Terms and conditions updated 5.9.2022
- Registration to the service
1.1 NPALS is a service for music and drama groups based/rehearsing in Nottingham, Nottinghamshire, Leicester, Leicestershire, Rutland and Derby City. Groups outside these areas may join as ‘Other UK’ and borrow NPALS stock subject to an additional administration fee per set.
1.2 Sets will only be loaned to registered borrowers with an active account. Registration to the service is free and can only be done via the online form on the NPALS website. Proof of address will be required for ‘Other UK’ groups before registration can be completed.
1.3 When registering to use the service, all groups must have a valid email address, a registration confirmation email will be sent to this address to activate the registration and from then on used to log in. Each group will have access to their own ‘My Account’ from which to order/reserve items and manage their loans.
1.4 Once a group account has been registered and activated, they will be able to order and borrow sets via the NPALS catalogue. Details of the current fees and charges can be found here.
1.5 The person who registers online for the NPALS account on behalf of a group will be the main borrower and the named responsible person for all orders, requests, and loans with NPALS. It is the responsibility of the registered person to keep the group account details up to date.
1.6 A secondary borrower can be added to the group account so they can order, request, and pay for sets for the group. However, the main borrower is responsible for the group account and any requests, payments, and items on loan. The main borrower is responsible for adding or deleting secondary borrower details and keeping these up to date via their account.
- Ordering items from stock
2.1 All sets must be ordered online via the NPALS website a minimum of 1 month in advance.
2.2 When ordering/reserving items you must allow adequate time on your loan if you are choosing to have your orders delivered to another library or via courier, the start date is the date of dispatch not the date of arrival. (Details of the estimated transit times are provided on the website).
2.3 Current availability of stock is displayed on the NPALS website and catalogue.
2.4 Music groups only: The minimum number of items that can be ordered for a set is 10 items (Except Orchestral Sets).
2.5 Music groups: A maximum of 15 sets can be on loan and 15 on order (reserved) by a group at any one time.
2.51 Drama Groups: A maximum of 12 sets can be on loan and 12 on order (reserved) by a group at any one time.
2.6 Once an order has been placed it will appear on the groups’ account online.
2.7 An email will be sent to the registered email address when the order is ready with full details of payment information. Payment must be received before an order can be released and made available for collection/dispatched.
2.8 Groups can check the status of their order by logging in to the section of the NPALS website with their login details. Groups can also edit or cancel orders free of charge up to 28 days before the required from date. Cancellations within 28 days of the required from date will incur a charge (see section 4).
- Ordering items through Inter-Library Loans
(Only available to groups within Nottingham, Nottinghamshire, Leicester, Leicestershire, Rutland and Derby City.)
3.1 If a title or the required number of copies is not available, it may be possible to obtain it from other library authorities via an Inter-Library Loan (ILL). This service is offered at the discretion of NPALS and supply is not guaranteed (the ILL service is based upon a goodwill agreement between library authorities with no legal requirement to supply). ILL requests can be made by completing the online request form on the NPALS website. A minimum of 2 months’ notice must be given for ILL requests.
3.2 Enquiries regarding whether sets are stocked in other library authorities will be free of charge. There will however be a £6 non-refundable charge for any attempt to source ILL sets or parts thereof from other library authorities which is payable whether the item is secured or not. We will contact a maximum of five separate locations to try and secure material for an ILL.
3.21 ILL requests cancelled by the group after the loan has been agreed will be charged a 1-month loan fee, ILL requests cancelled by the group after the set has been received at NPALS, from the lending library, will be charged the full hire fee.
3.3 For ILL requests that are secured, sets will be charged at the standard rate per item for the requested loan period.
3.4 Material borrowed from other library authorities should be returned complete, and within the loan period specified.
3.5 In some circumstances items not in stock or unavailable through ILL (which are considered to be suitable), may be purchased by NPALS and added to stock. Suggestions can be made by emailing us, but this decision will be at the sole discretion of NPALS.
- Cancellation of orders
4.1 Orders cancelled within 28 days of the supply date will be charged at the full loan cost for 1 month.
4.2 If ILL requests are cancelled after the set has been secured from other Library Authorities, NPALS reserves the right to charge the group the full cost for the set for a 1-month loan.
4.3 If ILL sets are cancelled after having been received at NPALS, the charge for the whole loan period will be incurred by the group.
4.4 NPALS take no responsibility for failing to supply ordered items due to any circumstances beyond their control and will not recompense for any costs incurred by registered groups in ordering items from other sources. NPALS will however do as much as possible to ensure that all ordered items are delivered in accordance with group requests.
5.1 All refunds are at the sole discretion of NPALS but if a payment has been made and NPALS consider that a refund is owed, the amount will be refunded/credited onto the group’s account.
- Dispatch and delivery of items
6.1 Borrowers will select their chosen delivery option when ordering items on the website and their chosen option might have additional delivery charges attached to it. Items will be delivered in accordance with the method and time periods of the delivery option specified.
6.2 Each loan period commences with the dispatch from NPALS to the delivery address or the date of collection from NPALS. Dispatch to a collection library/courier begins on the start date chosen.
6.3 It is the responsibility of the borrower to consider the relevant amount of time for which to request a loan if items are being delivered to another library (please see clause 2.2).
- Use and return of borrowed material
7.1 Borrowers must take care of all items borrowed and items must be returned in the same condition in which they were borrowed, any pencil markings should be removed carefully.
7.2 The condition and number of parts/copies in sets must be checked by the borrower on receipt and NPALS informed within 5 working days of any discrepancy with items received and items ordered. Any missing or damaged parts not identified within this timescale will become the responsibility of the group.
7.3 All sets must be returned complete, within the specified loan time and in their original condition. These must be returned in suitable boxes/packaging, no more than 10 kg in weight (loose sets will not be accepted), with the supplied returns label attached to the exterior.
7.4 The end of the booked loan period will be the ‘due date’ and all sets must be received back at NPALS at Radford-Lenton Library or returned to a local Nottingham/Inspire (Nottinghamshire) library for delivery back to NPALS within 14 days of the due date. Each set must be marked as returned on the group’s account as soon as possible after drop-off.
7.5 Any sets or part sets outstanding 14 days after the due date will be charged a daily overdue fee of 50p per title, in the 14 days following this. Until notified, lost or missing copies will be identified as outstanding loans. Any lost or missing parts should be replaced by the group with an identical edition in good condition.
7.6 If any sets or part sets are still outstanding 28 days after the due date, a replacement charge for each unreturned item will be applied to the groups account plus a standard administration charge of £6.00.
7.7 Accounts with overdue items or outstanding charges over £5, will be blocked from making further orders or requests and pending loans will not be processed until the account is clear of any outstanding charges
- Data Protection & Personal Information
8.1 NPALS is committed to keeping the personal details of its borrowers private and secure- information is collected and stored in accordance with UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018.
8.2 Personal information for registered groups will only be used to inform groups about their accounts and only for the purpose of enabling NPALS to provide and develop its service to borrowers. Personal information will never be shared with third parties.
8.3 Any communication to groups regarding the NPALS service will be made to the main borrower’s email address.
- Notification of changes
9.1 NPALS reserves the right to make changes to these terms and conditions from time to time as it sees fit.
9.2 Registered groups continuing to use the website acknowledge their acceptance and agreement to these terms and conditions and understand that any loans made using this service are made in accordance with these terms.
9.3 If there are any changes made to these terms and conditions these will be communicated to registered members and dated at the top of this document.
9.4 Pricing for the NPALS service will be reviewed on an annual basis with notification of any changes and published under fees and charges