Joint Standing Committee on Interloan (JSCI)

Committee Members

Terms of Reference

Joint Standing Committee on Interloan

Endorsed by LIANZA and the National Library of New Zealand December 2006.

1. Interloan is a national resource-sharing co-operative for libraries wishing to share their collection resources in order to enhance access to information for the benefit of their customers/clients and the people of New Zealand.
2. Interloan can be supplemented by international interloan to enhance access to information for the benefit of New Zealand libraries’ customers/clients and the people of New Zealand and to assist other libraries internationally achieve the same outcome.
   
3. The Joint Standing Committee on Interloan exists to maximise access to library resources through Interloan.
4. The Committee is a joint standing committee of the Council of the Library and Information Association of New Zealand Aotearoa (LIANZA) and the National Library of New Zealand (NLNZ).
5. Its role is:
   
   5.1 to carry out on behalf of users ongoing review and development of the policies, performance and needs of Interloan, including monitoring changing trends in Interloan use and document supply and promoting best practice;
   
   5.2 to regulate membership and conduct of the Interloan Scheme, specifically by:
   
        5.2.1  co-ordinating the signing of charters by charter libraries and agreements for non-charter libraries;
   
        5.2.2  monitoring compliance with Charter responsibilities including reporting holdings and turnaround times;
   
        5.2.3  Collating and analyzing statistics of national and international interloans undertaken by New Zealand libraries;
   
   5.3  to monitor, review and ensure the co-ordination of the Interloan Billing System and compliance with its rules;
   
   5.4 to report regularly to the LIANZA Council and to the National Librarian on the operating of Interloan;
   
   5.5 to communicate regularly to Interloan users and the library profession on issues relating to Interloan policies and performance.
   
   
6. Membership
   1. Three members appointed by the LIANZA, to be broadly representative of Charter Libraries, and up to three members appointed by the National Librarian;
   2. The Chair is elected from the membership and has a deliberative but not a casting vote;
   3. LIANZA members hold office for a term of three years, with the possibility of appointment for a further term of three years.
7. Finance and Servicing
   1. The Committee meets at least annually, with meetings financed jointly by the LIANZA and the NLNZ;
   2. Provision of office support is the joint responsibility of the LIANZA and the NLNZ;
   3. Travel cost of meetings are the responsibility of the LIANZA and the NLNZ for their constituent members; 
   4. Other costs associated with the JSCI and the administration of the Interloan Scheme are shared between the LIANZA and the NLNZ.
8. Review of Terms of Reference:
   1. The Committee will review its Terms of Reference every two years and any required changes will be recommended to LIANZA and to the National Library.

Roles and Responsibilities of the JSCI

Role of the National Library of New Zealand

The role of LIANZA on the JSCI

The role of LIANZA on the JSCI relates to New Zealand Interloan and international interloans, which entails providing:

• Administrative services to the JSCI
• Assistance with support of the Interloan Scheme
• Assistance with the support of the Interloan Billing System

Administrative services to the JSCI

By providing Secretarial and administrative support, which includes:

• Calling the Meeting
  • Setting the date, time and place
  • Booking the tickets for those who have to travel, or ensuring their travel claims are processed
  • Setting the agenda and numbering the documents, distributing to all members of the JSCI
  • Taking, writing and distributing the resulting minutes
• Writing letters on behalf of the JSCI, at their request

Assistance with support of the Interloan Scheme

By providing administrative services, including:

• Co-ordinating the signature of New Zealand Interloan Scheme Charter or Agreement for Non-Charter Libraries forms and retaining a record of the status of libraries that participate in the scheme;
• Ensuring that all participants in the Interloan Scheme, are either institutional (or subsidiary institutional) members of LIANZA or have paid an Interloan Registration fee
• Providing Interloan documentation to libraries via LIANZA website
  
• Passing queries for the Directory of New Zealand Libraries on to National Library of New Zealand
  

Assistance with the support of the Interloan Billing System

• Roles which the LIANZA Office undertake include:
  • Promotion of Interloan and the IBS
  • 1st point of contact for LIANZA membership queries
  • Responsibility for storing all records for IBS and retaining these for 7 years
• Dealing with written complaints about Interloan, but not those relating to Te Puna or the associated recording of accounting data for IBS
• Distribution of IBS documentation, including FAQ, input forms via LIANZA website

The role of the National Library of New Zealand on the JSCI

The NLNZ provides significant support for the infrastructure of Interloan in New Zealand as a major lender of materials and as a provider of an Interloan system based upon Te Puna.

The NLNZ provides:

• Data from Te Puna, to enable the Committee to monitor compliance with Charter Libraries' responsibilities for reporting holdings and turnaround times.
• Management of the IBS
  
  

Assisting with management of the Interloan Scheme

Assistance with the support of the Interloan Scheme and IBS:

• Roles that the NLNZ should undertake include:

• Promotion of Interloan and the IBS
• Undertaking to answer any queries on Interloan of a Te Puna nature
  
• Cheque signatory for IBS payments to supplying libraries
• Compilation of statistical date on Interloan
• Issue of library symbols to libraries participating in the Interloan Scheme
• Monitoring changing trends in Interloan usage and document supply