GRATISNET - NATIONAL CODE OF CONDUCT, RULES AND OBJECTIVES
 
ENDORSED on 26 August, 1993 AMENDED December 1999, September 2008, September 2016

 
CONTENTS

• Philosophy
  
  
• 1. Aims of GRATISNET
  
  
• 2. Membership Criteria
  
  
• 3. Obligations of New Members
  
  
• 4. Termination of Membership
  
  
• 5. Amendments to Library Holdings
  
  
• 6. Conduct of Inter-Library Loan Requests
  
  
• 7. Format of Loan Requests
  
  
• 7.3 Urgent Requests
  
  
• 8. Statistics
  
  
• 9. Committee Membership
  
  
• 10. Meetings
  
  
• 11. Order of Precedence
  
  
• 12. Amendments to the Code of Conduct

PHILOSOPHY

 
GRATISNET members believe in the importance of a co-operative and free inter-library lending network, based on the premise that most libraries have something to contribute.

GRATISNET members believe that co-operation is preferable to charging in that co-operation leads to utilisation of resources which may not otherwise be available.

GRATISNET members also believe in the importance of sharing the inter-library lending load in an equitable manner and observing a code of conduct embodying consideration for others and good inter-library loans etiquette.

1. AIMS OF GRATISNET

 
1.1 To maximise use of resources available within the network before approaching outside sources.

1.2 To supply inter-library loans through a free and timely co-operative inter-library loan service to other members.

1.3 To ease the pressure on net lenders within the network via an agreed ranking system.

1.4 To maintain a web-based list of serials to facilitate inter-library loan transactions.

2. MEMBERSHIP CRITERIA

 
2.1 Australasian libraries in health and related fields are eligible to apply for membership of GRATISNET

2.2 The library should be managed by a person who is eligible for associate or technician membership of ALIA.

2.3 Libraries applying for membership are required to submit their application to the National Executive Committee on the library registration form. See the Membership Kit - point 6.

2.4 The National Executive Committee will evaluate the ability of an applicant library to contribute to the network, and on the basis of that evaluation have the authority to accept or reject an applicant.

3. OBLIGATIONS AND DEFINITION OF NEW MEMBERS

 
3.1 A mutual no-charge agreement exists only when a new member has arranged to add their complete holdings, available for document delivery, to the web-based list of serials

3.2 New members MUST arrange for a NUC symbol from the National Library of Australia, or an appropriate identifier approved by the National Executive Committee. There is no obligation to contribute to Libraries Australia

3.3 Members are required to pay an appropriate membership fee that is endorsed by the National Executive Committee.

3.4 Payment by a member of the membership fee will be taken to indicate the intention of the library to remain a member for the current subscription period.

3.5 A member is deemed to be the library service identified by a unique NUC code or agreed identifier.

3.6 Membership cannot be transferred by a member to a library with any other NUC code, or agreed identifier, except at the discretion of the National Executive Committee.

3.7 Members are required to maintain their web-based library entry with particular reference to temporary closure dates and contact details.

4. TERMINATION OF MEMBERSHIP

 
4.1 Suspension

The National Executive Committee reserve the right to suspend a member for consistently not complying with the rules and code of conduct detailed herein.

If an individual library's conduct seems to be inconsistent with these rules, then the matter must be addressed to the National Executive Committee.

The National Executive Committee then notifies the membership.

4.2 Resignation

A member who intends to resign from the network will:

• notify their National Executive Committee state representative well in advance of their intention to resign.

• consult with their National Executive Committee state representative with regard to a mutually acceptable time for their resignation to take effect.

4.3 At the cessation of the membership:

• The National Executive Committee will arrange for the deletion of the holdings in question

4.4 No membership fee paid by a member will be refunded, either in total or in part, on termination of membership.

5. NEW TITLES AND HOLDINGS
 
5.1 Notify National New Titles Co-ordinator regarding any new titles or title changes via the web-based form or e-mail.

5.2 Participants are required to promptly amend their holdings. Problems with amendments should be referred to the National New Titles Co-ordinator.

