Using the National Police Library

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1 Using the Natinal Plice Library Including terms, cnditins and privacy infrmatin Versin 1.1 Updated 23 July 2018

2 Using the Natinal Plice Library The Natinal Plice Library prvides access t a wide range f resurces and services t Cllege f Plicing members in supprt f research, teaching, studies and evidence based plicing develpment. The infrmatin belw cvers eligibility, the terms and cnditins f use f the nline library and pstal delivery service, details f hw we will stre and use yur data, as well as arrangements fr visiting the Library. 1. Jining the Library eligibility UK plice fficers and plice staff Library membership is free t all Cllege f Plicing members. Full eligibility criteria fr Cllege membership can be fund here. If yu are a serving UK plice fficer r member f plice staff and yu are unable t register fr Cllege membership, please cntact the Library directly. T jin: Register t becme a member f the Cllege f Plicing. Registratin requires and MLE lgin and passwrd. Cmplete a Library registratin frm, available n the membership site (lgin required). Registratin requires yur Cllege f Plicing Membership Number which will be prvided t yu in yur Welcme and is visible when yu lgin t the membership site. New members will be prvided with a welcme cntaining their Brrwer number and PIN. These are required fr brrwing bks via the Library catalgue. Yur brrwer number may be als be required fr renewing, reserving and ther Library interactins. New members wh pt in will als be prvided with an OpenAthens user name and passwrd [see Sectin 2. Accessing e-resurces and Sectin 4. Privacy statement]. OpenAthens is required t access the majrity f Library resurces. If yu wish t pt ut please tick n in the OpenAthens sectin f the registratin frm; yur access will be limited t hardcpy and free t access resurces nly. Yu may pt t pen an OpenAthens accunt at a later date, but this must be dne in writing by ing the Library. Library membership is fr 1 year. We will cntact yu a mnth befre yur accunt expires t ask if yu wuld like t extend fr a further year. We are nly able t extend accunts when we have active written cnsent t d s. Yur accunt will nly be extended if yu cntinue t meet the eligibility criteria fr membership. Cllege partnership researchers If yu are wrking n a research prject in partnership with the Cllege f Plicing, such as Plice Knwledge Fund, please speak t yur Cllege cntact abut Versin 0.1 Page 2 f 6

3 temprary Library membership. Membership will last fr the active length f the prject and is fr reference use nly; it des nt include access t nline jurnals. Nn-plice persnnel We are currently unable t ffer membership t ther nn-plice persnnel including retired fficers due t cpyright, licensing, security and resurce restrictins. We are fcused n priritising services t supprt serving fficers. The Cllege may in future ffer a membership categry fr nn-plice persnnel, but there is n anticipated delivery date fr this. Where the Library hlds items that are unique t ur cllectin and are nt Official Sensitive, nn-plice persnnel with a legitimate research interest may be ffered the ptin t visit the Library. The visit prvides reference access t resurces n-site nly, must be by prir appintment and is at the Library's discretin. 2. Accessing eresurces< OpenAthens Upn registratin yu will be given the ptin t pen an OpenAthens accunt. OpenAthens is an Eduserv prduct and we will share with them a limited amunt f yur data in rder t be able t pen yur accunt. If yu pt in yu will be sent an OpenAthens activatin cntaining yur username and an activatin link. Yu will need t fllw the link t activate yur accunt and set up a passwrd. NSCS guidance n creating safe passwrds can be fund here. OpenAthens accunts are prvided fr the length f yur Library membership, prvided they are actively used. Library membership requires renewal every year. If yu d nt activate yur OpenAthens accunt within 3 mnths, it will be autmatically deleted. Once activated, if it is drmant fr 6 mnths, we reserve the right t delete it. Yu will need t cntact us if yu cntinue t require an accunt. By pening an OpenAthens accunt with the Natinal Plice Library yu agree that: yur OpenAthens accunt is fr yur use nly and will nt be shared with anyne else; yur OpenAthens accunt is nly t be used in the perid yu remain emplyed in the UK plice service; and yu accept the licence terms fr e-resurces and all data will be used slely fr academic r research purpses; data must nt be used fr financial r cmmercial gain; and cpyright f the data will be bserved. If yu d nt cmply with these cnditins yu may be liable t disciplinary prcedures and legal actin. 3. Brrwing resurces Lans Library material r item(s) are used here interchangeably t refer t any bk, reprt, pamphlet r ther hardcpy item that is physically laned t yu by the Library. The standard lan perid fr library material is usually 4 weeks and yu may brrw up t 10 bks at any ne time; the date label will shw the due-back date. If a Versin 0.1 Page 3 f 6

4 particular item is in high demand r a special lan, it may be issued fr a shrter perid. Fr remte users we will pst items t yur hme r wrk address, depending n yur specified preference. Yu will receive an autmatic due ntificatin in the week befre yur item(s) are due. Renewals Returns Yu can request a renewal f yur library material by phne r ; nline renewal is nt pssible. Items may be renewed a maximum f five times, prvided there is nt a wait list. When renewal is nt pssible items must be returned t the Library by the due date. We reserve the right t recall laned items ahead f the due date. Items may be returned in persn r by pst. Hwever yu chse t return yur Library materials, yu remain persnally respnsible fr all material issued t yu until it is received safely back in the Library. If yu wish t return items in persn, remember t let us knw yu will be visiting and bring either yur warrant card r ther plicing pht ID with yu. If yu wish t return items by pst, these shuld be sent in a padded envelpe using a delivery service which is trackable and insured. We d nt recmmend using internal mail systems as items have been lst r damaged in transit in the past. Reservatins If the item yu require is already ut n lan, yu can place a reservatin by phne r . It is nt pssible t reserve items nline. If relevant, please prvide a cut-ff date after which the item will n lnger be f use. If yu wish t cancel a reservatin, please cntact the Library. Overdues and fines We d nt charge verdue fines but all items must be returned t the library within the stipulated lan perid, r renewed in gd time. If yur items becme verdue, yu will be sent a series f verdue ntices, initially asking if yu wish t renew, then requesting the return f the item within 7 days. Items nt returned will incur a replacement cst. Unreturned r damaged items All items remain the prperty f the Natinal Plice Library and must be returned t the Library within the stipulated lan perid, r renewed in gd time. Yu must take care f Library materials and nt deface them in any way; this includes highlighting, writing in them, damaging their binding r remving any part f them. If yu lse an item, fail t return an item, r if it becmes damaged we will invice yu fr the full cst f replacement. Our current minimum standard replacement charge is 50; yur brrwing rights will be suspended until the matter is reslved. In cases where any invice fr csts has been settled and the bk is subsequently fund, it is nt pssible t arrange reimbursement as replacement csts will have already been incurred. Versin 0.1 Page 4 f 6

