Rules for the special lending scheme available to staff members of the University of Copenhagen

Part 1.1 Enrolment
In order to borrow items from the Royal Danish Library – Copenhagen, in accordance with the special departmental lending scheme that includes the right to have material delivered to the user’s departmental address, the user must be: a researcher, a PhD. student, a lecturer affiliated to an institute or centre within the University of Copenhagen, or an emeritus with an office of his/her own.

Part 1.2
You register for the scheme by filling in an online registration form found on

Part 1.3
If you state your CPR number (the Danish civil registration number) when enrolling, the special lending scheme also includes access to the Royal Danish Library’s e-journals and other electronic resources. This access is available from your own workplace in the University of Copenhagen and other locations (remote access).

Part 2.1 Use of Royal Danish Library – Copenhagen’s collections under the scheme
The scheme entitles the user to borrow items, which are normally available for borrowing. UCPH employees also have access to items restricted to use in the reading room belonging to Copenhagen University Library, which were printed between 1800 and 100 years before the current year. As a user, you have to use restricted-access items in your department.

The following applies in general for items with access restricted to the reading room:

As a UCPH employee you can order a digital copy of Danish books from the copyright deposit in cases, in which year of print of the material is between 1701 and 1916. For post-1900 books you can order material borrowed from another library. If no other copy exists in the collections of Copenhagen University Library, or if a loan is not possible, you must use the restricted material in the monitored reading room of the Royal Danish Library – Copenhagen in the Black Diamond. Generally speaking, you can order all restricted items for use in the monitored reading room. Exempted from this rule is restricted material, which requires a reading room ID card (in this case you must be registered as a private user).

Part 3.1 Transport scheme
We bring and collect ordered material to and from the user’s department. At the Department of Information Studies (INF) you collect the material yourself at the Library. In the Faculty Library of Natural and Health Sciences, Frederiksberg Campus, the local delivery service delivers requested items.

Part 4.1 Loan period
The guaranteed loan period is 1 month, but only 14 days if another user has requested the material at the time of the loan.

The Library will recall the material after 1 year unless other users have requested it. In this case the material will be recalled.

You can renew loans in the REX catalogue up to 3 years from the date of the loan. Then you must return the material for inspection, but you can borrow the material again, if needed.

Part 5.1 Recall notices and suspension
We send a recall notice at the end of the loan period. If you ignore the due date, we send a 1st, a 2nd, and a 3rd reminder. You do not pay fines for these reminders.

Your right to borrow will be suspended if you do not return the material after the 3rd reminder. Subsequently you will not be able to renew loans or request additional materials. We restore a user’s right to borrow, if she/he contacts the Library regarding the specific case. We always restore your right to borrow, when you return recalled material.

Part 6.1 Liability to pay damages

In accordance with the agreement with the University of Copenhagen, the university employee is personally liable for the loan from the time we have registered it as loaned at Royal Danish Library – Copenhagen, and until we have received it again and cleared it from the Library system, or, alternatively we have found the borrowed book in place on the shelf.

Part 6.2
We send any claims for compensation, including an administrative fee, twice a year to the faculty of the user in question, in accordance with agreements previously made with the faculties.

Part 6.3
In the event that a borrower rediscovers a book that was previously replaced, we refund the compensation payment minus the administrative charge.

Part 7.1 Loans from other libraries
If we do not possess or have access to an item at the Royal Danish Library – Copenhagen, we will provide it as a loan (or copy) from another library. You must order it through the form in REX.

Unless use is restricted to the reading room, the Library will deliver the material to the borrower’s department.

Part 7.2
We do not charge a fee for loans from abroad, or for copies of articles from journals obtained from abroad. We charge for copying entire books as per account rendered.

The loan period for material obtained from another library will normally be 1 month. However, the loan period is 2 months for items obtained from Denmark. Normally it is not possible to renew the loans. You must return these books in the same way you return other books.

In the event that you lose a book, the source library determines the amount of the compensation cost.

Part 8.1 Ordering copies from the collections of Royal Danish Library – Copenhagen
We deliver copies of articles from journals free of charge: either physically or as PDF files. We deliver articles as PDF files, if the articles were printed before 1900, or articles (to a maximum of 35 pages per request) from recent scientific periodicals in accordance with the Copydan agreement. 

We deliver copies of printed books in accordance with Danish copyright laws and for a standard fee.

Part 9.1 Loans for private users
In addition to the special lending scheme, university employees can also request items as private users. In this case they are obliged to observe the Regulations for the use, including loans, of the collections belonging to the Royal Danish Library – Copenhagen.

As a private user, you must pay fines for the return of overdue items in accordance with the standard rules, regardless of your user status in the special lending scheme.

Svend Larsen


24 February 2017

(Revised 27 October 2017)