Preamble

The purpose of the University of Toronto Libraries (UTL) is to support learning, teaching, and research across University of Toronto campuses and in the wider community. UTL’s mission is to ignite and amplify its community’s academic curiosity, encourage dialogue, and provide essential context for critical engagement.

In accordance with the UTL Inclusion, Diversity, and Equity Statement, the fulfillment of UTL’s purpose, described above, depends upon an environment of acceptance and mutual respect. UTL is committed to creating a safe, welcoming, and inclusive environment that supports learning, teaching, research and work. This commitment extends to everyone regardless of race, ethnic group, nationality, socioeconomic status, sex, gender identity, gender expression, sexual orientation, ability, language, religious affiliation, or age. Everyone should be able to work, live, teach and learn in a university environment free from discrimination and harassment.

Scope

This Code of Conduct is applicable to all UTL users. A “user” is defined as anyone who is accessing UTL spaces or using UTL services, which includes interacting with UTL librarians and staff. When you enter our library spaces, whether online or physical, please ensure your actions are in keeping with the standards outlined in all library and university policies, including:

All UTL users must also comply with Ontario’s Occupational Health and Safety Act and the Criminal Code of Canada.

The terms of this Code of Conduct do not limit the University of Toronto from enforcing any other University policies, agreements, guidelines, codes of conduct and laws. Matters involving library users or situations which are subject to rules, procedures, or sanctions under another policy, agreement, guideline, code of conduct, or law may be referred to the appropriate University leaders for adjudication and resolution at the discretion of UTL leadership.

1. Prohibited Activities

To ensure that the best possible environment for study and research is provided for all users, each Library user is required to follow the University of Toronto Libraries Code of Conduct. The following are prohibited activities:

A. Conduct

Any disturbance or behavior which interferes with normal use of UTL spaces. Such inappropriate behavior includes activities that are disruptive to others, such as: rowdiness, noise, prolonged conversation in designated quiet zones, abusive behavior, loitering, rollerblading, using skateboards or recreational scooters, and obstruction of facilities or access.
Smoking or vaping in or in close proximity to library buildings and on University grounds.
Consuming food and/or drink in areas where food and/or drink is prohibited.
Filming or video recording on library property without prior written approval of the University of Toronto Libraries.
Remaining in the library after closing or when requested to leave during an emergency exercise.
Making frivolous or vexatious complaints including frivolous or vexatious complaints under this Code of Conduct as well as other University of Toronto policies and regulations.

B. Damage to Property

Damage, defacement, or climbing of library buildings or equipment, inside or outside.
Damaging or defacing library materials, physically or electronically, in any way.

C. Interactions with Others

Harassment or assault of UTL staff or users. UTL has zero tolerance for harassment, including physical and verbal abuse of its employees.
Engaging in any behaviour defined as Sexual Violence or Sexual Harassment under the University’s Sexual Violence and Sexual Harassment Policy.
Engaging in a course of vexatious conduct that is directed at one or more specific individuals based on the race, ethnic group, nationality, socioeconomic status, sex, gender identity, gender expression, sexual orientation, ability, language, religious affiliation, or age, and that is known to be unwelcome.
Taking personal photos or recordings involving other patrons or staff without permission. (Commercial filming and photography requires approval of Campus Events.)

D. Materials and Facilities

Deliberately concealing or misfiling library materials in UTL.
Entering or being in a restricted area of the library.
Removal or attempted removal of library materials or property from a library building or controlled area without authorization.
Posting notices, distributing circulars or petitions, soliciting or engaging in any commercial activity on library property without prior approval of the University of Toronto Libraries.
Bringing animals into a library building except for service animals or with permission of the Office of the University Chief Librarian.
Improper use or interfering with the intended use of computers, including downloads outside the terms of our licenses and inappropriate materials.

E. Failure to Follow Rules

Refusal to comply with any applicable restrictions placed on a user’s building.
Refusal to abide by library regulations regarding the return of materials and payment of fines and/or penalties.
Refusal to abide by the Library Conduct Regulations pertaining to matters of health, safety and security.

2. Breaches of the Code of Conduct

Anyone who observes a breach of this Code of Conduct as defined in section 1 can notify library staff as per the procedure below. Library staff will consider the information and determine what steps are appropriate to take. The discretion to act is entirely that of UTL staff. This may involve the immediate involvement of Library Security staff, further information gathering, or a full review of the incident. This may also result in the conclusion that another University of Toronto policy or procedure is applicable and preferable for the investigation and resolution of the matter. In this case, the matter will be referred to the appropriate person or persons responsible for carrying out the hearing procedures and sanctions of that particular policy, code or administrative procedure.

A. Review Procedure

(i) This review procedure is commenced when:

UTL staff observe a breach of the Code of Conduct; or
Any UTL user who has observed or experienced first-hand a breach of the Code of Conduct brings this information to UTL staff. Absent extenuating circumstances, this information must be brought to the attention of UTL staff in a timely manner.

(ii) A UTL user who brings information regarding a breach of the Code of Conduct to UTL staff must provide the following:

Details regarding the incident, including date, time, location, conduct at issue, and any other relevant information. This information can be provided verbally or in writing.
Their name and contact information, including their TCard number. This information will be stored by the Manager, Security, Health and Safety.

(iii) UTL staff will determine appropriate next steps after observing or receiving a report of a breach. This may include:

Issuing warnings to users who have committed a breach of the Code of Conduct, as determined by UTL staff.
Seeking the assistance of Library Security or Campus Safety.
Escalating the matter to the Unit Head and Manager (or their designate) for resolution per the procedure outlined in sections 2(a)(iv–xi).

