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Library Policies

The Reg Erhardt Library's policies support safe, equitable and accessible services for the SAIT community.

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Library patrons are expected to observe all SAIT rules and guidelines, as well as follow instructions from library staff or SAIT security. The Library Code of Conduct supplements, but does not replace, SAIT's Code of Conduct. Failure to comply with these Codes or library policies may result in loss of library privileges and/or expulsion from the library.

Reg Erhardt Library Code of Conduct

Library staff will:

  • Treat all users with respect and courtesy.
  • Provide friendly, efficient and expert service.
  • Provide a safe and clean environment for shared use by everyone.
  • Provide a variety of study spaces and equipment to meet the learning needs of patrons.
  • Respond to patron concerns in a timely manner.
  • Apply the Code of Conduct in an equitable manner.

Library users will:

  • Treat other users and the library staff with respect and courtesy.
  • Refrain from disruptive, offensive or inappropriate behaviour or language.
  • Acknowledge that academic work has priority over personal work when using the library facility.
  • Be responsible for personal belongings and keep personal items with them.
  • Comply with posted food and drink policies within the library.
  • Clear workspace of garbage and recyclables before leaving the space.
  • Leave the furniture, equipment and facilities in good condition for the next person’s use.
  • Return borrowed materials on time and in the same condition as when they were borrowed.
  • Keep noise to a minimum in the Level-0 Quiet Study area.
  • Ensure that exits and aisles are not blocked so others can move around freely.
  • Use the computers and wireless access in a manner that complies with the SAIT Computer Use Policy.

You may borrow a variety of materials from the library. The tables below outline the term of your loan and the types of materials available to you, based on your borrower type.

Materials available to all borrowers

Item type Loan period Number of renewals Overdue fines Reloan period
Main collection* Community: 3 weeks
Students and Staff: Semester
Community: 4
Students and Staff: no renewals
See note** 1 week
Course Text Collection (CTC) 4 hours no renewals $2.00/hour 1 hour
Equipment 4 hours no renewals $2.00/hour 1 hour
Reference In-library use - exceptions at library's discretion At the library's discretion $0.50/hour At the library's discretion
Reserves - 4 hour 4 hours no renewals $2.00/hour 1 hour

*Main collection includes the following: Business Display, Display, English Language Foundations Collection, Fiction Collections, Level 0, Magazine Collection and Oversize Collection

**Overdue fines on main collection items will not apply to current SAIT students and staff unless the item has been recalled for a request. Overdue fines on main collection items for community borrowers and recalled items will be $4.00/day.

Materials available to current SAIT staff and students

Item type Loan period Number of renewals Overdue fines Reloan period
Classroom Use Media Students: 4 hours
Staff: 7 days
Students: no renewals
Staff: 1
$2.00/hour
$4.00/day
1 hour
Games 3 days 1 $2.00/hour 1 day
Home Use Media 3 days 1 $4.00/day 1 day
Laptops and Cameras 1 week no renewals $5.00/hour 10 hours
Laptop and Camera Accessories 1 week no renewals $2.00/hour 10 hours
Lego Mindstorms Kits 3 days 1 $2.00/hour 1 day
Reserves - 3 day 3 days no renewals $4.00/day 1 day
Reserves - 1 week 1 week no renewals $4.00/day 1 day

The loan periods will be shortened if they would extend beyond your library account's expiration date. Reloan period is the time between returning an item and being able to sign it out again.

Multi-part sets (such as games and cameras) must be complete when returned.

The maximum number of items you may have signed out at one time is limited by your borrower type:

  • SAIT students and staff: 20 items
  • Community: 10 items

Notifications

The library sends a variety of notifications via email regarding borrowing, such recall notifications and due date reminders. It is the borrower's responsibility to access these notifications and act on them, if needed.

For SAIT students and staff, these messages go to your SAIT email address. For community borrowers, the messages will go to the email address on your library account. If your email address is on the gmail system, please add library.information@sait.ca to your Google Contacts to avoid notifications going to your spam folder.

Requests

The request system allows borrowers with an active library account to request items be held for pick-up at our Information Desk.

  1. Use Library Search to find your book or another item.
  2. Click on the title of the item you want to request.
  3. Sign in to your Library Account, if not already signed in (log-in help).
  4. Click "Request" under the "Get It" heading.
    • If there's no "Request" link, then requests are not allowed for that item.
  5. Click "Send Request".

You will be notified by email when your item is ready to be picked up. Once you've been notified that your request is available, you'll have 7 days to pick it up. After that, the item goes to the next person in the request queue or back to the shelf.

