Terms & Conditions
Terms and conditions updated 20.4.2024
Registration to the Hertfordshire Performing Arts Library Service (HPALS)
1.1 HPALS is a service for music and drama groups based/rehearsing in Hertfordshire. Groups outside this area may join as “Non Herts” and borrow HPALS 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 HPALS website.
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 login. Each group will have access to their own ‘My Account’ area on the website 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 HPALS catalogue. Details of current fees & charges can be found here.
1.5 The person who registers online for the HPALS account on behalf of a group will be the signatory, the main borrower and the named responsible person for all orders, requests, and loans with HPALS. 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 signatory is responsible for the group account and any requests, payments, and items on loan. The signatory 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 HPALS website a minimum of 2 weeks in advance.
2.11 The website creates a buffer of one month between each reservation to guarantee availibility of stock. Therefore music or drama can only be reserved up to a month prior to the next reservation dispatch date.
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. 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 HPALS website and catalogue.
2.4 Music groups only: The minimum number of items that can be ordered for a vocal set is 10 items.
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 15 sets can be on loan and 15 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 ‘My Account’ section of the HPALS website with their login details. Groups can also edit or cancel orders up to 28 days before the required from date.
2.9 Loan of set material does not assume the right to public performance. Performing Rights permission must be sought where appropriate.
Ordering items through Inter-Library Loans
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 HPALS, 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 HPALS website. A minimum of 1 months and a maximum of 6 months’ notice must be given for ILL requests.
3.2 There will be a £25 charge for Herts Borrowers for any attempt to source ILL sets or parts thereof from other library authorities. Non-Herts Borrowers will be charged the same £25 fee with an additional 25% admin fee. We will contact a maximum of five separate locations to try and secure material for an ILL.
3.21 For ILL requests cancelled by the group after the loan has been agreed the £25 charge (+25% for Non-Herts borrowers) will be non-refundable. ILL requests cancelled by the group after the set has been received at HPALS, from the lending library, will be charged the £25 fee plus 1 months’ hire fee (+25% admin fee for Non-Herts borrowers).
3.3 For ILL requests that are secured, sets will be charged at the HPALS 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 or additional charges may be incurred (see clauses 7.1, 7.5, 7.6, 7.7 and 7.8)
3.5 In some circumstances items not in stock or unavailable through ILL (which are considered to be suitable), may be purchased by HPALS and added to stock. Suggestions can be made by emailing us, but this decision will be at the sole discretion of HPALS.
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, the £25 ILL fee (+25% admin fee for Non-Herts borrowers) will be non-refundable.
4.3 If ILL sets are cancelled after having been received at HPALS, the borrower will be charged the £25 ILL fee plus one month’s hire fee (+25% admin fee for Non-Herts borrowers).
4.4 HPALS 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. HPALS will undertake best endeavours to ensure that all ordered items are delivered in accordance with group requests.
Refunds
5.1 All refunds are at the sole discretion of HPALS If HPALS 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 whether to collect their order from the Performing Arts Service at the Central Stocks Unit (CSU), Welwyn Garden City or another Hertfordshire public library when ordering items on the website.
6.2 Each loan period commences with the dispatch from HPALS to the local Hertfordshire library or the date of collection from HPALS. Dispatch to a collection library begins on the start date chosen by the Group.
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. Items must be returned in the same condition in which they were borrowed. Only light markings in soft pencil may be added to the set, these should be removed carefully before the set is returned. Excessive marking, stickers etc. may result in a charge of up to £3 per item.
7.2 The condition and number of parts/copies in sets must be checked by the borrower on receipt and HPALS informed within 3 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, in their original condition and in their original packaging.
7.4 The end of the booked loan period will be the ‘due date’ and all sets must be received back at HPALS at the Central Stocks Unit or returned to a local Hertfordshire library for delivery back to HPALS within 14 days of the due date. It is the responsibility of the group to ensure each set is 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. Unauthorised photocopies or manuscripts will not be accepted as replacement parts.
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 £10.00. These replacement charges will include binding costs for vocal scores.
7.7 If any set is rendered unusable by loss of parts (i.e. replacement parts are not available) the borrower will be charged for a full replacement set.
7.8 Accounts with overdue items or outstanding charges over £5, will be prevented 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 HPALS 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 HPALS 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 HPALS service will be made to the signatory’s email address.
Notification of changes
9.1 HPALS 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 HPALS service will be reviewed on an annual basis with notification of any changes and published on our web page.