Library Services: General policies and regulations

This is the Library Services Customer Charter, which sets out what you can expect from us and what we expect from you.

University of West London Library Services undertakes to: 

• Provide at the start of your course at UWL, an induction to welcome you to our libraries and resources and to continue to offer support throughout your studies
• Provide an environment which is safe, comfortable and conducive to study with a range of accessible study spaces
• Provide a wide range of material for you to use in your learning and to support you in developing your searching, evaluating, referencing and research skills
• Give you the means of providing feedback on what we do and how we can improve our services to meet your needs
• Provide and support an inclusive environment that promotes equality, diversity and inclusion and to treat you with respect, courtesy and fairness at all times

You should undertake to: 

• Treat all library staff and users with respect and courtesy and follow all UWL Library policies
• Wear your UWL ID or Visitor card and lanyard at all times and to show it to University staff when asked. Never lend your UWL ID or Visitor card to another person for any reason
• Return borrowed items to the library when you have finished with them and take responsibility for any reserved, lost or damaged items borrowed on your card
• Abide by copyright law and acceptable use polices when copying from books, journals and other materials in our libraries and when accessing digital resources
• Leave the library immediately when the fire alarm is activated
• Abide by UWL policy that smoking, including e-cigarettes, is prohibited in all University buildings. Drinking of alcohol is prohibited on all University campuses unless at an organised function or within the Students' Union bar

It is with your assistance and support that we continue to maintain and develop a pleasant environment conducive to learning and study. If we have failed to comply with the above, please follow our Customer Complaints Policy.

We treat non-observance of this charter seriously and failure to comply with the above undertakings may lead to sanction under the University disciplinary regulations.

Thank you for your co-operation.

Davina Omar, Director of Library Services

Last revised: March 2023 

The Paul Hamlyn Library has three floors which are divided on either side of the main landing on two sides — one on the Park side of the Library and the other on the Heart side. Each side is managed for the convenience of all our users as either for individual study, small group study (2-3) and large group study (4-6). There is clear signage in each area indicating the type of study allowed and if, in the opinion of Library Staff, you are not working appropriately for the area in which you are studying, you will be asked to move to a more appropriate study space.

First floor

The study space on the Park side of the Library (containing the book stacks) is for individual study only. The Heart side of the first floor, which contains the Rami Ranger Pavilion, is dedicated to large group study. The Carol Hehir Room, when not being used for teaching purposes, will also be managed as a collaborative group study environment for larger groups.

Second floor

The study space on the Park side of the Library (containing the book stacks) is for individual study only. The Heart side of the second floor is dedicated to small group study. The Ian Carter Room, when not being used for teaching purposes, will be managed as a collaborative group study environment for small groups. The two Group Study rooms on the Park side of the second floor (PE.02.009 and PE.02.010) will be managed as collaborative group study environments for larger groups.

Third floor

The study space on the Park side of the Library (containing the book stacks) is for individual study only. The Heart side of the third floor, which also houses book stacks, is dedicated to small group study.

On the third floor, the Dipna Anand Room (Postgraduate Study Room) can be used for both individual and group work. However, users are requested to be respectful of the individual study requirements of the rest of the Park side of the Library and keep noise to a low level. The Dorothy and Charles Morley Room, also on the Park side of the third floor, contains the University archive and additional guidelines apply to use of this area.

The Mollie Clay Room, when not being used for teaching purposes will be managed as a collaborative group study environment for small groups.

All users of the Paul Hamlyn Library are requested to respect the noise policy on each floor and Library and Security staff will help to manage use of the Library space in the interests of all.

Personal property brought onto University premises is the responsibility of the owner and the University accepts no liability for loss or damage to personal items. Personal items should not be left unattended on University premises and we advise you to take your possessions with you when leaving the library.

For reasons of security and to be fair to all users of the Library, we ask you not to leave unattended items on desks for long periods and overnight. Items will be passed to our colleagues in Security if we believe that you have left the library.

Lockers are available on the second and third Floors of the Paul Hamlyn Library and in the Dipna Anand Postgraduate Study Room.

By using these lockers you are agreeing to abide by the following terms and conditions.

If you wish to use a locker:

• Keys are issued during staffed hours from the Library Information Desk on the ground floor.
• Keys are issued for 24 hours and should be returned to the Library Information Desk during staffed hours, or deposited in the key returns box in the library entrance outside of these times.
• If Lockers become overdue, there is a charge of £0.50 per hour.
• Only one locker can be borrowed at any one time.
• Lockers may not be renewed.
• If you lose your key there is a replacement charge of £20 plus VAT.

