Frequently Asked Questions

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How do I find books in the online catalog?

The catalog uses a true word search, like Google. Type in as much information as you know: for example, the author’s last name, a key word of the title, the subject of the book or any combination. You can also use the advanced search for more options, such as language and date range. Or use the browse search for an alphabetical list of authors/subjects/titles equal to and near to your search term.

When are my books due?

When you are logged in, your name appears at the top right of your screen. If you click on it and select "Your account", you will see all checked out books and due dates.

How can I renew my books?

Books are renewed automatically up to five 3-week renewal periods, unless the same item has been requested ("placed on hold") by another patron. If your charges exceed a certain amount or your account is restricted for whatever reason, your items will not renew either.
You will receive an email notification when your automatic renewal was (or wasn't) successful.
When you are logged in, your name appears at the top right of your screen. If you click on it and select "Your account", you will see all the information about your account. In the tab "my summary" you can see your checked out books. These are the books you have currently borrowed. Here you can see how many automatic renewals you have left for each book.

Can I return my books by post?

Library users are allowed to send back their books to the library by mail at their own risk and responsibility, and at their own cost. Students using this service need to be aware that they have to send back the book in time in order not to acquire any fines or fees. (The date the book arrives in the library office acts as the check-in date.)

ETF Library
Evangelische Theologische Faculteit vzw
Sint-Jansbergsesteenweg 97
3001 Leuven

What can I do if the book is not on the shelf?

First check to be sure the book is not in a special section of the main library. If the book you want is not in its assigned spot on the shelf, you can first see if it has been misplaced on the shelf. Then take a look on the book cart (in the central room, where the used books are placed until we shelve them). You can also check to see if another student is using it. If you don’t find the book in the library, please notify us by either coming to our office (during opening hours) or sending us an email (

How do I find a journal in the library?

Journal volumes of the current year are on the New Journals shelf in the entrance wing (next to the scanner). Volumes newer than 2010 are in the Periodical Section, which is also located in the entrance wing (before the books). Volumes older than 2010 are kept in closed stacks and can be requested by placing a hold in the catalog.

How do I get a material from the closed stacks?

See how to Place a hold.

Can I reserve an item that is checked out?

Yes, see how to Place a hold.

How do I place a hold?

In your search results in the catalog, if you find that the book is not located in the main library or is checked out, you can “place a hold” on it. Under each item is the option to “place a hold”. This option is also available on the right side of your screen once you have opened the material record. You can start the hold on a different date (default is today). If a record has several items, indicate which one you want. There is also a "notes" box in which you can indicate which issue of a journal you want.
Please note that holds are normally processed twice a week, except during holidays and exam periods. You will receive an automatic email if and when the material is available for pick-up.
This feature of "placing holds" can also be used by the Open University students to request books in advance (more information on the procedure is found on the Virtual Campus > Library > Documents > Open University).

How can I create a book list?

If you want to make a list of books for later reference, to put on hold in a batch, or to share, use the “Save to lists” button under the book description. You will be presented with the option to select an existing list or create a new one in a pop-up window. Alternatively, check the boxes of multiple results, select the list (or create a new one) from the dropdown menu on top of the search results next to “Select titles to” and click “Save”. You can manage your lists by clicking on “Lists” in the uppermost left corner of the webpage or go to the your lists tab in your library account. You can download, send, print the list or share with another patron. You can also select all or some items of the list and place a hold on them.

How can I get access to EBSCO and ProQuest?

All ETF library patrons can access the digital resources listed on the website, when on campus, connected to the library WiFi network. Remote access to these subscription services is limited to ETF students and staff, with access via the Virtual Campus: Library.
Remote access to ProQuest Ebook Central requires a personal account which you can create on campus or request from the library via email.

What kind of classification system do you use?

We use the Library of Congress Classification System. This is a topic-based classification system designed by the Library of Congress (national library of the U.S.) and commonly used in such universities as Yale, Princeton, Trinity and Fuller. An outline can be found here.

I am getting rid of my library. Will you accept my books?

No. Unfortunately, the library does not accept any large material donations at the moment.

I cannot find a book in the catalog. Could you order it?

Some print and e-books that are not available in our catalog may be accessible on ProQuest Ebook Central or EBSCO. If the title is not found in either place, and you believe that it would be a valuable addition to our collection, send us a purchase suggestion.
At the bottom of your search result in our catalog you will see the option to make a purchase suggestion. You can also add, view or delete your suggestions in your library account. Once the suggestion is reviewed, you will receive an automatic message with the update.
Please note that the library cannot accept all purchase recommendations. All suggestions will be subject to the title's availability and the library's collection development policy.

How can I use the WiFi in the library?

