Graduate Students working on project

Library Policies

Important Information

Library Policies

The University Libraries are open to all current John’s University students, faculty, administrators, and staff. Those entering the libraries and using their services are required to present a valid St. John’s StormCard, Library Access Card, METRO Referral Card, or WALDO sticker. StormCards and other access cards are nontransferable.

Visitors to the University Libraries (Queens, NY, Campus)

The University Libraries serve current St. John’s students, faculty, and employees. Other individuals over the age of 18 may apply for a Library Access Card.

Library Access Card for Affiliated Persons

A person in any of the following affiliated categories may request library access and borrowing privileges by applying for a free Library Access Card at the third-floor service desk in St. Augustine Hall:

  • St. John’s University alumni in good standing
  • Retired full-time employees of St. John’s University
  • Current faculty and students from New Brunswick Theological Seminary
  • Full-time faculty from other postsecondary institutions presenting a valid ID
  • Members of religious orders and members of the clergy
  • Members of the St. John’s University Board of Trustees
  • Graduates of the Dr. Andrew J. Bartilucci Center Certificate Program
  • Catholic Medical Center faculty who teach in St. John’s programs and independent students enrolled in those programs
  • Members of the Friends of the Library (Century level or higher)
  • Spouse and children of a current St. John’s University employee who are over 18 years of age

Independent researchers or those without academic affiliation may apply for on-site research privileges in the Queens campus library. To apply, one must provide a letter, addressed to the Dean, University Libraries, indicating the nature of the research and the reason St. John’s resources are necessary, along with a request by the Provost, Academic Dean, or Program Director.

Library Access Card for Nonaffiliated Persons

For those not formally affiliated with the University, the fee for the Library Access Card is $150 per year and cannot be prorated or refunded. New applications/renewals are accepted beginning August 1 and thereafter each year, while the previous year’s card expires August 31. Application must be made at the University StormCard Office located in the Office of Public Safety. Applicants will need to present a valid US state-issued driver’s license, a Department of Motor Vehicle-issued nondriver photo ID, or current US passport.

Holders of a Library Access Card agree to abide by the Library Code of Conduct. They may use the facilities, equipment, and resources in the public areas of the library during regular library hours only, exclusive of special extended hours for students. Other restrictions may apply during midterm and final exam periods. For access to library computers on the Queens campus, Library Access Card holders must obtain a daily guest log-in and password at the third-floor Service Desk. The card does not confer parking privileges and library borrowing privileges (some exceptions may apply), and is only valid at that library location. For more information about obtaining a Library Access Card, call 718-990-5561.

Off-Campus Access

Off-campus access to licensed electronic resources provided by the Libraries is limited to current St. John’s students, faculty, administrators, and staff.

College Advantage Program (CAP)

The University’s commitment to academic excellence is manifested through the College Advantage Program (CAP), offered to qualified juniors and seniors during the academic year. High school students enrolled in the CAP must obtain a St. John’s StormCard from the Public Safety office, free of charge. For further information, contact Cecelia M. Russo, Program Director, at 718-990-6565 or [email protected].

Please contact the Circulation Department at 718-990-6850 with any questions or concerns.

The licensed electronic resources made available by the St. John’s University Libraries are for the personal, research, scholarly, or instructional activities of current St. John’s University faculty, students, administrators, staff, and other authorized users. Copyright Law of the United States (including the protections of "fair use") and contractual license agreements govern the access, use, and reproduction of these resources. Permitted actions generally include downloading, temporarily storing, or printing discrete reasonable portions of the materials. Prohibited actions generally include sharing of passwords or authorized access codes, systematic downloading of significant portions of the materials, posting copyrighted materials on a publicly accessible website, or commercial exploitation of the licensed information.

Authorized users of the Libraries’ electronic resources

  • May not share an access password with unauthorized users. Doing so may result in suspension or revocation of library privileges. Nonaffiliated users may access many of the Libraries’ electronic resources from workstations in St. John’s University Libraries’ locations.
  • May not download entire issues of electronic journals, several sequential chapters of ebooks, or attempt to create large databases from bibliographic files, which is generally prohibited by license agreements. Systematic downloading of content—manually or with specialized software—is detectable by information providers and may result in loss of that information service to the relevant computer addresses or the entire St. John’s University community.
  • May not engage in actions intended to circumvent or defeat access control mechanisms of the libraries or information provider. Such actions may result in revocation of library privileges and other campus or civil disciplinary measures.
  • May not share proprietary or client software connected to information resources, such as that used to analyze spatial data or search and retrieve texts, as prohibited under the terms of academic licenses.
  • Acknowledge that licensed products may have more specific or additional permissions or prohibitions. In many instances, walk-in users (individuals who are physically present on the St. John’s campuses and who are not St. John’s faculty, students, administrators, and staff) are restricted in the amount of material they may download or print by the specific agreement for a license.

