Regulations for Accesing BUW Collections
Annex to the Regulations of the Library and Information System of the University of Warsaw
Regulations for Accessing BUW Collections
1. These Regulations define the rules for accessing the collections and services at the University of Warsaw Library, further referred to as BUW.
2. BUW collections, the information system and facilities are public goods. Detailed information defining the rules and how to access the collections and services are available to the public.
3. Accessing BUW collections and services is free. However, the user pays charges for services specified in the “Price list for services at the University of Warsaw Library (BUW)”.
4. Terms of accessing electronic resources are determined by the terms of the license and BUW internal rules.
5. Rules for accessing the collections available at the University of Warsaw Library which do not constitute property of the Library may be determined by separate provisions.
Eligibility to access the collections
1. The collections of the University of Warsaw Library are available to holders of valid library cards, who are required to present them each time they enter BUW, as well as on every BUW employee’s or security officer’s request
2. In these Regulations the following documents are considered a library card:
a) for UW students – an Electronic Student Card (ELS), a library card issued by BUW or any other document based on the contactless MIFARE standard with a visible eleven-digit number;
b) for UW doctoral students and UW employees – an Electronic PhD Student ID (ELD) and an Electronic Employee ID (ELP), a library card issued by BUW or any other document based on the contactless MIFARE standard with a visible eleven-digit number;
c) for UW graduates – an Electronic Alumni Card (ELA), a library card issued by BUW or a different document based on the contactless MIFARE standard with a visible eleven-digit number;
d) for users from institutions with which UW has signed relevant agreements – a document specified in these agreements or a library card issued by BUW;
e) for other users of legal age or users over 16 years of age who provide a written consent of their legal guardian according to the template specified by the head of the Circulation Department – a library card issued by BUW or a different document based on the contactless MIFARE standard with a visible eleven-digit number;
f) other document approved by the head of the Circulation Department
3. All cards specified in (2) require registration. The registration takes place at BUW upon presentation of a valid ID card. Owners of ELS, ELP or ELD cards can independently register their cards online.
5. The user has the right to have one library card.
6. Entitlements arising from the possession of a library card are not transferable. BUW shall not be held responsible for the use of a library card by any third party until the owner blocks the library card. Authorisation for another person may be issued according to the template specified by the head of the Circulation Department, only in exceptional cases (e.g. illness, disability, other unforeseen occasions) and for a specified period not exceeding six months.
7. Every owner of a valid library card specified in (2) is entitled to use the collections on site, while authorized users are entitled to loan outside BUW.
8. The following authorized users are entitled to borrow outside BUW:
a) all UW employees, including the retired,
b) students and doctoral students of all types of studies at the University of Warsaw,
c) visiting professors at UW,
d) members of the UW Alumni Club after they meet the conditions set by the UW Alumni Club in agreement with BUW,
e) professors and persons with a post-doctoral degree from outside UW upon presentation of an identity card issued in Poland,
f) users of the institutions with which UW has signed relevant agreements,
g) libraries of UW academic units,
h) other libraries and institutions with the approval of the head of the Circulation Department,
i ) persons entitled to a deposit account;
j) persons who have graduated from the University of Warsaw, after meeting the requirements specified by BUW.
9. Library cards are issued for a specified period of time and are subject to prolongation.
10. The deposit account referred to in (8) (i) is regulated by the following rules:
a) after obtaining the consent of the head of the Circulation Department and paying the deposit, the right to open a deposit account is granted to doctoral students who are affiliated with UW via a thesis advisor, upon presentation of a recommendation from them;
b) a deposit account is valid for 12 months from the date of its creation and payment of the non-refundable fee for the account management;
c) the deposit is returned immediately upon the user’s written request (which shall include, among others, the bank account number) after settling the liabilities towards BUW or after reducing the deposit by the amount of outstanding liabilities;
d) the request for the return of the deposit shall be submitted to the Circulation Department within 12 months from the account expiry date; not submitting the request within the indicated period is tantamount to a resignation from applying for the refund of the deposit.
11. In the case of deposit accounts opened before the date of application of these Regulations, the following rules for the return of the deposit apply:
a) BUW sends a notification to the e-mail address assigned to the user’s account about the expiration of the account’s validity and the possibility of collecting the deposit within 12 months from the date of sending this notification;
b) after receiving the notification the user is obliged to submit a written request for the return of the deposit;
c) not submitting the request within 12 months since the date of sending the notification from BUW is tantamount to a resignation from applying for the refund of the deposit.
Access to collections
1. BUW collections are available to users in accordance with entitlements referred to in Article 2 (7) and (8):
a) on site,
b) by lending outside the Library,
c) through interlibrary loan,
d) via computer network in the case of electronic resources,
e) via digital library in the case of digitised resources.
2. The rules for borrowing electronic book (e-book) readers at BUW are specified in separate provisions.
3. Upon registration of a loan and return of library materials the user shall check their library account and report any remarks within five working days to the Circulation Department.
4. Accessing library collections through the Circulation Desk and Interlibrary Loan, in the Main Reading Room, in the reading rooms of special collections, and through the usage of self-service devices (SelfCheck kiosks) is possible only if the user has no obligations towards any library of the UW library and information system.
