SAMPLE BORROWER CARD
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CONTACT CAVAL
CAVAL RECIPROCAL BORROWING PROGRAM
EXECUTIVE AND FORUM - TERMS OF REFERENCE
REGISTRATION OF STAFF/STUDENTS FROM HOME INSTITUTION
DOWNLOAD REGISTRATION/ENROLMENT FORM FOR PRINTING
SAMPLE COMPLETED REGISTRATION/ENROLMENT FORM
ENROLLING USERS FROM OTHER PARTICIPATING INSTITUTIONS
TELEPHONE AUTHORISATION PHONELIST
METHODS OF PAYMENT BY HOME INSTITUTION
RECIPROCAL BORROWING PROGRAM <cavalrb> MAILING LIST
GLOSSARY OF COMMON TERMS USED IN CAVAL OPERATIONS
CRITERIA FOR MEMBERSHIP OF THE PROGRAM
CAVAL is an Australian not-for-profit company established in 1978 to deliver specialised library services, training and storage to leading libraries in Australia, New Zealand and East Asia.
Wholly owned by 11 Australian universities, CAVAL works with hundreds of academic, public and special libraries on a collaborative or commercial basis to support and enhance their services to clients and the community.
The specialised services available at CAVAL include:
Our competitively-priced products and services enable CAVAL's members, big and small, to focus on their local needs and core activities, improving the quality of service to their clients.
CAVAL staff liaise day-to-day with members and participate actively in associations, conferences, committees and electronic discussion lists to ensure that they continue to be at the forefront of knowledge in library services and technology trends.
CAVAL is managed by a CEO, who reports to the Board of Directors. The Board receives recommendations on CAVAL's programs and activities from the CAVAL CEO, Management and member committees.
NRAMS (New Reciprocal Access Management System) is used to suspend and clear delinquent borrowers. This system allows libraries participating in the Reciprocal Borrowing Program to directly access the database of delinquent borrowers. Reports can be printed out at individual libraries and at CAVAL.
The Reciprocal Borrowing Program allows students and staff of all participating institutions to register and borrow materials in person from any other library using the scheme, thereby improving their access to library materials.
The Reciprocal Borrowing Program is designed to support research by maximising the availability of library collections to the tertiary sector community within and outside institutions.
The Reciprocal Borrowing Program gives users access to a wider range of resources making it easier for users to get to more materials.
The Reciprocal Borrowing Program functions as an education service, broadening the users' view of what is available through libraries.
The Reciprocal Borrowing Program encourages co-operation between the CAVAL members and functions as a communication link between staff of participating libraries at an operational level.
Membership is open on application to all libraries which meet the membership criteria.
Staff of all participating libraries are encouraged to attend Reciprocal Borrowing Forums which are held each year and may be hosted by a member library. Any matters relating to the Reciprocal Borrowing Program may be discussed at the Forums. The Chair is the Chair of the Executive Committee and the secretary is the CAVAL Membership Co-ordinator.
The Reciprocal Borrowing Program Executive Committee co-ordinates the operations of the program.
The CAVAL Chief Information Officer is responsible for the management and administration of the Program and reports to the CAVAL CEO and the CAVAL Board on a regular basis.
1.1 CAVAL was established to develop programs to improve the sharing of resources among academic libraries.
1.2 The CAVAL Reciprocal Borrowing Program (the Program) is one of the initiatives introduced by CAVAL to achieve its goals.
1.3 The Program aims to enable staff and students of participating libraries to borrow in person from libraries within the Program in addition to their own Home Library.
1.4 All articles within this policy are backed up with procedures from the Operators Manual.
2.1 Eligibility is outlined in the CAVAL Reciprocal Borrowing Program Criteria for Membership document.
2.2 A Member may withdraw from the Program after giving to each other Member at least six months written notice to that effect.
2.3 These arrangements shall continue until considered by the then remaining Members to be no longer effective.
2.4 Each Home Library shall compensate each relevant Host Library for debts incurred to that Host Library by users enrolled within the Program.
2.5 In the event of any dispute arising between Institutions that dispute shall be resolved by a meeting of the Reciprocal Borrowing Executive Committee.
