Information Services Regulations
These Regulations are prepared so that all Information Services users may be informed about the rules governing use of Information Services facilities. The Regulations are designed to ensure that all our users have the fullest opportunity to make proper use of our many facilities and services. Ignorance of the Regulations may lead to inconvenience for other users and to fines and penalties for you, so please take the time to read them. The Information Services Service Guidelines for University Departments and users show the standards of service which you have a right to expect from us. In return we ask you to follow these Regulations for the benefit of yourselves and other users. We also produce more specific Guidelines to explain more fully how these Regulations relate to the use of specific facilities.
Clearly the Regulations cannot cover every eventuality and we recognise that there are occasions where a strict interpretation of rules may not be justified. Please contact a member of Information Services staff as early as possible if there are potential difficulties and we will try to assist before problems arise. If you are dissatisfied with the application of any of these Regulations or your treatment by our staff please write to the Director of Information Services setting out the grounds of your complaint.
1.1 Use of Information Services is normally permitted to registered users only and is conditional on observance of the regulations and associated guidelines in force at the time. The Regulations are from time-to-time updated to reflect changes in law and local experience. All users are notified by e-mail when this occurs and are fully bound by such changes. All registered users are therefore presumed to know and agree to these Regulations which are available via the University Web pages.
1.2 Throughout these regulations the term Information Services means all or any of the library services of Aberystwyth University, the computing and media facilities and buildings where such services are delivered. Use of facilities means use directly associated with the academic or administrative work of the University. Throughout these regulations the word University refers to Aberystwyth University.
1.3 Information Services staff are empowered to levy charges for specific services, as displayed within Information Services and in general publicity.
1.4 The Director of Information Services is authorised to suspend the Information Services privileges of any person and to impose fines or other appropriate penalties for breaches of the Regulations. The exercise of the power to impose a fine or suspend facilities may be delegated by the Director to a member of Information Services staff. Any action taken by the Director under this regulation may be reported to the appropriate authorities.
1.5 All users of Information Services facilities undertake to indemnify Aberystwyth University against all actions, suits, proceedings, claims, demands and costs (including any legal costs or expenses properly incurred and any compensation costs and disbursements paid by the University on the advice of their legal advisers to compromise or settle any claim) occasioned by the University in consequence of any breach of Information Services regulations or UK law which they commit.
1.6 These regulations will apply to the use of computer systems away from Aberystwyth where it is local registration which allows such access. Such registration may require the disclosure of information on the user held at Aberystwyth.
1.7 Information Services produce a number of supplementary Guidelines to help in following the Regulations and users have a responsibility to adhere to these Guidelines, which are available via the I.S. web pages.
Access to Information Services
2.1 Members of the staff of the University and registered students of the University, together with any others who have appropriate privileges as members of the University are entitled to the use of Information Services facilities. Students who have taken their final examinations cease to have access. On graduation they may register as graduate members under regulation 2.2.
2.2 Graduates of the University may use the libraries for reading purposes. A fee will be charged for borrowing privileges.
2.3 Staff and students of certain other institutions are entitled to use Information Services facilities in accordance with the terms of the agreement between the institution and the University. Such users agree to conform to the Information Services regulations of Aberystwyth University.
2.4 Other persons may be allowed by the Director or his nominee to read in any Library on producing a satisfactory recommendation. In certain cases, at the discretion of the Director, they may also be allowed to borrow books and have access to other Information Services facilities. In either case the Director has discretion to charge an appropriate fee for such privileges or for particular services. Such users agree to conform to the Information Services regulations of Aberystwyth University.
2.5 Access to Information Services facilities is primarily provided in furtherance of the University’s activities. Although a limited amount of non-academic activity is allowed as a privilege to our users such access and any resources thereby used will not be allowed to conflict with our primary aims. For any use of Information Services facilities for commercial purposes any intending user must first obtain authorisation from the Director of Information Services and a fee may be levied for such activity.
2.6 Information Services staff do not normally inspect the contents of emails or data files belonging to users in any way except in cases such as the following:
1. Where a virus or large-scale emailing is threatening the functioning of the email system or is likely to delete or corrupt user data, in which case email headers and other patterns of data may be examined to identify and delete the material involved.
2. Where there is a firm suspicion that Information Services facilities have been misused under the terms of these Regulations
3. In co-operating with the police where it has been established that such co-operation is in the direct furtherance of a criminal investigation.
Under these Regulations you are agreeing to the right of inspection by Information Services staff under these specific circumstances
3.1 An Information Services user card, also known as an Aber Card, is issued only for the use of the person named on it. It must not be lent or transferred to or used by any other person. A computing personal password must not be divulged to any other person. Users will be held responsible for misuse of Information Services facilities attributed to them.
3.2 Persons using Information Services should carry with them their User Card or other identification and should be prepared to show this to Information Services staff or other authorised University staff on request.
3.3 Any behaviour likely to disturb or inconvenience other users or be detrimental to the property of Information Services is forbidden.
3.4 Users must not mark or damage books, computers or other property of Information Services. Any such damage must be made good to the satisfaction of the Director of Information Services.
3.5 Users must not attempt to remove any property belonging to Information Services except such as may have been properly issued to them under the borrowing regulations. All members of Information Services staff are authorised to inspect any books, bags or other goods in the possession of users entering or leaving Information Services premises.