This statement is in conformance with the St. John’s University Computer and Network Use Policy. Questions about the appropriate use of licensed information resources may be directed to [email protected].

All members of the St. John’s University community are eligible to borrow circulating material.  A valid St. John’s University StormCard or Library Access Card, with borrowing privileges, serves as a library card.  Borrowers must present their card with the items they wish to borrow at the library service desk.  Borrowers are prohibited from lending their card to others.  Any card presented by someone other than the person to whom it was issued will be confiscated and held at the Public Safety Office.  Borrowers are responsible for maintaining current contact information with the Circulation Department. 

 Loan Periods for Circulating Items

  • Undergraduates, Alumni, Staff, Courtesy Library Access card holders:   28 days
  • Full-time & Adjunct Faculty, Administrators, Graduate/Law Students:  120 days

Loan Periods vary depending on material type and borrower group, i.e. videos and reserve material have loan periods that differ from those listed below.  Some items (Reference, Special Collections, Periodicals, etc.) are non-circulating.  Loan periods for print reserve materials vary from 2 hours of “Library Use Only” to a week.  Patrons will be informed of due dates when they borrow material.

Fines & Fees

  • Grace Period:  All patrons are extended the courtesy of a 3 day grace period for overdue items, except reserve and media material.
  • Overdue fines accrue at a rate of 20 cents/day to a maximum of $5.
  • Overdue reserve and media material accrue at a higher rate.
  • A transcript/registration hold is paced on the borrower’s account when a book is 30 days overdue. 
  • A transcript/registration hold is placed on reserve and media material one day after the due date.
  • After 60 days overdue, an item is considered lost and a replacement fee is charged.
  • The borrower is responsible for notifying the library immediately if library material is damaged or lost.
  • Library fines are to be paid directly to the Libraries; they are not added to your account with Student Financial Services.

St. John’s University offers a Food for Fines Program twice a year during the spring and fall semesters.  This offers patrons the opportunity to pay off overdue fines with food which St. John’s will donate to a local food pantry.  Fines resulting from lost or damaged items and reserve items are not eligible for the Food for Fines program.    

Overdue Notices
St. John’s University Libraries correspond with patrons using their St. John’s University email address.

  • 1 day after the due date, an overdue notice is sent to all borrowers.
  • 30 days after the due date, a second overdue notice is sent to all borrowers.

Log in to your Library Account to view your account, renew or place a book on hold:
Library number (Lib#) is recorded on the front of your StormCard.
Password:  Set to your last name (lower case)

Renewals
To renew most items you can (1) log in to your library account (2) contact Circulation at 718-990-6850 (3) go to the 3rd floor Service Desk, St. Augustine Hall.  Loans have renewal limits.  Overdue items, items with an active hold, or items that have exceeded the maximum renewals cannot be renewed.  

  • Undergraduate Students, Alumni, Staff:  2 renewals
  • Full-time Faculty, Administrators, Graduate/Law Students:  1 renewal
  • Adjunct Faculty, Courtesy Library Access holders:  no renewals

Holds
Log in to your library account to place a book on hold.

  • Eligible library users may place a hold on a circulating item that is checked out.  
  • Library users will be notified when books placed on hold become  available and will be held for a maximum of 7 days.
  • Patrons may call 718-990-6850 for library user account assistance.

Holds cannot be placed on reserve, DVD’s, reference or e-books. 

Book Returns
Books may be dropped off at the 3rd floor service desk or in the book drop located on the 1st floor.

Books not on the Shelf
If you cannot find a book in the Stacks that you found available in the catalog let us know at the 3rd floor service desk, and staff will search for them and if located, the patron will be notified.  If the item is not found, library staff will continue to search on a regular basis and evaluate whether to replace the lost item.

Persons with Disabilities
Library elevators and handicap rest rooms are wheelchair accessible.  Circulation staff will retrieve books from shelves when needed.  Contact the Circulation Department @ 718-990-6850 with any questions regarding specific needs. 