3.1 Registration by Home Library
The Home Library will guarantee that a user registering in the Program is an eligible user and undertakes to
abide by the rules of each Host Library.
3.2 Enrolment at Host Library
The Host Library agrees to enrol any eligible user in the Program. It is a condition of enrolment that users
undertake to abide by the rules and regulations of the Host Library in addition to those of the Program.
3.3 Disciplinary Procedures
Users are subject to the rules and regulations of the Host Institution and the Reciprocal Borrowing Program and failure to comply will
result in disciplinary action as per the Operators Manual.
3.4 Eligible User
Eligible Users are:
Advance TAFE
Australian Catholic University
Bendigo TAFE
Box Hill Institute
Chisholm Institute
Deakin University
GippsTAFE
Gordon Institute of TAFE
Goulburn Ovens Institute of TAFE
Holmesglen Institute of TAFE
Kangan Institute
La Trobe University
Monash University
Northern Melbourne Institute of TAFE
RMIT University
South West Institute of TAFE
Swinburne University of Technology
University of Ballarat
University of Melbourne
University of Tasmania
Victoria University
William Angliss Institute
The CAVAL Reciprocal Borrowing Program Executive and Forum exist to administer and facilitate the co-operative sharing of library resources, by encouraging the active participation of all member libraries in the management of the Program.
2.1 The Reciprocal Borrowing Executive is an expert group within the comittee structure of CAVAL
2.2 The Executive will be supported by a CAVAL Manager, and report to the CEO of CAVAL
2.3 Matters of relevance to the CAVAL Board will be referred to the Board by decision of the CEO
2.4 The Reciprocal Borrowing Forum acts as a means of co-ordinating the Program with all member libraries and of exchanging information and ideas about the Program's operations.
(i) The membership of the Executive Committee consists of one representative from each member library that participates in the Reciprocal Borrowing Program, being:
Australian Catholic University
Deakin University
La Trobe University
Monash University
RMIT University
Swinburne University of Technology
University of Ballarat
University of Melbourne
University of Tasmania
Victoria University
(ii) VATL (Victorian Association of TAFE Librarians) may nominate a TAFE library representative
(iii) Representatives are appointed to the Executive by the University Librarian (or equivalent) of each institution.
(i) The Forum consists of one or more representatives from each member library, as deemed appropriate by the Library concerned. It is desirable that staff attending Forum meetings are active in the operations of the Program.
(ii) Members of the Executive are also expected to attend Forum meetings.
(i) Working Parties shall be set up to undertake specific tasks as required, with the approval of CAVAL.
(ii) Membership may be drawn from the Executive or co-opted from outside the Executive. The consent of the University Librarian of the nominee's institution is required.
(i) The CAVAL Reciprocal Borrowing Program Coordinator will act as secretary to the Executive and Forum and will report regularly to CAVAL on behalf of the Executive.
(ii) The CAVAL Manager responsible for the management of the Reciprocal Borrowing Program is an ex-officio member of the Executive and the Forum.
(i) The Chair of the Executive is elected bi-annually, at the beginning of each odd-numbered year by, and from, the members of the Executive.
(ii) The Chair of the Executive chairs meetings of the Forum.
(iii) In the event of the resignation of the Chair, the Executive will elect a new Chair for the remainder of the term.
(i) The Executive shall meet at least twice per year.
(ii) The Forum will be convened once a year:
March/April - for training, for coordination of the program prior to the start of the academic year and for alerting operational staff to changes in the program. It will also seek feedback from operational staff on usage of the program, and for discussion of the Operators' Manual, operating procedures, invoicing, stationery and statistics.
(iii) Extraordinary meetings of the Forum will be convened by the Executive when appropriate.
(i) Make recommendations to the CAVAL CEO on the admittance of new members to the Program. Suitability of the applicants will be determined in accordance with the membership criteria.
(ii) Oversee the operation of the Program by:
(a) Monitoring existing procedures
(b) Examining proposals from the Forum for any variations in procedures
(c) Offering advice and counsel to member libraries on the requirements of the Program
(d) Assisting in the resolution of disputes or operational difficulties within the Program
(e) Collecting statistics on the usage of the Program
(f) Setting and annually reviewing the minimum debt for invoicing.
