The purpose of these Regulations is to enable users to make the fullest use of the University Library resources, buildings and services, hereinafter referred to as the ‘Library’. The Regulations apply to all libraries administered by the Director of Information Services, referred to from here on as the ‘Director’, and may be enforced by any member of Information Services staff acting on behalf of the Director.
In the Regulations, the word ‘book’ means any book, pamphlet, periodical, manuscript, map, microform or other material which forms part of the Library’s collections.
Users of the Library are reminded that Library Regulations have the force of University Regulations for discipline. Any penalties imposed for breaching the Regulations fall within the framework of the University’s disciplinary system.
Any disorderly conduct in the Library, or any behaviour which unfairly inconveniences other users or causes damage or the risk of damage to books, furniture, equipment or the fabric of the building, constitutes a breach of the Regulations.
Regulations for orderly conduct in the Library include the following:
The following may use the Library as registered users:
Undergraduates and taught postgraduates from Higher Education Institutions that are members of SCONUL can apply for access to the Library during vacation. They will need their current student card as proof of identity. The vacation access scheme does not include borrowing privileges or access to electronic information sources. However, it will allow reference access to the main printed collections.
The Library may permit visits from members of the public, who cannot otherwise obtain access to books they need, to consult printed materials held at Queen’s. Visitors will need to bring proof of identity and register their details with the Library. Visitors should note that some of Queen’s collections are restricted to members of Queen’s University, and that access to electronic information sources is not normally permitted.
Books in ordinary open-access collections are available for use within the Library without formality, and may be borrowed on the conditions set out below. The following categories of material are not normally available for use outside the Library:
1. Any book borrowed from the Library shall be subject to recall if it is in demand or for other good cause.
2. The loan period varies according to the category of user. Library books may be kept:
At the discretion of Library management, books may be issued to students for longer than the standard period to avoid them falling due during the vacations.
3. The number of books on loan at any one time should not exceed:
When a user reaches the specified maximum no more books may be borrowed until one or more books have been returned.
4. Books borrowed from the Library must be returned by the due date. A book will be overdue if kept beyond this date and will incur a fine. The level of fines will be agreed by the University Operating Board and made public via the Library web pages.
5. Loans may be renewed for a further five periods provided that the book is not in demand.
6. A borrower, on receiving notice that a book on loan to him/her is required by another user, must return that book to the Library by the date stipulated in the notice. A book will be deemed to be overdue if kept beyond this date, and will incur a fine at the higher rate.
7. A book will be considered to be in demand if required by more than one user at any one time, and will be available for loan for one week only. If kept beyond this period it will entail a fine at the agreed rate.
8. Books with substantial waiting-lists may, at the discretion of the Director or nominee, be made available only on the conditions governing the use of restricted loan collections.
9. Books borrowed from the designated short loan collections must be returned no later than the time specified. A fine at the higher rate will be charged for each book kept beyond this time. No loan may be renewed.
Closed Access Collections
10. Books in restricted loan collections at issue-desks or other service-points will be available, according to category of material, either for use within the Library only, or for short loan according to conditions as stated at the service-point.
11. Access to and use of the books in Special Collections will be at the discretion of the Director or nominee.
12. Access to and use of material deposited in the University Archive under the custody of the Director will be at the discretion of the Director or nominee.
13. The Director or nominee may if required:
2.1 The following General Regulations shall apply to all University laboratory and workshop activities undertaken within the University by students as part of an academic course. They shall extend to work with apparatus, equipment, materials, substances, buildings, services and personal protective equipment provided for use by the University.
2.2 It is the statutory duty of academic staff who have to any extent control over laboratory or workshop activities to identify hazards, assess risks, prepare written safe operating procedures and keep them updated as necessary. Where risk assessments indicate that engineering controls and/or personal protective equipment must be used, this duty extends to ensuring that such controls and/or equipment are provided and used properly.
2.3 The responsible person in charge of a laboratory or workshop shall ensure that students who must use that facility receive the information, instruction, training and supervision necessary to prevent accidents and dangerous occurrences which may result in personal injuries or damage to property or both. Further, where written safe operating procedures or protocols for the work to be undertaken exist, the responsible person in charge shall ensure that these are followed.
2.5 Students shall not put themselves, or others who may be affected by their acts or omissions, at risk by engaging in any potentially hazardous laboratory or workshop activity with which they are unfamiliar and about which they have not been given adequate information, instruction and training.
2.9 All accidents or dangerous occurrences must be reported as soon as possible to the University Safety Service via the responsible person in charge of a laboratory or workshop.
3.1 Information about student accommodation is available from Queen’s Accommodation, Elms BT9 (78 Malone Road, Belfast, BT9 5BW) and on the Accommodation website which gives details of University owned and managed residences. These regulations apply to accommodation provided by Queen’s University Belfast only, all other associated accommodation providers, for example Chaplaincy Centres, will have their own regulations.
1. Students wishing to apply for accommodation at Queen’s should apply online via the Accommodation website.
2. Students must notify the Accommodation Office of their home address and next of kin, and any change to these details during their period of residence in University accommodation, Email: email@example.com (see also Regulations for Students 5.14).
