CONFERENCEREGULATIONS FOR THE USE OF THE UNIVERSITY OF LATVIA LIBRARY
APPROVED
with UL Order No.1-4/352
of 25.08.2025.
Issued in compliance with
Section 21 of Library Law
I. General provisions
Regulations for the Use of the University of Latvia (hereinafter – UL) Library (hereinafter – the Library) determine the procedure by which the Library, as a publicly accessible official state-level library, ensures access to its collection and technical equipment, the use of information resources, databases and systems, the provision of services, the procedure for user registration, and also determines the rights and obligations of users.
Library users are obliged to familiarize themselves with these Regulations before registering or re-registering.
The Regulations are published on the Library website, at all Library user service points and in the UL Information System (hereinafter – LUIS).
A library user (hereinafter – a user) may be any natural person or legal entity who uses the services of the Library, receives information resources, technical equipment and teaching aids on a basis of lending, free of charge, for a specific use, subject to their return within a specified period. Legal relations established in this manner shall be considered a lending contract.
The subject of the lending within the meaning of these Regulations is:
5.1. information resource – printed work, audiovisual material and electronic publication;
5.2. teaching aid – human anatomy models for medical studies, visual objects for demonstration, which facilitate the perception of the learning material, information, etc.;
5.3. technical equipment – a computer, its peripheral devices or other information and communication technology equipment.
The subject of the Library lending is the property of UL.
Any person who has acquired the status of a Library user in accordance with the conditions for using a specific lending item may use the subject of the Library lending.
II. Obtaining Library user status
- Any person can become a registered user of the Library by registering electronically in LUIS (available to UL staff) or in person at any Library user service point.
- Library users are divided into two basic categories: UL staff and visitors.
Any natural person or legal entity who uses the Library’s services can become a Library visitor.
Visitors are students and academic staff of other higher education institutions, UL graduates, schoolchildren, creative intellectuals, and other users registered in the Library.
A legal entity is the state, local governments, associations of persons, institutions, foundations and aggregations of property, societies, merchants, and other organizations that have been granted legal status by concluding a cooperation agreement.
Registering in LUIS, the user familiarizes oneself with these Regulations and accepts the compliance thereof electronically.
Registering at the Library, the user:
14.1. UL personnel shall present a valid UL student or employee ID card, which is also the equivalent of a Library user card, other individuals – by presenting a personal passport, personal identity card (hereinafter – eID) or other document that complies with the Personal Identification Documents Law;
14.2. the authorized representative of a legal entity submits a power of attorney in accordance with the sample attached to the Regulations;
14.3. familiarizes oneself with these Regulations and accepts the compliance thereof electronically by signing the registration logbook;
14.4. provides information about the declared or actual place of residence, telephone number, electronic mail address or e-address, which will be used for sending information pertaining to the use of the Library.
After registration, the user receives a reader identification number (hereinafter – reader ID) and password in the Library, which are used for authorization in the electronic Union Catalogue of State-Level Libraries (hereinafter – Union Catalogue). UL staff can also use a LUIS username and password for authorization in the Union Catalogue or the Primo Discovery search and information delivery system. The reader ID is used to communicate with the Library.
A library user shall re-register once a year: electronically in the LUIS environment (UL staff) or in person at the Library. Re-registration is prohibited for users who have not settled their liabilities with the Library.
Persons who are granted the status of a Library guest, upon presenting their passport or eID, have the opportunity to use information resources on site in the Library premises.
The processing, protection and other issues related to personal data of Library users, including photography, filming or live broadcasting of public events or activities, are set out in the Privacy Policy of the University of Latvia.
The processing of the user's personal data within the framework of the provision of Library services takes place with the aim of listing and identifying Library users and ensuring the provision of services.
UL transfers the user’s personal data to the Culture Information Systems Centre to ensure the registration of Library users and access to the library information system ALEPH (hereinafter – ALEPH), which is a state information system. The Library and other state-level libraries use ALEPH, together forming the Union Catalogue, hence, the data subject’s basic data is also available in libraries that use ALEPH.
The user’s personal data may be transferred to investigative and judicial authorities, as well as to institutions supervising and controlling the activities of UL, etc. to the extent and in accordance with the procedure specified in regulatory enactments.
In aggregate form, the data is used to provide state statistics on the Library, research and improve the quality of services specified in regulatory documents. The submitted personal data is stored until 1 March of the following year after the termination of the user’s study or employment relationship with UL, if the liabilities towards the Library have been settled.