(iii) Co-ordinate the activities of the Program through the convening of the Reciprocal Borrowing Forum. The activities of the Forum will include:
(a) Training of new staff in the Program's operations and procedures
(b) Exchange of information between Forum and Executive members relating to the direction of the Program, specific events and policy and procedural issues
(c) Provision of advice to the Executive regarding the operational requirements of the Program.
(iv) Review and make recommendations to CAVAL on improvements to the Program.
(v) Monitor the development of other reciprocal borrowing programs
[Updated Feb 2013]
1. Check that Home ID is current and that the user has no outstanding debts or overdue items at Home Institution. [This procedure should be followed for new, renewed or replacement cards.] If available, check user's previous history and if relevant withhold privileges according to local practice.
2. Check NRAMS or NRAMS report, if necessary, to ensure that the user is not included as a current delinquent/suspended borrower.
3. Ask user if they have had a CAVAL card previously. If they still have a CAVAL card and are still from the same institution and status is unchanged, please renew the card they already have (i.e. do not issue with a new card).
4. Refer user to the CAVAL website http://www.caval.edu.au/borrowing, noting that a PDF document containing the FAQs and list of libraries, can be downloaded and printed.
5. Refer the user to the Privacy Statement:
“The CAVAL Reciprocal Borrowing Program is subject to the Information Privacy Act 2000 (Vic.) and the Privacy Act 1988 (Cth.). The participating Libraries are committed to protecting your privacy. The personal information you agree to provide when you register will be shared between the Libraries in relation to the provision of lending services, including mechanisms for the recording and payment of any outstanding debts in relation to overdue or lost items. You may access such information upon request at your Home Library.”
6. User to complete CAVAL registration form as shown or local form as appropriate. Form can be dated and filed according to local requirements (it may be worth retaining these for two years).
7. Fill out CAVAL borrower card as shown:
(a) Users full name, surname first, i.e.BROWN, Evelyn Susan
(b) Home ID no.
(c) Institution name or stamp
(d) Stamp C in first available square
(e) Write date which user is allowed to "Borrow until" under the C stamp
(f) Tick the status if the user is Staff or postgraduate (PG)
(g) User to sign card (this is a legal requirement acknowledging the user has agreed to abide by the rules of the program).
8. Advise user of the following:
(a) To retain CAVAL card for use in subsequent years, after reauthorisation
(b) To enrol immediately on arrival at Host Library (as some institutions do not enrol users less than an hour before closing)
(c) To familiarise themselves with Host Library's conditions of loan and library use, as a breach of regulations resulting in fines or penalties will result in suspension of borrowing privileges at the Home Institution and all CAVAL member libraries
(d) That they will need to present both their current ID card and CAVAL card to the Host Institution to initially enrol and subsequently borrow
(e) To report the loss of a CAVAL card immediately to the Home Libraries and all Host Libraries where they have enrolled
(f) Provide photo ID upon request if Home ID does not have a photo.
9. Advise user (as appropriate) to return to Home Institution for reauthorisation. Options are:
(a) End of the academic year or
(b) 12 months or
(c) 1-12 months
(d) Revalidate card after expiry date passes.
A longer enrolment authorisation period is preferred.
10. If user wishes to check individual library requirements, advise them to access the CAVAL web page http://www.caval.edu.au/borrowing or advise user to contact the library directly.
11. Complete local processes which may include a statistical record.
Download this PDF document and use it to print forms for local use.
1. Check the "Borrow Until" date on the CAVAL card is current
2. Verify identification with Home ID card. If there is no photo on the ID card it is appropriate to ask for additional photo ID, e.g. driver's licence. If photo ID is required by the Host Institution, the patron should be advised they will require both their Home ID card and Photo ID each time they wish to make a transaction.
3. Check that the user is not blocked by looking at NRAMS or a printed report from NRAMS or via the Host Library circulation system.
4. User should complete local enrolment procedures which may involve filling in an enrolment form. Ensure that ID number and Home Institution/campus are included and are accurate.