If the item you've requested is out to another borrower, an email notification will be sent to that person. After the recall notification has been sent out, they will have until their current due date or 14 days (whichever is shorter) to return the item. After the recall due date, daily overdue fines will be charged to all patrons.

If you need further assistance with requests, contact us.

Renewals

Renewing a book, or other material, allows you to keep borrowed materials for an additional loan period. Borrowers may not renew library materials if:

  • Borrowing privileges have been suspended due to outstanding fines, overdue material or other charges.
  • Another person has requested that item.
  • The renewal would exceed that item type's number of renewals.

Items that have reached their renewal limit must be returned to the library. After the reloan period, if no one else has taken or requested the item, you may borrow it again.

You can renew materials by contacting us or via My Library Account.

Returns and late fees

You may return material to the Information Desk or use the drop slot inside the Stan Grad Centre's southeast doors. Returns should be made before the due date or time.

Many items do not accumulate late fines unless they are past the recall due date, but we may charge replacement costs for items more than 30 days overdue. If an item is recalled due to a request, you will have until your current due date or 14 days (whichever is shorter) to return the item after which late fines will apply.

All users with fines in excess of $10.00 will have their borrowing privileges suspended. Students with outstanding fines or other charges will have holds placed on their accounts with the Office of the Registrar, preventing registration and the release of diplomas or transcripts. Delinquent accounts for all borrowers may be referred to a collection agency or banned from further borrowing.

You can pay fines and other library charges at the Information Desk. We accept credit card and debit card payments. Credit card payments can be made over the phone.

Lost materials

If you lose an item borrowed from the Library, notify us as soon as possible. The charge for a lost item is overdue fines + replacement cost of the item.

Students with outstanding replacement charges will have holds placed on their accounts with the Office of the Registrar. Delinquent accounts for all borrowers may be referred to a collection agency or banned from further borrowing.

Appealing fines and charges

If you have outstanding fines or charges, we encourage you to discuss your situation with us. We want to work with you toward an equitable solution.

Note that frontline staff are not empowered to waive fines or make other accommodations. Email library@sait.ca or visit the Information Desk and you'll be put in touch with someone who can help.

The supervision of children is the responsibility of parents or caregivers. Unsupervised children under the age of 12 may not use library facilities or resources. Children may utilize guest workstations only when supervised by a parent or caregiver.

The Collection has been established at the Reg Erhardt Library to provide users with equitable access to subject-specific materials relevant to SAIT programs and schools. The Collection evolves in close alignment with SAIT's strategic priorities and values, serving as a living, highly adaptable entity, usage being a key principle.

For details view the full Reg Erhardt Library Collection Development Guidelines.

The Library Community Room (MC008) is available at no cost to registered SAITSA student clubs who require a medium-sized venue for meetings or events. The community room is available to book online for use during the following times:

  • Monday - Friday: 4 pm - close
  • Saturday: all open hours

Book the Community Room

Terms of use

Groups must abide by all regular Library policies.

Groups can book up to six months in advance and can request recurring bookings.

Groups must be a minimum of 5 people and a maximum of 35. For smaller groups, we recommend booking a Library Study Room.

Priority is given to Library staff meetings and events. The Library reserves the right to cancel bookings and review use of the Community Room to ensure fair and equitable access.

For-profit activities are not permitted: No entrance or admission fees may be charged. No products or services may be solicited or sold. No fundraising activities may take place.

Tables and chairs in the Community Room must be returned to the state they were found in.

Contact

Questions about the use of the Community Room can be directed to Audrey Farch.

A courtesy phone is available for use by all patrons. Patrons using the phone are asked to keep their conversations under five minutes and speak in a low tone of voice.

This phone cannot be used to receive calls or contact long-distance numbers.

Independent contractors teaching classes or doing course development are allowed to access online resources and borrow materials from the Reg Erhardt Library.

To apply for library privileges fill out and submit the Request Contractor Privileges form.

Note: this form is only to be used for those independent contractors who are not paid through Employee Services payroll.

Drinks should be in a container with a secure lid. Acceptable containers include spill-resistant travel mugs, screw-top bottles and disposable cups with lids.

Book an instructional DVD

The library has instructional DVDs available for use in class by SAIT faculty. Instructors can pre-book Instructional DVDs and pick them up from the Information Desk.

Students may view these DVDs in the library at stations located on Level-0 or in a Study Room. Students cannot pre-book Instructional DVDs.

