Library use guidelines & policies

What you can expect from us

UVic Libraries will 

• provide library users with an inviting and supportive academic environment, inclusive service and respect
• provide as many resources, facilities and services as possible to support your studies
• provide equitable and open access to Library resources and facilities
• provide a safe environment by applying these Guidelines on Conduct, Guiding Principles and other university procedures which support a respectful and productive learning environment

Access Services Guiding Principles

Access Services staff working at the Mearns - McPherson Library and the Diana M. Priestly Library Ask Us Desks are committed to upholding the following guiding principles in service to all library users. 

1. We create a welcoming environment for library users by providing friendly service, and inclusive accessible spaces. 
2. We provide timely, efficient and consistent service for library users. 
3. We are respectful, empathetic and transparent in our interactions with all members of the UVic Community. 
4. We incorporate principles of reconciliation into our services and work towards decolonizing our services, interactions and spaces. 
5. We value the whole person and provide equitable service while recognizing diverse backgrounds and differing user needs. 
6. We hold ourselves accountable to library users, to UVic Libraries and to the community that we serve. 
7. We strive for continual learning and growth as library staff and as people. 
8. We seek to build resourceful and empowered library users and staff. 
9. We embrace the changing nature of academic libraries and provide services that meet the changing needs of our library users. 

Guiding Principles for Research Help

Research help is provided by librarians and archivists at UVic Libraries to students, faculty, staff and members of the community. For the purposes of these guiding principles, we use the term “researchers” to describe members of all of these groups.

Our guiding principles are not directives; we recognize that using them requires judgment. Some guiding principles serve as counterpoints or balances to others. Not every guiding principle will be appropriate to every research help interaction. 

UVic Libraries supports librarians and archivists in providing research help according to these principles.

The Guiding Principles 

1. We strive to ensure that researchers learn from the research help interaction. 
2. We are attentive to the diversity of researchers’ backgrounds, abilities, experiences, expectations and goals, and we strive to provide research help in an inclusive, equitable, decolonizing way. 
3. We are alert and responsive to the diversity of project formats, scopes and characteristics that researchers are pursuing. 
4. We provide research help in an accessible and visible way. 
5. We strive to embody best practices in research help. 
6. We make space for experimentation, creativity and risk-taking in providing research help. 
7. We continually assess our research help services to understand their effectiveness. 
8. We leverage the full range of expertise in UVic Libraries to meet researchers’ needs, including referrals to colleagues, workshops and other resources. 
9. We educate library users about open practices in scholarly publishing, research, and educational contexts as part of research help interactions. 
10. We embrace our own continuous learning, skill-building and improvement in the changing research environment. 

What we expect from library users

Maintaining a respectful and safe space, and equitable and open access to Libraries resources are of the utmost importance to us. If you violate any Guidelines on Conduct you may be suspended from access to all Library facilities and resources for a period of time and, if necessary, reported to the University’s authority on Non-Academic Misconduct, the Associate Vice-President Student Affairs, for further consideration. The University of Victoria has zero tolerance for violent or unlawful behaviour. Library users engaging in such behaviour will be removed from the premises by Campus Security or police. 

This learning environment with shared materials, spaces and resources requires collaboration to maintain a culture of scholarship, open academic inquiry and respect. Users of UVic Libraries are expected to be respectful towards Libraries staff, users, facilities and resources at all times.

Library users will: 

1. Treat all library users with respect. Intimidation, racism, bullying or aggression are not tolerated and will result in removal from the Library by Campus Security and may result in an investigation into non-academic misconduct by the Office of Student Life. 
2. Exhibit respectful and courteous behavior towards library staff, library spaces and library materials.
3. Use library resources including spaces, equipment, hard-copy materials and electronic materials in a responsible manner while adhering to loan policies and copyright guidelines. 
4. Monitor their belongings at all times, and not leave any personal items unattended. UVic Libraries is not responsible for theft or damages that occur while using UVic Libraries. 
5. Set cellphone ringers to silent and move to designated areas for quiet cellphone conversations: 
   • lobby entrance 
   • enclosed McPherson Library stairwell 
   • BiblioCafé 
   • study rooms 
6. Enjoy food and covered drinks while being mindful of other library users and library staff by: 
   • keeping a lid on drinks 
   • "leaving no trace" for other library users by disposing of garbage and recycling in appropriate receptacles. Compost bins are located inside the BiblioCafé in Mearns - McPherson Library, and inside the Student Lounge in the Fraser building
   • wiping up your spills and notifying Ask Us Desk staff about spills or garbage issues by texting 778-400-4518 or calling 250-721-8230
   • not putting liquids in garbage bins
   • respecting that food and drinks are not permitted in Special Collections & University Archives 
   • not ordering food deliveries to the Libraries

Prohibited conduct includes:

1. Engaging in behavior that is unsafe or harmful to self or others, including assaulting, harassing, intimidating or threatening another individual or group.
2. Engaging in theft, vandalism or destruction of University of Victoria property.
3. Smoking, including the use of vapes/e-cigarettes, consuming alcohol, and/or possession/distribution of controlled substances.
4. Engaging in sexual activity, indecent exposure, harassment, stalking, or making unwanted or inappropriate advances both in-person and online.
5. Possessing or storing real or replica weapons including knives, guns, explosives (including fireworks), ammunition and toxic or otherwise dangerous materials.
6. Disturbing others by creating excessive noise in designated quiet study areas, peddling, or soliciting within the Libraries.
7. Posting or distributing notices, posters, stickers and similar materials without approval from the UVSS or UVic Libraries.
8. Using the Libraries as living quarters or sleeping space.
9. Use of cell phones outside of designated areas.
10. Photographing or capturing images of library users or library staff.

