Frequently Asked Questions

How many books can I borrow?

• University of London undergraduates, paid members, administrative staff - 8 books
• University of London taught masters students - 10 books
• University of London research students, academic staff - 12 books
• University of London alumni reduced rate, Friends of Senate House Library, UK academic staff and UK PHD students with SCONUL BAND A card- 4 books

US programme students

• 8 books for 2 weeks at a time.

Syracuse University Collection

• Books from the Syracuse collection need to be ordered via our stack service and are for reference use only.

New York University Collection (NYU)

• The NYU collection may be borrowed by NYU students only for 2 days at a time and may be renewed once
• NYU are reference only for all other Library members

Institute of Commonwealth Studies (ICOMM students) and Institute for the Study of the Americas (ISA) students

In addition to the relevant University of London library loan allowance, these students have an additional book allowance for their own collections.

ICOMM teaching collection

Full time students (all either Masters level or PHD) up to 3 items for 2 days, part time students up to 2 item for a week.

ISA students and staff

ISA staff and students may borrow up to 4 books at a time from the teaching collection. Day time loans are for two hours at a time only. Overnight loans are issued from 4p.m. until 10 am. Weekend loans are from 4 p.m. Friday and any time on Saturday until 10 a.m. Monday.

How can I renew my books?

Items that you have on loan can be renewed, provided that someone else has not reserved them, you do not have outstanding charges of more than £3 on your Library card and your membership with the library remains current. There are three ways to renew:

• Online through your library account by using the Log in option on the library website (on left hand side under Catalogue click on Renew your books)
• By telephone on 0207 862 5835 – you will need your membership number
• At any Issue Desk in the Library

Please note that fines are charged for all library members on overdue books, so if you do need to extend your loan please do so before the return date.

If you do not have your membership card number with you, please telephone the library on 020 7862 8437 and a member of staff can renew your books for you.

Can I renew a recalled book that somebody else has requested?

No. Once a book has been recalled you may not extend the loan beyond its current due date, however, you may extend other unrecalled loans on your account, provided you do not owe more than £3 in fines.

What if I forget to renew my loans?

Fines are charged if items are renewed or returned after their due date.

We do send a courtesy email three days before loans are due, or two days before if they belong to the ISA short loan collection. Please note that overdue fines cannot be waived if, for whatever reason, you fail to receive a courtesy notice (this includes system failure or an incorrect email address). It is your responsibility to keep track of the dates your loans are due for return. Please ensure that you receive our email messages by checking your email inbox regularly. It is possible to log into your Library account using the Log in option on the library website. On the left hand side under Catalogue click on Renew your books. You may also check the email address we have for you by logging into your account and then clicking on Modify personal info.

How much are fines?

Fines vary depending on which collection the books belong to:

Fines from Senate House Library collections

• Fines are charged at a rate of 30p per day per book.
• Fines are capped at £10.20.
• After 34 days we assume the borrower has lost the book and we will send out an invoice.
• The charge for a replacement copy will be £50 or £10 if you provide an identical replacement book.
• If the item is returned, the amount due will automatically be reduced to the maximum fine of £10.20.
• Please note, overdue fines cannot be waived if you fail to receive a courtesy notice for any reason (including system failure or an incorrect email address).

Fines for the Institute for the Study of the Americas (ISA) teaching collection

• These books are available for ISA staff and students only.
• Day time loans are for two hours at a time only.
• Overnight loans are issued are issued from 4pm until 10 am.
• Weekend loans from 4pm Friday and any time on Saturday until 10 am Monday.
• Fines of £1 per hour apply for late returns.
• The maximum fine for late returns is £50.
• The charge for a replacement copy will be £50 or £10 if you provide an identical replacement book.

Fines for the ISA open shelf loan collection

• These items are 1 week loans.
• Fines for ISA books are charged at a rate of 30p per day per book.
• Fines are capped at £10.20.
• After 34 days we assume the borrower has lost the book and we will send out an invoice.
• The charge for a replacement copy will be £50 or £10 if you provide an identical replacement book.
• If the item is returned, the amount due will automatically be reduced to the maximum fine of £10.20.
• Courtesy notes are sent out two days before the due date.
• Please note, overdue fines cannot be waived if you fail to receive a courtesy notice for any reason (including system failure or an incorrect email address).

Fines for the Institute of Commonwealth Studies (ICOMM) teaching collection

• There is a two day loan period for full time students and a one week loan period for part time students.
• Fines are charged at £1 per day.
• No courtesy notices are sent.
• There is a £50 billed fee, a £10 admin fee for replacing a lost book.
• Fines drop to £25 maximum for late return.

Can I renew my books if I have an outstanding fine?

• Fines of more than £3 will prevent you from renewing your books, reserving items or accessing the library’s electronic resources offsite.
• You may pay your fines at any of the library circulation desks using cash, or a debit or credit card.
• Alternatively, you may telephone the library on 020 7862 8437 and a member of staff will take your debit/credit card details.

Will I be able to graduate if I still owe books or fines?

