Library service regulations

The Karolinska Institutet University Library (KIB) is open to the public.

When applying for a library card or activating your student account, customers undertake to abide by the rules of the University Library.

Library card

To be able to borrow items from the library you need to have a valid library card issued by Karolinska Institutet University Library or a valid photo identification card (ID card). To apply for a library card and become a registered customer you have to be 16 years or older and have a Swedish ID card, or alternatively a foreign passport along with a document confirming you are a registered employee or student at a Swedish university. Visiting researchers/students are granted a library card during the time they are attached to a Swedish university.

The library card is usually valid for two years. Students use their KI card as a library card. It is valid for the duration of the course. It should be treated as a valuable document and the holder is responsible that it is not used by an unauthorised person. If the card is lost or stolen, the library must be notified at once so it can be blocked. A charge is made for replacing a lost library card (25 SEK).

Library card holders must inform the library of a change of address, including change of e-mail address. This can also be done through My Account.

The library card is not transferable, although loan items may be collected for another person using their card.

Processing of personal data

The Karolinska Institute (KI) is responsible for the personal data that is sent to and processed by the Karolinska Institutet University Library (KIB). All personal data is processed according to the EU General Data Protection Regulation (GDPR) and information about our patrons' personal data, loans, requests and reservations are classified according to the Public Access to Information and Secrecy Act and will never be disclosed.

KIB only processes personal data necessary for conducting library activities, e.g manage loan activities and provide access to information resources. The patrons’ name, social security number, address, e-mail address, telephone number, loan card number and user category are registered in the KIB's library register.  The processing of this data is an essential prerequisite for the operation of the library and thus of public interest. The personal information will be stored as long as the patron is active. Patrons are regarded as active for as long as they have possession over library books or unpaid library fees. If the patron is not active for a period of two calendar years, this is interpreted as if the patron have no further use of the library's services whereupon the patron's account is blocked and the patron's personal data deleted.

All registered patrons have the right to access the data being processed. Patrons have the right to, under certain circumstances, have their personal data erased, corrected or restricted, as well as the right to raise objections to the processing. Patrons have the right to request an extraction from the library system registers regarding their personal data. To learn more about how KI processes personal data, see KI's privacy policy.

If you have questions about KIB's activities and processing of personal data, please contact the university library by e-mail: or telephone: +46 8 52 48 40 00. You can also contact KI's Data Protection Officer or the Data Inspectorate who is responsible supervisory authority.

Loan and lending periods

The loan period for course books is 7 days. For course books sent by post, the loan period is 11 days.

Day loan books are due back by 8:00 AM the next weekday. Day loans that are checked out on a Friday are due back by 8:00 AM on the following weekday. Day loans must be returned at the same location where they were checked out.

The loan period for other books and other original documents is 21 days.

KIB offers automatic renewal, which means that books will be renewed automatically two days before the last loan date - if no one else is queuing for the book (if so, you will be notified by email). The maximum renewal time for course books is 26 weeks, and 52 weeks for 21 day loans. It is always your responsibility to keep track of returning dates.

Reserved books are available for pick up on our reservation shelf for three days.

Material subject to special loan conditions

Periodicals / journals may not be borrowed.

Literature older than 100 years, dictionaries and some other material are available as a reference-only material and may not be removed from the library.

Other material, such as for example headphones, can be borrowed for the day.

Postal loans

Loans are sent free of charge to libraries in the Nordic countries. Material published by Karolinska Institutet is also lent free of charge to libraries outside the Nordic countries.

KI students with a Swedish address outside of the Stockholm area (Postal code area 1) can get books, including course books, sent to them.

KI employees can get books, including course books, sent to them even within the Stockholm area.

The University Library pays the cost of postage for sending out loans, while the customer pays the return postage.

The customer is responsible for the material until it returns to the library.

Borrowing books from other libraries

Material for research and study that is not held by the University Library may be obtained via another library. This service is for employees and students of Karolinska Institutet. Loans within the Nordic countries are free for both students and employees, while students are charged for loans from libraries outside the Nordic countries, (see the price list).

Please note that students cannot get books that are available at a library in the Stockholm area.

Loan periods and other rules connected with loans are decided by the lending library.

Fine for overdue book

A fine is charged for overdue books. The fine is 10 SEK per book and day.

The fine for overdue day loans is 20 SEK per hour.

If you have a fine of 100 SEK or over you are not allowed to check out items until the fine is paid.

If the material is not returned after a certain period of time, the patrons right to borrow materials from the library is withdrawn and an invoice for the replacement fee is sent. If the material that has been borrowed is returned after this invoice has been sent, the invoice will be cancelled.

For as long as an invoice remains unpaid, customers may not make further loans.

The customer is liable for the cost of repairing damage to material on loan. All repairs are carried out by the library. Damaged material will remain the property of the library even after payment.

Electronic media

Visitors are welcome to use all the electronic media at the library, such as databases and full-text periodicals. Access to these from outside the library requires you to be a member of Karolinska Institutet. Users are obliged to respect the licensing terms.

Print outs and downloads of articles from periodicals and other sources are allowed for personal, non-commercial, study or research purposes only.


Customers are obliged to keep track of when their loan periods expire and to ensure that items are returned on time, even in case of travel or disease. The fine may be annulled in case of documented hospitalization.

The University Library does not undertake to send out reminders, but only does this as a service. This service is only provided for users that have supplied the library with their e-mail address.

Anyone who disrupts activities inside the library may be barred from the library according to ch.10 s.1 of the Higher Education Ordinance.

A customer that is unsatisfied with decisions made in accordance with the library regulations has the right to have the matter reviewed. If you have such an issue, please send it to us by e-mail to

The library service regulations are subject to revision.

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