Library Policies

Library Policies

Borrowing Materials

User Responsibilities

Borrowers are responsible for returning library materials on or before the due date. To avoid incurring fines, note the due date and return your books on time or renew items before they become overdue. You will receive an e-mail 3 days before an item is due to remind you to return or renew the item. It is the borrower’s responsibility to check their e-mail, and to ensure the library has an up-to-date e-mail address on file. Please read the policy on Overdue Books & Fines. It is your responsibility to read and understand this information.

STMU Loan Periods

All loaned materials are stamped with the date on which the item is due to be returned. Due dates are adjusted for any days the library is closed.

  • Circulating Books & Oversize Collections – have a loan period of 2 weeks. There is no limit on the number of books you can borrow from StMU Library. You can borrow up to 50 items from the University of Calgary, Ambrose University College (AUC) and Bow Valley College;
  • Reserve Items – are loaned out for 3 days, 1 day or 2 hours.

PLEASE NOTE: STMU students cannot check out items placed on reserve at University of Calgary Libraries, the Ambrose Library and Bow Valley College Learning Resource Services

  • Journal, Newspaper, Reference, & Special Collections -are for in-library use only and are not allowed to circulate outside the Library;
  • CD-ROM, DVD, Video & Reserve Collections – are loaned out for 1 day to students and have a term loan for faculty and staff.


Materials on 2-week loan may be renewed for additional 2-week loan periods. Items may be renewed online through the online catalogue (using “My Account”). The circulation staff at the library will set up a PIN for borrowers on request to allow them to do this. Borrowers must renew their items before they become overdue.

Overdue Books & Fines:

If you do not return an item by the due date, the fine is $1.00 per day for 1-day, 3-day and 2-week materials and $1.00 per hour for 2-hour materials. These fine amounts are in line with those assessed at other Calgary post-secondary libraries.

Cell Phones & Pagers

This policy is in effect to ensure a less disruptive study area for all library users.

Cell phones and pagers are permitted in the library. However, Audible alerts (phones / pagers ringing) are disturbing to other Library users. Please:

  • make sure that your cell phone / pager is set to silent alert or vibrate, or turned off when in the library; and
  • conduct your cell phone calls outside of the library.

Computer Use

All Computers on the STMU campus and in the Library are intended for use in accessing the library catalogue, electronic resources, course-specific software and productivity software tools supporting academic activities.

Students are advised not to save material to the C: drive or the desktop of a computer – saved material is deleted on a daily basis. Instead save materials to My Documents; of your profile on the H drive via My Computer.


Consideration and respect for others is expected regarding the display of materials on workstations.

  • Tampering with or changing any workstation, components or default set-up in any way is prohibited.
  • Misuse of College computers will result in disciplinary action.

Library Reference Workstations

Library research has priority on the library work stations adjacent to the Library Service Desk.

  • Library research includes searching the library catalogue, electronic reference materials, electronic article databases and CD-ROM databases.
  • If a student is using one of these workstations for purposes other than those stated above, the student may be asked to move to a workstation in the Library Computer Labs (B104 & B105).

Library Computer Labs

The computer labs in the library (B104 and B105) contain a total of 56 workstations.

  • Library Computer Lab workstations in B104 & B105 are classroom resources. That is, when B104 & B105 are booked for classes, these resources will be unavailable, except to those registered in those courses. You will be asked to leave.
  • When B104 & B105 are not booked for classes, workstations are available to students for use in accessing email, the library catalogue, electronic resources, course-specific software and productivity software tools supporting academic activities.

Learning Centre Workstations

  • The Learning Centre workstations and resources are intended to help students acquire writing skills and access help and advice in their studies.
  • At the discretion of the Coordinator of The Learning Centre, students may use these resources to work on their assignments, create presentations, search the Internet or check email.

For more information about the Learning Centre please contact the Director of The Learning Centre:

Copyright @ StMU

What is it?

Copyright refers to a set of exclusive rights granted to the author or creator of an original work, including the right to copy, distribute and adapt the work. Copyright does not protect ideas, only their expression.

  • Copyright owners have the exclusive statutory right to exercise control over copying and other exploitation of the works for a specific period of time, after which the work is said to enter the Public Domain. Uses covered under limitations and exceptions to copyright, such as Fair Dealing, do not require permission from the copyright owner. All other uses require permission. Copyright owners can license or permanently transfer or assign their exclusive rights to others.

Fair Dealing Provisions

Fair Dealing is “the right, within limits” to reproduce a substantial amount of a copyrighted work without permission from or payment to the copyright owner. The Copyright Act of Canada clearly states that Fair Dealing for the purpose of research or private study does not infringe copyright.

To find out more about Copyright & Fair Dealing, please consult the Library’s Copyright Resource directory.


  • St. Mary’s University (StMU) and the StMU Library are not responsible for copyright infringement by an individual using a photocopy machine or scanner installed on the StMU campus.
  • The Library provides all StMU users with access to a wide variety of materials for personal research and study. However, this DOES NOT mean that you have a licence to photocopy and distribute entire works, regardless of whether it is a book, journal, DVD, or CD. The following policies / guidelines on this page provide information on copyright law and what kind of copying/reprographic practices are generally acceptable under law.

Damage to Materials

Please treat library books with care and do not write in or highlight our books.

  • Please do not write in library books. This includes underlining and writing notes with either pen or pencil.
  • Please do not highlight library books.

Writing in or highlighting library books is damaging the books. Replacement costs & processing fees will be charged for damaged books that are considered unusable for others. Damage done to books will be charged to your account accordingly.

