Co-East Access Agreement

Interim ILL Service

Standards for Best Practice

This document will be used to guide the loaning of materials during the Co-East Interim ILL service. The document will be reviewed in the light of experience. Any amendments will be agreed by the Co-East Board. This document also lays the foundations for the Standards, which will be used to guide the fully fledged Co-East Request Service.

Communication

All communication should be via email. This includes requests for items, as well as any requests to renew individual items. A mailing list will be established in order for participating authorities to inform other partners of any difficulties or other issues that impact on the Interim Service. In the case of any particularly urgent or important difficulties, the Co-East Regional Manager should be contacted.

Material available for loan

• All book stock - adult non-fiction, fiction and junior non-fiction, fiction. This includes large print and foreign language material. This includes any new material, which is available via the catalogue.

Material generally excluded from loan

• All income generating stock (including videos, CDs, DVDs and at this stage Spoken Word cassettes)
• All reference stock
• All stock held at prisons and hospital libraries
• Stock available on mobiles
• Special collections, such as playgroup collections, postal tape collections for housebound users
• Unique local studies material (other material available at the discretion of the lending library)
• Material belonging to partner organisations, eg Careers material
• All maps

Material available at the discretion of the lending library:

• Music sets
• Play sets
• New stock - under 6 months old

Loan period

• Stock lent to the borrowing library for a total perio of 8 weeks (1 week for shipping each way and 2 loan periods of 3 weeks)

Renewals

• 1 renewal period (as above i.e. 8 weeks)

Waiting Lists

• Co-East cannot be used as a means of reducing waiting list of in print items

Charging

To the partner organisations
Lending of material between Co-East partners to be free. Recharging mechanism for transport costs to be agreed. No overdue charges will be made between authorities. However, an agreed amount for losses to be put in place.

Transport

• Co-East transport provider (currently Hays DX). Cost borne by borrowing authority. Statistics to allow invoices to be raised will be issued at 6 month intervals. Raising of the invoices is the responsibility of the authorities.

Responsibility for stock in transport

• Responsibility of lending authority until logged as SUPPLIED and picked up by carrier
• Responsibility of carrier until delivered by carrier and logged as RECEIVED by borrowing library
• Responsibility of borrowing authority until logged as RETURNED and picked up by carrier
• Responsibility of carrier until logged as RECEIVED/LOAN COMPLETE by lending library

Lost Stock

• Adult hardback non fiction 17.50 (pounds)
• Adult paperback non fiction 11.00 (pounds)
• Adult hardback fiction 16.50 (pounds)
• Adult paperback fiction 6.50 (pounds)
• Junior hardback non fiction 9.00 (pounds)
• Junior paperback non fiction 4.50 (pounds)
• Junior hardback fiction 8.00 (pounds)
• Junior paperback fiction 4.50 (pounds)
• Junior picture books 7.50 (pounds)

• Or where a book is in print, a straight replacement would be sought

• If a book is lost, report back to the lending library for a minimum charge of £50, plus the cost of replacement to be set.

For further information on this service, please contact Linda Berube, Co-East Regional Manager on linda.berube@cambridgeshire.gov.uk