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Guide to BASE Policies (Entire PDF)

This guide was compiled in order to provide BASE colleagues with a documented record of agreed BASE policies and to assist in knowledge sharing of BASE standards across the patch.

Please send any feedback or policy suggestions to baselibrary.consortium@nhs.net.

Published March 2009 (revised June and October 2009), March 2010, March 2011, November 2012, February 2013, June 2013, September 2013, May 2015 and this version revised February and September 2016.

Revisions for February and September 2016 are highlighted. Superseded guidance is crossed through.

Contents

2.

BASE Membership Policies

2.1 BASE Library Service Terms and Conditions
2.2 Student registration policy
2.3 Library staff registration policy
2.4 External members policy
2.5 Trust volunteer registration policy
2.6 ‘Additional’ membership category
2.7 Expired memberships and membership deletion requests

 3.

Item Circulation Policies

 3.1 Material circulation policy
 3.2 Item recall policy
 3.3 Item recovery policy
 3.4 Inter-library loan policy
 3.5 Overdue item policy
 3.6 Item renewal policy
 3.7 Postal loan policy

Who can join?

All NHS and Social Services staff, volunteers working in Trusts and NHS students on placement in Birmingham, Solihull, Dudley, Sandwell, Walsall and Wolverhampton are eligible to register as BASE library members.

Non-NHS employees and NHS employees outside of the ‘BASE’ region can use BASE libraries for reference purposes and can apply for external membership at an annual cost of £50.

What can members borrow?

Members (including staff, students on placement and volunteers) can borrow a total of ten standard loan items for four weeks from any BASE library.

External members can borrow a total of four standard loan items for two weeks from any BASE library.

Books sourced from libraries outside the ‘BASE’ area do not count towards your BASE borrowing limit.

Members can reserve up to ten items at any one time, (student and external members up to four items).

You can renew an item three times without returning it, unless all copies are reserved. If you wish to borrow the item again, it should be made available to other members first for at least one week.  Except where there are sufficient copies available in the library, at that time, for all members to use.

Journals cannot be borrowed.

You cannot borrow any items until your details have been recorded on the BASE library system.

Members can borrow from and return items to any BASE library (please check with the library for access restrictions if visiting in person, see www.base-library.nhs.uk for access details.)

What charges might members incur?

Items borrowed must be returned by the due date.  All members are liable for any fines incurred due to the late return of items as follows:

  • 20p per item per day for standard and two week loan items (up to a maximum of £5.00)
  • 50p per item per day for 7 day loan items (up to a maximum of £5.00)
  • £1 per item per day for special loan items (up to a maximum of £10.00)
  • £2 per item per day for laptops, iPads and associated equipment (up to a maximum of £50.00).

If you accrue fines of £5.00 or more, all borrowing rights will be suspended until fines are paid (with the exception of volunteer and external members who are not permitted to borrow if any fines are owed).

You may be charged for items supplied from outside the ‘BASE’ area or for journal articles held by BASE, charges may vary.

Member responsibilities

Members must report lost or damaged items immediately.

Members must pay to replace any lost or damaged items. They will be charged by the library that owns the item with the replacement cost.  This may include an admin charge.  Overdue fines must be paid in addition.

Members agree to receive notification of reserved items available for collection and overdue items.  However, members can opt-out of receiving service announcements such as library news by informing the library.

Trust IT policies, local library policies and copyright legislation must be abided by.

On the last date of a member’s placement, employment or eligibility to use the service, all items on loan must be returned and all fines paid.

Members must produce their membership card when borrowing items.

Members are encouraged to inform staff if they need additional assistance with library services.

Apart from in exceptional circumstances, members will be charged for a replacement card if lost or damaged. This charge may vary.

Members must inform BASE immediately if their contact details change.

For members’ information…

Inactive membership records will be deleted from library systems two years after library membership expires.

A complaints procedure is in place at all BASE Libraries.

The BASE Library consortium includes NHS and partner organisations external to the NHS.

Full details of all the libraries in the BASE Library consortium can be found at www.base-library.nhs.uk.

The information in this section forms the terms and conditions of BASE Library membership.  BASE reserve the right to amend this information at any time.