General

• To be fair to all users, these lockers are intended to be used whilst you are working in the Library and emptied and made available for others when you leave.
• In the event of a lost key, please notify a member of the Customer Experience Team during our regular staffed hours. For security reasons, we will not open lockers immediately but will retrieve and securely retain the contents and notify you when you can collect them.
• Library materials MUST NOT be placed in the lockers unless they have been issued to you. Any unissued Library material found to be stored in a locker will be returned directly to the shelves to allow others to use them.
• No food or perishable items may be placed in the lockers. Any perishable items found to be stored in a locker will be thrown away without notice.
• Library and security staff will carry out spot checks for unacceptable contents and inappropriate use on a regular basis.
• Lockers will be opened by Library and Security staff, and the contents retrieved and securely retained for later collection, if we suspect that they are being used on a long-term basis.
• The Library and University will not accept any liability for lost, damaged or stolen items, however caused.
• Misuse or physical damage of the Lockers may lead to disciplinary action under the Student Disciplinary Policy.

Please note that alternative lockers for gym users are available in the Student Union, and in Wellbeing for students with disabilities.

We recognise that a library is an interesting environment for students to film in and we receive regular requests for permission. All requests must be cleared by the University Health and Safety Manager to ensure we fulfil our responsibilities in these areas:

• Health and safety
• Data protection
• The UK Government Prevent strategy

Request permission to film in the Library

If you wish to film in either of our Libraries, please contact library@uwl.ac.uk and we will send you the essential documents. These include our Risk Assessment Guidelines and the completion of a RAMS form.

Please note that the Library reserves the right to refuse filming, even after permission has been granted by the Health and Safety Manager, if it is likely to cause significant inconvenience or disruption to our service. To avoid disruption, we advise that filming takes place during our regular staffed hours and outside of the 12 - 4pm period which is our busiest. No filming is allowed on the Park Side of the library on all three floors as this is reserved for individual quiet study. We also reserve the right to impose limits on the number of authorised requests during exam or coursework deadline periods.

The Library also reserves the right to adjust our facilities and services around your filming to ensure that an appropriate image of the library is presented at all times.

General guidance on filming

• No one should be captured on film unless express permission has been received.
• If you inadvertently capture someone on film who has not given permission, they must be edited out.
• You must work with library staff to display appropriate signs that make people aware of the filming taking place. Please follow guidance from Library staff on where to place these signs, and on their safe removal when the filming is complete.
• The Library is a place of study. Your filming must not impact upon those using our services.
• Your film must not be harmful to the image of the University or the Library.
• No personal equipment can be used unless it has been PAT tested and you have received express permission from the University.
• Your film is for educational and not for commercial purposes.
• You must abide by UK copyright law including the reproduction of images found within material held in the library.

Commercial filming

The above guidelines apply to student filming. If you are a commercial organisation who wishes to film in the Library you should contact the University External Hire Department.

If you wish to use the space you must first receive permission from the Library by emailing library@uwl.ac.uk with details of the event. 

We will need a risk assessment setting out how you intend to manage your event and the health and safety of your audience. Library staff will help you with this. 

We may need to ask you to modify your event if it is likely to cause significant inconvenience or disruption to our service. During exam or coursework deadline periods use of the space for study will be prioritised.

General guidance

• We ask that your event take place within library staffed hours.
• We ask that you follow Library Services policies and procedures and guidance from library staff whilst using our spaces.
• We ask that you work with library staff to display appropriate signs that make people aware of the event taking place. Please follow guidance from Library staff on where to place these signs, and on their safe removal when your event is complete.
• Organisers and attendees must adhere to University Health and Safety requirements whilst using the Paul Hamlyn Library.  For fire safety reasons, access to the fire exits in the area of the events space must not be obstructed. 
• Our Facilities staff will help set up the space and restore it to its original settings before and after your event. Wherever possible we will set up the space to meet your requirements but please do not make any further adjustments.
• Organisers of events are responsible for managing the appropriate behaviour of their audience.
• The Library is a place of study. Your event must not impact upon those using our services.
• Your event must not be harmful to the image of the University or the Library.
• No personal equipment can be used unless it has been PAT tested and you have received express permission from the University.

Commercial use

The above guidelines apply to student and staff use of the event space. If you are a commercial organisation who wishes to use this space for an event you should contact the University External Hire Department.