Operator's Manual

24th Edition - Updated 25th May 2017

CAVAL LTD
4 Park Drive
BUNDOORA   3083

(03) 9450 5500

http://www.caval.edu.au/borrowing

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       About the CAVAL Reciprocal Borrowing Program

The aim of the CAVAL Reciprocal Borrowing Program is to provide the staff and students of member institutions with a means of accessing and borrowing in-person from the circulating print collections of the libraries of other participating institutions. The Program allows users at participating institutions to register and borrow materials in person from any other library using the scheme, thereby improving their access to library materials.

Membership

The Program is open to and managed by the full membership of CAVAL, in addition to a number of TAFE institutions.

Management

The Reciprocal Borrowing Advisory Committee co-ordinates the operations of the program, working to agreed Terms of Reference.

The CAVAL Member Services Manager is responsible for the management and administration of the Program, reporting to the CAVAL Products and Services Committee and the CEO.

An annual Reciprocal Borrowing Forum is held, and staff at all participating libraries are encouraged to attend. Any matters relating to the Reciprocal Borrowing Program may be discussed at the Forums, chaired by the Chair of the Reciprocal Borrowing Advisory Committee.


       CAVAL Reciprocal Borrowing Program: Members 2017

  • Australian Catholic University
  • Bendigo TAFE
  • Box Hill Institute 
  • Chisholm Institute
  • Deakin University
  • Federation Training
  • Federation University Australia
  • Gordon Institute of TAFE
  • Goulburn Ovens Institute of TAFE
  • Holmesglen Institute of TAFE
  • Kangan Institute
  • La Trobe University
  • Monash University
  • Melbourne Polytechnic
  • RMIT University
  • South West Institute of TAFE
  • Swinburne University of Technology
  • University of Melbourne
  • Victoria University
  • William Angliss Institute

       Links to students and staff portals

     Registrations

From 2016, users should register and have cards issued at a host institution.

Registering a CAVAL borrower from another institution

Person has an existing CAVAL card

If the person has an existing CAVAL card and they are still at the same institution, update the expiry date on the card they already have (i.e. do not issue with a new card).

  1. Ask the student/staff member for their ID card as proof of enrolment. If they don’t have their ID card with them you can verify their current status by asking them to log in to their student or staff portal (list of portal links), or ask them to show written evidence of a current enrolment. You may also contact their home institution by phone (contact list here).
    If there is no photo on the ID card it is appropriate to ask for additional photo ID, e.g. driver's licence. The patron should be advised that they may be asked for both their home ID card and photo ID when borrowing material.
  2. Update their patron record in your local LMS (checking with user for changes of address etc.) and use the expiry date of 28th Feb of the following year.

Person does not have a CAVAL card

  1. Ask the student/staff member for their ID card as proof of enrolment. If they don’t have their ID card with them you can verify their current status by asking them to log in to their student or staff portal (list of portal links), or ask them to show written evidence of a current enrolment. You may also contact their home institution by phone (contact list here).
  2. Create a CAVAL card including the following details:
    • User’s full name, surname first, i.e. BROWN, Evelyn Susan
    • Home ID no.
    • Tick the status i.e. if the user is Staff or postgraduate (PG)
    • Get the user to sign the card (this is a legal requirement, acknowledging the user has agreed to abide by the rules of the program and Privacy and Data Protection Act).
    • Attach a barcode from your library on the back of the CAVAL card and write the expiry date next to it. The expiry date is 28th of February of the following year.
  3. Create a patron record in your local LMS ensuring the user's name, home institution and home ID are accurate.

In both instances, users should be advised:

    • that the CAVAL website http://www.caval.edu.au/borrowing includes information on using the Reciprocal Borrowing Program, including the privacy statement and information about participating libraries.
    • that lost CAVAL cards should be reported to all host libraries where a patron is registered
    • of the borrowing conditions at your library:

      e.g.:
      • That they will need to present both their current ID card and CAVAL card to borrow.
      • They need to be able to provide photo ID upon request if home ID does not have a photo.

      Download Registration/Enrolment form (use is optional)

Download this PDF and use it to print forms for local use.

      Lost cards

  • Patrons must report lost cards to host institutions
  • Host institution asks for photo ID, issues a replacement card and updates the LMS patron record.

     Invoices

Policy - Update (2017)

Host institutions will no longer invoice the Home institution for the replacement of items not returned, or damaged or any related administration/processing costs or overdue fees. Host libraries will simply block, fine, bill and pursue delinquent borrowers based on local policy and processes.

Procedure

Host libraries will block, fine, bill and pursue delinquent borrowers based on local policies and processes.

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.

      Collecting statistics

At the end of each year, each participating institution must complete the statistics forms - available for download as Excel spreadsheets, one for enrolments and a second for loans. Forms are updated annually, so be sure to use the current version. Statistics, even if zero, must be reported to CAVAL no later than the 31st of January of the following year. Methods of recording/collecting these statistics will vary between institutions.

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 re-enrolment at your institution of a returning borrower who renews with your library for another year. 

Enrolment Statistics

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: Enrolment statistics are made up of first time enrolments and borrowers who renew for another year at your institution.

Do not include loans/enrolments from ULANZ libraries. Use the category 'Unspecified' for recording use for loans/enrolments for which the borrower’s Home Institution cannot be identified.

Loan Statistics

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 this on the form. Figures should be included for Staff and Students, broken down by the user’s HOME Institution. These figures should be collected carefully as, in many cases, levies are based on the number of loans from individual institutions.

      Statistic forms

Download the 2016 enrolment statistics spreadsheet here.
Full year due at CAVAL by 31st January - please email completed enrolment statistics to This email address is being protected from spambots. You need JavaScript enabled to view it.

Download the 2016 loan statistics spreadsheet here.
Full year due at CAVAL by 31st January - please email completed loan statistics to This email address is being protected from spambots. You need JavaScript enabled to view it.

      Reciprocal Borrowing Program mailing list

This email address is being protected from spambots. You need JavaScript enabled to view it. is a mailing list for staff of libraries who are participants in the CAVAL Reciprocal Borrowing Program.

 To subscribe to the list, please email This email address is being protected from spambots. You need JavaScript enabled to view it. with your institution and contact details.

 Once you are subscribed, email This email address is being protected from spambots. You need JavaScript enabled to view it. to send mail to the list.

 Contributions to the list may include items such as:

  • Policy issues
  • Statistics
  • General queries

Note

  • Individual (institution or user) problems are best dealt with outside the list
  • Do not refer to individual patrons by name

       Contact list

A list of staff contacts at each participating institution can be accessed here. A list of libraries and contact details for use by patrons is here: http://www.caval.edu.au/member-services/reciprocal-borrowing/participating-libraries

       Glossary of terms

  • Home Library The library of the institution to which a User belongs.
  • Host Library The library which is visited and which provides the service.
  • 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 organisation participating in the Reciprocal Borrowing Program.
  • User A current student or staff member of a participating organisation.