 

2.2 Student Registration Policy    
  Policy Detail Proposed By Ratified by BASE
2.2.1 Student Nurses/Midwives are eligible for BASE Library registration lasting the duration of their training. LMS Managers Meeting May 2008

 

BASE Patch Meeting

February 2009

2.2.2 Fifth Year MBChB students are eligible for a four week registration at their ‘home’ SSA library. BASE Patch Meeting

June 2009

2.2.3 Other student groups’ entitlement to register has yet to be confirmed.  

 

 

2.3 Library Staff Registration Policy    
  Policy Detail Proposed By Ratified by BASE
2.3.1 Library staff will be allocated the ‘Library Staff’ membership category on the system. This category gives the same borrowing entitlements to library staff as all other NHS staff. BASE Patch Meeting

February 2009

 

 

2.4 External Members Registration Policy    
  Policy Detail Proposed By Ratified by BASE
2.4.1 Non-NHS employees and NHS employees outside the ‘BASE’ region can use BASE libraries for reference purposes and can apply for external membership at an annual cost of £50.

 

Adapted from original BASE T&C. BASE Patch Meeting October 2009
2.4.2 External Members are eligible to use all services at the discretion of the individual trust.

 

From existing BASE T&C. BASE Patch Meeting October 2009
2.4.3 External Members can borrow a total of four items.

See 3.1.3 for details of item types that can be borrowed.

 

From existing BASE policies 3.1.3. BASE Patch Meeting October 2009
2.4.4 As an external user, there is no facility to accrue fines whilst continuing to borrow items.  All borrowing rights will be suspended as soon as any item is overdue.

 

Current system set-up. BASE Patch Meeting October 2009
2.4.5 External membership includes access to BASE E-learning.

 

LMS Steering Meeting December 2014

 

 

2.5 Trust Volunteer Registration Policy

 

  Policy Detail Proposed By Ratified by BASE
2.5.1 Those who undertake voluntary work within BASE trusts are entitled to register with the library according to the following policy.

 

Area Systems Librarian October 2012 BASE Patch Meeting October 2012

 

 

2.5.2 ‘Volunteer’ members can borrow a total of ten standard loan items for four weeks from any BASE library.

 

LMS and Web group July 2013 BASE patch meeting September 2013

(Increased borrowing ratified December 2015)

2.5.3 ‘Volunteer’ members can reserve up to ten items at any one time from BASE libraries.

 

LMS and Web group July 2013 BASE patch meeting September 2013 (Increased borrowing ratified December 2015)
2.5.4 As a ‘volunteer member’, there is no facility to accrue fines whilst continuing to borrow items.  All borrowing rights will be suspended as soon as any item is overdue.

 

LMS and Web group July 2013 BASE patch meeting September 2013
2.5.5 ‘Volunteer’ members are eligible to use all services at the discretion of their ‘home’ trust.

 

LMS and Web group July 2013 BASE patch meeting September 2013

 

 

2.6 ‘Additional’ Membership for Students, Full and External Members

 

  Policy Detail Proposed By Ratified by BASE
2.6.1 Members who self-declare additional needs to the library are entitled to register with BASE libraries under the membership category entitled ‘Additional’.

 

LMS Steering Group October 2015 BASE patch meeting October 2015

 

2.6.2 ‘Additional’ members are entitled to the same borrowing rights as ‘Full’ members with an extension of the loan period that totals half the item loan period again.

 

For example, a standard four week loan item would become a 6 week loan under the terms of the ‘additional’ membership category.

 

LMS Steering Group October 2015 BASE patch meeting

October 2015

 

 

2.7 Expired Memberships and Membership Deletion Requests

 

   
  Policy Detail Proposed By Ratified by BASE
2.7.1 As per BASE terms and conditions, inactive membership records will be deleted from library systems (currently Koha, Moodle and BASEDoc) two years after the expiration of library membership. BASE patch, pre-July 2008 BASE Patch Meeting Dec. 2008 and Mar. 2015
2.7.2 [Proposed addition December 2016: If the member completed a paper registration form] A library must destroy the paper copy of a membership record at the same time as deleting a member’s record from the electronic library system. [Proposed addition December 2016: If the registration form is solely in electronic format attached to the user record in Koha, there is no need to inform the library where the user registered, simply delete the user record on Koha.]