If your college is part of the University of London, you will need to clear your Senate House Library account of all outstanding books and fines before your membership expires.

I’ve forgotten my library card, can I still borrow items?

No. You need your Library card whenever you want to borrow material from the Library.

Can I renew my books if my membership has expired?

• No. Once your membership has expired please return any outstanding books to the library and pay off any outstanding fines.
• If your card has expired, but you are continuing your course, you will need to come to the library membership desk with your new current student card in order to extend your membership and to be able to continue to use the library services, or to renew your books.
• Outstanding books or fines on your library account may delay the receipt of your final results and graduation.
• It is possible to check your membership expiry date by logging into your Library account using the Log in option on the library website.

How can I reserve a book?

• You can only reserve books that are already out on loan or are new to the collection and still in processing.
• There will be a request button on the catalogue record.
• Click on this request button and follow the instructions.
• You will receive an email when the book is available for collection.
• All books should be collected from the 4th floor circulation desk within eight days.

What do I do if I have lost a book?

• If you have lost a book that is checked out to you, you may pay the standard £50 replacement fee, or buy a replacement copy yourself and pay a £10 administration fee.
• The book should be an exact replacement of the item lost.
• The library will accept second hand copies in good condition.
• Please contact the relevant subject librarian via the following website link if you require further information regarding replacing the lost book.

Please note: once you have either replaced or paid for a lost book, no refund can be provided if you subsequently find the missing item.

What do I do if I believe I have returned a book, but it is still showing on my account?

• You will need to contact a member of staff either in person or by emailing shl.circulation@london.ac.uk.
• Please give full details of the book concerned including where and when you believe the book was returned to the library.
• Library staff will then carry out a full search process over a number of weeks and update you by email regarding any progress.
• The book remains your responsibility until it is either found by library staff or returned to the library.
• If the book is not found or returned to the library by the end of the search process, you will be charged for a lost book.

How will the library get in touch with me?

• We will contact you via email.
• Please note that it is the reader’s responsibility to ensure that any address on our records is up-to-date and correct.
• You can check your personal information by logging in to your account on our website.
• Click on “renew your books” and enter your name and membership number. Once logged in to your account, click on “modify my personal info”.

Types of library notices, all sent by email:

• Courtesy notices letting you know when books are due to be returned are sent out three days in advance, or two days in advance for (Institute for the Study of the Americas) ISA loans of one week. It is the user's responsibility to return books to the library on time. Failure to receive a Library notice for whatever reason will not be deemed sufficient grounds for being exempted from paying a fine.
• Recall notices are sent to inform you that a book currently checked out to their account has been requested by another user and therefore cannot be renewed.
• Two overdue notices are sent out to remind Users that their item(s) is/are overdue. The first one is sent out one day after the due date. The second is sent eight days after the due date.
• Fines notices are sent out the day after overdue items have been returned.
• Bills and invoices are sent out notifying users of the amount owing for lost items or other library services. Bills for lost items are sent 39 days after the item is due.

Where can I return my books?

• You may return your books at the circulation or membership desks, or at the self return machine on the 4th floor. There is also a book drop box at the entrance to Senate House (please see further information below). The self return machine will issue a receipt for your transaction which you should keep for your records. If you would like help using the self return machine, please ask a member of staff at the circulation or enquiry desk and they will be pleased to assist you.
• If you are unable to return your books in person and cannot renew them, you can also return your books back to the library using postal services. It is best to send items by recorded delivery as you are still liable for books you are returning this way and would be responsible for fines and/or cost of replacement if they were delayed or went missing while they were in transit. Please return them to the following address: Book returns, Senate House Library, Malet Street, London WC1E 7HU

Can books be returned to the library when it is closed?

• A book drop box is located on the ground floor of Senate House. This is available from 7am until 9.30 pm Monday until Friday and from 9am until 6pm on Saturday, it is closed on Sunday and some public holidays, please see advertised Library closing time. It is emptied at the start of each day the library is open from Monday - Saturday. Books are checked in on the morning the box is opened.
• A drop box for returned books is also situated at our Offsite Store in Egham for Library members at Royal Holloway. The drop box is located near the entrance of the Offsite Store at Spring Rise. It is available for use Monday to Friday between 9.00 am and 4.00 pm.
  

How can I pay library fines?

• You may pay your fines at any of the library circulation desks using cash, or a debit or credit card.
• Alternatively, you may telephone the library on 020 7862 8437 and a member of staff will take your debit/credit card details.

What happens if I lose my membership card?

• Library memberships are non-transferable and may only be used by the person named on the card.
• Your library membership card is required to use the library. You cannot borrow books without it.
• If you do lose your card please go to the membership desk on the 4th floor of Senate House or contact the membership team at shl.membership@london.ac.uk. There is a replacement charge of £10.
• Please make sure you bring your card with you every time you visit, as you will only be allowed to make three visits to the library each year using a temporary reference only ticket. Temporary reference only tickets are available from the 4th floor membership desk.

Please remember that you are responsible for everything borrowed on your account, including fines for late renewal or return, and replacement charges for any item not returned.