Borrowing an instructional DVD

Faculty and staff may pre-book instructional DVDs for classroom use or review. To make a booking, use the request form or visit the Information Desk.

Information desk
Phone: 403.284.8431
Email: library.av@sait.ca

If booked at least two business days in advance of your need, the item will be put aside for pick-up at the Information Desk. For special arrangements, such as a second party pick up or extended bookings, contact Videos Services directly by phone or email.

Return your video to the Information Desk. After hours, you may use the book drop near the library's south entrance. Note that late DVDs are subject to a $1.00 per day charge.

Request an interlibrary loan

If you need a book, article or another resource not available in our collections, our interlibrary loan service can meet your need by requesting that item from another library. This service is freely available to SAIT students, staff and faculty.

Guidelines:

  • Must be for your own personal use only. Reproductions of interlibrary loans or access sharing are not allowed
  • Requests for items already held by the library will not be fulfilled. If an item is out to another patron, you can instead place a borrowing materials request for most items in our collection and be notified when the item is available.
  • You may have up to five books from other libraries requested or in use at any one time
  • Renewals may be allowed at the discretion of the lending institution. Contact library.interlibrary@sait.ca at least two business days prior to your due date to request a renewal. If your item says NO RENEWALS on the book and wrapped around the book, renewals will not be allowed.
  • Items may be recalled at the discretion of the lending library.
  • Academic requests will be given priority.
  • The library relies on maintaining good relations with partner institutions to sustain this service, including returning items to the lending library in a timely manner. Borrowers who are consistently unable to follow these guidelines may have their interlibrary loan privileges suspended.

Return books to the Reg Erhardt Library Information Desk. You can keep article reproductions. Charges may apply for late, damaged or lost items.

If you want to borrow a book from a library in Calgary, The Alberta Library (TAL) Card is also available.

Interlibrary loans for libraries

SAIT's Reg Erhardt Library will copy or loan materials to other libraries. Requests must be made by library staff.

Generally, outgoing interlibrary loans are subject to the following terms:

  • Loan period: 3 weeks for books
    Renewals: on request
  • Charges to for-profit libraries:
    • Loans: $15 / item
    • Photocopies: $15 first 20 pages, $1 / additional page
    • Replacement: cost of item + $10 service charge

Charges to for-profit libraries are invoiced annually.

Interlibrary loans - Reg Erhardt Library

Phone: 403.284.8411
Phone: 403.284.8619 (fax)
Email: library.interlibrary@sait.ca
Library symbol: ACSA

The Reg Erhardt Library has a variety of library cards for use by our patrons. All borrowers must have a current library account to borrow materials and access other resources.

Borrowers can log into their library account to place requests, see return dates or (for students and staff) access e-resources. See the Library Accounts guide for more information.

You can see our lending rules on the borrowing materials policy. Borrowers using TAL or Alumni Cards are referred to as Community Borrowers for lending and other policies.

SAIT eCard

The SAIT eCard is the preferred library card for use by SAIT students and staff to borrow materials from the library.

Part-time and distance students are entitled to a SAIT eCard from the eCard Office. The Library may issue a temporary library card to part-time and distance students who cannot easily get a SAIT eCard. Contract staff and faculty may also be issued a temporary library card.

Expiry of eCard privileges

Students can access library resources while their classes are in session. Library privileges will expire on the last day of scheduled classes or upon withdrawal from SAIT.

Permanent staff and faculty retain library privileges until they leave SAIT.

Contract staff and faculty have library privileges for the period of their current contract.

For students, this may mean that you will lose library privileges while between classes or over the winter and summer breaks. For contract staff, you may have a lapse in access while waiting for Employee Services to complete your contract. Unfortunately, the Library cannot extend library privileges beyond the expiry dates provided by the Office of the Registrar or Employee Services.

Community borrowers 

Community borrowers are people that are not currently students or staff members at SAIT but have borrowing privileges at the Library. Community borrowers typically use either a SAIT Alumni Card or The Alberta Library (TAL) card. 

To become a community borrower you must visit our Information Desk, in person, and provide:

  • A valid Alumni or TAL Card
  • Proof of address (such as a driver's license)
  • A phone number
  • An email address 

Community borrowers can borrow most of our books and some small electronic items, like phone chargers. You are not able to borrow cameras, laptops or related peripherals. You must present your Alumni or TAL card each time you borrow from us. See borrowing materials for lending rules, information on fines and more.

You also cannot access e-books or other e-resources from off-campus. Though, depending on licensing agreements with our vendors, many of those resources are available to you in the Library. Other services, such as booking study rooms or interlibrary loans, are restricted to students and staff from SAIT.

