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General Guidelines and Protocols

Introduction
Things that should not be requested outside SCLS
Things that may be requested, but are difficult to obtain
Request tracking
Due dates and renewals
Returning materials

Recalled materials
Canceling requests
Limiting requests

Introduction

• The availability of interlibrary and outerlibrary loan does not relieve any library of the responsibility of developing its own collection.
• Borrowing libraries should make every effort to exhaust the resources in their own collection or LINKcat before resorting to interlibrary loan.
• In some cases, items requested should be considered for purchase.
• Borrowing libraries may not pass on borrowing or postage charges to their patrons.

Things that should not be requested outside of SCLS

• Items that are included in LINKcat (exceptions: "Lost" items may be requested; Items marked "Trace" for at least 4 weeks may be requested.)
• Items that are less than 6 months old, as determined by the publication date on Amazon.com.  Many libraries will not loan items newer than 6 months old.
• Entire issues of magazines.
  Whole issues do not circulate. It is in violation of copyright to request that an entire issue be photocopied. Provide as complete a citation as possible so that we can try to obtain a photocopy of the article or section your patron needs.
  
• Genealogical materials.
  Actual materials rarely circulate. You may request a photocopy of information if you know a specific resource, and complete names, dates, towns, etc.
• Reference items.
  Again, you may request a photocopy of some part of the item.
• E-books and electronic journals.

Most E-book and electronic journal database licenses do not allow for interlibrary loan sharing.

• Computer games.

Most libraries do not lend computer games, and often, even if loaned, require a "computer key."

• Rosetta Stone software.

Most libraries do not lend Rosetta Stone software.  Rosetta Stone's license does not allow the software to be installed on more than one workstation. 

• Anything that your patron has requested during the past eight weeks. In other words, please wait eight weeks before re-submitting a request for the same title.

Things that may be requested, but are difficult to obtain

Many libraries have limits on what they will lend. Libraries will typically only lend an item if it is on the shelf. No reserves are placed for interlibrary loan requests. Things that may be difficult to obtain include:

• Audiovisual materials, especially DVDs, CD-ROMs, and Playaways
• Small-town newspapers on microfilm
• Theses
• Complete musical scores
• Multi-volume sets
  

Request Tracking

• Follow the instructions for "Checking Request Status" in the "Using OuterLibrary Loan and WorldCat" document. 
  
  

Due Dates and Renewals

Loan periods are set by the lending library. Please let your patrons know that the loan period for an item from another library will likely be shorter than the loan period they normally get at your own library and encourage them to use the item in the time given. Because of travel time, due dates usually only leave enough time for your patron to have an item for 1-2 weeks.

Please note that the due date on an interlibrary or outerlibrary loan item is the date the item is due back at the owning library.  When you check the item out to a patron, be sure to make it due back at your library in time for you to return it to the owning library by their due date. 

Some libraries will not renew items they have loaned. Most libraries already give extended loan periods for materials to allow for delivery time. Often "No Renewals" is stamped on the paperwork that comes with an item. If so, make the patron aware of this restriction.

You may request renewals for some materials. If a renewal becomes necessary, log into your OuterLibrary Loan Account,   and pull up the item you want to renew (either by searching in the "search box" in the upper right corner of the screen, or by choosing "Checked Out Items" from the menu bar at the left.)  Click on the transaction number of the item, then click on the "Request Renewal" button, if available, in the upper left of the table.  If the "Request Renewal" button does not appear, it cannot be renewed.  You must continue to check back to see if the status of that item changes from "Renewal Requested" to "Renewed."  If the renewal request is denied, return the item by the original due date. 

IMPORTANT: Do NOT request renewals for any items that are indicated as "No Renewals" by the lending library. Return them by the due date indicated.

Returning Materials

• Borrowing libraries are responsible for returning materials promptly, in good condition, and in the same manner in which they were received. This means packing the item in the same type of material it was sent in; do not return AV items in jiffy bags.
• One exception: Items from Minnesota, North Dakota, or South Dakota may be returned via delivery to MINITEX, even if they came to you in the mail.
 To see if a MINITEX library is on delivery go to http://www.minitex.umn.edu/delivery/libraries

• Retain any paperwork that comes with an item and return it with the item.
• In the case of loss or damage, you must reimburse the lending library or provide replacement, whichever they require.
• You are responsible for requested items from the time they leave the lending library until they are returned. If an item is lost in the mail before you receive it, or after you return it, your library is held responsible.
• Be respectful of other libraries. The relationships developed between libraries on OCLC are very important and our reputation as a good borrower is necessary if we want to be able to continue to borrow.
• In some cases, Madison may need to go out-of-state for items, and you will have to pay postage to return the item. (Most MINITEX items are an exception; see the second bullet above.)
• For specifics on how to return items using delivery, see "Returning ILL Items" at http://www.scls.info/ill/help/illreturns.html.

Recalled Materials

If the owning library recalls an item, contact the patron and return the item to the owning library immediately.  (Fortunately, this does not happen very often.)

Canceling Requests

You may cancel a request by logging into your OuterLibrary Loan account, and searching for the item in the search box in the upper right corner, or finding the item in the "Outstanding Requests" table and then clicking on the transaction number.  You will see a "Cancel" option in the upper left of the Detailed View table. 

You should cancel requests in the following instances:

• Your patron no longer wants the item.
• You've accidentally submitted a duplicate request.

Limiting Requests

We will limit to 100 the number of items a patron can request system wide per year.  Each library may set their own limits based on local staffing and resources. (For example, Madison Public Library will keep their local limit of five requests per day per patron, and a total of 50 requests per calendar year per patron.)  

Madison will keep track of how many items patrons have requested and notify your library when a patron is approaching 50 requests per year. (If you set a lower local limit than 50, let Madison OuterLibrary Loan Office know what that limit is.)

We recommend a daily request limit for patrons for several reasons:

• It helps patrons understand that ILL materials are different from our system materials (they have shorter check-out periods and often cannot be renewed).
• It prevents patrons from receiving more ILL items than they can use by the due date.
• It ensures that we can provide the highest quality, most equitable service possible with a finite staff.
  
  

(Library users:  This information is for staff at SCLS member libraries.  If you have questions about your local library's limits, please contact that library directly.)

For more information about Interlibrary Loan, contact Denise Anton Wright.

For information about placing OuterLibrary Loan requests for your patrons, contact Madison OuterLibrary Loan Office by email or at 608-266-6302. 

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