3. Accommodation offered by the University is dependent on the student signing a licence agreement for the period of accommodation, paying a deposit and agreeing in writing to a payment plan to cover the accommodation fees. Students must confirm their preferred payment plan prior to checking-in.
4. The deposit is refundable at the end of your contract but will be used to off-set any accommodation arrears or other sums due to Queen’s Accommodation for example, damages to property.
5. Queen’s Accommodation will communicate payment dates for accommodation fees in line with the payment type selected as part of the offer of accommodation.
6. A reminder will be sent in advance of each due payment date and to advise that an administration charge of £25.00 will be applied for failed direct debit payments. This charge will be added to the student’s accommodation account.
7. Overdue fees
The accommodation fee must be paid in accordance with the payment schedule agreed with the Accommodation Finance Team. If a student does not meet the payments agreed, and does not engage with the Accommodation Finance Team to agree an alternative payment plan, action will be taken to recover the debt. Failure to engage with the Accommodation team to agree a suitable plan to manage payment in respect of outstanding fees will result in access to the student’s accommodation being denied until such times as they engage.
Failure to settle accommodation fees will result in the student being asked to leave University accommodation and details of their account will be passed to the University solicitors for recovery of debt. If a student has outstanding accommodation fees debt, they will be ineligible to re-apply for University accommodation.
Other financial advice is available by contacting Advice SU or Income and Student Finance staff at the Student Guidance Centre.
8. Accommodation fee paying options:
(a) Students accepting a contract of eight weeks or less are required to pay their residential fees in full prior to taking up residence.
(b) Students accepting a contract for one semester are required to pay their residential fees in full within five working days of taking up residence.
(c) International students accepting a contract for 38, 39 or 51 weeks may pay by one of the following four options:
(d) All other Students accepting a contract for 38, 39 or 51 weeks may pay by one of the following options:
9. Withdrawal from University:
A student withdrawing from University must give two weeks’ notice to the Accommodation Reception Team prior to vacating their room and provide a copy of the official University withdrawal form issued by the School. The student will continue to be liable for residential fees until they have given notice, vacated the room and returned the key or fob. In the event that the room cannot be re-let the deposit will be used to off-set the loss of residential fees.
Taking the action as set out above will not preclude the University from pursuing repayment of any outstanding debt by, for example, using a debt recovery agency.
10. Requesting release from an accommodation contract:
The accommodation contract is not a tenancy and does not have a break clause or notice period allowing a student to end the contract before the due date. The accommodation contract commits a student to stay in the University’s residence for the duration of the contract, either short-term, single semester, 38, 39 or 51 weeks. If for whatever reason a student decides to leave therefore, they will still be liable for the fee until another student who is not already a resident in Queen’s Accommodation takes up the room, the occurrence of which becomes more difficult later in the semester. In all cases the student must contact the Accommodation Reception Team to complete an accommodation release request form.
A student excluded from accommodation under the Conduct Regulations or in respect of non-payment of fees, will be asked to vacate their room and will continue to be liable for residential fees for the term of the accommodation contract and will forfeit the deposit.
Taking action as set out above will not preclude the University from pursuing repayment of any outstanding debt by, for example, using a debt recovery agency.
1. Overall supervision of student accommodation rests with the Student Plus Directorate.
2. The University’s Conduct Regulations apply to all Queen’s students regardless of where they choose to reside. Information relating to conduct and discipline specific to University residences is available in the Conditions of Occupancy and in the booklet ‘Living in Accommodation 2018-19’, (available from the Queen’s Accommodation Office, Queen’s University, Elms BT9, 78 Malone Road, Belfast BT9 5BW) and on the Accommodation website.
3. Students residing in the private sector are invited to refer difficulties which may arise in connection with their accommodation to Advice SU.
1. Students or prospective students may be required to have a health assessment carried out by an Occupational Health Nurse or an Occupational Health Physician prior to the commencement of study or at any time thereafter.
2. Enrolment will not normally depend on the result of these examinations, but advice on health matters may be given, which may in some cases involve a recommendation to postpone or modify the proposed study programme (see also Regulations for Students 5.12). Students whose study programme is postponed or interrupted under this regulation shall not thereby be prejudiced in their standing for a degree or in their candidature for studentships, scholarships or similar emoluments or prizes to which age or University time limits are annexed.
3. Students who, because of their study programme, are required to complete an Occupational Health assessment, will complete that assessment prior to the commencement of study or as soon as possible thereafter.
4. When the University requires a student to provide a medical certificate from their registered medical practitioner (GP), it should be forwarded in the first instance to the appropriate School Office. The School Office will inform the various relevant administrative offices in the University, including the University Occupational Health Service.
Further information may be obtained from the University Occupational Health Service, 1st Floor, 5 Lennoxvale, Belfast BT9 5BY. Email: firstname.lastname@example.org
It should be noted that the University now has Guidelines on Fitness to Continue in Study on the Grounds of Health and/or Safety.
Queen's University Belfast is committed to Equality, Diversity and Inclusion.
For more information please read our Equality and Diversity Policy.
Queen's University Belfast is registered with the Charity Commission for Northern Ireland NIC101788
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