Eligibility
Current staff and students of participating universities are eligible to register.
Information provided for borrowers
All participating institutions must have a page (or pages) on their website related to the ULANZ Borrowing Scheme that provides information for:
- their clients about the Scheme
- potential ULANZ borrowers.
In the information for your library’s clients, include:
- a link to CAUL’s Information for borrowers
- information about client groups that are not eligible to borrow through the ULANZ Scheme because your institution does not indemnify them (this may include students enrolled in foundation studies, enabling courses, non-award courses, or single units of study).
Registration
Registration process
The host institution arranges registration through a simple process.
No checks are to be undertaken at registration to confirm enrolment or employment, as this is impracticable due to the time and effort involved.
Your library may facilitate registration via an online form or written application. As part of the registration process, applicants must be required to:
- provide photo identification
- provide proof of their enrolment or current employment at their home university, such as their student or staff identification card or an enrolment advice letter
- state that they are currently enrolled or employed and have not been excluded from using their home university library or any other participating university library
- acknowledge that they will abide by the rules and conditions of the host university library
- sign a declaration that all information they have provided is accurate
- acknowledge that the host library may check the accuracy of the information provided with their home university library or any other participating university library through periodic checks
- acknowledge that they are aware their registration may be cancelled immediately if any of the information provided is found to be incorrect, and that, in this case, they must immediately return all library materials
- acknowledge that they understand that information may be sent to the home library if they do not return the items they have borrowed to the host library and that further sanctions may apply at their home library, depending on its rules.
The host institution must supply the registrant with a borrowing card.
Registration fees
Your library may charge a fee for registration.
Registration period
Registration begins on the date of registration and is valid until 28 February of the following year, regardless of when it starts.
Borrowing conditions, services and rules
Host libraries retain the right to set local loan conditions, levels of access, and local fees. Libraries should provide this information on their website for prospective ULANZ borrowers.
Overdue books and fines
The following rules apply:
- All fines and charges are at the discretion of the host library. The borrower is responsible for any penalties incurred.
- The home library indemnifies the host library for loss or damage to library materials caused by students or staff borrowing from the host library.
- In the first instance, the host library will issue notices directly to the borrower.
- Host libraries need time to recover the missing books before the borrowers have left their home university. It is assumed that they would prefer the book returned rather than the replacement costs received.
- The host library will notify the home library of their delinquent borrowers at least once a year, no later than 31 October. The information provided needs only to identify the borrower and the overdue materials.
- The home library should impose appropriate sanctions on their borrower to recover the material.
- After notification has been made to the home library, the host library may issue an invoice to the home library for replacement costs of unreturned items. The onus is on the home library to actively follow up with the borrower to encourage the return of the items before paying any fees or fines on their behalf.
- Invoices should be issued no later than 12 months after the item becomes overdue.
- When a home library covers the replacement cost of unreturned items to a host library and the items are subsequently located, the home institution will resolve the matter with the borrower.
Privacy principles
All government agencies in Australia and Aotearoa New Zealand, including universities, must comply with the relevant privacy laws. These laws differ across the two countries and the Australian states and territories. The Australian Privacy Principles enshrined in the Australian Privacy Act are the guiding principles for institutions participating in the ULANZ Borrowing Scheme. These principles inform how libraries collect, use, store and disclose personal information from borrowers.
Participating institutions should consider these principles when collecting, using, storing, and disclosing personal information from ULANZ borrowers. The principles informed the development of the registration process and rules regarding overdue and missing items.
Collection
1.1 An organisation must not collect personal information unless the information is necessary for one or more of its functions or activities.
1.2 An organisation must collect personal information only by lawful and fair means and not in an unreasonably intrusive way.
Use and distribution
2.1 An organisation must not use or disclose personal information about an individual for a purpose (the secondary purpose) other than the primary purpose of collection.
Data quality
3.1 An organisation must take reasonable steps to make sure that the personal information it collects, uses or discloses is accurate, complete and up-to-date.
Data security
4.1 An organisation must take reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure.
4.2 An organisation must take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed under National Privacy Principle 2.
Openness
5.1 An organisation must set out in a document clearly expressed policies on its management of personal information. The organisation must make the document available to anyone who asks for it.
Access and correction
6.1 If an organisation holds personal information about an individual, it must provide the individual with access to the information on request by the individual.
Sensitive information
7.1 An organisation must not collect sensitive information about an individual unless:
(a) the individual has consented; or
(b) the collection is required by law.