(iv) If further investigation is deemed appropriate due to the seriousness of allegations, the matter will be brought forward to the Unit Head and Manager (or designate if previously involved) for awareness and management.

(v) The Unit Head and Manager (or their designate) will investigate the matter.

(vi) Investigation may include the following: obtaining written statements, interviewing witnesses/parties, reviewing security footage, obtaining/reviewing other relevant evidence.

(vii) At any time during the investigation process, the Unit Head and Manager may conclude that another University of Toronto policy or procedure is applicable and preferable for the investigation and resolution of the matter. In this case, the matter will be referred to the appropriate person or persons responsible for carrying out the hearing procedures and sanctions of that particular policy, code or administrative procedure.

(viii) The findings of the investigation and determination of whether a breach has occurred will be brought to the Committee (composed of the Chief Administrative Officer, the Deputy Chief Librarian and the Associate Chief Librarian for Science, Research, and Innovation (or their designates).

(ix) The Committee will consider the report and its findings with regard to the breach. If it is agreed that a breach has occurred, the Committee may determine that action is warranted and will therefore determine what sanctions are to be applied.

(x) If the Committee disagrees with the report’s findings that a breach has occurred or concludes that no further action needs to be taken, then the matter is considered over and the matter is dismissed.

(xi) Once a matter has been escalated to the Committee level for consideration, a record will be kept by UTL, regardless of outcome.

B. Finding of a Breach

(i) As appropriate, UTL staff will issue warnings to UTL users who have committed offences as defined in these regulations and in accordance with section 2(a)(iii) above.

(ii) Where a matter has been escalated to the Unit Head and Manager (or their designate), the Committee will determine the appropriate sanction for a breach in accordance with section 3 of this Code of Conduct.

(iii) In cases of persistent breach of the Code of Conduct or vexatious conduct, the UTL user(s) will be reported to the Unit Head and Manager (or their designate) who will refer the matter to the Committee for sanction in accordance with section 3.

3. Sanctions

The Committee may impose the following sanctions, or combinations thereof, upon UTL users found to be in breach of these regulations:

A) Formal written reprimand. If the UTL user is a student, a copy of the written reprimand will be sent to their principal, dean or supervisor.

B) Denial of access to the University of Toronto Libraries and its services for two weeks.

C) Denial of access to the University of Toronto Libraries and its services for two months.

D) Denial of access to the University of Toronto Libraries and its services for a period of up to one year.

E) Placement on conduct probation for a period not to exceed one year, to commence following the issuance of a formal written reprimand or the completion of a denial of access period. One or more of the sanctions, as deemed appropriate by the Committee, will be applied if the conduct probation is violated. A breach of any of the provisions of this Code of Conduct will be considered a violation.

F) Permanent denial of access to the University of Toronto Libraries and its services.

Any denial of access will be confirmed in a written notice in the form of a letter emailed to the UTL user found to be in breach of this Code of Conduct. The email will be addressed to the UTL user’s University of Toronto email address or the most recent email address known to UTL. If UTL does not have an email address for the user, the letter will be mailed to the most recent address known to UTL.

If the UTL user is a student, a copy of the written notice will also be sent to the student’s principal, dean or supervisor.

Arrangements may be made for members of the university community who are denied access to the libraries and library services to receive off-site delivery of books or other services if needed to meet the academic and research needs of the person. Such services will be provided on written recommendation of a department chair or Faculty dean to the University Chief Librarian specifying the academic need for library resources. This provision does not apply to users who are not students or employees of the University of Toronto.

4. Appeal Procedure

A. A UTL user who is the subject of a sanction under this Code of Conduct must provide notice of their intention to appeal the Committee’s decision within 10 days of the mailing or emailing of the written reprimand writing or notice of denial of access. The notice of intention to appeal must be provided in writing to the University Chief Librarian via email at chieflibrarian@utoronto.ca.

B. The appellant will have 30 days, commencing upon confirmation of receipt of the notice of intention to appeal by the University Chief Librarian, to provide a written submission and any other relevant documentation for the appeal.

C. The appellant may be assisted in the appeal by another person who may be legal counsel.

D. The appellant’s appeal submission will also be provided to the Committee. The Committee may choose to submit materials in response. If the Committee chooses to respond, they must provide their response to the appellant and to the University Chief Librarian within 30 days of the appellant’s submission.

E. The appellant may submit a brief response to the Committee’s submission within 7 days of receipt of the submission. The appellant may indicate to the University Chief Librarian that they will not be responding to the Committee’s submission. The submission period will end upon this notification or upon the appellants reply.

F. The University Chief Librarian, or a designate (other than the persons who considered the case and imposed the sanction being appealed) will review the appellant’s submission, the Committee’s submission, and any other supporting materials submitted by the parties.

G. The University Chief Librarian (or designate) will render a decision to uphold or dismiss the appeal, or possibly to vary the sanction imposed. This decision will be made based on a standard of reasonableness, i.e., whether the Committee’s decision was reasonable in the circumstances.

The appellant and the Committee will be informed of the University Chief Librarian’s decision within 30 days of the close of the submission period via a written decision emailed to both parties. Once the appeal decision has been rendered, it shall be deemed final with no further appeal possible.

Depending on the severity of the breach, a UTL user who is subject to a denial of access sanction may be permitted to use the University of Toronto Libraries and its services while an appeal decision is pending under this process. The UTL user must contact the Manager, Security, Health and Safety via email at library.security@utoronto.ca to request such access. The Manager, Security, Health and Safety will determine if access and any limitations to this access during appeal will be permitted, as appropriate.