Lost Library Cards
Report lost cards immediately to Public Safety at 718-990-6281 and to the Circulation Department at 718-990-6850 to prevent unauthorized use.  Borrowers are responsible for material checked out on their card prior to the time the library is notified. 

For information regarding Borrowing Policies contact the Circulation Department at 718-990-6850

At the St. John’s University Libraries, we strive to create an environment conducive to reading, study, research, consultation, and quiet collaboration. Children related to current St. John’s students, staff, faculty or administrators – that is, those entitled to a University-issued StormCard – are welcome in the Libraries when the accompanying adult StormCard holder comes for research and other academic activities in the Libraries. The accompanying adult is responsible for the safety, behavior, and supervision of children at all times in the Libraries. All library patrons, including children, are expected to respect library property and their fellow patrons as indicated in the Library Code of Conduct. Children and minors are not eligible for Access Cards.

Children must be under direct supervision at all times. Should a child be unattended for any reason, Public Safety will be contacted and the child will be escorted to the Public Safety Office while the accompanying adult is contacted. A child will not be allowed to leave the library without an accompanying adult or a St. John’s University Public Safety Officer.

High school age minors [14-18 years of age] are allowed in the Libraries unaccompanied only if they are a registered St. John’s student with a valid StormCard or a student in the College Advantage Program with valid ID issued by the University.

In keeping with the Libraries’ mission, the librarians and library staff at St. John’s strive to provide our users with collections and services that aim to fill their information needs. To achieve this goal, we strongly encourage behavior that enables all library patrons and employees to enjoy a safe library environment that contributes to academic excellence, research, reading, and study.

In accordance with the University Code of Conduct, all library patrons and employees are expected to demonstrate respect, consideration, and courtesy to others through their behavior in the Libraries.

We welcome:

  • Consultation with librarians and library staff.
  • Participation in instructional sessions.
  • Quiet study, research, reading, and reflection.
  • Group study and research, in appropriate areas and at suitable volume.
  • Use of the Libraries’ print and electronic collections.
  • Appropriate use of the Libraries’ computing resources.
  • Other academic use of the Libraries’ collections and facilities.

University Libraries Mission Statement: The St. John's University Libraries commit themselves to the teaching and learning processes by providing content-based information resources, instructional services, and other support in the most effective formats for University programs and student and faculty research. The Libraries provide the foundation for the University's mission of academic excellence and lifelong learning.

University Libraries Vision Statement: The University Libraries will be a physical and virtual information crossroads community, helping all library users achieve success through quality service and ubiquitous access. To achieve this vision we must sustain excellence by both honoring and renewing tradition.

The St. John’s University Libraries participate in the Federal Depository Library Program as a selective depository. Free access, as defined by the US Government Publishing Office, means that any member of the general public can use government documents at the library. Patrons of any age or residency status are welcome to use this collection in either paper or electronic format.

The Purpose of the Proxy Patron Account

The St. John's University Libraries provide University faculty the opportunity to name proxies to represent them in the Libraries. This service is intended to assist faculty in doing their library research by authorizing their designees to use the library in said faculty member's name.

Who may serve as a proxy?

Current St. John's University students, research assistants and employees are eligible to serve as proxies. Faculty members may authorize as many proxies as they choose.

How to Apply for the Proxy Patron Account

Faculty may request a proxy account by completing the Proxy Request Form and submitting it to the Circulation Desk of either the Queens or Staten Island campus libraries, or at the Queens Media Center and IMC desks. Proxy privileges may be issued for up to one year, at the sponsoring faculty member's discretion. 

Responsibilities of the Sponsoring Faculty Member

Sponsoring faculty members are fully responsible for all materials borrowed in their name. All circulation notices will be sent to the faculty member.

The Queens Library provides Community Bulletin Boards on the first floor in the Quiet Study Area for posting flyers, posters, and other appropriate information to be shared with the St. John’s community.
Community Bulletin Board Guidelines:

  • Post only one copy
  • Remove others’ posters/flyers only after the event has passed
  • Tacks only, no tape
  • Flyers/posters must be approved by the Office of Student Life or by an academic department/administrative unit and must bear a stamp or signature indicating such approval. All other posters/flyers are subject to removal.

The Community Bulletin Boards are the only approved location for hanging flyers, posters, and other materials in the Queens Library. We reserve the right to remove materials that are posted in other areas of the building - including but not limited to: walls, doors, windows, restrooms, stairwells, elevators, and the lobby.

Materials that have been approved by Student Life or an academic department/administrative unit and are inappropriately posted will be  removed.

