Interlibrary Loan Policies
J
I. Mission
of the ILL Department
The
mission of the Interlibrary Loan Department (ILL) is to locate and acquire,
whenever possible, materials not owned by J. Murrey Atkins Library for the
educational and research needs of the University community. This may include,
but is not limited to, books, journal articles, documents, and audio-visual
materials. The ILL department is also responsible for the lending of materials
owned by J. Murrey Atkins Library to other institutions when the requests fall
into the guidelines stated here.
Atkins Library complies with the National Interlibrary Loan Code, the
Interlibrary Loan Code for North Carolina Libraries, the Model
Interlibrary Loan Code for the University of North Carolina, and all
applicable Copyright Laws (Title 17, US Code).
II. Purpose
of ILL Guidelines
The
purpose of this statement is to describe the services and resources which are
offered by the department, to set standards and guidelines for service, to
provide guidance for those working in the ILL department and those being trained
and to serve as a source of policy information for potential borrowing
institutions.
III. Borrowing
Policies (For Requesting ILL Materials from other Libraries)
A.
ILL Patrons
The
library provides ILL services to all UNC Charlotte students, faculty, and staff
with current accounts. Non-affiliated patrons will be
directed to their local institution for initiating ILL requests.
Undergraduates are encouraged to exhaust resources available at UNC Charlotte
before requesting materials via interlibrary loan due to the time constraints of
their assignments and the length of time it may take to obtain materials through
ILL. Abuses will lead to suspension of services to the patron involved.
Community Borrowers are not eligible to use the Interlibrary Loan Service.
B.
Charges
Atkins Library provides ILL services to faculty, staff and graduate students at no
charge to the patron, up to a maximum of $20.00 per request (subject to Request
Limits below). Any additional costs above that
amount will be the responsibility of the requester. When the charge by the
lending institution exceeds this maximum, the patron will be contacted before
proceeding with the request.
Charges are payable on receipt of material whether or not material is used
C.
Request Limits
Atkins Library will fill ILL requests within the limits outlined below. Every
attempt will be made to fill all requests which do not involve a charge to the
library. However, due to the high numbers of requests and the limited financial
resources of the ILL department, it is necessary to limit requests in the
following ways:
Atkins Library will accept ILL requests
according to the following limits:
During
high volume periods, in order to provide acceptable service levels, the
Interlibrary Loan department reserves the right to limit the number of requests
accepted per day per patron. Any requests not processed will be
cancelled and will need to be resubmitted at a later date.
D. Fines
Fines
are levied for overdue ILL material at the rate of $1.00 per day
(no maximum). Fines for overdue ILL items that have been recalled are
$5.00 per day (no maximum). This provision is
applicable to all individuals using the Interlibrary Loan services.
E. Renewals
Renewals may be requested through your Interlibrary Loan account.
These requests must be submitted the day before the due date.
If a
renewal is requested, fines will not be levied against the material until a
response is received from the lending institution. If the renewal is requested
after the due date of an item, fines will be charged from the due date until the
date that the renewal was requested.
F. Unacceptable Requests
Atkins Library does not accept the following types of interlibrary loan
requests:
-
Textbooks assigned to current UNC Charlotte courses.
-
Material owned by Atkins Library unless
officially declared lost.
-
Publication requirements of a particular
journal.
-
Material needed for reserve use (copyright
violation).
-
Material recently borrowed and returned for the
same individual.
-
Request that does not comply with the Copyright
Law (Title 17, US Code) and its guidelines.
-
Incomplete or incorrect citations.
G. Questionable Requests
Because most libraries will not lend the following types of material, Atkins
Library has difficulty borrowing these items:
-
Rare or valuable material, including
manuscripts
-
High Demand Material (best sellers, newly published,
etc.)
-
Reference books,
audiovisual materials and genealogy works.
-
Bulky or fragile Material (shipping may be
difficult or cause damage).
-
Media and test material.
H. Rush Requests
Rush
requests are accepted at the discretion of the library staff. Patrons are first
encouraged to utilize the local collection to its fullest. Unfortunately, when
a request is denoted with a rush status, the borrower is at the mercy of the
lending institution and their service commitment. Every attempt will be made to
get the request in the needed time span, but this cannot be guaranteed due to
uncontrollable and unforeseen circumstances.
While
there are many institutions and document delivery services that offer rush
service, costs for these services can be quite exorbitant. Therefore, as stated
above, the ILL department is willing to pay up to the $20.00 maximum, but any
costs in excess of this will be the responsibility of the patron.
I. Turnaround Time
Requests are processed as quickly as possible. It is the goal of the ILL
department to order your request within 24 hours after submittal. Generally, when planning
for deadlines, the patron should take into consideration that an ILL request
could take 2-3 weeks.