1. BUW collections can be accessed in reading rooms, the Open Stacks, individual work booths and group work rooms.
2. The usage of the Open Stacks, reading rooms and individual work booths is specified in the internal rules of BUW.
3. Collections in the Open Stacks and the Main Reading Room (except collections requested from the closed stacks may be used by readers independently in publicly accessible areas.
4. Library materials stored in the closed stacks or reference collections that are not available to borrow outside BUW, should be ordered only to adequate reading rooms.
5. Items delivered to the reading rooms but not accessed within five days, excluding Sundays, holidays and days when the reading rooms are closed, are returned to the closed stacks.
6. Information about the reason for not delivering materials can be obtained in the reading rooms.
7. The Main Reading Room, in addition to its own collection, provides materials imported from other libraries through the interlibrary loan.
8. All users can use the computers located in the Open Stacks area and their own computers, in accordance with separate rules for using computers at BUW.
9. Specially marked computers and individual work booths for people with disabilities are excluded from free access. Authorisation for the use of the equipment mentioned above is issued by the University of Warsaw Office for Persons with Disabilities.
Borrowing outside the Library
1. BUW loans its collections to individual users and institutions that have a valid library card, mentioned in Article 2 (8) of these Regulations.
2. BUW does not loan materials classified as „non-circulating” or “on site access only”, specifically:
a) items from reference collections of BUW organizational units;
b) items from special collections;
c) most of encyclopedias, dictionaries, bibliographic publications and other publications of reference character;
d) periodical publications;
f) books published between 1919-1950;
g) items in poor state of preservation,
h) unbound offprints and reprints of small size and volume,
i) items that are rare, difficult to purchase or containing numerous tables, maps, illustrations and engravings or files with loose sheets of paper;
l) items from the Open Stacks marked with a red sticker or a red dot.
3. The restrictions referred to in (2) do not apply to loaning the materials for domestic and foreign exhibitions, which are determined by separate provisions.
4. The restrictions referred to in (2) (a) (c) (d) and (l) may, for a limited period (up to 14 days), be suspended for persons with disabilities, upon presentation of an authorisation from the UW Office for Persons with Disabilities, but without the possibility of renewal.
5. Users who provided their email address upon registration with BUW receive the following system notifications:
a) about the approaching deadline for the return of borrowed library materials;
b) about the completion of ordered materials;
c) about a failure to return the borrowed item in time (reminders).
6. The user is responsible for failing to return the borrowed library materials in time, regardless of the causes which rendered it impossible to receive the reminders sent by BUW.
7. In regard of ordering books the following rules apply:
a) ordered books and unrealized order slips are kept for five days, excluding Sundays, holidays and days when the Circulation Desk is closed;
b) users can obtain information about the reason for not delivering the ordered book at the Circulation Desk;
c) Items unavailable at the time of ordering can be reserved via the online catalogue;
d) a reserved book shall be picked up from the Circulation Desk within five days from the day of receiving a notification about the possible pick-up, excluding Sundays, holidays and days when the Circulation Desk is closed.
8. BUW has the right to set earlier deadlines for the return of materials which are particularly sought after. In this case, the return periods specified in Articles 6 and 7 (1) are not applicable.
9. The user may renew a borrowed item no sooner than 14 days before the return date, if the following conditions are met:
a) the item has not been reserved by another user in the meantime;
b) the return date of this item or any other item on the user’s account has not passed;
c) the user’s account is still valid;
d) there are no outstanding fees on the user’s account.
10. The user can renew a borrowed item online, in person at the Circulation Desk or at a SelfCheck kiosk. Regardless of the reader’s entitlements, a book may be renewed no more than five times in a row, each time for 30 days since the day of the renewal, with the exception of books borrowed for shorter periods, which have a renewal period consistent with their loan date.
11. Failure to meet the due date entails:
a) a fine for failing to return an item in time specified in the “Price List for services at the University of Warsaw Library (BUW)”;
b) suspension of lending rights until the settlement of obligations towards BUW;
c) suspension of the right to use the following services of the Main Reading Room: access to the library materials from the closed stacks and to keys to the individual work booths, until the settlement of obligations towards BUW;
d) suspension of the right to use the special collections reading rooms;
d) in case BUW pre-recovery activities (sending a reminder to an e-mail address) are not effective, undertaking steps to recover overdue payments, including judicial enforcement of claims and filing for an entry in the National Debt Register (applies to the citizens of Poland).
Loans to individual readers
a) up to 20 vol. for up to 90 days — to UW employees and doctoral students;
b) up to 15 vol. for up to 60 days — to professors and persons with a post-doctoral degree from outside UW who are holders of an ID card issued in Poland;
c) up to 10 vol. for up to 30 days – to UW students of all undergraduate, graduate and postgraduate programs;
d) up to 3 vol. for up to 30 days – to other individual readers with borrowing rights.
Loans from the Library’s own collections to libraries and other institutions
1. BUW loans:
a) up to 20 vol. for up to 30 days – to libraries of UW academic units;
b) up to 10 vol. for up to 30 days – to other domestic libraries and institutions;
2. Interlibrary loan does not cover the works mentioned in Article 5 (2).
3. Instead of loaning the original, BUW may create a secondary document (a copy) of the selected item at the expense of the ordering person, in compliance with the copyright law.
4. Information about the unrealised orders is instantly returned to the ordering library stating the reason for non-performance of the order.
