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Regulations for the Allocation and Use of Rooms and Storage Facilities (Room Regulations)

Regulations for the Allocation and Use of Rooms and Storage Facilities at the University Libraries of Technische Universität Berlin and the Berlin University of the Arts in the Volkswagen-Haus and at the Department Libraries of TU Berlin's University Library

(Last updated: 01.10.2021)

I. Rooms

Users of study rooms may bring and use technical work equipment such as laptops; however, they may not bring or use coffee machines, electric kettles or appliances for similar purposes.

If a study room is not vacated punctually at the end of the authorized period of use, the University Libraries are entitled to clear the room.

1. Single study rooms (carrels)

At the University Libraries in the Volkswagen-Haus

  • Single study rooms are available at the University Libraries in the Volkswagen-Haus to students of TU Berlin and the Berlin University of the Arts (UdK) for the purpose of writing their final theses (proof must be provided when picking up the key for the first time).
  • Keys are signed out and signed in at the Information Center on the first floor of the University Library in the Volkswagen-Haus. Keys must be collected and returned each day.
  • Single study rooms will only be allocated to one person per semester following written acknowledgment of these Regulations. A further person may be permitted by the authorized user to use the room jointly. The provisions of Paragraph 1 apply to the room’s second authorized user.
  • Rooms are allocated following written acknowledgment of these Regulations.
  • Applications for use of the carrels can be made online via the library's homepage. The application must be received no later than the last day of the application period and is only valid for the specified semester. In the event that the number of applications exceeds the number of single study rooms available, these will be allocated by means of a lottery.
  • Four of the sixteen carrels are allocated preferentially to students with a disability ID or academic adjustments at TU Berlin or UdK Berlin. If more than four persons with a disability ID/academic adjustments have applied, these four carrels will only be drawn from this group of persons. If there are less than four applicants with a disability ID/academic adjustments, they will all receive a carrel. The remaining carrels will then be drawn from all applicants.
  • There is no waiting list. If a single study room becomes available before the end of a particular semester, it will be re-allocated to one of the existing applicants in that semester by means of a lottery.
  • In the event that a carrel is not used for a period of seven successive days without due reason, the right of use may be revoked. If the period of absence exceeds four weeks, the carrel must be vacated.
  • Up to ten media items from the University Libraries’ reference collection may be stored in the study room. However, they must be removed from the study room each day when leaving the library. The same applies to media items from the circulating collection. If these media items are to be used for a longer period, they must be borrowed in accordance with the relevant regulations.

At the Physics Department Library

  • Single study rooms in the Physics Department Library are available to students with a valid library card wishing to use the room for academic work. Preference is given to students of TU Berlin.
  • Keys are signed in and signed out at the circulation desk of the Physics Department Library. Keys must be collected and returned each day.
  • A single study room will only be allocated to one person for a period of three months following written acknowledgment of these Regulations. A further person may be permitted by the authorized user to use the room jointly. The provisions of Paragraph 1 apply to the room’s second authorized user.
  • Applications for use must be made online via the Physics Department Library website. Reservations are possible. In the event that the number of applications exceeds the number of single study rooms available, students of TU Berlin will be prioritized, in particular those students who are currently writing academic theses (proof must be provided when picking up the key for the first time).
  • In the event that a study room is not used for a period of seven successive days without due reason, the right of use may be revoked. If the period of absence exceeds four weeks, the carrel must be vacated.
  • Up to ten media items from the Physics Department Library’s reference collection may be stored in the study room. However, they must be removed from the study room each day when leaving the library. The same applies to media items from the circulating collection. If these media items are to be used for a longer period, they must be borrowed in accordance with the relevant regulations.

2. Group study rooms at the University Libraries in the Volkswagen-Haus

Group study rooms (first to fourth floor) and workbays (first floor)

  • Group rooms and workbays are preferentially allocated to students of TU Berlin or UdK with a valid library card (TU Berlin students: student ID).
  • Reservation/allocation is possible for groups of at least two and no more than eight persons for a period of no more than four hours per day for no more than three days per week. Study rooms for small groups are allocated to groups consisting of no fewer than two and no more than four persons.
  • Online reservations must be made independently by two students of TU Berlin and/or UdK. A reservation will be deemed to have lapsed if the room is not claimed within 30 minutes after the reservation began.
  • The small group room 212h may be used for short periods and without application by students with disabilities who wish to work with a caregiver; the provisions of Paragraph 1 apply. In such cases, other users are obliged to vacate the room, even if they have made a reservation.
  • Up to ten media items from the University Libraries’ reference collection may be stored in the study room. They must be removed when leaving the room. Media items that are still in the group study rooms on the next working day will be cleared by the library staff and returned to their locations.

