take items out of the UK, those items remain subject to the standard recall process and members should ensure they are checking RGU emails regularly and are in a position to return any items as requested. In the event that an item is recalled and not returned the member will incur overdue charges, lost item bills, and blocks on access to RGU IT systems as detailed in the Debt Recovery Policy. This may result in the member having their access to Campus Moodle and Library e-resources blocked until the items are returned.

Loans 8 Weeks Overdue

Members will be charged the replacement cost of the item. If the cost is unknown then the charge will be the average cost to the library of purchasing a textbook. The library will establish the replacement cost of journal parts in consultation with journal suppliers.

If an overdue loan reaches the replacement bill stage, a block will also be placed on student records. This will result in the loss of access to Campus Moodle and online Library services as detailed in the Debt Recovery Policy. The block will be removed when the items are either returned or the outstanding bill is paid. Members also have the option of replacing items on a like-for-like basis and should seek full details from Library staff before ordering a replacement copy. Access to RGU systems will be activated overnight and systems available to use again from the next morning.

Inter-Library Loan Items

Inter-Library loans returned late will be charged at £4.00 per item plus any additional costs imposed by the original lending Library.

Refunds

In the event that an item is found by the borrower after either replacing it or paying the lost fee, no refund will be offered except in exceptional circumstances. The borrower may keep the Library item in lieu of a refund. Where an item is out of print or otherwise unavailable we may offer a refund in exchange for the item being returned. This will be at the discretion of the Director of Library Services.

The Robert Gordon University applies the following policy to borrowers regarding overdue library materials:

If borrowers become aware of any difficulties regarding overdue library material, they must contact the Library on 01224 263450 or by email to library@rgu.ac.uk 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 - this includes access to Campus Moodle and online Library services.

If the bills remain outstanding, students will not be permitted 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 items are returned and charges are paid. In the event that items have been lost or damanged, the block will be removed when all charges are paid. Members also have the option of replacing lost or damaged items on a like-for-like basis. Full details should be sought from Library staff before ordering a replacement copy.

Notices regarding overdue materials will be emailed to the student's University email account. It is the student's responsibility to check their RGU email for messages. Legal action will be taken to recover outstanding debt 90 days after a bill is issued.

In the event that an item is found by the borrower after either replacing it or paying the lost fee, no refund will be offered except in exceptional circumstances. The borrower may keep the Library item in lieu of a refund. Where an item is out of print or otherwise unavailable we may offer a refund in exchange for the item being returned. This will be at the discretion of the Director of Library Services.

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

2. All other Library material

If an overdue item is recalled it will then follow the pattern of Recalled Items.

This section is being updated, in the meantime please see the links below:

• Read the main copyright law and it’s amendment here: The Copyright, Designs and Patents Act 1988 amended by The Copyright and Related Rights Regulations 2003
• The university has a CLA Higher Education license that allows students and staff to copy and scan material within limits, see that license here: CLA Higher Education License 2019 - 2024
• Staff who are interested in making material available to the students on their modules please see our digitisation guide

If you have any queries please contact Victoria Farmer, Resource Services Librarian v.g.farmer@rgu.ac.uk.

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 publications@rgu.ac.uk

Repository policy

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:

Complaints Procedures and Policies

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:

The Re-use of Public Sector Information Regulations 2015

Information Commissioner - Guide to RPSI

National Archives - About PSI

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:

RGU 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.

Information Assets

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.
• Art and Heritage Collections and the collection itself can be searched within the Collections Online Databases.
• 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 2025. If you have any queries or would like to give any feedback about the information detailed, please contact the library.

Library contact details