5. The cost of sending the ordered items by post is covered by BUW, and the cost of returning by the ordering party.
6. The ordering library commits to secure the borrowed materials, return them within a specified period and incur costs related to their damage or loss.
Incoming materials from other libraries
1. BUW brings and provides access to materials from Polish and international libraries in the Main Reading Room for UW staff and students with a valid library card.
2. If an item is not available in any library in Warsaw, it may be ordered from another Polish library. If an item is not available in any Polish library and is not available in the form of an electronic full-text material, it may be ordered from a foreign library.
3. The costs of bringing items from other libraries are defined in the “Price list for services at the University of Warsaw Library (BUW)” and shall be covered by the user.
The Special collections of BUW are stored in the Departments of special collections, hereinafter referred to as Departments. These collections include the following categories of resources:
1. early printed books, published until 1800;
2. printed materials published between 1801-1918;
4. maps, atlases and globes;
5. musical prints and audio-visual materials;
6. drawings, engravings, printing matrices and graphical tools, book plates, artistic reproductions;
7. ephemera (leaflets, posters, postcards, aperiodic magazines, stamps, photographs etc.).
Accessing the special collections
1. Special collections are available to all holders of valid library cards.
2. Readers can access the collections only in the Departments’ reading rooms.
3. Readers who would like to access special collections of the following Departments: Early Printed Books Department, Manuscripts Department, Maps Department, Music Department, Print Room and Ephemera Department shall submit their request to the Information Desk. Upon presentation of a valid library card the reader will receive a pass card to the special collections area.
4. During the first visit to any of the Cabinet’s reading rooms the reader is obliged to fill in and sign a declaration.
5. During all visits to the Departments’ reading rooms the reader shall present a valid ID document or a valid library card and register in an electronic or traditional visitors log.
1. Materials that are particularly valuable, in poor condition or not fully catalogued can be accessed only upon the permission of the Heads of the Departments.
2. In case of not acquiring such permission, users can appeal to the Library’s Director.
3. If the requested material is available in the form of a microfilm or a digital copy, the original may be accessed in justified cases only.
4. The librarian on duty decides about the number of materials that can be accessed at once by the user.
5. In cases of large queries, accessing materials which are especially protected or conducting studies which demand a large number of materials accessed at once, the Departments shall be informed in advance. Date and form of accessing the materials shall be established in consultation with the Departments via traditional or electronic mail or by phone.
6. In principle, the reference collections of the Departments can be accessed in the Departments’ reading rooms. In justified cases, books from the reference collections may be ordered to the Main Reading Room in accordance with applicable regulations.
7. Orders are completed during the working hours of the closed stacks in the Departments, not later than an hour before the closing time of the Departments’ reading rooms.
1. While accessing the special collections users are obliged to obey the following rules:
a) the workspace for the user is always assigned by the librarian on duty. The materials shall be accessed only on a table with the surface larger than the surface of the accessed material in form of an opened book or unfolded one-sheet object (e.g. an engraving, a map, a drawing or a poster etc.)
b) the materials shall be placed flat on the table. If the materials’ structure prevents such arrangement, the user shall use supports, wedge-shaped pads or reading desks provided by the librarian on duty;
c) the volume cards must be turned carefully, gripping the paper at the corner or outer edge, never at the spine;
d) while turning cards the user is forbidden to hold any objects (e.g. a pencil) in their hands;
e) single-sheet objects should be moved with extreme caution, by holding the card (in case of objects without protective fastening) or passe-partout with both hands in the centre of the side edges, without turning it over. The objects may be turned over to view the reverse, the paper or the watermark (filigree) only with the consent and assistance of the librarian on duty. Passe-partouts of single-sheet objects cannot be opened without the consent of the librarian on duty;
f) before starting work with the object, the user should remove any jewellery (bracelets, rings, pendants, etc.) that may damage the structure of the library materials, and elements of clothing (shawls, scarves, etc.) that may touch the surface of the object;
g) it is not allowed to interfere with the structure of objects or damage them by bending cards, corners, underlining, sticking or placing sheets of notes and other items on the object or its protective fastening, etc.;
h) in case of unbound materials, the order of the cards must not be changed. Any comments on the order of cards should be reported to the librarian on duty;
i) any notes should be made only outside of the surface of the library material with a pencil or an electronic device. It is forbidden to use pens, highlighter pens, markers etc.;
j) it is forbidden to eat or drink in the Departments’ reading rooms, including drinking water in screw cap bottles;
k) bags, backpacks and outerwear shall be left in the cloakroom on level 0 or in the lockers in front of the Departments.
2. Particularly valuable objects should be viewed using gloves designed for working with library materials. The librarian on duty decides whether the use of gloves is necessary.
3. The user bears full material responsibility for the object entrusted to them. Any damages or defects should be immediately reported to the librarian on duty.
4. It is not allowed to take the objects out of the reading rooms.
5. In matters not covered by these regulations, decisions regarding access to the original objects and reference books are made by the Head of the Department or the librarian on duty.
Reproducing special collections
1. Objects from special collections can be photographed with the user’s own equipment (digital camera, tablet or smartphone, etc.) with the flash and sound switched off. It is forbidden to use private scanners or other devices that require contact with the object.
2. The user shall be particularly careful when copying objects with their own equipment. The objects may be photographed only in a place indicated by the librarian on duty and under their supervision.