III. Using Library services
23. Using Library services:
23.1. natural persons who are registered as Library users must present a valid UL student or employee ID, passport or eID, with the exception of excursionists who are not registered as Library users;
23.2. legal entities must present a power of attorney of the legal entity (a sample is attached to these Regulations).
24. To borrow information resources, the user must select an information resource in the open access collection or create an electronic request in the Union Catalogue or Primo.
25. An electronically ordered and reserved information resource must be collected at the Library before the end of the reservation period. After this period, the reservation is cancelled.
26. To borrow an information resource that is not reflected in the Union Catalogue, the user must search for information in the card catalogue or index. To order an information resource found in the card catalogue or index, the user fills out a request form for each item.
27. The user may use information resources that are not reflected in ALEPH in the reading room for five days or longer, by agreement with a Library employee.
28. Loans are recorded electronically in ALEPH or in a register if the information resource is not included in the Union Catalogue.
29. It is not possible to extend the term of a borrowed information resource and technical equipment if the lending period has been exceeded, the limit for extending the term of use has been reached, or another user has requested it.
30. Rare editions, manuscripts, copies from the Misiņš Library archive and information resources in poor physical condition are not available for taking away.
31. The Library provides basic services and fee-based services in accordance with the Library’s price list of fee-based services approved by UL (hereinafter – Price List).
IV. Use of Library computer equipment
32. Only registered Library users are permitted to use the Library computers..
33. Library users with the status “Visitor” are permitted to use computers for a period not exceeding one hour. In exceptional cases, upon agreement with a Library employee, the user may continue working at the computer until further instructions from a Library employee.
34. Laptops available in self-service facilities can only be borrowed by UL staff. Library laptops are allowed to be used in the Library premises.
35. Users may use computer equipment and other technical resources available in the Library only for study and research purposes.
36. Users may use the programs that have been made available to the user, and their own data carriers for recording data.
37. Users are not provided with information search history or information retention beyond a work session.
38. Ten minutes before the end of the Library's working hours, users are obliged to stop working with computers and other technical equipment.
39. Users are prohibited from:
39.1. damaging or modifying the Library computers in any way. For example, it is prohibited to perform any type of installation (programs, games, etc.), change the configuration of the Library computer, including the settings of the program interface (appearance, keyboard shortcuts, etc.), disconnect or connect wires to the Library computer and its peripheral devices, except for wires necessary for connecting flash drives, portable hard drives or headphones, and similar appliances;
39.2. using the Internet and Library computers to commit any criminal, administrative or civil offenses in the information environment as defined by the laws and regulations of any jurisdiction. Examples of such activities include conducting illegal business, copyright infringement, fraud, unauthorized credit card use, as well as storage or distribution of private information;
39.3. using the Library computers to view, store or transmit illegal information, such as pornographic materials, materials promoting racial hatred, mass disorder, coup d'état, etc.;
39.4. using the Library computers to play computer games;
39.5. using Library computers to transmit unsolicited e-mail messages (SPAM) and/or maintain websites associated with such e-mail messages;
39.6. being situated at the computer in outerwear, with wet, dirty or otherwise soiling hands, perusing food products, as well as in any other way smearing or damaging the computer and its equipment.
40. When using the Library’s computers or other technical equipment, the user shall observe generally accepted norms of behaviour and courtesy.
V. Rights, obligations and responsibilities of Library user
41. Rights of Library user:
41.1. to use the information resources, information systems, databases, as well as technical equipment available in the Library’s collection;
41.2. to borrow information resources or copies thereof from other Latvian and foreign libraries, electronic document delivery centres in compliance with the procedures established by the Library and in accordance with the Price List;
41.3. in a timely manner, before the end of the lending period, to extend the period of use of the information resource through Union Catalogue, Primo, by e-mail, by telephone or by visiting the Library in person;
41.4. to receive consultations, use instructive materials prepared by the Library, to participate in classes, including those dedicated to mastering the use of Union Catalogue, Primo, databases, search engines and information resources;
41.5. to use the work environment and technical equipment provided for studies and research;
41.6. to attend public events, conferences, etc. organized by the Library;
41.7. to scan and photograph materials from the Library collection, except for rare editions and manuscripts, for non-commercial purposes without a flash, in coordination with a Library employee;
41.8. to use the Library’s self-service document reproduction equipment or to order production of copies, printing of information from a computer and digitization in accordance with the Price List;
41.9. to submit proposals to UL and the Library administration or staff regarding improving the quality of Library services and expanding the range of information resources.