J. Making Requests
Patrons must submit interlibrary loan requests via
electronic forms. These forms
will allow staff to electronically transfer the needed information to lending
libraries, which cuts processing time in half and minimizes entry error. No
Telephone or emailed requests are accepted.
Requirements for all ILL Requests:
- ILL staff
require a complete and accurate bibliographic description of the requested
material.
-
Abbreviations are not accepted.
-
All UNC Charlotte affiliated patrons must provide a valid UNC Charlotte
email address
-
By the act of submitting the request, the patron is indicating that they
have read and understand the copyright compliance statement.
K. Arrival
Notification and Pick-up
All copies (articles, etc.) will be delivered
electronically whenever possible. All physical items (books, videos, etc.)
will be held at the Circulation Desk, and the patron must show their valid UNC
Charlotte ID in order to pick up the material.
Patrons will be notified when an item has
arrived
via email notification only. No telephone notification is provided.
If materials are not claimed within ten days of the original
email notification, ILL staff will continue attempting to contact the requester
via email. It is the responsibility of the patron to activate their UNC
Charlotte account and check for arrival notices. If the item is not picked
up on time, the patron has lost that time with the item. Since renewals
are at the
discretion of the lending institution, a renewal cannot be guaranteed.
L. E-mail
Policy
All correspondence concerning interlibrary
loan requests will be sent to UNC Charlotte E-mail accounts only. All students,
faculty and staff requesting interlibrary loan materials must have a valid UNC
Charlotte account. Students can activate this account via Computing Services.
IV. Lending
Policies [for other Libraries only]
J.
Murrey Atkins Library agrees to make its materials available to other
libraries. Our library will reserve the right to decide whether a particular
item should or should not be provided, and whether the original or a copy should
be sent. The conditions of this service are based on the National
Interlibrary Loan Code, the Interlibrary Loan Code for North Carolina
Libraries, and all applicable Copyright Laws (Title 17, US Code).
A. Loan
Requests
Atkins library will accept requests via OCLC, or ALA forms (mailed or FAXed).
The preferred form of request is via OCLC.
B. Length
of Loan
Loan
periods are generally 31 days, unless otherwise indicated in this policy.
Photocopies should not be returned.
C. Processing
Time
Generally all requests are processed and sent the day they are received.
D. Renewals
Renewals will usually be granted for a 2-week period unless "no renewal" has
been specified at the time of the loan.
E. Material
Available for Loan
F. Material
not available for Loan
-
Rare or valuable material, including
manuscripts
-
High Demand Material- best sellers, newly
published, current events, textbooks, reserve items.
-
Non-circulating Material-reference books,
periodicals, and audiovisual materials.
-
Bulky or fragile Material-shipping may be
difficult or cause damage.
-
Media and test material.
G. Charges
For Loans (physical items to be mailed):
For
Copies (photocopies of articles, etc):
-
Not-for-profit Reciprocal Institutions: No charge
-
Not-for-profit non-Reciprocal Institutions: $8
-
For-Profit Institutions: $15
H.
Overdue
Overdue notices are sent out at 30 and 60 days.
If the item has not been returned within ninety days it will be assumed lost and
the borrowing institution will be billed for the replacement cost of the
material according to library policy regarding lost library materials.
If no response is received from the borrowing
institution within thirty days from the bill date,
privileges for the borrowing institution may be suspended until payment or a resolution has been agreed upon.
I. Billing
Materials are invoiced at time of delivery of the
material.
We accept two payment methods: IFM and checks.
The preferred method of billing is through the
OCLC IFM system, but we will manually invoice non-IFM institutions.
J.
Methods of Delivery
Atkins Library will normally deliver loan materials
(physical items such as books)
through the US Mail. All materials must be returned in
the same condition as received.
Atkins library will deliver copies (e.g.
photocopies of journal articles) via the best
available method, preferably electronically. We currently are able to deliver copies
electronically via Ariel, Odyssey, PDF email attachment, fax, and US Mail. The preferred method of delivery is
electronic via Ariel or Odyssey.
K. Rush
Orders
Taking into account volume and workload, Rush orders are done at the discretion
of the library staff. Every attempt will be made to get the request in the
needed time span, but this cannot be guaranteed.
We do
not have an additional charge for Rush Orders outside of the normal fee
structure. We will provide delivery using the quickest and most appropriate
method.
L.
Copyright Compliance
All interlibrary loan functions are in
compliance with the Copyright law and guidelines. The library adheres to the copyright guidelines with regard
to CCG and CCL.
The requesting library must
comply with CCG or CCL.
V. Reciprocal
Agreements
As an integral part of the Interlibrary Loan
system, Atkins Library has reciprocal agreements with
other libraries. Kudzu libraries will receive their loans via UPS; Kudzu
returns are via US Postal Service, Library Rate.
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