5. Attach a barcode from your library in the appropriate place on the CAVAL card (or use the existing barcode from your library if the user is re-enrolling).
6. Add (or update) the user record on your local database, ensuring the user's name, Home Institution and Home ID are accurate.
7. Inform user about local conditions (rules, regulations, penalties (including fines), etc.
8. For institutions recording statistics manually, record details of Home Institution and status on statistics sheet.
• Patron reports lost card to Host Institution
• Host Institution contacts Home Institution to confirm status of patron.
• Host Institution asks for photo ID and issues replacement card for local use only
• Host Institution blocks lost local record and marks it lost
• Patron still has to reenrol at all Host Institutions visited and alert them to loss of first card
Telephone Authorisation Phonelist
The Phone Authorisation option is to assist students and staff who turn up at a Host Library without having obtained an authorised Caval Reciprocal Borrowing card from their own library or have an existing card not updated for the new year (semester).
The phone option is in no way meant to replace the existing processes used by the libraries which encourages all students and staff to register in the program, or update their Caval cards, at their own institution. Also it is important that institutions continue to promote Caval registrations and renewals as they do now so the majority of authorisations are still handled by the Home Library.
The phone option can be used at anytime of the day.
The borrow until date supplied to the Host Institution should be the same as the dates you give your students or staff when they register in the CAVAL program at your institution.
To be followed by desk staff when a student/staff member comes to enrol/renew without an authorised or updated Caval Reciprocal Borrowing card from their own institution
To be followed when you receive a phone call from another institution regarding the enrolment/renewal of one of your staff/students as a Caval Reciprocal Borrower
Telephone Authorisation Phone List
Flow Chart for desk staff at Host Institution
Flow Chart for desk staff at Home Institution
Delinquent borrowers should be suspended (and subsequently cleared) promptly at both the Host and the Home institutions. Prolonging these activities can create frustration and problems in the future for both the borrower and the other institution involved.
ULANZ borrowers: The member libraries of University Libraries of Australia and New Zealand (ULANZ) have agreed that the institutional ID, local address and contact details of interstate students or staff who have joined Victorian university libraries may be added to NRAMS should they default on the payment of their lost or overdue library charges. ULANZ delinquent borrowers can then be managed using the same rules as CAVAL reciprocal borrowers.
NRAMS
Borrowers should be suspended (or cleared) immediately on the NRAMS database.
CRITERIA
Disciplinary procedures are implemented when an individual user:
If individual borrowers do not clear their suspensions at their Host Institution, the Host Institution may send an invoice to the individual borrower's Home Institution after a specified time. It is essential that all delinquent borrowers are suspended through CAVAL if the Home Institution will later be invoiced for outstanding replacement charges and associated costs (see Invoices). It is the user's responsibility to resolve the matter with the Host Institution.
1. Block user's record locally if not already done.
2. NRAMS
Block the user on NRAMS, see NRAMS procedures manual (See attachment 7).
3. Add user's name to local suspension list if applicable.
NRAMS: Generate a suspension/clearance report regularly (daily, weekly) for your specific institution.
After generating an NRAMS report:
1. Block the suspended user's record locally.
2. Inform user of suspension. Include details of suspending institution and reason for suspension.
A clearance is generated when the user has resolved the matter for which they were suspended by returning overdue items and/or paying outstanding fines and associated charges, or resolving disciplinary breach.
1. User resolves suspension Monday to Thursday = clearance generated within 24 Hours
2. User resolves suspension Friday to Sunday = clearance generated by C.O.B. Monday
After the user has resolved the matter for which they were suspended:
1. Remove block from user's local record.
2. NRAMS
Clear your institution's block from NRAMS database.
**** Remember to only clear suspensions that you have initiated. ****
3. Remove user's name from local suspension list if applicable.
NOTE: The user will appear on the NRAMS suspension list until clearances have been made by all suspending libraries.
NRAMS: Generate a suspension/clearance report regularly (daily, weekly) for your specific institution.
After generating an NRAMS report:
1. Remove block from user’s local record.
2. Remove name from local suspension list if applicable.
3. Date and file clearance notice (attach to correspondence if appropriate) according to local practices.
Policy
Host Institutions will charge cost recovery to Home Institutions only for replacement charges and associated charges relating to non returned or damaged books. Fines accumulated for books that have been returned late to a Host Institution will not be charged to Home Institutions.