You can check when items are due on your Library account. When a community user account is created you will be given a temporary password for your online Library account. When you log in to your account you will be prompted to choose a new password. After this the account is self-managed. Library staff cannot look up or reset your account password.  

You can check-in at the Library's Information Desk and present a piece of ID to use one of our guest computers while visiting the library. Guest computer use is limited to two hours per day. Community members may also freely access the SAIT Guest WiFi network.  Printing and copying are not available to community borrowers. 

Community membership expires on the date set on your card or after one year, whichever is less. You can renew your community membership by presenting a valid Alumni or TAL card.

Alumni card

Due to changes in on-campus operations, the Alumni Office is not currently issuing new Alumni Cards to SAIT graduates. If you don't already have an Alumni Card and would like to borrow from the Reg Erhardt Library, you can get The Alberta Library (TAL) card from most public and academic libraries in the province.

Alumni Cards are issued to graduates of SAIT programs by the Alumni Office. Only this office can determine whether a graduate is eligible for the Alumni Card.

The Alberta Library (TAL) cards

The TAL Card allows users, sponsored by a home library, to borrow materials from libraries across Alberta. You may return materials borrowed with your TAL Card to any member library. You can get a TAL Card from any participating library in Alberta if you are already a member there.

Current SAIT faculty, staff and students in good standing are eligible for a TAL Card they can use at participating libraries. To register, bring your SAIT e-Card to the Library's Information Desk. Each library has slightly different rules regarding TAL borrowers. Be sure to check on borrowing policies at the library you are borrowing from. You are responsible for any materials borrowed from a TAL library. Fines and other charges must be paid directly to the library from which the material was borrowed.

The Reg Erhardt Library is a place for both group and individual study. There will always be a certain amount of noise in the library.

Quiet study

Level-0 has been designated for quiet study. There are fewer tables and more individual study carrels on this level. Library users are asked to keep conversations to a minimum and at a low level.

Note that study rooms on Level-0 are not soundproof and users are asked to keep their discussions at a reasonable sound level.

 

The Reg Erhardt Library licenses many e-resources (article databases, datasheets, e-books and more) for use by the SAIT community, meaning:

  • currently enrolled students
  • currently employed staff and faculty.

Use of Reg Erhardt Library e-resources is subject to the Canadian Copyright Act and to SAIT's Copyright of External Materials Policy AC.2.12 and Copyright of External Materials Procedure AC.2.12.1. Some e-resources may have additional terms or conditions set in the license signed between the vendor and the library.

Generally, you may:

  • Print or download a copy of an article.
  • Use licensed material for research, instruction or educational purposes.
  • Share an article with a fellow member of the SAIT community.
  • Post links to licensed material in D2L, an email or similar document for use by members of the SAIT community.

Additional privileges or restrictions may be noted on individual e-resources.

For more information on copyright, particularly its impact on teaching and the development of SAIT-branded documents, contact copyright@sait.ca

Request an item be placed on reserve

Reserves is a collection of high demand or specialized materials (including course textbooks) set aside from our regular collections. Users must ask for reserve items at the Library's Information Desk.

Reserve material should be returned to a staff member at the Information Desk.

Reserve services for faculty

Instructors can ask for any item held by the library to be placed on reserve. They can also provide personal or department copies of resources for the reserve collection.

Reserves benefit students by ensuring that high-demand readings are available to the maximum number of users. Reserves benefit instructors by providing control over materials and clear usage information.

Reserves service can be reached at:

Placing an item on reserve

New reserves will be available to students two business days after the material is received by the library. The following guidelines apply to all reserve requests:

  • The material will be held in reserves for no more than one year.
  • A maximum of three copies of work or title will be placed on reserve.
  • Reference materials and Instructional DVDs cannot be placed in reserve
  • The library is unable to restrict use to a particular class.

Faculty or academic departments that place their own materials in Reserves should also be aware that:

  • The library is not responsible for loss or damage to reserve materials.
  • Materials must be originals or have proper copyright/licensing clearance.
  • The library may, at our discretion, refuse to place certain materials on reserve.

There are several spaces within the library that students can book for individual and group study.

Creating bookings requires the use of your SAIT email address. See Book a study space for directions on making a booking. You can review existing Study Room bookings by selecting "View Confirmed Bookings" on the booking calendar page.