5 Scanned resurces Where the Library hlds a jurnal r ther resurce in hardcpy nly, we may be able t prvide a scanned cpy f that resurce prvided that the request falls within the legal cpyright limitatins and permissins under the CLA Central Gvernment License. Scanned cpies can nly be prvided after prir agreement t a cpyright declaratin. Requests fr scanned hardcpy materials made thrugh the catalgue r resurce discvery system will require that yu agree t the cpyright declaratin befre yur request will be sent. Sme items are exempt frm the cpyright license and may nt be scanned and sent. This is a discretinary service and we reserve the right t refuse requests based n vlume, lgistics r fragility f lder material. 4. Privacy statement< This refers specifically t Library member privacy. The full Cllege privacy ntice can be fund here. The Library prvides a service t Cllege f Plicing members. We are cmmitted t prtecting the privacy f the infrmatin yu share with us in line with the Cllege s Privacy Ntice and the General Data Prtectin Regulatin (GDPR) Our legal basis fr using yur persnal data is under Public Task; we rely n Cnsent fr Research Update. We may cntact yu with regards t yur accunt and will send autmatic ntificatins fr preverdue and verdue items. We may cntact yur Frce if yu d nt respnd t final verdue ntificatins r item replacement invices. In rder t prvide yu with OpenAthens we will share yur data with Eduserv. Data is retained fr the length f yur accunt and permissin fr accunts must be renewed annually. If we cannt use yur data we wuld nt be able t prvide yu with a library service. T exercise yur rights ver yur data please cntact: data.prtectin@cllege.pnn.plice. See belw fr further infrmatin n hw the Library stres and prcesses yur data. OpenAthens In rder t prvide yu with an OpenAthens accunt, the minimum amunt f data is prvided t Eduserv in rder t create yur accunt. This data cmprises yur full name, address and membership number. This data is held n their servers fr the active length f the accunt. Un-activated accunts will be autmatically deleted after 3 mnths. Expired accunts will be autmatically deleted after 1 mnth. The Library des nt have access t yur accunt passwrd but can assist yu with a passwrd reset shuld this be required. The Library des nt retain r have access t data n the specific e-resurces accessed by any individual user, but can access OpenAthens data n the number and type f database accesses ver a given perid by an individual. Cllective, annymised statistical data is cllected and retained in rder t evaluate Library usage and feed int future resurce decisins. Natinal Plice Library Heritage Cirqa system The data that yu prvide n yur membership frm is retained within ur Heritage Cirqa Library management system. This system is held n the Cllege secure servers and there is n external access t this data. Library accunts are fr 1 year frm the date f registratin until the end f the crrespnding mnth. A reminder t renew yur registratin will be sent ut 2 mnths befre yur accunt expires. If yu Versin 0.1 Page 5 f 6

6 chse nt t extend yur accunt, r if yu d nt actively declare that yu wuld like yur accunt extended, yur accunt will be deleted within 30 days f expiry. T enable yu t lgin t ur classic catalgue, which is publicly available, yur Library username and passwrd are held in the classic catalgue system. Yur current lans are als stred there and may be viewed when yu lgin. This is the nly persnal data held n ur external catalgue system. Membership frms are held fr the perid f yur accunt; these will be shredded when yur accunt is deleted. General data retentin The Library will retain crrespndence relating t requests, renewals, invices, enquiries and cmplaints fr time perids as detailed: Crrespndence relating t bk requests, including issues and renewals, will be deleted within 3 mnths f the cmpletin f the transactin. Cmpletin is defined as the return f the laned item(s). Crrespndence relating t dcument supply which includes a cpyright declaratin will be retained by the Library fr 6 years. Crrespndence relating t fficial Inquiries will be retained fr 2 years. Crrespndence relating t FOI requests will be retained fr 1 year. Crrespndence relating t cmplaints will be retained fr 3 years Fr brrwers wh d nt abide by the terms and cnditins f use f the Library, we retain basic infrmatin relating t name and frce indefinitely s that we may refuse subsequent membership. 5. Visiting the Library All Cllege f Plicing members may visit the Library. Members based at Rytn r visiting Rytn while n a curse may drp in within pening hurs, r arrangements can be made fr ut-f-hurs access. Fr further infrmatin see the membership site. If yu are a member and wuld like t visit Rytn specifically t visit the Library, please cntact us s access arrangement can be made. Nn-members with a genuine research requirement may be permitted t visit fr reference nly access at the Library's discretin. Visitrs shuld nte that n fd may be cnsumed in the Library and that any phtcpying must cmply with the CLA License and may be charged fr. Staff and visitrs are expected t ensure an envirnment cnducive t wrk and study. Versin 0.1 Page 6 f 6

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