Library Service Regulations
University Library, Karolinska Institutet

• The Karolinska Institutet University Library (KIB) is open to the public.
• The Library has two units.
• Information about opening hours, addresses and prices is available at both units and on the library website: kib.ki.se/index_en.html
• The library catalogue is a union catalogue, shared with the Södertörn University College Library (Södertörns högskolebibliotek). Different rules and fines apply at the two libraries.
• When registering, all users agree to comply with the library’s rules and regulations.

• Visitors are welcome to use the library’s electronic media, such as databases or online journals. Access to restricted online services are limited outside the library facilities, only to KI affiliated staff and students.
• Users are obligated to follow all license terms and conditions. Printouts and downloading from e-journals and other sources are allowed for personal, non-commercial use only.

• The library’s public computers are primarily intended for research and higher studies.
• In order to book a room for group activities you must be a student registered at KI. Bookings can be made for one session at a time, and no earlier than one week in advance. KI lecturers must contact library staff to book a room.
• Group rooms must be occupied within half an hour from the beginning of the period booked. Group rooms are intended for groups, which means no less than two persons.
• The special resources room is available to students with a written permission issued by the KI coordinator of services to students with disabilities or special needs.

• Anyone 16 years of age or older with a valid Swedish ID, or enrolled as a student or employed at a Swedish university may apply for a library card and register as a borrower.
• Visiting researchers/students are granted a library card valid for the period they are registered at KI in Sweden, and must give an address in their home country as well as their temporary address in Sweden.
• Library cards are normally valid for one year. A library card should be treated as a valuable document. Loss of library card should be reported immediately to the library so as to prevent unauthorized use. A replacement card requires that a small fee be paid.
• Any change of address must be reported directly to the library.
• Loans may be collected for another person with that person’s library card.
• Information about the loans, orders or reservations of an individual user can not be publicly disclosed. (In accordance with 9 chap. 22 § The Secrecy Act (SFS 1980:100; SFS 1989:713); SFS=Swedish Statute Book.)

• Loans are sent free of charge to libraries within the Nordic countries.
• Material published by KI can also be borrowed by libraries outside the Nordic countries free of charge.
• All KI employees and students involved in distance education may have their loans delivered by mail within Sweden. Loans are sent free of charge directly to individually registered borrowers with an address outside the Stockholm area in Sweden. Within the Stockholm area loans are sent only to individually registered borrowers with a work address. “The Stockholm area” is defined as ZIP-codes beginning with the digit 1 (one).
• Postage from the library is paid by the library. Return postage is paid by the borrower. The borrower is fully responsible for the borrowed material from the moment it has been sent from the library until the day the material has been received back at the library.
• Course books are sent to employees and students involved in distance education only.

• The loan period for a course book is 7 days. For course literature sent by mail, the loan period is 10 days.
• The loan period for journal supplements and special issues of journals is 7 days. For material sent by mail, the loan period is 10 days.
• The loan period for other books and other original documents is 21 days.
• Reservations must be picked up within four days.

• Reference material and journals are not available for loan.
• Literature older than one hundred years is not available for loan.
• Books from some special collections will not be sent by mail, and must be collected at the library.

• Material for research and studies not owned by KIB is borrowed from other libraries for employees and students at KI, as well as for customers with special agreements.
• Interlibrary loans from libraries within the Nordic Countries are free of charge while interlibrary loans from libraries outside of the Nordic Countries are subject to a fee.
• Loan periods and other rules for interlibrary loans are determined by the lending library.

• Photocopies from KIB’s collections can be ordered and subsequently charged at a fixed rate.
• Photocopies of material not owned by KIB can be supplied and charged at a fixed rate.
• For other services subject to charge, see KIB’s fee schedule.

• Library users are obliged to return borrowed materials on time, and are responsible for the materials until they are checked in. As a courtesy, though, the library sends notifications of overdue items.
• An initial overdue reminder is sent by e-mail, one day after the book should have been returned, to those borrowers who have given the library their e-mail address. If another borrower has placed a hold on the book it will be recalled either by e-mail or by regular mail. A notification is sent to all borrowers by regular mail a few days after the book should have been returned.
• An invoice is sent to the borrower about a week after the loan was recalled. The invoice covers an administrative cost of 250 SEK per return date. This should always be paid, even if the material is returned to the library.
• If, in spite of overdue notices and invoice, the loan is not returned, the borrower will be assessed replacement charges. If the borrowed material is returned after the invoice was sent the administrative charge must still be paid.
• If the invoice has not been paid within due time, the borrower will be excluded from library borrowing privileges. The suspension is lifted when the invoice has been paid.
• Any damage to borrowed material during the loan period must be paid for by the borrower. All repairs are made by the library. Damaged material still belongs to the library after charges have been paid.
• Anyone not conforming to regulations on the library premises may be barred from the library according to the Higher Education Ordinance (SFS 1993:100) 10 chap. 1§.
• A borrower dissatisfied with decisions made according to the library rules may appeal to the Head of Customer Relations.

[2005-07-22]