3. The user can order digital reproductions from the Imaging Services, which are provided for a fee in accordance with the rates listed in the Price list for services at the University of Warsaw Library.
4. No photocopies are made of special collections.
Lending of special collections outside the Library
1. Special collections cannot be borrowed outside BUW by individual users.
2. Lending of special collections to external institutions is determined by the rules set out in the document “Procedure for lending objects from the BUW collections to external exhibitions”.
1. The Austrian Library in Warsaw, further referred to as “Austrian Library”, is an autonomous Department of BUW.
2. The usage of collections and services of the Austrian Library is free of charge, however the user pays fees in accordance with the rates listed in the ““Price list for services at the University of Warsaw Library (BUW)”.
3. The collections of the Austrian Library are available in Open Stacks.
4. The collections of the Austrian Library are available on site to all holders of valid library cards.
5. The collections of the Austrian Library intended for borrowing outside are lent to the users registered in the Austrian Library. All holders of valid library cards can register in the Austrian Library.
6. Each user registered in the Austrian Library can borrow three books from the collection intended for borrowing outside the library for 30 days. This limit is valid until 30 September 2021 and will be then replaced with the rules stated in Article 6.
7. The readers have the right to renew the date of return of the borrowed books.
8. At the request of the employees responsible for the Austrian Library, the Director of BUW may grant the right to borrow the collections of the Austrian Library outside of BUW to persons other than those indicated in Article 2 (8).
Users’ duties and responsibilities
1. Users are required to comply with these Regulations, the internal rules of individual BUW departments, as well as instructions and order regulations in force at BUW.
2. The Circulation Desk shall be instantly notified of any change in the personal data and, in particular, home address, e-mail address, and the loss of a library card. The consequences of neglecting this duty shall be borne by the cardholder. A duplicate library card may be obtained after reporting the loss or damage of a library card.
3. Confirmation of the lack of obligations to BUW is issued at the request of the person to whom this confirmation applies at the Circulation Desk on a printed certificate or electronically.
4. The user bears full liability for any damage to library items undisclosed at the time of borrowing them.
5. In the event of damage or loss of an accessed work, the following rules apply:
a) the reader is required to provide an identical copy;
b) the reader is required to incur the handling charges related to the substantive and technical editing of a new copy. In justified cases, the reader is also required to bear the costs of binding;
c) if this is impossible to provide an identical copy, BUW shall determine the fee for lost or damaged item in accordance with the guidelines for pricing of library materials at the University of Warsaw Library;
d) the costs of settled obligations are non-refundable;
e) the damaged item remains the property of BUW;
f) the reader is required to return any book found with BUW ownership marks.
6. Taking items owned by BUW outside its territory without fulfilling the mandatory procedures, destruction of said items, or failure to abide by generally accepted standards of social behaviour is recognized as a breach of these Regulations.
7. A breach of these Regulations shall entail:
a) a request to immediately leave BUW;
b) temporary or perpetual deprivation of rights resulting from holding a library card;
c) an application to the competent authorities for a suitable penalty.
8. Sanctions listed above are not mutually exclusive, and these Regulations do not replace and do not preclude the application of generally applicable laws.
1. BUW produces secondary documents (copies) from their own collections, the libraries of UW academic units, and in justified cases also of works obtained via interlibrary loan. Additionally, BUW provides its users with self-service copiers and printers. A BUW employee has the right to refuse to copy particularly valuable or damaged library materials.
2. In the creation of secondary documents, the provisions of copyright law shall apply.
3. Resolution of matters not provided for in the provisions of these Regulations is the responsibility of the Director of the University of Warsaw Library. The BUW Director’s decision may be appealed before the UW Rector.
Appendix to the Regulations for accessing BUW collections
Rules for borrowing electronic book (e-book) readers at the University of Warsaw Library (BUW)
1. E-book readers along with the publications and materials selected from the Amazon offer placed on them are loaned at the Circulation Desk in BUW only to holders of a valid library card authorising them to borrow collections of the University of Warsaw Library.
2. A user who intends to use an e-book reader is required to read these rules and accept its terms.
3. An e-book reader is loaned for up to 30 days. The user has the right to renew the item three times, each time for further 30 days counted from the day of the renewal, provided that:
a) the reader has not been ordered by another user;
b) their library account is free from any obligations towards BUW or faculty libraries.
4. The user may have only one e-book reader on their account. Borrowing a reader does not decrease the user’s borrowing limits for the collections of BUW.
5. Each reader is equipped with a USB cable, a protective cover and an instruction manual. At the time of borrowing a reader, the user is obliged to check its technical condition and completeness of the equipment. By borrowing a reader the user confirms that they have received a well-functioning reader with complete equipment. The user bears full responsibility for any damage to the reader undisclosed at the time of borrowing and discovered upon its return.
6. Before borrowing a reader the user should check its availability in the UW libraries catalogue online (instructions for checking and ordering readers in the Practical information tab on the BUW website – link).
7. Readers may be reserved. The device awaits pick-up for 5 days from the date of sending the user a relevant notification by email. To reserve a reader the user shall meet the following conditions:
a) have no obligations on their library account;
b) hold a valid library card.
8. The University of Warsaw Library provides its users with access to selected titles from Amazon’s offer, which can be used under the license.
9. The reader has the right to use an e-book reader as well as publications and materials downloaded to it by themselves or by BUW, only for their own use, in accordance with applicable licenses and legal regulations.