Public computer use

The Libraries' computer workstations are available for activities related to study, research and teaching. These activities must be conducted according to practices ensuring that the rights of all users are protected. UVic Libraries may impose time limits on the use of equipment to ensure reasonable availability to all.

Library users bear sole responsibility for the material they choose to access, send or display. Users in violation of this policy will be asked to refrain from the restricted activity. Failure to comply may result in removal from the building. Sanctions may be appealed to the University Librarian.

Appropriate activities:

1. Searching library catalogues, databases, files and directories.
2. Emailing, printing or saving search results to an external device.
3. Searching the internet for study, research and teaching.
4. Using email relating to study, research and teaching.
5. Using software provided by the libraries.
6. Saving documents to a campus server.
7. Sending requests or feedback to the libraries.

Prohibited activities:

1. Using workstations in a manner which contributes to an uncomfortable study or work environment.
2. Using Libraries computer equipment or software for commercial purposes.
3. Downloading and/or installing software or plug-ins on to a Libraries workstation.
4. Tampering with or "fixing" equipment.
5. Using workstations in a manner that violates libraries policy, university policy, laws or statutes.

Computer use is governed by the following:

1. Local, provincial or federal laws which govern the use of computing and communication facilities in Canada. These include, but are not limited to, the Criminal Code of Canada, the BC Civil Rights Protection Act, the BC Human Rights Act and the Canadian Human Rights Act.
2. University of Victoria policies, including Acceptable Use of Electronic Information Resources Policy IM7200, Discrimination and Harassment Policy GV0205 and other UVic policies regarding conduct.

Special Collections access policy

Special Collections has procedures that must be followed to access the books and archives in the department. Users must complete an item request form, sign and date it. On receipt of the material they must present current photo ID in order to use it. The user's current identification is retained by staff while the material is in use.

Because most of the material is rare and fragile, or unique and irreplaceable, all research use is supervised by staff in the reading room. To protect the material, users are requested to use pencils while taking notes.

Materials are not allowed to circulate. Exceptions may be made for the presentation of material for teaching or seminar purposes.

Access and usage

• photo ID is required to view requested material
• only pencil and paper, or laptops, may be used in the reading room—pens are not permitted
• gloves may be required while using certain materials
• use of material is restricted to our reading room during regular hours
• reproduction by photocopy, or by any other means, is determined on an item-by-item basis dependent on the material's condition, copyright and specific restrictions (a self-serve photocopier is available)

Guidelines for study rooms and Tek booths

UVic Libraries' study rooms are available for group study or projects relating to a UVic course. Tek Booths are for individual use and are spaces intended for Zoom meetings or an online class.

All rooms may be booked online by any UVic student with a valid Netlink ID.

Group study rooms 

1. Study rooms are available on a first-come, first-served basis to groups of 2 or more.
2. Study rooms may be booked up to 1 week in advance; no student or group may make more than 1 booking per day.
3. Bookings may be made for a maximum of 2 hours. If there are no further bookings, the group may continue to use the room beyond the 2-hour time limit.
4. A group who does not occupy the room within 15 minutes of the start time of the booking is considered to have forfeited their booking. Library staff may delete the booking so that another group may book the room.
5. All rooms must be vacated 15 minutes prior to Library closing.
6. Students must observe library regulations, and leave the room in good order. The student booking the room is responsible to UVic Libraries for the cost of repairing any damage to the room that occurs during the period of use, and for the replacement cost of any equipment that is lost or stolen.
7. UVic Libraries is not responsible for loss or damage of items left unattended in the room.
8. UVic Libraries' food and drink policy applies in all group study rooms.

Law Library group study room guidelines change during exam periods. 

Tek booths 

1. Tek Booths are available on a first-come, first-served basis to individual students when not booked.
2. Tek Booths may be booked up to 1 week in advance; no student may make more than 1 booking per day.
3. Bookings may be made for a maximum of 2 hours. If there are no further bookings, an individual may continue to use the room beyond the 2-hour time limit.
4. If you are more than 15 minutes late for your reservation, your booking is considered cancelled. Library staff may delete the booking so that another individual may book the booth.
5. Booths must be vacated 15 minutes before the library closes.
6. Students must observe library regulations, and leave the booth in good order. The student booking the booth is responsible to UVic Libraries for the cost of repairing any damage to the booth that occurs during the period of use, and for the replacement cost of any equipment that is lost or stolen.
7. No food or drinks are permitted in the Tek Booths.