Materials deemed by the University Libraries to be offensive or inappropriate materials will be removed and discarded regardless of the location posted.

For further information regarding posting flyers and other publicity material, please contact Prof. Caroline Fuchs, [email protected], 718.990.5050

Covered beverages are permitted in the library. Please discard trash and recyclables in appropriate receptacles. Immediately report any spills to a library staff member.

Food purchased in the Library Café may be consumed in the café area only. Food is not permitted anywhere else in the main library on the Queens, NY, campus and food may not be delivered to or brought into the library at any time.

This policy is intended to preserve library materials, computer equipment, and furnishings—as well as to maintain a pleasant and comfortable environment.

The group study rooms located on the first floor of the Queens Library (St. Augustine Hall) are available to current St. John’s University students for group study and collaborative work on class projects. They are not intended for use as individual study carrels or as general-purpose classrooms and are not available for meetings of student clubs and societies or social gatherings. The group study rooms are not for use by students of other colleges/universities. Due to the popularity of these rooms, the library has established reservation policies for their use (see below).

There are four group study rooms in the Queens Library: Rooms A, B, C, and D are located on the first floor, north wing.

Reservations are required to use the Group Study Rooms.  Inquire at the 3rd Floor Service Desk or call the Circulation Department at 718-990-6850.

Group Study Room Policies:

  • A valid St. John’s Storm Card is required in order to reserve a room. 
  • Study groups consist of a minimum of 4 and a maximum of 8 people. If fewer than 4 people are present at any time, the reservation may be cancelled and the room will become available to the first group that wishes to reserve it.
  • Rooms can be booked up to one week in advance.
  • Group study rooms can only be reserved for regular library hours. The group study rooms are not available for use during overnight hours.
  • Each individual may reserve one time slot per day; each group may reserve a maximum of two time slots per day. No individual or group may reserve more than 6 time slots per week. 
  • A minimum of 4 students must be present within 10 minutes of the beginning of the reservation time; after that, the reservation is cancelled and the room will become available to the first group that wishes to reserve it.
  • Please keep the door closed when the room is occupied.
  • Please take your belongings with you when leaving the room, clean up all trash and recyclables, and dispose of it in appropriate receptacles.
  • Unattended library materials will be retrieved and shelved on a regular basis.
  • The Libraries are not responsible for personal belongings left in the group study rooms.  
  • The Queens Library is a quiet study area, so please keep noise in group study rooms moderate.

Please be considerate of others: keep noise levels moderate and leave the group study room clean. Thank you!

Independent researchers, or those without academic affiliation, may apply for on-site research privileges in the Queens, NY, campus library, free of charge. To apply, please provide a letter, addressed to the Dean, University Libraries, indicating the nature of the research and the reason(s) St. John's resources are necessary. 

The St. John’s University Libraries participate in the Metropolitan New York Library Council (METRO), a nonprofit membership organization of 268 libraries and library systems, including academic, hospital, law, business and other types of special libraries, research libraries, public library systems, school library systems, archival collections and others in the information field, located primarily in the five boroughs of New York City and Westchester County.

Access
The St. John’s University Libraries are part of the METRO Referral Cards program, which gives users limited access to collections that are usually closed to the public.

  • The St. John’s Libraries require that visitors from other METRO member libraries present a METRO Referral Card for access to the St. John's Library buildings. Please note:The METRO Referral Card does not serve as a library pass for general use of the library, but only for the use of the item(s) specified on the card.
  • St. John’s students and faculty can request METRO Referral Cards at the reference desks of both the Staten Island and Queens campus libraries. The METRO Referral Card enables patrons to be referred to other METRO member libraries for use of a specific title not available at the University Libraries or the New York Public Library.
  • METRO Referral Cards do not entitle the holder to access St. John's licensed electronic resources from off-campus.

Borrowing
The METRO Referral Card does not confer borrowing privileges, items specified on METRO Referral Cards may only be used in the library.

 

The St. John’s University Libraries respect the right of privacy of all patrons regarding the use of the Libraries. Library records are covered by New York State Law NY CLS CPLR § 4509 (2001):

“Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.”

The Libraries also observe all St. John’s University privacy and confidentiality policies, including:

Library patrons who have questions, concerns, or complaints about the Libraries’ handling of their privacy and confidentiality rights should file written comments with the Dean of Libraries.