10. In the case of stating the use of e-books contrary to the law or the provisions of these Rules, the Library may seek appropriate claims against the user.
11. The user is obliged to take proper care of the e-book reader and to use it in a manner consistent with its purpose and the instruction manual.
12. The user is obliged to delete all downloaded publications and materials which have been saved in the memory of the device during its use before returning it to the library. The reader should be returned in a non-deteriorated condition, with at least half-charged battery, and complete additional equipment referred to in (5). In the case of non-fulfillment of any of the conditions, the employee of the Circulation Desk may refuse to accept the return of the reader.
13. The user is obliged to return the reader in time. Return of a reader after the due date entails charging a fee for failing to return a reader in time (fees are defined in the Price list for services at the University of Warsaw Library, Table 5. Sanction fees) and suspension of the rights to use the services of the Circulation Desk and the Main Reading Room until the settlement of obligations towards the Library. Moreover, the Library reserves the right to enforce its claims in court and apply for an entry in the National Debt Register.
14. The user bears full responsibility for the loss of a reader and is obliged to buy it (the same model or a newer one) on their own.
15. In the case of the loss of or damage solely to the additional equipment of a reader, the user shall pay the equivalent to the Library. The fees are defined in the Price list for services at the University of Warsaw Library, Table 5. Sanction fees.
16. In the case of discovering damage to the reader when returning it to the Circulation Desk, the user covers the cost of its repair, and if it exceeds the value of the device, they shall buy a new reader.
17. Returns are accepted only at the Circulation Desk of BUW during its opening times.
18. Violation of these rules entails temporary deprivation of rights resulting from holding a library card, referred to in the Regulations for accessing BUW collections.
Documents required to register
To obtain a BUW library card you need to produce:
- in the case of a pass entitling the visitor to use collections on the premises (or, in special cases, of a one-day ticket):
- a passport or other photo ID (for instance a school ID card, a driving licence, a residence card or an ID card),
- or any valid photo ID with PESEL number;
- in the case of a pass entitling to use the collections on the premises and to borrow items outside the Library – the data placed in USOSWeb are checked. In addition, the following documents will be requested:
- UW students of all degrees – a valid student ID/PhD Student ID;
- students of UW postgraduate diploma courses – valid photo ID and, in the absence of an entry to USOSWeb, a student enrollment sheet with current semester entries;
- UW employees – valid photo ID (e.g. a passport, a driving license, a residence card or an ID card), possibly an ELP card (Electronic Employee ID); and employment contract (in the absence of an entry to USOSWeb);
- visiting professors – a document with a photo (e.g. a passport, an ID card, a driving license, a residence card), a certificate from a UW faculty;
- professors from other tertiary institutes and research institutes – a valid photo ID (a passport, a driving license, a residence card or an ID card), and a document confirming the status of an independent research associate;
- persons doing short-term exchange studies (e.g. MOST), scientific internship or those participating in other programmes at UW- a valid photo ID (e.g. a student ID card, a passport, a driving license, a residence card or an ID card) and a certificate from the academic unit of UW confirming the student status;
- UW extramural PhD students, who may only use a deposit account: a certificate from the UW advisor, photo ID (e.g. a driving license, a passport, a residence card or an ID card), an application with the consent of the head of the Circulation Department or a person authorized to open an account;
- UW employees with the contract for mandate or for specific work, who may only use a deposit account: a certificate of employment, a photo ID (e.g. a driving licence, a passport, a residence card or an ID card), an application with the consent of the head of the Circulation Department or a person authorized to open an account;
- members of the UW Alumni Club – a valid Club membership card;
- students with a certificate of completion – a student ID or a passport or other photo ID (e.g. a driving license, a residence card or an ID card), as well as the certificate of completion issued by a UW Faculty.
Regulations for the Use of the University of Warsaw Library
On the premises of the University of Warsaw Library, the rules of social intercourse and personal culture, generally accepted in public places, apply. Users are required to make use of Library collections in accordance with the Regulations for Accessing BUW Collections, to comply with the ordinances in force at BUW, as well as with the communiqués and instructions of BUW employees and security personnel. Library and security staff have the right to draw the attention of Users violating these provisions to these matters, and in justified cases – to deny them the right to be present on the premises of the University of Warsaw Library.
Users are obliged to follow the recommendations of the Chief Sanitary Inspectorate and to comply with the regulations of the University of Warsaw on preventing coronavirus infection.
I. Users are obligated:
- To wear protective masks or face shield masks in BUW spaces.
- Maintain a distance of at least 1.5 m between persons/stations.
- Observe the ban on using the places excluded from use.
- Observe the recommendations of the number of people allowed to stay at the same time in the Library.
- Observe the obligation to disinfect your own workplace before and after use.
- Use disinfectants at the entrance to the building and at the reader’s service stations.
- To leave in the cloakroom or in self-service lockers, as well as larger size backpacks, folders, bags, purses, etc. that exceed the dimensions of 40x30x15 cm. It is allowed to bring up to two pieces of hand baggage into the Library, each with dimensions up to 40x30x15 cm. Persons using special collections reading rooms are obliged to leave all bags in the cloakroom or in the self-service lockers located near the special collections reading rooms.
- To possess a valid library card entitling the holder to be present on the premises of the University of Warsaw Library.