UVic Libraries is not responsible for loss or damage of items left unattended.

Space booking procedures

The procedures on this page are intended for UVic units (student groups, academic and admin support units, etc.) who wish to book space in the Libraries for tabling, events, etc. This booking procedure does not apply to students wishing to book study space. Students, please view our guidelines on study rooms and Tek booths.

In accordance with UVic policy BP3440, the Libraries will consider space booking requests for “Primary Purpose” activities on a case-by-case basis. These are activities related to the regular designated use of Libraries space for its core operations, including but not limited to: study, research, artistic activity, etc.  Priority is also given to proposals that align with the Libraries’ strategic directions and priorities.      

All booking requests should be submitted by a Request Lead who represents the individual or group making the request. Requests also require a Sponsor from within the Libraries who has been consulted about the request in advance, and has confirmed their support.  

The Libraries has limited resources and does not supply technical, communications, or support staff.  Advance room setup cannot be guaranteed.   

General Information on Booking Requests 

• the Libraries is an inclusive, interdisciplinary and collaborative space that supports all UVic community members
• booking requests must be submitted well in advance of the proposed date
  • more complex requests may require significant notice in excess of a year
  • requests made without adequate notice may be rejected
• the Libraries reserves the right to decline requests or cancel bookings which may conflict with other Libraries activities
• all requests must respect the Libraries’ Guidelines on Conduct
• if an intended use includes food or drink, it must be indicated in the request and provided in alignment with the Libraries’ food and drink policy
  • leave no trace of food or drink
• all changes and cancellations to requests should be submitted with as much notice as possible to libadmin@uvic.ca 

How to Make a Request 

1. To make a space request, the Request Lead or Sponsor should request and complete a Booking Request Form from libadmin@uvic.ca.
2. The Libraries may request more information before making a decision. Please note that submitting a request doesn’t guarantee acceptance. 

Special Collections & University Archives room use policy

The lower level rooms in the Mearns Centre - McPherson Library (A003 and 025) are designated teaching and learning spaces for the Special Collections & University Archives unit. Priority is given to:

1. Special Collections & University Archives led classes, events and lectures.
2. University classes where Special Collections & University Archives materials are required to be for the teaching and learning course outcomes.[i]

When A003 and 025 are not booked for Special Collections & University Archives purposes as listed above, the space may be booked by other units within UVic Libraries and the Learning Commons partners by contacting Lara Wilson, Director, Special Collections and University Archivist.

If A003 and 025 are not booked by UVic Libraries or partner groups, this room is available as student study space.

For booking inquiries, please contact:

Lara Wilson, Director, Special Collections & University Archivist
Special Collections & University Archives
Mearns Centre - McPherson Library
ljwilson@uvic.ca
250-472-4480

Due to the nature of the collections being used in this space, a no food or drink policy is in place for these rooms at all times.

Web privacy notice

The University of Victoria Libraries is committed to providing our faculty, staff, students and visitors with websites that respect their privacy.

The University of Victoria Libraries website does not automatically gather any personal information from you, such as your name, phone number or email address. This information is only obtained if you provide it voluntarily, through contacting us via email, or through an online form.

Cookies

This website stores cookies, or text files, on your computer. These cookies are used to collect information about how you interact with our website and allow us to remember you. We use this information in order to improve and customize your browsing experience and for analytics and metrics about our visitors both on this website and other media.

Tools we use

Google Analytics

We use Google Analytics to learn more about how you use the Libraries’ website, such as:

• which pages you visit
• the type of device and browser you are using
• how you have come to our pages (such as from a search engine or social media)

We use this information to improve the library website and other services. Our implementation of Google Analytics makes use of IP anonymization, which masks the last section of your IP address. The information gathered by the cookie about your use of the website will be transmitted to and stored on Google’s servers in the United States.

For more information about Google Analytics security and privacy, please see the Google Analytics website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can also learn more about ways to opt out and safeguard your data.

Hotjar

We use Hotjar to learn more about how you use the Libraries’ website, such as where you click and scroll on a page and what you like and don’t like. We use this information to improve the library website and other services.

Hotjar uses cookies and other technologies to collect data, including your device's IP address (processed during your session and stored in an anonymized form). Hotjar stores this information on servers in Ireland on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf, and the data will be deleted after 365 days.

For further details, please see the About Hotjar section of Hotjar’s support site.

Information collected in emails and web forms

If you should choose to provide us with personal information—as in an email or by filling out a form and submitting it to us through our website—we will use that information to:

• respond to your message
• help us get the information or perform the activity you have requested (such as troubleshooting a database connection problem or registering you in a workshop)
• improve a service we offer (in the case where you have submitted feedback or completed a survey)

In accordance with Part 3, Section 26 (c) of the British Columbia Freedom of Information and Protection of Privacy Act, the library only collects personal information directly related to and necessary for an operating program or activity of the library.

For more information, contact the web team at web_ux@uvic.libanswers.com.