Procedure
You may invoice the Home Institution at any time for outstanding debts. However, no invoices may be sent after 31st August in the year following the infringements.
Invoices are sent to the Home Institution when an individual user has failed to pay for the cost of the item and associated charges arising from the replacement of the overdue or damaged item.
It is essential that any user for which an invoice is being raised has previously been suspended through CAVAL by having an OV block applied to NRAMS. The Home Institution must also have received a pre-invoice notification 4 weeks prior to being invoiced. The user must be suspended when they initially became delinquent at the Host Institution (see DISCIPLINARY PROCEDURES).
Example 1:
Example 2:
Invoicing other Institutions
Home Institution:
User name: Full name, surname first, i.e. BROWN, Evelyn Susan
Home ID number:
Amount owing: Cf. note
Title, author and due date.
When the invoice process has commenced at the HOST Library any delinquent users who wish to pay their debts must be referred to their HOME Library to pay the outstanding amount. DO NOT accept payment at the HOST Library once the invoice process has started. Ensure that there is clear information on the user's record to this effect.
Exceptions
In special circumstances individual arrangements may be negotiated between the relevant parties. However, there is no
obligation for any party to agree to a variation to this policy.
This relates to payments in response to invoices from Host Institutions. N.B. When the invoice process has commenced at the Host Library any delinquent users who wish to pay their debts must be referred to their Home Library to pay the outstanding amount. All items remain the property of the issuing library.
This can be issued by the Home Library in response to an invoice to pay for any items not returned to the Host Library by the cut off date (31st August of the following year).
This is a suitable form of payment for items which have not been returned to the Host Library. New or second hand copies in good condition may be acceptable at most institutions. The Home Library must discuss the suitability of replacement copies with the Host Library before this process is initiated.
No fines or invoices are levied by Government departments. Where an item is very overdue or lost, a replacement copy or good photocopy of the item should be provided by the Home Library if possible. If the item cannot be obtained, a suitable substitute publication must be provided after consultation with government department concerned. If a replacement cannot be provided, a suitable substitute payment can be made via cheque or ILL vouchers (if the amount is not too great).
4. Alternative arrangements may be made by mutual agreement between institutions.
Loan Statistics and Enrolment Statistics forms are available for download from the Operators Manual.
Forms are updated annually, so be sure to use a current form. Statistics, even if zero, must be reported to CAVAL no later than the end of January of the following year:
LOANS STATISTICS
Full Year due at CAVAL by 31st January
ENROLMENT STATISTICS
Full Year due at CAVAL by 31st January
Prompt supply of statistics will ensure that participants are able to obtain timely feedback for their own institutions.
At the end of each year complete the statistic forms. Include your library name at the top of EACH form. Record enrolments
and loans made by visiting users broken down by their HOME libraries. Note: Record any reenrolment at your
institution of a returning borrower who renews with your library for another year.
Use the categories 'Other Library 1' and ‘Other Library 2’ for recording visitors from libraries who join the CAVAL program
during the year. Include library name. Do not include loans/enrolments from ULANZ libraries. Use the category 'Unspecified'
for recording use for loans/enrolments for which the borrowers Home Institution cannot be identified.
This is the number of people from other institutions who enrol to borrow from your library. Figures should be kept for Staff and Students, broken down by the users HOME Institution. Note: Enrolments statistics are made up of first time enrolments and borrowers who renew for another year at your institution
Methods of recording/collecting these statistics will vary between institutions.
Download and save or print the enrolment statistics spreadsheet here.
Please email completed spreadsheet to [email protected]
These figures will usually (but not always) be available through the circulation system used. If renewals are not included as part of these statistics please indicate on statistics form. Figures should be included for Staff and Students, broken down by the users HOME institution. These figures should be collected carefully as, in many cases, levies are based on the number of Loans from individual institutions.
Download and save or print the loan statistics spreadsheet here.
