A Memorandum of Understanding (MOU) is signed by both the participating librarians of each Institution and the Group administrators. Each participating Group must elect an administrator. A Project Administrator is elected from among the Group administrators.

The MOU between the Institutions specifies:

• only professionally qualified librarians will answer queries,
• the level of service required for participants,
• the quality and type of resources to be used to answer queries,
• the timeliness of responses to queries,
• each group is monitored by the Group Administrator.

An MOU is required for each Institution, which outlines each account holder’s responsibility to sign-on each day, answer each query to the fullest possible extent and demonstrate willingness to participate. Further, the signing of the MOU is an agreement to commit to the requirements of the CTS project.

The administrator for each group, as the nominated group’s leader is: responsible for ensuring each query is answered; responsible for ensuring that at least one reference query is submitted to the Global Knowledge Bank once a year to ensure compliance with OCLC requirements; determine the funding spread for each Institution. The workload of the system administrator will need be monitored and evaluated.

Promotion of the service to medical and health staff may encompass e-mails, promotions on the Intranet web sites, and/or promotion at regional medical conferences.