  • Damage charges will be added to your account if writing, highlighting or other damage occurs to the library books while they are signed out to you.
  • When you check out library materials, you are responsible for returning the materials in the same condition you signed them out.
  • Library books are loaned to you; they are owned by the Library and are available for all patrons to use.


Academic Libraries across Canada benefit from the gifts and donations of generous donors and patrons. St. Mary’s University Library acknowledges the benefit of such gifts that have enhanced the Library’s collections in support of the learning and teaching research goals of St. Mary’s University.

Donation Policy

StMU Library appreciates all offers of gifts and donations. However, the Library’s mandate is to support teaching and research. Donations of books, periodicals, and other materials that do not directly support the St. Mary’s curriculum, instruction, and research needs may not to be accepted. To find out more about donating to St. Mary’s University, please consult:

Donation Acceptance Guidelines

The Library reserves the right to prior inquiry for all donation offers. This includes the right to request prepared lists of the material containing the appropriate bibliographic information (author, title, & year published) for all items considered for donation.

To make an inquiry please contact the Director of Library Services

What Constitutes a Gift / Donation?

According to the Canada Revenue Agency (CRA) Income Tax Act Guidelines "IT-297R2 Gifts in Kind to Charity & Others" a gift in kind:

  • includes capital property, depreciable property, personal-use property including listed personal property, and inventory of a business; but
  • does NOT include a gift of services.

Donation Priorities

StMU Library will readily consider donations that support the study of History, Psychology, and Education.

Food, Drink & Noise


  • Eating is allowed in the Library, as long as it does not disturb other library users. Please avoid hot, messy, or foods with strong odours. Food is not allowed near computer stations or computer labs.


  • Beverages are allowed in the Library. Drinks must have a lid and spill proof containers must be used around all the computer stations in the library and in the Computer Labs.
  • Users are responsible for any spills that may take place. In the event of a spill please notify library staff.


  • There are 4 tables for group work. Noise carries in the building and so group work should be conducted as quietly as possible.
  • The rest of the library is a quiet study area. Lower your voice when in the library and respect others need for quiet study.

Holds on Library Materials

STMU Library Holds

All circulating materials (excluding reserves, general reserves, periodicals, reference materials, DVDs & Videos) can be placed “on-hold”. If book that you need has been borrowed by someone, you can put that book on-hold using the library catalogue.

  • If the record for the item you need says “No copies currently available.” Click on the [PLACE HOLD] button;
  • Complete the Hold form by entering your 12 digit Barcode in the User ID field along with your PIN number.;
  • IF you do not have a PIN number you should come to the Library front desk to apply for one.

SAIL Consortium Holds

The Library is a member of the SAIL, an integrated Library System partnership with the University of Calgary, Bow Valley College, and Ambrose University College (AUC). This provides St. Mary’s students with access and borrowing privileges to the collections of our partners in this consortium.

However, currently the SAIL consortium does not allow users from member libraries to place holds other than in their home library.

Library Access

Library Cards

  • All students must have a valid student ID card to access library services! If you do not have one, please make an appointment at the main office of the Administration Building to get one. For information borrowing privileges please consult the policy on Borrowing Library Materials.

Library Catalogue: My Account PIN

  • If you want to access the My Account section of the catalogue, you will need to come to the library to set up a PIN first.

Off-campus Access to Electronic Resources

  • The electronic resources are now set up so that off-campus access is available via your library card/student ID barcode.

Printing in the Library

  • Printing in the Library is 10¢ a page. All students have a $1.00 balance to start their printing account. After that, you will need to pay for additional printing at the library circulation desk.

Overdue Books & Fines

These policies and procedures have been implemented to maximize the availability of circulating materials for everyone, to decrease the amount of fines borrowers incur, and to free up staff time for other public service activities. For information on borrowing privileges at STMU and other institutions please read the policy on Borrowing Library Materials.

Notification of Overdue Materials & Fines

  • When an item is overdue or fines are owed, a notice will be e-mailed to borrowers. If you have overdue books or any outstanding fines, you will not be allowed to register for future semesters, receive transcripts, or receive final grades.

Overdue Fines at STMU

Fine amounts at St. Mary’s are in line with those assessed at other Calgary post-secondary libraries. If you have overdue items or fines totalling over $10.00 your borrowing privileges are suspended until the overdue items are returned and outstanding fines are paid down to less than $10.00. Fines can be paid only against books that have already been returned to the library. If you do not return an item by the due date the fine will be:

  • $1.00 per day for 1-day, 3-day and 2-week materials;
  • $1.00 per hour for 2-hour materials.

Overdue Fines at Other Institutional Libraries

  • Fines levied against books borrowed from U of C, AUC/NUC and Bow Valley College can be paid at StMU Library. If you have concerns regarding a fine against books from one of these institutions you must contact the circulation staff at that institution.
  • Fine Assessment for Inter-Library Loan Items and/or Lost Items:
  • Inter-Library Loan items – that are overdue will be fined at a rate of $2.00 per day;
  • Lost Materials – will incur the cost of replacement of the item plus a $20.00 processing fee, in addition to any overdue fines owed against the item;

Fine Assessment for Damaged Items

A patron is responsible for all damage incurred to any items while the items are checked out that patron. A charge for damaged items may be applied to a patron’s account for the following reasons:

  • Items that have been written in;
  • Torn or ripped pages in items;
  • Moisture damaged items;
  • Chewed items or other damage caused by animals;
  • Broken items; and
  • Other damage to the cover, spine or pages of items.

Damaged materials that need to be replaced will incure the cost of replacement plus a $20.00 processing fee and any overdue fines against that item.

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