6. CONDUCT OF INTER-LIBRARY LOAN REQUESTS

 
6.1 All members are assigned a ranking to facilitate the even distribution of requests.

The ranking system, both intra- and interstate, MUST be observed by directing the initial request to the first library listed with appropriate holdings.

Where the ranking has not been observed, the recipient of the request has the option to return the request to the library of origin.

This does not preclude existing regional or local arrangements between consenting members.

6.2 As a courtesy to all members, when making a request from a library not at the top of the ranking because previous requests have been unsuccessful,

the requester is encouraged to note which libraries have been previously tried.  Electronic mail requests should have this information recorded in the "additional delivery comments" field.

6.3.1 Where alternative GRATISNET locations are provided, forward requests directly to the first listed alternative location. 

6.3.2 If no alternative locations are supplied unsuccessful requests should be returned IMMEDIATELY to sender, noting the reason why unsuccessful.

6.4 Number of requests:

6.4.1 There is no limit to the number of requests that can be sent to one location at any one time.

However, where members are likely to send more than five requests they should phone to arrange this in advance. More than five requests should be placed in priority order.

6.4.2 Requests that can be fulfilled, should not be returned as unsuccessful. Libraries are expected to complete all requests,

with the option of spreading the load over a period of time or should negotiate directly with the requesting library if there are any difficulties.

6.5 Non photocopy Inter-Library Loans (Monographs etc.)

6.5.1 A library has the right to refuse a non photocopy inter-library loan

6.5.2 Any library not prepared to lend these items or requiring payment, should state this on the web-based directory of members.

6.6 Any transaction incurring costs/or a charge is NOT considered to be a GRATISNET transaction.

6.7 Requests with incorrect citations may be returned to sender unfulfilled

7 FORMAT OF INTER-LIBRARY LOAN REQUESTS

 
7.1 Method of receipt or supply of requests is at the discretion of the supplying library. The preference of members should be strictly observed.

7.2 Telephone requests should only be made if the receiving library states on the web based directory of members that they will accept them.

7.3 URGENT REQUESTS

7.3.1 It is recommended that urgent requests should be negotiated between the libraries concerned at the time

7.3.2 More than three requests at once should not be made to members who do accept requests by phone without prior consultation

7.4 All requests NOT requested through the GRATISNET website should be clearly identified as being from a GRATISNET member.

8. STATISTICS

 
8.1 Members agree to supply transaction statistics using a standard form. Statistics are to be forwarded to the collecting officer of each State.

These statistics are required to determine each library's overall ranking.

8.2 The National Executive Committee agree to use a standard method of collecting and collating statistics. These statistics will determine the ranking.

9. COMMITTEE MEMBERSHIP

 
9.1 Each state will elect from its own membership a committee representative for the National Executive Committee.

9.2 The National Executive Committee will be formed from state representatives.

10 MEETINGS

 
10.1 Members are welcome to attend Committee meetings or contact committee members if they have an issue to be discussed.

10.2 General meetings of members shall be held as necessary for the purpose of system review and discussion of problems.

10.3 Problems of an interstate nature should be referred to the member's state representatives of the National Executive Committee

and if necessary then to the appropriate position holder of the National Executive Committee for discussion and appropriate action.

10.4 GRATISNET General Meetings may be held at the discretion of the National Executive Committee 

10.5 Minutes of any meetings held by the National Executive Committee may be posted on the website at the Committee's discretion.

11 ORDER OF PRECEDENCE

 
11.1 In the situation where individual state codes of conduct, rules and objectives differ, then the National Code of Conduct, Rules and Objectives will take precedence.

12 AMENDMENTS TO THE CODE

 
12.1 This document may only be amended following a ballot of all members of each proposed amendment. The ballot will be coordinated by the National Executive Committee.

12.2 For any proposed amendment to this document to be ratified, it must obtain the approval of a majority of the membership.