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General Interlibrary Loan Guidelines and Protocols

Introduction
Things that should not be requested through Interlibrary Loan
Things that may be requested, but are difficult to obtain
Copyright
Request tracking
Due dates and renewals
Returning materials

Recalled materials
Canceling requests
Limiting requests


Introduction

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Things that should not be requested through Interlibrary Loan

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

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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:

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Copyright

Libraries must adhere to United States copyright laws in the processing of all interlibrary loan requests. You must include the letters either "CCL" (for items more than five years old) or "CCG" (for items less than five years old) on any request for photocopies (in the 'Additional Info/OS' field). You may not request more than five articles less than five years old from any given serial title in a calendar year. It is the responsibility of each library to keep track of this.

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Request Tracking

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Due Dates and Renewals

Loan periods are set by the lending library. Please let your patrons know that the loan period for an interlibrary loan item 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. An "ILL Etiquette" bookmark that explains ILL and encourages patrons to return materials on time can be found at http://www.scls.info/ill/illetiquettebkmk.pdf.

Please note that the due date on an interlibrary loan item is the date the item is due back at the owning library.  When you check an interlibrary loan 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 interlibrary loan items. Most libraries already give extended loan periods for interlibrary loan 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.

If a request for renewal becomes necessary, click on the "Renew" button to the right of the title in your library’s WorldCat "My Requests" list to submit a renewal request to the owning library. 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.

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Returning Materials

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Recalled Materials


If the owning library recalls an item, the status "Recalled" will appear in your My Requests list.  When this happens, 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 clicking on the "Cancel" button to the right of a title in your library’s WorldCat "My Requests." NOTE: Once you click on "Cancel" the information about that request will be permanently GONE! Be sure you get all the information you need about a request before you click on "Cancel."
You should cancel requests in the following instances:

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Limiting Requests

We will limit the number of items a patron can request per year to 100.  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 ILL 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, you will need to keep track of that yourself.)

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

(Library and Interlibrary Loan users:  Please contact your local library about their local limits.) 

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For more information about Interlibrary Loan, contact Cheryl Becker.

For information about using WorldCat to place requests for your patrons, or to check on the status of WorldCat requests you have placed, contact Madison Interloan by email.


Page created 12/04.
Page updated 04/07.

South Central Library System
5250 E Terrace Drive
Madison, WI 53718
(608) 246-7970