 

LMS Support Group June 2009 BASE Patch Meeting

June 2009

2.7.3 If a member originally registered at a different library to their current location, inform the library the user registered at. They will delete the record and destroy the paper form, additionally suspending the record in Moodle and BASEDoc.

 

LMS Support Group June 2009 BASE Patch Meeting

June 2009 and January 2016

2.7.4 Where it is known that the user with an expired account still works within the Trust, this opportunity can be taken to contact the user to ask them if they would like to renew their library membership.

 

LMS Support Group June 2009 BASE Patch Meeting

June 2009

2.7.5 Expired member accounts with outstanding bills attached can be left on the system for a period of two months, additional to the two years after the expiration of the account, in order to facilitate retrieval of the bills payable.

 

After this two month billing period, the home library of the user should be informed that they can now delete the expired user, if the billing library is different to the home library.

LMS Support Group June 2009 BASE Patch Meeting

June 2009

2.7.6 Where a member is leaving the area covered by the BASE consortium and explicitly asks for their personal data to be permanently removed from the library system, and where there are no fines or outstanding items on their account, the member’s electronic and paper records can be removed immediately.  The two year period after membership expiry does not need to be adhered to. LMS Support Group June 2016 BASE Patch Meeting

September 2016

 

 

3.1 Material Circulation Policy    
  Policy Detail Proposed By Ratified by BASE
3.1.1 ‘NHS Full’, ‘Student’ and ‘Volunteer’ Members

A total of ten items may be borrowed.

 

The following items types cannot be borrowed:

– Book, reference only

– Book, quick reference only

– Official publication, reference only

– Report, reference only

– Pamphlet, reference only

– Multimedia, reference only

– Journal article

– Journal

– Equipment, reference only

 

The following item types can be borrowed for 28 days:

– Book, fiction

– Book

– Report

 

The following item types can be borrowed for 14 days:

– Book (2 week loan)

– Equipment (2 week loan)

 

The following item types can be borrowed for 7 days:

– Book (1 week loan)

– Multimedia (1 week loan)

– Pamphlet

– Report (1 week loan)

– Official publication

– Equipment (1 week loan)

 

The following can be borrowed for 1 day (overnight):

– Book, overnight loan

– Equipment, overnight loan

– Multimedia, overnight loan

Original policy c.2004 BASE Patch Meeting

February 2009

 

‘Volunteer’ members policy ratified at BASE Patch Meeting October 2012

 

Increased borrowing ratified at BASE patch meeting December 2015

3.1.2 External Members

A total of four items may be borrowed.

 

The following items types cannot be borrowed (as FULL members plus equipment*):

– Book, reference only

– Book, quick reference only

– Official publication, reference only

– Report, reference only

– Pamphlet, reference only

– Multimedia, reference only

– Journal article

– Journal

– Equipment*

 

The following item types can be borrowed for 14 days:

– Book, fiction

– Book

– Report

 

The following item types can be borrowed for 7 days (as FULL members minus equipment*):

– Book (1 week loan)

– Multimedia (1 week loan)

– Pamphlet

– Report (1 week loan)

– Official publication

 

The following can be borrowed for 1 day (overnight):

– Book, overnight loan

– Multimedia, overnight loan

 

*Note on equipment loans: BASE policy states only Full members can borrow equipment, however some libraries loan equipment to students and circulation rules in Koha permit equipment borrowing by other membership categories. Existing BASE policy will remain as a guide, however local policy will apply in the case of equipment loans.

 

Original policy c.2004 BASE Patch Meeting

February 2009

3.1.3 For users who are borrowing an item they have reserved, if the reservations queue exceeds a count of three, the loan period and any renewals made by staff (using the override) will be shortened (contact the LMS administrator for a list of these shortened loan periods).

 

Original policy c.2004: extended to all item types Feb. 2011 as some originally missed.

 

 

3.2 Item Recall Policy    
  Policy Detail Proposed By Ratified by BASE
3.2.1 BASE does not permit ‘rush recalls’.

 

LMS Support Group

November 2008

BASE Patch Meeting

February 2009

3.2.2 Users will only receive a recall notification when they try to renew an item or when it becomes overdue, rather than in the middle of their loan period.

