Library Regulations

Access
Services
Privacy Policy
COVID-19 Emergency

Student Access

Students, teachers, and technical-administrative staff of the Pontifical Oriental Institute, the Pontifical Biblical Institute, and the Gregorian University can access the library and freely enjoy all the services offered, as established for each of those services.

Use of Library Services

People who can use the services of the Library, with the permission of the librarian:

  • Students and teachers of pontifical universities (with card or certificate of registration).
  • Second cycle students (master’s/licentiate degree) in view of a thesis and graduate students of non-ecclesiastical universities upon presentation of a letter from their professor.
  • University professors and researchers (upon presentation of a card or document certifying that they belong to that institution).
  • Lovers of the subjects of interest of the library upon presentation of a written request and purpose.

External Users Access

Authorization for external users to use the library resources is annual and may be renewed.

By exception, daily permits may be granted for particular study requirements at the discretion of the Librarian.

A library ID card with photo and identification data will be provided for authorized annual admission.

The granting of the ID card is subject to the explicit acceptance of the library regulations and standards, to consent to the processing of personal data according to the rules in force and to the payment of the sum of EURO 20 for administrative costs. The loss of the card and its reissue incurs a cost of EURO 10.

Access Control of the Library

When accessing the library, the user must certify his presence at the access control of the library with his own card issued by the library, the student secretariat of the Institute or the secretariats of the Pontifical Biblical Institute of the Gregorian University. The access control system checks the validity of the card and record attendance.

Forbidden Items

The Library is not accessed with:

  • Backpacks, suitcases, bags or briefcases.
  • Food and drink.

These items must be left in the appropriate drawer units.

After having registered one’s presence, the user can request a storage locker near the entrance of the library. The user is responsible for keeping the keys that must be returned to the library staff before closing time. The loss of the keys involves a fine of Euro 20 for the replacement of the lock.

One can also use his own laptop for use of the library’s digital services and for consulting resources on the internet.

Hours of Operation

The library is normally open from Monday to Friday from 8.30 am to 7:00 pm and on Saturdays from 8:30 am to 12:30 pm

There are closures as indicated in the annual academic calendar:

  • in the Christmas period from December 22nd until January 6th of each year
  • on the occasion of Easter holidays
  • in August.

The updated calendar is available at https://orientale.it/en/academic-calendar/

Consultation

The entire library collection is available for consultation in the reading room. The volumes are arranged partly on open shelves in the room and partly in closed stacks, organized according to the needs of study, research, and protection of the collections.

Access is restricted to students, teachers, and personnel of the Jesuit Consortium and to authorized external users and is allowed only upon presentation, at the entrance desk of the library, of an identification card issued by an entity of the Jesuit Consortium in Rome.

The ID card is distributed to students and professors by the Registrars of the institutions belonging to the Jesuit Consortium and to external users directly by the library.

The part of the collection placed on open shelves includes books, periodicals, and other materials stored in the reading room that can be taken directly for consultation. These materials taken for consultation must be returned to the library desk. Re-shelving will be done by the library staff.

The materials in the closed stacks must, on the other hand, be requested from the library staff. Requests can be made from a half-hour after the opening up to a half-hour before closing.

Up to ten volumes can be requested per day. The service may be subject to changes or limitations in conjunction with particular events or unforeseen difficulties. When possible, any limitations of service will be announced through the website or through other communication channels of the library.

Bags and backpacks, food or drinks may not be brought into the library.

We recommend that users use their smartphones and computers in “silent” mode. It is absolutely forbidden to talk on the phone in the library.

Storage Lockers

Objects that may not be brought into the library may be deposited in the storage lockers located near the entrance of the library. The user is responsible for keeping the keys that must be returned to the library staff before closing time. The loss of the keys involves a fine of Euro 20 for the replacement of the lock.

Internet Access

From the computers available in the library it is possible to consult the catalog, the databases, and other useful resources for study and research.

Furthermore, it is possible to access the Internet via the library's Wifi network. The password is available at the entrance desk. Online resources (databases, electronic periodicals, and digital collections) are freely accessible from within the Institute from personal computers, tablets, and mobile devices.

Photocopying and Printing

The library makes available to all users a copying service with a self-service photocopier that allows photocopies to be made and prints to be sent from portable memory devices. It is possible to perform scans that can be sent by email or copied to a portable memory.

The service is fee-based and can be used only with the Institute ID card. You can top up your ID card’s funds at the distribution desk.

  • Print or copies B / W (A4) € 0.06
  • Press or copies B / W (A3) € 0.12
  • Print or color copies (A4) € 0.30
  • Print or color copies (A3) € 0.60
  • Scan € 0.05

The photocopying service works exclusively in compliance with current copyright law (Law 248/2000), which provides for the photo reproduction of no more than 15% of each document.