Parent-child room (first floor)

  • The room is designed to provide study facilities for parents with children. A valid library card (TU students: student ID) is required for reservations.
  • The room may be used by no more than two parent-child groups at the same time.
  • The daily usage time per group is limited to no more than six hours per day for no more than three successive days. Registration is possible at the Information Center, where keys are also signed out.
  • The University Library staff neither takes care of, nor chaperones children.
  • After use, the room must be cleared and left in a tidy condition.
  • Usage is at the users’ own risk. The University Library is not liable. Parents are responsible for their children.
  • As long as no parent-child groups need the room, it can also be used by TU and UdK students without children, subject to reservation. In this case use is limited to 2 hours.

 

II. Storage facilities

Only privately owned and borrowed media items may be stored in the facilities. The media items must be placed in the book storage trolleys and book lockers in such a way that it is clear they belong to TU Berlin or UdK’s library collection from the outside. The spine of the media items must be visible.

Students may borrow keys for the book storage trolleys and book lockers similar to other media items. If a key is not returned on time, an overdue notice subject to charge will be sent to the user (see Framework Fee Regulations, Part B, Section 12 (3) Overdue loans).

If the key is not returned after the third overdue notice, the libraries are entitled to clear the storage facility.  

1. Lockable book storage trolley

At the University Libraries in the Volkswagen-Haus and TU Berlin’s Architecture Department Library and Physics Department Library, students of TU Berlin and UdK may borrow lockable book storage trolleys for a period of two months. Reservations are possible. The book storage trolleys may be reserved, picked up and returned at the information desk on the third floor or at the circulation desk of the responsible department library.

2. Book lockers

At the University Libraries in the Volkswagen-Haus and at TU Berlin’s Physics Department Library book lockers are available to all users with a valid library card. The book lockers are allocated for four weeks. Reservations and renewals are possible. Keys for book lockers for the Central Library are handed out and returned at the circulation desk and those for the Physics Department Library at the circulation desk on site. 

3. Daytime lockers

Daytime lockers may only be used during the opening hours of the libraries.

1. At the University Libraries in the Volkswagen-Haus

The daytime lockers are equipped with latch locks. This means:

  • Users are required to bring their own padlocks to close their lockers. The shackle must have a diameter of at least 5mm and no more than 6mm.
  • Closed lockers will be opened and, if necessary, cleared after the libraries have closed at 22:00 respectively at 18:00 on Saturdays. The cost of the resulting damage to the padlocks will not be refunded by the libraries.
  • In the event of locker keys being lost or accidentally locked in the locker, the lockers in question can be opened upon request by the security service. For this purpose, personal information and a precise description of the locker’s content must be provided. In the event of the wrong locker being opened, the person who requested its opening will be liable for damages as well as for any legal consequences that may ensue.
  • The security service is responsible for all matters and issues related to the usage of the lockers and takes all necessary decisions.
  • Keys for lockers to store musical instruments are issued by the security service against the deposit of an ID card (student ID, driver's license or similar).

2. At the Department Libraries

  • At the Architecture Department Library and the Physics Department Library coin-operated lockers (for one-euro and two-euro coins) with coin return are available. Other coins or trolley tokens may not be used.
  • The library staff must be notified of any lost keys or locker malfunctions.
  • If a locker is cleared out by the library staff, the deposit will be retained for the benefit of the library budget.
  • In addition, some of the lockers in the Physics Department Library are equipped with latch locks. This means:
    a. Users are required to bring their own padlocks to close their lockers. The shackle must have a diameter of at least 5mm and no more than 6mm.
    b. Closed lockers will be opened and, if necessary, cleared after the library has closed. The cost of the resulting damage to the padlocks will not be refunded by the libraries.
    c. In the event of locker keys being lost or accidentally locked in the locker, the lockers in question can be opened upon request by the security service. For this purpose, personal information and a precise description of the locker’s content must be provided. In the event of the wrong locker being opened, the person who requested its opening will be liable for damages as well as for any legal consequences that may ensue.

III. General provisions on rooms and storage facilities

  • The service is free of charge.
  • The University Libraries assume no liability for items of any kind that users have brought into the study rooms or lockers.
  • It is not permitted to use more than one storage facility of the same kind simultaneously. It is prohibited to store hazardous or health-impairing substances or items in the lockers or rooms.
  • Any food brought in contrary to the regulations will be immediately disposed of.
  • The user cannot make any claim for a refund.In principle, the right of use is not transferable to third parties (exception: carrels, see I.1.1 (3) or I.1.2 (3)).
  • The registered users are liable for any damage resulting from usage; with regard to the group study rooms, the person who signed for responsibility will be liable for any damage.
  • The University Library staff is at all times entitled to check whether these Regulations are being complied with. If any violation is detected, a room or locker may be cleared out and/or the right of use revoked; if applicable, damages must be paid. The right of use may also be revoked if the Framework Regulations for the Use of the Libraries and Documentation Centers at Technische Universität Berlin and the Berlin University of the Arts, as amended from time to time, are violated or if the user account is locked.
  • In the event that a locker must be cleared out by library staff or a key has been lost, the user will be invoiced for the cost of a new lock together with a processing fee of 5 euros.
  •  All provisions of the Regulations of Use and the Fee Regulations apply mutatis mutandis.

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