 

3.2.3 When placing a hold, the ‘allow recall’ option should not be selected. (Not applicable within Koha)

 

3.2.4 Items can be recalled, however, at the end of a student placement or eligibility to use the service, in order to retrieve outstanding items.

 

 

3.3 Item Recovery Policy    
  Policy Detail Proposed By Ratified by BASE
3.3.1 It is the owning library’s responsibility to replace items lost in transit.  Two months are to be allowed after the date the item is sent in transit, before it is deemed lost.

 

LMS Managers Meeting March 2007 BASE Patch Meeting

February 2009

3.3.2 Members will be charged with the cost of replacing a lost or damaged item, by the library issuing the item to them.  This may include an administration charge (decided locally – charges vary).  Overdue fines for the item must be paid in addition to these charges. BASE Patch Meeting

September 2013

 

 

3.4 Inter-Library Loan Policy    
  Policy Detail Proposed By Ratified by BASE
3.4.1 Users can request items at their home library or online through the BASE Library Catalogue.

 

BASE Patch Meeting

February 2009

3.4.2 Users can pick up items directly from the lending library, by prior arrangement, if they wish to do so.

 

 
3.4.3 Users can return books to any BASE library.  (Users advised if returning items in person to check with the library for access details.)

 

 
3.4.4 Once the item has been returned to a BASE library it is no longer the user’s responsibility.

 

 
3.4.5 If you are requesting the item on behalf of a user, please ensure that the item required is not available from your own library.

 

 
3.4.6 All items will be posted to the libraries using Royal Mail unless there is an established internal postal system.  

 

 

3.5 Overdue Item Policy    
  Policy Detail Proposed By Ratified by BASE
3.5.1 Members can pay overdue fines at any library.

 

BASE Patch Meeting

February 2009

3.5.2 The issuing library (the library where the item is issued to the member) is responsible for retrieving an item that remains overdue after the final notice is sent and will replace or reimburse the owning library as mutually agreed.

 

BASE Patch Meeting

September 2013

3.5.3 No charges are applied during library closed periods.

 

  BASE Patch Meeting

February 2009

3.5.4 The first overdue letter is sent to the member by the issuing library on the first day the item is overdue, the second letter is sent 7 days after the item is overdue and the third letter is sent 14 days after the item is overdue.

 

 
3.5.5 Libraries will need to put in place the agreed monitoring procedures.  

 

 

3.6 Item Renewal Policy    
  Policy Detail Proposed By Ratified by BASE
3.6.1 Members will not be allowed to exceed the renewal limit (three renewals).  However, if the member is renewing by phone or does not have the book with them, the loan period can be extended by two days to allow time to return the item without incurring further fines.  This is subject to local library discretion and only permitted if the item isn’t required by another user.

 

BASE Patch Meeting

February 2009 and December 2015

3.6.2 Members can renew an item three times without returning it.  If they wish to borrow the item again, it should be made available to other members first for at least one week.  Except where there are sufficient copies available in the library, at that time, for all members to use.

 

LMS Support Group June 2009 BASE Patch Meeting

June 2009 and December 2015

3.6.3 The library system will permit a member to renew an item three times via the OPAC if there is a reservation placed on it, only if there are other copies available to fulfil the reservation. Original policy c.2004. Amended April 2015

 

 

3.7 Postal Loan Policy    
  Policy Detail Proposed By Ratified by BASE
3.7.1 Items on loan can be posted to a library user’s workplace, especially in the case of multi-site Trusts or to users with additional needs.

 

LMS and Web Group September 2010 BASE Patch meeting December 2010
3.7.2 If items are lost whilst in transit, the library initiating the postal loan will cover the replacement cost.

 

3.7.3 Accompanying notes:

  • Internal or external post may be used as appropriate.
  • It is recommended that the loan period be extended by 5 working days to allow for time in transit.  The user must be informed of the final due date.
  • A note may be made on the LMS recording the postal loan, this note must be removed on safe return of the item.
  • Local discretion applies as to when this policy is appropriate to follow, it will not be published as part of the membership terms and conditions.
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