It is forbidden to photocopy:

  • Dictionaries
  • Newspapers
  • Atlases
  • Encyclopaedias
  • Greek and Latin Patrology
  • Large format books
  • Books displayed in the consultation room
  • Volumes in precarious state of preservation
  • Theses
  • Ancient volumes

Out of print volumes must always be checked with the library staff, who also evaluate the condition of the publication.

It is strictly forbidden to use other methods (photographs with smartphone or digital camera) for photo reproduction of the materials in the collection.

Reserving Books “maneat”

Books required for reading can be maintained in reserve. For all users the maximum allowed is 20 books. For professors and doctoral students the limit is extended to 40.

In the case of requests from other users, the librarian can grant the consultation of the books in personal reserve. At the end of the day they will be replaced in personal reserve.

Additionally, books in personal reserve will be relocated to their place in the stacks during periods of library closures--Christmas, Easter, summer break library--to ensure a constant control of the collection.

The Pontifical Oriental Institute (hereafter the “Institute”), with registered office in Piazza di Santa Maria Maggiore 7, Rome, declares that the Institute falls within the scope of the “General Regulation on the Protection of Personal Data” (hereafter the “Law”) , with reference to the use of personal data (hereafter the “Data”), including data considered “sensitive” (in the broadest sense of the term provided for by the law), that is to say, relating to racial or ethnic origin, to religious faith, etc., provided by the interested party.

Data Controller
The Data Controller is the Pontifical Oriental Institute in the person of the Rector and legal representative pro-tempore David Eugene Nazar domiciled for this office in Rome, Piazza di Santa Maria Maggiore 7 (hereafter OWNER).

Data Protection Officer
Data Protection Officer David Eugene Nazar domiciled for this office in Rome, Piazza di Santa Maria Maggiore 7 (hereafter RESPONSIBLE).

What Information We Collect

We may collect the following types of personal information:

  • name and contact information, such as, address, e-mail address, and telephone number, as well as date of birth, passport or identity card number, country of residence, and nationality. We will assign a unique identification number per user;
  • information relating to the user’s scholarly, academic, or professional and/or religious experience, to the title of research, relative information, and to job placement;
  • sensitive personal data: information relating to religious profession or to religious status will be treated only for the purposes permitted by law and only for the tasks of the Institute.

Sensitive data also means all information relating to a special category of users with disabilities.

If the user does not express consent to the processing of sensitive data, the Institute will not be able to register the user in computer systems or to retain the information in paper archives and the user will not be able to access the library services.

How We Treat Your Data

Personal data is processed in paper or electronic formats. In the latter case, IT systems will be used. The Data will be stored exclusively for the time and the scope for which it was collected. The Data will be kept for a period of 3 years from the last renewal and made available to the interested parties according to the provisions of the Rules. At the end of the three-year period the Data will be made anonymous and kept only for statistical purposes. Specific security measures are adopted to prevent data breaches, illegal uses, or incorrect and unauthorized access.

The Purpose of Data Collection

The user’s image and information will be processed by the Institute, also with the aid of electronic or automated means. The Data will be processed for the following purposes:

  • to access the use of library resources and services. Relevant data processing activities will be the admission procedure, enrollment, attendance registration, communication between the Institute's staff and users;
  • editorial/digital/paper activities for communication/promotion purposes of the Institute or of the Jesuit Consortium in Rome or of the Gregorian University Foundation in Washington that require the use of images realized within the Institute;
  • for internal organization, including the allocation of the ID card for access to the services of the library of the Institute or that of the Pontifical Gregorian University and the Pontifical Biblical Institute. Furthermore, for the same reasons, the Data collected may be used for statistical and research purposes in an anonymous and aggregate form;
  • to send periodic newsletters as well as notices and invitations to participate in cultural and social events and initiatives proposed by the Institute;
  • for the purposes of library services, the Data may also be stored in the libraries of the Gregorian University and of the Biblical Institute of Rome, in order to facilitate access, among other things, to the services and materials contained therein, to take advantage of books and other editorial products, to access consultation rooms and, more generally, to benefit from all the services offered by the libraries;
  • for the purposes of research and statistics;
  • for compliance with legal obligations. It should also be noted that the Institute may transmit some data to other organizations if this is necessary to fulfill legal obligations (for example, identification or prevention of crimes or if required by law).

Use and Communication of Data

Personal data may be accessed by the IT or library staff of the Institute or of the Pontifical Gregorian University and the Pontifical Biblical Institute, as well as other subjects who provide services to the Institute who, in relation to the services performed, have access to the Data. All this is always in relation to the purposes indicated above.