Valeda F. Dent, 
Dean, University Libraries
St. John's University
8000 Utopia Pkwy,
Queens, NY 11439

Overview
Records Management for the University was implemented in 1997 as a component of an all-University archives and records program. Records management is under the supervision of the University Archivist and the Dean of the Libraries and is thus a component of the academic structure of the University.

Contact Information
Dermot A. Cooper
Records Manager
Office: Library B20
Tel: 718-990-2018
Fax: 718-990-2024
E-mail: [email protected]

Our Mission 

To implement an on-going, University-wide Records Management Program in conjunction with the University Archives. The Records Management Program requires that all records be surveyed and identified regardless of media, that retention periods be established for all records, and that all records be retained until their retention periods expire, at which time they will promptly be destroyed or sent to the University Archives if considered historical.

Program Objectives

  • To promote sound record management practices;
  • To create and monitor a program of retention and disposition to assure that records are not retained longer than is necessary, but at the same time are maintained as long as needed to meet administrative, fiscal, and legal requirements;
  • To provide instruction and advice to University staff regarding records management policy and procedures;
  • To ensure the protection of those records which are considered to be vital to the University;
  • To provide for storage of inactive records in an off-site records center at low cost;
  • To ensure the efficient and timely retrieval of stored records for the office of origin;
  • To provide for the conversion of certain records to an alternate media (micrographics) in order to reduce records volume, increase retrieval, enhance file integrity, and where applicable, provide for long-term preservation;
  • To ensure the identification and transfer of archival records bearing historical or research value to the University Archives.

Guidelines for Records Disposition - University Archives and Records Management (PDF)

Quiet areas are an essential part of the academic needs of students and researchers, so all library spaces in St. Augustine Hall are designated Quiet Study Areas.

The library is the only place on campus that is designated as a quiet study space; we ask that you respect other people’s need for a quiet environment that is conducive to reading, study, research, consultation, and quiet collaboration. All library patrons and employees are expected to respect those who desire quiet to carry out their library activities, as indicated in the Library Code of Conduct.

Group study rooms are available on the first floor for group work that requires discussion, but those areas are also subject to the quiet study policy so that noise from the group study rooms does not affect quiet areas outside the rooms. Please keep discussion and noise in the group study rooms at a moderate level.

Turn off or quiet the ringtone on your cell phone. Because the library is a quiet study space, the sound of ringing phones disturbs academic work. Cell phone use is not permitted in the library.

Be courteous to others. If you need to have a conversation, whether in person or on a cell phone, please remove yourself to an area where others will not be disturbed. Likewise, if you need to work in a group, reserve a group study room or find another area where your work will not disturb others.

The St. John’s University Libraries are a full member of the Westchester Academic Library Directors Organization(WALDO), a nonprofit membership organization of libraries located primarily in Westchester County and the five boroughs of New York City. All permanent faculty, staff, and administrators of WALDO full and associate member libraries have access and borrowing privileges at other WALDO full and associate libraries in addition to access to material through established interlibrary loan channels.

Access
In order to access WALDO member libraries, visiting patrons must present a valid ID card with a current WALDO sticker, both issued by the patron's home institution.

  • St. John's permanent faculty, staff, and administrators who wish to visit another WALDO member library can obtain a WALDO sticker at the Circulation Desk.
  • In order to access the St. John's Libraries, permanent faculty, staff, and administrators from other WALDO member institutions must present a valid ID with a current WALDO sticker affixed. Please contact your library to obtain a WALDO sticker.
  • Visiting patrons from WALDO member libraries are not entitled to off campus access to St. John's licensed electronic resources.

Borrowing
Borrowing privileges are extended by WALDO member libraries to visiting patrons from other WALDO full and associate member libraries.

  • St. John's permanent faculty, staff, and administrators who wish to borrow materials at other WALDO member libraries can obtain a WALDO sticker at the Circulation Desk.
  • St. John's extends borrowing privileges to permanent faculty, staff, and administrators from other WALDO member libraries at the Courtesy Card level. The visiting patron must present a valid ID card with a current WALDO sticker when seeking borrowing privileges.
  • Borrowing privileges are only available in person - items are not delivered between WALDO member libraries at this time except via normal interlibrary loan operations. To request delivery of an item not held in your home library's collection, please contact the interlibrary loan department at your library.

Please note: Loan period, number and type of items loaned, fines levied, etc., will be determined by the lending library.  All materials borrowed must be returned directly to the lending library. All delinquencies are the responsibility of the borrower and, ultimately, the patron’s home library.