Statement of Work: ÝNSS & National Cave and Karst Research Institute (NCKRI)
As referenced in the March 2003 Board meeting in the NSS/NCKRI Motion
A. The NSS shall:
Ý Work with the Institute to determine what portion of the NSS collection will be lent to the Institute. NSS may indicate any materials that the NSS does not
Ý wish to transfer to the Institute.
Ý Allow the Institute to have temporary possession of the mutually agreed upon NSS collection to be kept and housed by the Institute at its facility in
Ý Carlsbad, New Mexico. The NSS has no intention of transferring the ownership or permanent possession of its collection by the terms of this agreement.
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ÝWork with the Institute to determine a schedule for the transfer of the mutually agreed on NSS collection.
ÝProvide a valuation of each book or item transferred.
ÝTransfer possession of the agreed upon portion of its collection to the Institute in Carlsbad, New Mexico, at the expense of the Institute.
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Ý Retain ownership of all books and materials transferred to the Institute.
Ý Provide a valuation of the annual dollar amount for use of the NSS collection by the Institute, which will constitute an in-kind match of funding.
Ý Provide an annual (federal fiscal year) valuation of NSS volunteer hours for activities related to the NSS collection, which will constitute an in-kind
Ý match of funding.
Ý Transfer possession of mutually agreed upon new acquisitions to the Institute in Carlsbad in a mutually agreed manner at least once a year. These new
Ý acquisitions will include 5 copies of any newly published NSS books. Such transfers of possession shall conclusively be deemed additions to the NSS
Ý collection and shall not constitute donations to the Institute.
Ý The NSS will send five copies of the NSS News and the Journal of Cave and Karst Studies to the Institute when they are published. In addition three sets
Ý of the bound periodicals will be forwarded after they are bound by the NSS.
Ý Fund the shipping costs of any or all books in the NSS collection housed at he Institute that the NSS requests in writing to be returned.
B. The Institute shall:
Ý Work with the NSS to determine what part of the NSS collection will be loaned to the Institute.
Ý Work with the NSS to determine a schedule for the transfer.
Ý Fund the shipping of the NSS collection, as mutually defined, from Huntsville, Alabama, to Carlsbad, New Mexico.
Ý Not move the NSS collection in the initial move from Huntsville, Alabama, or at any other time without approval of the NSS Board of Governors.
Ý Fund tasks related to the shipping, cataloging, and maintaining the NSS collection as described in individual task orders to this agreement.
Ý Provide professional cataloguing of the NSS collection resident at the Institute, including the addition of keywords to the current electronic card
Ý catalog.
Ý Provide a secure physical environment for the NSS collection within the Institute Library.
Ý Employ staff to manage and maintain the Institute library and the NSS collection housed at the Institute.
Ý Provide clear identification of the NSS collection through the cataloguing system and physically on each book, monograph, or other component of the NSS
Ý collection.
Ý Provide a separate area of the Institute library for the NSS collection.
Ý Provide Internet and interlibrary connections to facilitate wide access to the Institute library and the NSS collection.
Ý Enhance the off-site library search capability by making at least book indices (or when no index exists, the table of contents or chapter headings) word
Ý searchable on the Internet.
Ý Digitally scan rare books or publications withheld from circulation so the information may be accessed over the Internet, if copyright permits. The NSS
Ý will determine whether any particular rare book or publication may be circulated, and the NSSí determination of which parts of its collection are
Ý ìrareî shall be final.
Ý Protect proprietary or sensitive information, possibly by not accepting this type of information, but rather leaving proprietary or sensitive parts of the
Ý collection in the physical possession of the NSS. The Institute recognizes that caves are sensitive and easily damaged and that locations of individual
Ý caves must be treated as confidential, sensitive and proprietary information, and that the NSS, as a matter of its institutional policy, has for many years
Ý carefully restricted access to cave locations contained in its collection.
Ý Not lend or circulate any publication in the NSS collection unless there are more than two copies. The first two copies of any work shall not be taken or
Ý sent outside the physical library.
Ý Set and publish hours for access to the Institute library and the NSS Ýcollection.
Ý Accept future transfers of mutually agreed upon material from the NSS (additional books and periodicals acquired by the NSS either through purchase
Ý or donation) and identify those books as part of the NSS collection.
Ý Perform an annual inventory the books and provide a copy to the NSS
ÝReport, in writing, within 14 days of discovery, any losses or damage to the NSS collection. The Institute shall pay the full amount of such loss or damage
Ýwithin 60 days of such report. Any disputes regarding damage shall be resolved through binding arbitration under the rules of the American Arbitration
Ý Society and not through litigation.
Ý Replace or repair any books in the NSS collection lost or damaged while in the care of the Institute. Any disputes regarding damage shall be resolved through
Ý binding arbitration under the rules of the American Arbitration Society and not through litigation.
Ý Return to the NSS any or all books in the NSS collection housed at the ÝInstitute upon written request. Expense and arrangements for return of books
Ý is the responsibility of the NSS.
C. Additional tasks may be defined under this agreement with the mutual written consent of the Institute and the NSS Board of Governors.
Reports and/or Deliverables
Starting 60 days after the receipt of the NSS collection at the Institute, and annually thereafter, the Institute shall provide the NSS an inventory of the NSS
collection.
Within 14 days of discovery, the Institute shall report to the NSS any loss or damage to the NSS collection and specify how it shall be corrected.
With the original delivery and each subsequent delivery of materials from the NSS to the Institute, the NSS will provide an inventory of the contents of the
delivery. Materials sent as new acquisitions from the NSS to the Institute will include the information for the library catalog entry.
Additional reporting requirements may be described in specific project plans as detailed in task orders to this agreement.