Conservation

The biographical data are essential for the user’s access to the library and for the use of the services and, therefore, the user’s refusal to allow data usage prevents this academic Institution from offering its library services. The user data provided will be stored on servers located in the Vatican and within the European Economic Area.

How the Information is Used

User data is required:

  • for executing the relationship with user or to take action upon the user’s request;
  • for the performance of our internal organization and institutional communication tasks;
  • for the legitimate interests of third parties.

Data can be used only if:

  • user consent has been given;
  • a legal obligation is respected.

Profiling

The OWNER does not adopt any automated decision-making process, including profiling, referred to in Article 22, paragraphs 1 and 4, of EU Regulation no. 679/2016.

Rights of the Interested Party

Interested persons have the following rights:

  • request to correct the personal data in our possession that concern them if they are incorrect;
  • request the deletion of personal data;
  • request to limit our data processing activities (and, if our treatment is based on the mutual consent, it is possible to revoke this consent, without compromising the legitimacy of our treatment based on consent before its withdrawal);
  • receive from us the personal data in our possession that have been provided to us, in a specified reasonable format, including for the purpose of transmission to another data owner;
  • oppose, for reasons connected to their particular situation, to one of our particular processing activities if it is believed that this has a disproportionate impact on their rights.

Please note that the above rights are not absolute, and we may have the right to refuse requests in the event of exceptions.

If the user wishes to withdraw or modify consent or request cancellation, please contact the Data Protection Officer.

Contact

For information on this privacy policy or on the methods of processing personal data and for requests, contact the director.dati@orientale.it.

Newsletter

In registering for the library services, the user receives the newsletter which is used to promptly communicate library events, changes to schedules, and urgent notices. Any unwillingness to receive the newsletter must be expressed on the Privacy Policy form.

This regulation enters into force from 17 September 2018.

This policy was updated and approved by the Rector, Fr. David Nazar, S.J on September 11, 2018.

The following regulatory norms come into force immediately and replace the standard rules of access to the Library. They are subject to change according to updates in the civil regulations.
On entering the Institute, you certify that you have read and understood the contents of these norms and undertake to comply with the rules contained herein.

Users

Access to the Library is reserved for:
● Members of the PIO academic community (teachers and students)
● Members of the academic communities of PIB and PUG
● External users

Hours of operation

The library is open from Monday to Friday 8.30 to 19.00 in two shifts: (i) from 8.30 to 13.15; (ii) from 14.15 to 19.00. It is closed on Saturdays.
Booking times are established in advance and made public on the library website. A user may book one or two shift per day. The second shift will be confirmed if there are places available. Reservations are required.

Covid-19 safety rules

All users wishing to access the library must:
● Respect all instructions provided by the staff of the Institute.
● Wear a protective mask throughout their stay in the Institute (reception area, corridors, elevators, stairs, library, etc.). Only CE certified surgical masks and FFP1, FFP2, FFP3 masks without valve are permitted.
● Disinfect your hands often at the appropriate sanitizing dispensers, in particular:
○ At the entrance of the Institute.
○ Before handling books.
○ Before using commonly used library equipment (computers and copiers).
● Respect the safety distance of at least 1.5 m.
● Use the elevator one person at a time.
● Take your temperature with the appropriate thermoscanners provided. You may not access the premises of the Institute with a fever (over 37.5 ° C) or other flu symptoms.
● Sit exclusively at the study station assigned by the library staff.
● Avoid touching your eyes, nose, and mouth with your hands in order to protect your own health and that of others.

Method of access

Access is allowed only through the appropriate booking system. Booking a time is mandatory for all library users.

In order to make the reservation and receive confirmation, connect to https://biblioteca.orientale.it/booking/ and follow the instructions.

Confirmation of the reservation is necessary for access.

Access procedures

Entrance to the Library is regulated as follows:
● One person is given access to the Institute at a time to avoid gathering in crowds within the building. Users are asked to line up outside the building, maintaining the safety distance of at least 1.5m and wearing the protective mask. Please show up at the scheduled time.
● Once you have entered the Institute, you must:
○ Remove any gloves;
○ Disinfect your hands with the sanitizing gel from the appropriate dispenser;
○ Take a body temperature measurement;
○ Follow staff instructions;
○ Follow the signs for the access path to the Library.
● Upon reaching the library desk, you must show your library card to obtain the number of the study station and a locker key. Continue as usual.
● Remember that it is not permitted to bring water or drinks into the library study hall.

● In the lunch break it is not permitted to stay in the Institute building or garden.

Sanctions

Anyone who does not comply with these regulations will be removed from the Institute.