Duration of Agreement
This Interlending Agreement will run for the length of the first fully operational year (commencing in 2003). The agreement will, thereafter, be renewable on an annual basis.

Provision of exit from the agreements
Institutions must submit a notification of withdrawal 12 months before intended withdrawal date.

Monitoring of the Agreement
The Agreement will be monitored through a process of formal collective review meetings, which will take place at a minimum of twice a year. At these meetings, the Cluster will review the agreement and discuss issues arising from the operation of the agreement.

Responsibility for the continual monitoring of the agreement throughout the year is assigned as follows:

Individual Institutional Responsibility
Each Cluster institution is responsible for installation and maintenance of appropriate level of hardware and software, which will enable participation in the technical network.

Cluster Responsibility
The Cluster undertakes collectively and/or administratively to negotiate for and provide a technical system to facilitate electronic interlending and interoperability.

Administrative Responsibility
This Cluster Interlending Agreement will be monitored collectively by the Norfolk Cluster and the to-be-designated controlling Co-East body.

Dispute Resolution
Any dispute arising among Partners, which cannot be resolved at the management level of the service (i.e., among Cluster members), will be referred to the arbitration of the controlling body (subcommittee of Co-East or Co-East). If the matter is still unresolved thereafter, the dispute shall be referred to the arbitration of a single arbitrator to be agreed by the parties or, in default of agreement, to be appointed by the Co-East Board.

Access to Interlending Services
All materials within each participating institution will be available, unless subject to restrictions as specified within this agreement.

Any differential access conditions based on user group or material attributes would have to be negotiated as between the CoEast Plus participants; access guarantees are part of the agreement between the parties & must be negotiated.

Material Available for Loan
Material available for loan generally will include print resources which are considered standard loan items.

Material available for loan will be governed by the respective policies of the Cluster institutions. Where applicable, local borrowers will be given priority. Any deviation from established policies would be subject to negotiation as between the Cluster participants. Each Partner agrees to abide by the policies of other partner institutions.

Material Generally excluded from Loan
See Appendix one

Loan Periods
Loan periods will be governed by the respective policies of the Partner institutions.

Renewals
Renewals will be governed by the respective policies of the Partner institutions.

Waiting List
Waiting List requests will be governed by the respective policies of the Partner institutions.

Response Time
Requests should be actioned within one week of receipt, with up to an additional week for shipping. Responses should be given within one week of receipt of request. Requests may take longer to process during holiday periods.

Net Borrowing/Net Lending
Levels of borrowing and lending will be analysed after the Pilot year. Levels of acceptable use will be defined, subject to this analysis.

Mediation
Although there may be some level of electronic mediation, requests will be processed by designated staff at each institution.

Charging
There will be no institutional charges for requests between Cluster Partners. There will be charges for lost or damaged items, to be determined by the value of the individual item (out-of-print, etc).

Charges to the end user, including the request charge and overdue charges, will conform to the individual institution’s normal charging policy.

Appendix One

University of East Anglia: Reference material, journals, theses, Curriculum Learning Resources Centre material, microfilm & microfiche material, Short Loan material

City College Norwich: Videorecordings, sound recordings, CD ROMs, dissertations

New stock – under 6 months old or stock on order

Also include items already on waiting lists.

Norfolk & Norwich University Hospital NHS Trust. Reference works and core texts