3.6 Users must abide by local regulations as displayed in I.S. premises relating to the consumption of food and drink.
3.7 Animals (other than those providing disability assistance) may not be brought into any I.S. premises.
3.8 The reservation of seats in any Information Services area is not permitted. Books and other articles left unattended for any length of time may be removed by staff.
3.9 The University accepts no responsibility for personal belongings left anywhere in Information Services, including lockers, at any time.
3.10 Mobile telephones must be set to silent in libraries. Personal stereos and other noise making personal property may not be used in Information Services Libraries or workstation areas at any time.
3.11 Personal portable computers and other mains powered equipment may only be used in I.S. areas when permitted by Information Services staff. It is the responsibility of the owners of mains powered equipment to have it tested for electrical safety, and use is conditional on the owners’ acceptance of responsibility for damage to University property caused by their equipment.
3.12 Persons using Information Services reprographic and computing facilities must observe copyright law, other relevant civil and criminal legislation in force, and the terms of suppliers’ licenses. Use of JANET wide area network is governed by the "JANET Acceptable Use" policy which is available via the Web or on application in any Library. Use of software and databases is governed by individual product licences.
3.13 Information Services users must not use the University network to create or display information that could give offence to other reasonably minded people, including material calculated to incite hatred of any particular individual(s) or racial or religious groups. This applies both to textual and graphical material. If, as part of your research work you do need to create or display material that reasonably minded people would find offensive you must ensure that your Head of Department is made aware of your research requirements and that the Director of Information Services has similarly been informed.
3.14 All users must abide by the terms of the Data Protection Act 1998. Under no circumstances must data either directly concerning living persons or indirectly attributed to living persons be held on the computer without prior consultation and agreement with the University Data Protection Manager.
3.15 Users must not access or attempt to use any computing facilities without authority. This includes using a password which belongs to another user, however obtained. Any attempt to alter or delete material belonging to other users or to tamper with hardware or software will be an offence against University regulations and may also be a criminal offence.
3.16 The University accepts no responsibility for problems caused by loss of service or for the correctness of data and no liability for any direct or consequential loss or damage.
3.17 Users are responsible for the transfer of any computing data which they may wish to keep when their registration expires.
3.18 Users must leave the libraries and other Information Services areas by closing time, immediately on hearing a fire alarm, or on the request of Information Services staff.
3.19 Users should immediately report any accident, theft or other such incident to a member of Information Services staff.
4.1 Information Services users, if eligible, must register before borrowing materials from any Aberystwyth University Library.
4.2 Users may borrow materials up to the limits applicable to their status. These limits are determined by Information Services Committee and displayed in Information Services publicity.
4.3 Users must not attempt to remove materials from any Library which are not available for loan except as permitted by Information Services staff. Certain materials will be subject to restricted loan availability.
4.4 Users shall return material to the Library of issue by the date specified or upon demand. It is the responsibility of users to ensure that they are in a position to respond promptly to recall notices.
4.5 Fines or charges on overdue materials will be levied as determined from time to time by the Information Services Users Committee. Unpaid fines or charges may prevent users from borrowing materials. Users will be notified of these restrictions as appropriate.
4.6 Users shall not lend any book or other Information Services property issued to them to another person.
4.7 Any user who loses Information Services books or other property on loan will be required to bear the cost of a replacement and an administration charge.
4.8 Student users must inform the Academic Office immediately if their address changes. Users should also inform Information Services staff if they are going to be absent from their normal address for long periods.
5.1 For the breach of any Information Services Regulations which are not simultaneously covered by the University Rules the penalties may be a warning, a fine (not exceeding £100), or suspension or withdrawal of the right to use Information Services facilities.
5.2 Compensation must be paid for damage to or loss of Information Services property on presentation of an invoice.
5.3 For the breach of Information Services Regulations relating to the borrowing of books and other material fines may be levied at a rate to be determined from time to time by Information Services Users Committee.
5.4 In any case involving a breach of University Rules penalties may be imposed as set out in the University Rules, Regulations and Information for Students.
6.1 In the case of penalties relating to borrowing or loss of materials fines may be levied by any authorised member of Information Services staff in accordance with the rates currently in force for different materials. Any fine above £20 will be referred to the Director of Information Services or his nominee for confirmation.
6.2 In the case of any other breach of Information Services Regulations the matter will be referred to the Director of Information Services or his nominee for attention. The matter will be discussed between the user, who may be accompanied to the hearing, and the appropriate member of Information Services staff and if a case is proven a penalty will be determined in accordance with the severity of the offence.
6.3 Any person wishing to appeal against a disciplinary decision must write to the Senior Tutor within 14 days of the decision, setting out the grounds of appeal.
6.4 In any case of dispute as to an alleged offence or proposed penalty the matter may be referred to a disciplinary committee comprising a member of Information Services Users Committee, the Senior Tutor, a representative of the Student Guild and the Director of Information Services who will hear the relevant evidence and make a decision, which shall be binding, within 14 days.
6.5 In the case of any serious breach of University Rules the matter will be referred to the appropriate authority, although Information Services will reserve the right to take further disciplinary action as appropriate.