- To maintain silence in the Library, especially in the reading rooms and the individual study booths. Free conversation is allowed in the group workrooms.
- To responsibly utilize BUW collections and to respectfully handle and use computer equipment and other elements of Library property. All noticed damage and breakdowns should be immediately reported to BUW employees.
- To keep a neat workplace and to put aside utilized Library materials only in designated places (library trolleys or at librarian work station desks in the reading rooms).
- To possess a printout of the confirmation of borrowing books from the University of Warsaw Library and to show it along with the borrowed books to the security staff at the Library exit when the magnetic gate signal gets activated:
- for books borrowed on a given day – a printout of the book loan confirmation slip;
- for books borrowed on a different day – a registration form (valid on the day of issue), available from security staff. Note: the form is filled out directly after entering the Library.
II. It is forbidden:
- To engage in behavior burdensome for other Users, including conducting loud conversations and the loud (publically audible) playing of music.
- To engage in any action that destroys BUW assets, particularly Library materials during their use (e.g. underlining text, laying down books with the binding up, making xerographic prints by pressing the folded book to the glass of the copying device, damaging the sewing or gluing of the binding).
- To bring food and drink into the Library (except for water in transparent packaging).
- To bring into the Library dangerous items (e.g. weapons, knives, pepper or gas sprays, etc.).
- To smoke tobacco products and e-cigarettes or to use intoxicants and narcotic drugs.
- To enter the Library with COVID-19 symptoms (cough, dyspnea, fever); while intoxicated, under the influence of intoxicants or narcotic drugs or with clear signs of non-compliance with the rules of personal hygiene.
- To disconnect computers or accessory equipment located in the Open Stacks area.
- For unauthorized persons to enter into zones intended exclusively for BUW employees, including such zones located in the Open Stacks area.
- To leave User’s personal property unattended. The Library does not take responsibility for such property.
- To remove from the Library – without completing the necessary formalities – items belonging to Library collections, as well as objects and equipment owned by the Library.
These Regulations shall come into force on the day of their promulgation.
The rules for accessing BUW special collections effective from 1st October 2012
- Special collections of BUW are accessible in the reading rooms of the following departments:
- The Ephemera Department,
- The Manuscripts Department,
- The Print Room,
- The Early Printed Books Department,
- The Maps Department,
- The Music Department.
- If you would like to use special collections in the reading rooms of the departments, you shall:
- notify the Information Desk of your visit, where upon producing your ID card and leaving your BUW library card you will receive the access card to the special collections area;
- produce your ID to the librarian on duty at the department you would like to visit;
- make an entry into the visitor’s book;
- fill in the reader’s declaration during your first visit;
- notify the librarian on duty of any books or materials you have brought with you upfront;
- read the Regulations for accessing special collections in a relevant Department and follow their provisions.
- Special collections shall only be made available and presented for the purpose of scientific research and education to, above all, researchers, students, persons employed in libraries, museums, and other educational and cultural and artistic institutions. In the case of using objects of special value, students must present a written referral from their research supervisor.
- Original rare objects of special value are made accessible only with the consent of the Head of the Department. If the ordered object is available in a secondary form (a microfilm, a photo print, a cd/dvd, e-collections), the original shall be made available only in exceptional and justified cases. The secondary form documents may be accessed in the reading room of the relevant Department and/or in the Current Periodicals Reading Room.
- Internal card catalogues of the Departments are made available to readers with the consent of the Head of the relevant Department.
- The number of original objects made available on a one-off basis is specified in each of the Departments by “Special regulations for accessing collections”and/or by the librarian on duty. In the case of ordering specially protected objects or for the purpose of research requiring more objects, you must first agree on the date and mode of execution of the order/query (by phone or mail with the appropriate Department).
- Ordered materials are returned to the closed stacks after a week unless the reader requests the reservation to be prolonged or in accordance with the special regulations for accessing the collections in the relevant Department.
- The reader is obliged to use the shared objects with due care and to follow any and all recommendations of the librarian on duty.
- Reference card catalogues of the Departments of special collections are made available and presented in the reading rooms of the Deparments. In justified cases books may also be ordered to the Main Reading Room in accordance with the regulations for accessing collections in this reading room.
- You mustn’t take the shared objects outside the reading rooms.
- Each case of copying objects and sharing copied materials requires the consent of the Head of the Department, who also decides on the manner of preparing secondary materials. The reader may order a paid copy in the Section of Copying BUW Collections. Historic objects shall not be copied. Audiovisual objects shall not be copied. Photographing objects with a private device of the reader shall be performed only in justified cases with the consent of the Head of the Department to the extent specified by them and in the presence of the librarian on duty.
- Any persons (institutions) requesting the possibility to publish any copied materials are bound by the provisions of the Act on Copyright and Related Rights of 04.02.1994 (Journal of Laws No. 24/1994 with further amendments) and the pricelist of services delivered at BUW.
- Any public institutions and film studios wishing to photograph or film the objects in the collections of the Departments are required to submit a substantiated request together with a list of items they wish to access. Additionally, film studios should be authorized by the Director of BUW.
- Using reproductions of objects from the BUW special collections for purposes other than research and education requires, in addition to the cost of reproducing them in the Section of Copying BUW Collections, paying an extra charge for sharing objects, in accordance with the current pricelist of services at BUW.
