ULANZ Guidelines Monday, 29 October 2012

 University Libraries of Australia and New Zealand (ULANZ) is a borrowing scheme that allows staff and students from participating Australian and New Zealand universities* to borrow in person from any other participating university library. The scheme is a cooperative arrangement between CAUL AND CONZUL member libraries. It is monitored by the CAUL Collection Sharing Advisory Committee (CCSAC).

*The University of Auckland is not participating in this scheme.

1. Goal

ULANZ complements existing regional borrowing schemes and is simple to use for both borrowers and library staff. It aims for procedures that:
  • minimise administration at home and host libraries
  • ensure home libraries indemnify host libraries against problems
  • ensure service use is recorded to assist future planning.

2. Principles

  • Host libraries retain the right to set conditions of access and fees.
  • Potential borrowers are encouraged to check the Information for Borrowers to verify eligibility, host access conditions and registration conditions.

3. Eligibility

4. Authentication/Evidence of Eligibility

For students:
  • A photo ID and proof of current enrolment.
For staff:
  • A photo ID and proof of current employment or affiliation.
  • Both forms of evidence of eligibility are needed to establish that the individual is the person eligible to participate in the scheme. Where staff present as an Affiliate rather than an employed member staff (eg visiting scholars) approval to participate in the scheme must be provided by the home library as this library carries the indemnity.
  • (See Sections 5 & 8).

5. Indemnity

  • Borrowers are responsible for adhering to a host library’s rules for access and borrowing and for paying any fines or penalties incurred. However, when a ULANZ borrower proves delinquent, they are indemnified by their home library.
  • Indemnity covers the loss of, or damage to, library materials.
  • Borrowers need to be advised that their personal details and details of any loans may be conveyed between home and host libraries.

6. Host institution registration.

  • Registration in ULANZ is completed at the host institution. The goal is for registration to occur "on the spot" however the registration process is at the discretion of the host library.
  • The registration process is not intended to be an administrative burden and some libraries may wish to offer an online option for part of the registration process.

7. Duration of registration

  • The expiry date of all enrolments will be 28th February of the year following registration.

8. Delinquent borrowers

  • ULANZ does not maintain a central block list which has implications for borrower privacy, and would require significant administration .

9. Responsibilities of Host Libraries

  • The host library will follow their normal procedures to manage overdue books by ULANZ borrowers.
  • The host library will notify the home library of their delinquent borrowers at least once a year, no later than 31st October.

10. Responsibilities of Home Libraries

  • Home libraries will identify their own procedures for dealing with members of their institution who become delinquent borrowers under the ULANZ Borrowing Scheme.
  • When a home library covers the replacement cost of unreturned items to a host library and the item is subsequently located, the matter will be resolved between the home library and the borrower.

11. Cost of Registration

  • The ULANZ borrowing Scheme is normally a free service to eligible borrowers. However some libraries do charge a fee and this is noted with an asterisk on the Participating Libraries page.

12. Level of Access

  • The host library will determine levels of access for ULANZ borrowers, ie numbers of loans and which collections are available to ULANZ borrowers. It is suggested that access be commensurate with those of borrowers from the home institution.

13. Statistics

  • Statistics to be maintained by the host library include the number of:
    •  ULANZ borrower registrations
    •  ULANZ registrants identified by home institution
    •  loans to ULANZ borrowers
    •  ULANZ loans identified by the home institution
    •  delinquent borrowers.
  • While some Library systems do not easily identify borrowers by institution ‘type’, all ULANZ participants aim to collect these statistics whenever possible.
  • While loans data is not strictly comparable due to varying loan conditions a comparison of loan data can show trends.

14. Communication and Publicity

The CAUL ULANZ website is the primary infrastructure of ULANZ and includes:

The CAUL page will have links to a ULANZ website on each university library’s homepage, with information about any restrictions, charges for the production of a card, and links to the opening hours of that library. (See Information for Library Staff – website template)

Information about ULANZ should be clearly conveyed to relevant library staff.

Comments or feedback regarding the ULANZ Borrowing Scheme should be sent to CAUL who will forward to the CAUL Collection Sharing Advisory Committee (CCSAC) for action.