Please email completed spreadsheet to [email protected]
CAVALRB is an electronic mailing list for Staff of libraries who are participants in the CAVAL Reciprocal Borrowing Program.
Contributions to the list may include items such as:
• Agendas and minutes of Reciprocal Borrowing meetings
• Discussion of these agendas and minutes
• Policy issues
• Statistics
• Proposals
• Information e.g. pre-invoice letters
• General queries.
Cautionary comments:
• Do not use uppercase
• Remember that a whole range of people are on the list, so think about what you write and how you write it
• Individual (institution or user) problems are best dealt with outside the list
• Do not refer to individuals or individual institutions by name
• No commercial activity
• Do not use for suspensions and clearances - use NRAMS.
To contribute to the <cavalrb> mailing list, send mail to [email protected]
To subscribe to cavalrb, please email [email protected] and include the
following details:
Subject line: Subscribe to cavalrb
Body of email: Include your name and email address
Once subscribed, to contribute to the <cavalrb> mailing list, send mail to [email protected]
To unsubscribe to <cavalrb>, please email [email protected] and
include the following details:
Subject line: Unsubscribe from cavalrb
Body of email: Include your name and email address
| Blacklist | The list of delinquent/suspended users via NRAMS or compiled by CAVAL on behalf of members. |
| Clear (Clearance) | Following payment the reinstatement of a suspended user or notification of their right to be reinstated. |
| Compensation | Payment in money/replacement copies or in some other agreed unit, which has been determined in accordance with the Disciplinary Procedures. |
| Delinquent user | A user who has breached the rules of their home or a participating library. (See also User and Eligible User) |
| Eligible user | A user who is not currently in breach of the rules of their own or a Participant's library. (See also User and Delinquent User) |
| Enrol | The process of joining the Host Library. (Also used: enrolment, enrolling) |
| Home Library | The library of the institution to which a User belongs. |
| Host Library | The library which is visited and which provides the service. |
| ID | Usually the identification card issued by the Home Institution. |
| Indemnify | The process of the Home Library guaranteeing to reimburse Host Libraries for any debts incurred by their users through misuse of the program. (Also used: Indemnification) |
| Institution | Any participating organisation. |
| Member | Any participating organisation. |
| NRAMS | New Reciprocal Access Management System. |
| Register | The process of joining the program, usually at the Home Library, but sometimes also at Host Libraries. (Also used: registration, registering) |
| Service | The extension of lending rights and provision of access to library collections and services, including reference services, photocopy services and other services provided by the library. |
| Suspend | The process of preventing a delinquent user from borrowing in the program. (Also used: Suspension) |
| ULANZ | University Libraries of Australia and New Zealand is a borrowing scheme that allows staff and students of Australian and New Zealand universities* to borrow in person from any other participating university library. The scheme is a co-operative arrangement between CAUL (Council of Australian University Librarians) and CONZUL (Council of New Zealand University Librarians). * The University of Auckland is not participating in this scheme. |
| User | A current student or current employee of a participating institution. |
1. Full members of CAVAL are automatically eligible for membership of the CAVAL Reciprocal Borrowing Program, but may choose not to join.
2. The CAVAL Reciprocal Borrowing Program should not compete with any commercial membership or information services offered by CAVAL's University and research libraries. It is therefore not seen as appropriate for organisations that have small collections of limited value to other users to be offered membership of the program.
3. Applications for membership of the CAVAL Reciprocal Borrowing Program will be considered by the Reciprocal Borrowing Executive, which will evaluate each application and make a recommendation to CAVAL Management.
4. Applications should address all of the following Membership criteria -
(i) The library is a member (full or associate) of CAVAL
or
the library is part of a Victorian TAFE Institute, as defined below.
(ii)The library is part of a tertiary educational institution and is
either
(a) an Australian University, defined as an institution which has representation on Universities Australia,
or
(b) a Victorian TAFE Institute, defined as an institution created under section 3.1.11 of the Education and Training Reform Act 2006 (Vic); including the TAFE division of a multi-sector university.
(iii) The institution must be willing to indemnify its users.
(iv) The library must be willing to reciprocate and open its collection to other members of the Program.
(v) The library must agree to abide by the Program Policy.
[Updated February 2013]