- It is allowed to borrow objects from special collections to temporary exhibitions held by libraries and museums. Borrowing institutions are bound to obey current formal and legal provisions and conservator’s recommendations as well as to secure the objects appriopriately during the transfer, storage and exhibition. Institutions willing to borrow objects from the special collections of BUW for exhibitions shall submit a request for borrowing them at least half a year in advance. The Director of BUW takes the decision to allow the borrowing upon consulting the Head of the appropriate Department and the Head of the Preservation and Conservation Department at BUW.
Rules of using individual work booths
- Individual work booths, hereinafter referred to as booths, can be used by professors, assistant professors and doctors employed at the University of Warsaw as well as independent research associates from outside the University of Warsaw who are registered in Warsaw. The final verification of the authorization to use the booth is made by an employee of the Main Reading Room of BUW, and if there is no authorization they immediately inform the reader of the fact.
- All booths but five, known as a one-day booth, are ordered and booked from the reader’s account in the UW libraries catalogue online, available from the BUW website. You can order/book only one booth. Please collect the booth key:
- within up to three days from the date of ordering the booth available on the day of placing the order;
- within up to three days from the date of receiving an email from BUW with the information that the previous user of the ordered booth has returned the key.
- The reader who no longer wishes to use the booked booth is obliged to cancel the booking on their reader’s account in the UW libraries catalogue online.
- The one-day booths are available without prior booking to the first person who requests its use in the BUW Main Reading Room on a given day.
- The one-day booh no 409 can be used by independent research associates and university employees with a doctoral degree. Other one-day boohs (no 417-420) can be used only by independent research associates.
- The BUW Main Reading Room is responsible for the service of the booths, that is for giving out the booth keys and accepting their returns as well as checking the equipment of the booths.
- The booth key is given out upon the presentation of the BUW library card only if the reader’s account in the UW libraries catalogue online is valid and devoid of any arrears.
- The booths, excluding the one-day booths, are made available for up to 14 days. This period may be prolonged provided you have a valid reader’s account in the UW libraries catalogue online, no arrears on this account, and if there are no other persons waiting (a three-time prolongation is possible).
- Booths are equipped with computers with Internet access and software for creating one’s own documents (Word, Excel, and PowerPoint). The reader may use their own equipment in the booth. In the booths there is a manual to help you configure your own computer to access the Internet through the BUW connections. Computers configured in this way, however, remain outside the BUW network, therefore connecting them to local peripherals (printers) is impossible.
- Computers which belong to the equipment of the booths shall be used in the following manner:
- all your own files should be placed on the D drive in the folder created for your own purposes with the reservation that BUW is not responsible for data temporarily stored on drive D (they are not archived);
- it is possible to print your files upon paying a fee (in accordance with the BUW pricelist);
- before returning the key to the booth, you must delete your own files from the D drive – files left on the drive will be deleted by the librarian on duty.
- The key to the booth remains at the user’s disposal for the entire period of its use; however, they mustn’t make it available to anyone else. Losing the key results in incurring the costs of making its duplicate. The library has a spare key and reserves the right to enter the booth, also in the absence of its current user.
- All library materials can be used in the booth, however:
- Library materials from the BUW Closed Stacks shall be ordered to the Main Reading Room, where they are registered on the reader’s account in the UW libraries catalogue online.
- The reader may use no more than 10 volumes/packages of books and periodicals from the BUW Closed Stacks in the booth at the same time. The materials may remain in the booth till the end of the first 14-day period of accessing them. Then the reader may renew them three times for the next 14 days, in accordance with the applicable rules, if they still use them in the booth.
- Library materials from the Open Stacks and Current Periodicals Reading Room must be returned each time after finishing work on a given day.
- The user bears full responsibility for library materials and equipment in the booth and is obliged to maintain order.
- The user may bring their materials, small equipment etc. to the booth, for which, however, if left in the booth, BUW shall not be liable.
- Failure to return the key to the booth within the prescribed period shall result in the suspension of the rights to use the services of the BUW Circulation Desk and Main Reading Room until the return of the key. After 30 days from the due date of returning the key, the booth shall be opened by the committee. The user’s items left in the booth will be deposited in the BUW Administration Department, and books and other library materials owned by the Library – placed in the closed stacks and removed from the reader’s account in the UW libraries catalogue online. The user will be notified about this via email.
- User’s items deposited in the BUW Administration Department may be picked up from room 236 (2nd floor) on the day agreed by e-mail (firstname.lastname@example.org) within 14 days, after which they will be forwarded to the Lost Property Office of the Office for the Capital City of Warsaw, ul. Dzielna 15.
- The booth user may re-book it only after returning the key.
Rules for accessing self-service lockers at cloakrooms
- The right to use self-service lockers located in cloakrooms, hereinafter referred to as the lockers, is granted solely to BUW readers with a valid library card.
- The lockers shall be used exclusively for storing outer clothes, bags, briefcases, backpacks etc. while accessing the collections or using the services at BUW. The person using the locker is obliged to make sure it is properly locked and the key along with the bar code identifier is kept in a safe place.
- It is forbidden to store hazardous, dirty or illegal materials in the lockers. In cases raising suspicions the locker may be searched by a committee of relevant BUW service.
- Any noticed damage to the lockers, as well as the fact of finding forgotten things in them, should be immediately reported to the security guards of the Library.