To use the wireless internet in the library you need a password. You can find it on the information stand in the library.

Can I take my bag into the library?

We ask that you use the baskets in the library and leave your bag at the entrance.

Why do/didn't I get a notification email?

Go to your account to set your messaging preferences and choose which notifications you would like to receive. You cannot opt out from the overdue and automatic renewal notification emails. If you do not receive the emails, check your spam folder. Please contact us if there is still a problem.

How can I pay my fine/fee/book sale purchase?

When the library office is open:
Pay via card (Visa, Mastercard, Maestro, American Express, GooglePay or ApplePay).

When the library office is closed:
Pay via bank transfer to:

Evangelische Theologische Faculteit vzw
BE86 2300 0873 3050 (BIC GEBABEBB)
Add “LIBRARY” + type of payment (card/fine/books) and your full name in the free-format reference field: “LIBRARY_PAYMENT TYPE_SURNAME_NAME”, e.g. “library fine Barth Karl”

After making a payment, please send a confirmation e-mail to with the type of payment (library card/fine/book sale) as e-mail subject and transfer details (screenshot or PDF report) in attachment. Then we can settle your account.

How do I get a (new) library card?

ETF students and staff: your ETF card automatically functions as a library card. To request a new ETF card, contact the administrative secretariat.
Library visitors can apply for a membership card online, or at the library office during the office opening hours. Lost or damaged visitor cards can be replaced by the librarians after paying an administration fee.

Why do you have books for sale?

The library regularly receives donations. We already own copies of some of the books. The doubles are then put for sale, and the proceeds are used to buy new books for our library.

There is a multifunctional located in the room next to the dining hall. ETF students and staff can use this copier to print, copy or scan. You can access the multifunctional with your student/staff card. Charges apply (see Services page) and are invoiced periodically by the bookkeeping.

(How) Can I scan in the library?

Yes, there is a book scanner in the temporary reading room next to the dining hall. After the Easter holiday it will be moved back to the entrance wing of the library. It is allowed to scan articles, illustrations and fragments of books only for private use and for educational purposes. Scanning for other purposes (or scanning a book in its entirety) is not possible. See more about reprography on the website of the Flemish Government. The European copyright law indicates that you are allowed to scan one chapter or 10 to 20 % of a book.
You can find a scanner tutorial video on the Virtual Campus > Library > Documents.

I am unable to travel. Is it possible to have some pages scanned for me?

Yes, the scan request service is available for non-residential ETF staff and Doctoral students, Open University students and for external visitors. There is a limit of 5 open scan requests at a time per user. Charges apply (see Services page). We will not charge if you only need the table of contents (TOC) to decide which chapter you need. In many cases the TOC can be found online, so make sure to check first.

How the service works: If you cannot find what you are looking for in our digital subscriptions and open access resources, you can request a scan from our print materials available in the library. Please note this is not intended to be used to supply you with your required reading.
Search for the book in the online catalog and click «Request article» under the book description.
Fill in the pages or chapter title (max. one chapter or 50 pages) and send! You will receive a confirmation of your request.
Requests are normally processed twice a week, except during holidays and exam periods.
You can manage your requests in the your summary tab of your library account.

Does the ETF library provide an ILL service (InterBibliothecair Leenverkeer/InterLibrary Loans)?

No, the ETF library does not provide Inter-Library Loans. However, ETF students and staff can make use of the KU Leuven ILL service after obtaining a KU Leuven library year pass at no cost. The regular ILL service fees for students and staff will apply. ILL requests will need to be send via email with mention of your KU Leuven account number and that you are an ETF student/staff. Afterwards you will be able to follow-up your request and possible fees via Limo. Physical items can be picked up and returned at the Artes University Library (Centrale Bibliotheek). Digital scans of chapters/articles will be send via email.

Why are some books lacking a call number in the catalog?

Books without a call number have been ordered, but not yet arrived in the library.

Is the website available in other languages?

The library website is currently only available in English. Note, however, that our collection contains many materials in other languages. When you use the advanced search you can limit the search to a certain language.

Why do I have to identify myself on entering the library?

There are three reasons why we kindly ask you to do this.
Firstly, we are not a public library, but an academic library and an evangelical study center. The library workers who sit at the library desk do not know all registered library users by name.
Secondly, although ETF is not responsible for the personal belongings of library users, we do want to maintain minimum security.
Thirdly, we would like to gather statistics on the use of the library so we can adapt our services accordingly and have actual figures to use for our strategic planning and budget requests.
We thank you in advance for your cooperation. It is much appreciated.

Are the username and password of my library account the same as for Virtual Campus?

No, for the moment you have a separate login for the VC and the library. We are working towards a central login.


Updated 24/10/22

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