Study rooms

Book a study room

SAIT students may use the library's study rooms for individual or group study. There are 11 study rooms available, four on Level 1 and seven on Level 0. Study rooms each have a:

  • Large screen monitor
  • Computer workstations
  • Connections for Windows laptops and USB devices
  • Whiteboard and markers

You may book up to six 30-minute blocks per week (Sunday - Saturday), during library hours.

Students who make bookings they no longer require should cancel their bookings using the link in their booking confirmation email. Cancelled bookings do not count against a student's three hours per week allotment.

Bookings that do not comply with library policies may be cancelled without notice.

Maximum occupancy

Study rooms have varying occupancy limits, as noted on the room booking calendar.

Checking-in

Be sure to check-in using the link in your confirmation email or QR code by the study room's door.

Students are given 15 minutes from their booking's start time to claim their room; thereafter, the booking is cancelled and that time is returned to the calendar for others to book.

Drop-in use

Students may use study rooms on a drop-in basis, subject to the following rules:

  • A drop-in user cannot request that anyone already occupying a room leave.
  • Drop-in users must leave immediately when a student with a booking arrives at the room.

Bookable seats

Book a seat

SAIT students may book time at select computer workstations or study tables for individual study. The bookable workstations are located at:

  • The wavetable across from the information desk, near Study Room 1. There are two accessibility workstations and five general-use workstations at this table.
  • The wavetable along the east wall of Level-1, near Printer 2. This table has two Bloomberg Terminals, two scanner workstations and four GIS/CAD workstations.

The bookable study tables are intended for single-use and provide a bit more separation from other patrons compared to other seating in the Library. They are located:

  • On Level-0, the carrels are in the southeast corner behind the Library Classroom. Carrels along the wall have power and network outlets.

You may book up to six 30-minute blocks per day, during library hours.

Students who make bookings they no longer require should cancel their bookings using the link in their booking confirmation email. Cancelled bookings do not count against a student's three hours per day allotment.

Bookings that do not comply with library policies may be cancelled without notice.

Checking-in

Be sure to check-in using the link in your confirmation email or QR code by your seat or workstation.

Students are given 15 minutes from their booking's start time to claim their seat; thereafter, the booking is cancelled and that time is returned to the calendar for others to book.

Drop-in use

Students may use any of these seats on a drop-in basis, subject to the following rules:

  • A drop-in user cannot request that anyone already occupying a seat or workstation leave.
  • Drop-in users must leave immediately when a student with a booking arrives at the seat or workstation.

The Reg Erhardt Library is a modern learning and research centre providing numerous computer workstations and network access to our patrons.

The library's computer workstations and laptops are intended for academic use. Priority is given to SAIT students, staff, and faculty who are using the workstations for academic activities, and use may be restricted to this purpose during periods of high demand.

Use of the wifi network by the SAIT community and guests is subject to the same terms of acceptable use as library computers. For assistance with setting up wi-fi, see Network and Wifi Access.

Saving files

Files must be saved on:

  • a personal storage device, such as a USB drive,
  • a cloud platform, such as OneDrive or BrightSpace, or
  • a network drive, usually H: or O: drives for SAIT students and staff.

Any personal files left on workstation hard drives are removed daily. Please save your work often, as the library is not responsible for data lost due to human error or system failure.

USB drives

Due to security concerns, the Library staff will not use USB drives offered by students. If you need to transfer a file to a staff member, use email or cloud storage instead. Library staff is also unable to provide USB drives to users.

Applications

Users may access the applications provided on library computers. Installing other software is not permitted.

Copyright infringement and illegal downloading

Learn about SAIT’s policies and obligations regarding copyright infringement and illegal downloading.

Guest use of computers and wifi

The term "guest" refers to library visitors who are not current SAIT students, faculty or staff and who, therefore, lack their own network credentials.

Computer access

The library has eight combination guest/student workstations (including two disability priority workstations) and two scanner workstations. Students have priority access. Guests will vacate their workstations if a student requires access.

Guest use is limited to one daily log-in, for a maximum of two hours and may be restricted further at busy times. The two-hour daily guest access maximum cannot be split into multiple visits.

Guests must sign in at the Information Desk and show staff an identification card or document that includes the guest's name and the name of the issuing agency, such as:

  • driver's license
  • student ID card from another institution
  • charitable society ID card
  • passport.

Library staff will log guests onto workstations. The guest login password is confidential and available only to library staff.

Note that guests are unable to print at the Library.

Guest wireless access

Visitors to the Reg Erhardt Library, who do not have SAIT network credentials and need wireless internet access, can connect to the Sait Guest Network (sait-guest).

If you are a member of an Eduroam campus, you may access that network while at SAIT.

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