42. Obligations and responsibilities of Library user:
42.1. within one month, to notify the Library of any change in the user’s place of residence or contact address, telephone number and e-mail address;
42.2. to present a personal identification document upon request by a Library employee;
42.3. to treat other Library users and employees with respect, to refrain from disturbing the work of other users, to comply with generally accepted norms of behaviour and instructions from Library employees;
42.4. when using the Library’s information resources, to comply with the Copyright Law in force in the Republic of Latvia;
42.5. after use, to place printed works of the open access collection and other materials in a specially designated place or to leave them on the table;
42.6. to observe the deadlines for using borrowed information resources, and to return or extend their use period in the Library in a timely manner without a reminder;
42.7. to pay a late fee for a failure to return the information resources within the specified period in accordance with the Price List in effect on the first day of borrowing;
42.8. for information resources not returned on time, the user must pay a late fee within one month;
42.9. to treat the property of UL with care: to refrain from damaging the information resources, technical equipment and inventory, to refrain from causing other material damage to UL, as well as to report any defects observed to a Library employee;
42.10. to replace a lost information resource with an identical or equivalent one. If this is not possible, to compensate the value of the lost information resource according to the current market value;
42.11. for lost or user-damaged technical equipment, to compensate its material value, as indicated in the UL inventory register;
42.12. upon completion or termination of study/employment legal relations with UL, settle all liabilities with the Library. If the liabilities are not settled, UL shall recover losses in accordance with the procedure established by regulatory legal enactments;
42.13. not to leave personal information resources, laptops and other personal belongings unattended;
42.14. in the event of a security alarm, the user must ascertain the reason thereof with the Library employee or security officer upon entering or leaving the Library premises;
42.15. to comply with work and fire safety regulations and immediately leave the Library premises in the event of a fire alarm;
42.16. not to transfer a UL student/employee ID, eID or passport to another person for the purpose of granting access to the Library services;
42.17. not to disclose the UL student or employee LUIS username and password to another natural person or legal entity for the purpose of granting access to the use of Library services (database connection, retrieval of information from the UL e-resource repository, etc.);
42.18. to strictly comply with these Regulations. For failure to comply with the Regulations, the user is denied the right to use the Library services for a period of up to one year;
42.19. the prohibition of Library use does not exempt the user from fulfilling the obligations: payment of late fees for borrowed UL property and compensation for losses in accordance with the procedures specified in these Regulations;
42.20. users should follow the announcements regarding Library opening hours and service usage.
43. On the Library premises, users must comply with the following prohibitions:
43.1. to bring in and consume food products, alcoholic and non-alcoholic beverages, or other intoxicating substances;
43.2. to make offensive remarks, disrupt the work of Library employees and other users;
43.3. to present themselves in unhygienic, soiling and smelly clothing, to be under the influence of alcohol and/or other intoxicating substances;
43.4. to work with printed matter and documents with wet, dirty hands, or make marks on the materials, or damage information resources in any other way;
43.5. the use of personal technical equipment (mobile devices, personal computers, headphones, etc.) must not be audible and disruptive to other Library users;
43.6. silence must be observed in the reading room, users are not allowed to talk loudly or use mobile phones, the sound of which must be turned off during a visit to the Library;
43.7. using personal computers in reading rooms for conversations and playing music in a manner that disturbs other users is prohibited.
VI. Rights and responsibilities of the Library
44. Video surveillance is carried out in the Library premises for the purposes of protecting property and personal interests. The video surveillance controller is UL.
45. The Library does not assume responsibility for personal belongings left unattended in the Library premises.
46. If there is reasonable suspicion of non-compliance with the Regulations, the Library employee has the right to ask the user to present their reader ID, personal passport or eID, or to call the building security staff to clarify the situation.
47. The Library has the right to refuse the user the opportunity to familiarize themselves with unique, sole copies of significant cultural and historical value. Within the limits of possibilities, the opportunity to receive a digital copy of the publication is provided.
48. In the case of making digital copies of unique and rare publications, the Library has the right to ask the user to indicate the purpose of using the digital copies in an application addressed to the Director of the Library, and to confirm in writing that:
48.1. copies will be used solely for the purposes specified in the application;
48.2. copies will not be transferred or resold to a third party;
48.3. the user guarantees payment for copies according to the Price List;
48.4. the user indicates in writing in which publication/book the content of the digital copy will be published, as well as indicates the publishing house in which the obtained digitized material will be published;
48.5. the user confirms that the digital copy will be used for the purposes specified in the application;
48.6. the user confirms that the obligations set out in writing will be observed and, in the event of publishing a digital copy, a reference will be provided that the digital copy was obtained in cooperation with the UL Library.
49. The library has the right to restrict the provided services if the user has violated these Regulations.
50. Until settlement of the liabilities, the Library restricts the provided services.