- Keys to lockers can be borrowed for one day and returned in VTLS/Virtua system without the possibility of prolonging their return date or reserving them. Borrowing/returning the key is recorded on the reader’s account. Each reader has the right to borrow a key to only one locker.
- You may borrow and return a key at the entrance security stand during the library opening times (including the weekends).
- If the key is not returned on time, the locker shall be opened by a committee and its content shall be deposited at the BUW Administration Department in room 236 (2nd floor).
- Special fees are charged for failing to return the key in time or destroying the key, as well as for destroying the lock to the locker, in the amount specified in table 5 of the Pricelist for services provided at the University of Warsaw Library. Fees for failing to return the key in time shall be paid at the Circulation Desk only by card or by a money transfer to a bank account:
Uniwersytet Warszawski Bank Millennium S. A. – 69 11602202 0000 0000 6085 0087 with a title „Opłata za przetrzymanie kluczyka” (“Fine for overdue of BUW key lockers”) .
- Items left in a locker can be retrieved in room 236 on a day agreed by phone (tel. 22 55 25 060, 22 55 25 653) or by email (email@example.com) within 14 days, after which they will be forwarded to the Lost Property Office of the Office for the Capital City of Warsaw, ul. Dzielna 15.
- BUW shall not be responsible for any items left in the lockers.
Rules of use computers in UWL
- Priority access to computers is for the users browsing resources and using electronic services offered by the University of Warsaw Library in research, teaching and learning purposes at the university level.
- To obtain access to the internet on the Library computers via a wired network (zone on level 1) and/or a wireless access to the internet on a personal laptop (WiFi network available in the Open Stacks area) a user has to:
- have a valid library account,
- authorize it, i.e. type the number of his/her library card and the password.
- Working time on computers with internet access is limited to 3 hours per day with the possibility to extend it for another full hour on the same day, if the internet will be used in research, teaching and learning purposes at the university level. Procedure of extension of time is possible at the Information Desk on the basis of user library card number.
- To work on computers adopted to disabled users’ needs is possible after presenting a certificate from the Office for Persons with Disabilities of the University of Warsaw.
- The library employees are not obliged to configure the personal laptops in order to gain access to the internet.
- Those who are using the Library computers are not allowed to:
- take any action resulting in devastation or damage to Library computers and their accessories, network destruction and software disruption,
- make any changes in the configuration of the Library computers, attempt breaking the existing IT security system and interfere with the content of the data collected,
- take any steps to circumvent the time limitations on access to the internet,
- send and share content that is unlawful or which is the subject of intellectual property (which does not belong to a user),
- send and share content that can violate anyone’s personal rights,
- distribute the content of a commercial nature (spam messages),
- distribute computer viruses and other programs that may damage the computers (hardware and software) of other internet users,
- conduct a commercial activity using the Library computer network,
- make the Internet connection available to the third party.
- Accessing the internet is on the sole risk of the user who is responsible for:
- the way in which he/she uses his/her account, including the content and the content of the messages sent to, and including criminal liability,
- the consequences arising from the use of the account by any third party (giving a password, not logging out after the end of a session).
- In the event of disobeying these Terms or misuse of the internet for improper purposes, the Library is entitled to:
- demand a user to leave the computer station immediately and take further action in accordance with the Rules of Use of the Warsaw University Library Collection,
- temporarily or permanently deprive access to the Internet,
- claim from a user compensation for damages if the Library suffered as a result of failure to follow these terms.
- Sanctions listed under point 8 are not mutually exclusive and „Rules of use of computers in the University of Warsaw Library” do not replace and is without prejudice to the generally applicable laws.
Rules for the use of the databases
- Permitted use of databases:
- Searching, browsing and reading online materials available in licensed UW resources.
- Downloading PDF and other available files using the publisher’s platform functions.
- Printing PDF files of articles for personal, private, scientific, educational and research use.
- Creating individual, personalized user accounts in individual databases, in order to manage search results, citations, folders, file downloads and preference settings.
- Downloading e-books or their fragments (where available) and posting them on a virtual shelf (where available).
- Using for own scientific purpose (research, studying) downloaded and read materials with respect for copyright, always indicating the exact source.
- Providing materials from databases only to authorized persons (i.e. to students and staff of the University of Warsaw) for the purposes of team research, studying, etc.
- Prohibited use of databases:
- Providing login details (card number/ELS number and password) to licensed databases to third parties (from outside the student community and UW employees).
- Sharing any materials downloaded from databases with any third parties (from outside the student community and UW employees).
- Providing access to articles to any third parties (from outside the student community and UW employees) by email.
- Publishing any materials downloaded from databases on any open, public websites and distributing them in any form.
- Archiving materials downloaded from databases on external servers and portals.
- Reproducing downloaded materials on multiple devices that are not the property of an authorized user.
- Modifying the downloaded materials for further sharing.
- Including materials in your own scholarly/research works without indicating the source and authorship.
- Commercializing downloaded materials in any form (sale, distribution, online sharing).
- Using external software to browse licensed databases.
- Mass and automatic (with the use of software) downloading of files and other data.
- Acting to the technical detriment of the service through other illegal operations and any technical interference.
- Please note:
- We would like to remind you that all UW electronic resources are made available through publisher licenses and are monitored by them.
- All unauthorized operations performed by users may result in disconnection and/or temporary blocking of the website for the entire UW community and legal consequences.