Hewes Library Interlibrary Loan Policy

"Each library has a responsibility to make very effort to meet the reading needs of its community. Given the wide range of user needs, this responsibility cannot be met solely by its local collection. Therefore lending materials among libraries for the use of individuals in Illinois is vital to the public interest..." - preface to the Illinois Interlibrary Loan Code 1988

Definition

An interlibrary loan (ILL) is a transaction in which library material, or a copy of the material, is made available by one library to another upon request.

Purpose and mission of the Interlibrary Loan Department

It is the mission of the Interlibrary Loan department to locate and acquire, whenever possible, materials not owned by Monmouth College for the educational, research, and general needs of the College community. The ILL department also acts as a resource for materials from our collection to all eligible requesting libraries in an effort to efficiently share resources. Hewes Library's ILL department complies with ALA guidelines, the Illinois Interlibrary Loan Code (2000), the copyright law (Title 17, US Code) and the Alliance Library System (ALS) Interlibrary Loan policy.

Interlibrary borrowing

1. ILL users: Interlibrary Loan service is offered to all Monmouth College students, faculty, and staff. Patrons not currently affiliated with the College are not eligible and will be directed to their local public library or institution.
2. Materials available: the lending library determines what materials are or are not loaned out. Generally reference materials, periodicals, rare books, and bulky or fragile items are not available. In some cases do notlend microfilm/microfiche materials, dissertations, theses, or any other item not in their main collection. Requests for textbooks and other items used for courses during the semester will not be made.
3. Processing time: the time needed to obtain an Interlibrary Loan is dependent upon the difficulty of the request, proximity of the lending library, and the amount of requests to be processed. Service will be given as speedily as conditions permit. A minimum of ten (10) to fourteen (14) days is needed to search, process, and receive each request.
4. Charges: because Interlibrary Loan is considered a service for the students, faculty, and staff of Monmouth College, no charges will be passed on to our patrons.
5. Procedures:
   • An Interlibrary Loan request form must be completed for each item requested with complete bibliographic information. Many databases have online forms that can be submitted electronically. Paper forms are located at the Reference Desk. Yellow forms are for journal requests; green for books.
   • All forms must be filled out with complete citation and contact information. If the form asks for a "need by date" please indicate a specific date. Do not write "ASAP."
   • Leave completed paper forms at the Circulation Desk. You are limited to 5 requests per day. Patrons who submit more than 5 requests will have the first five processed with the rest to be completed as time allows.
   • Incomplete requests or requests for items already in our collection will be returned to the requestor.
   • When the item arrives, the ILL assistant will e-mail the patron's Monmouth College account (unless otherwise noted on the request form), informing them that the item has arrived. The book will be placed on the ILL shelf at the Circulation Desk.
   • Patrons will need to present a valid Monmouth College ID when picking up Interlibrary Loan items will be checked out through the Horizon system.
   • All materials borrowed should be returned on or before the due date to the Circulation Desk. Photocopies do not have to be returned, unless specifically noted. The patron should leave the ILL identification paper band on the book.
   • Patrons will be contacted if Interlibrary Loans are not picked up after seven (7) days. If, after being contacted, the patron still has not picked up their Interlibrary Loan, the item will be returned to the lending library.
6. Loan duration / restrictions: the lending library determines the length of the loan and restrictions concerning where material may be used. These due dates and restrictions should be respected. Some items may be restricted to "in library use only" for valuable or irreplaceable items.
7. Renewals: renewals may or may not be granted depending upon the policy of the lending library. Renewal of borrowed items should be requested from the Access Services Manager prior to the due date. Renewal requests cannot be submitted on overdue items. All borrowed materials are subject to recall and must be returned promptly.
8. Overdues / lost items: if an Interlibrary Loan item becomes overdue, the patron will be notified by email that they will be charged $50 per item if the item is not returned within seven (7) days. The patron will also have their Hewes Library circulation privileges revoked until the item is returned. If a patron loses an item, the replacement expense will be determined by the lending library and will be passed on to the borrowing patron. Any fines charged by the lending library will be passed on to the borrowing patron as well.
9. Violations: repeated disregard of these guidelines by any patron will lead to a suspension to ILL services to that patron for a duration to be determined by the Access Services Manager.
10. Responsibilities:
    • Hewes Library is responsible for compliance with the copyright law (Title 17, US Code) and its accompanying guidelines, and shall inform its users of the applicable portions of the law.
    • Hewes Library shall use its local resources before initiating Interlibrary Loan requests.
    • Hewes Library shall honor the lending library's conditions of loan.
    • Hewes Library is responsible for: returning loans promptly; safety of materials; and all costs of repair or replacement in accordance with the policy of the lending library.

Interlibrary lending

1. ILL users: any library may request materials from Hewes Library, Monmouth College, Monmouth, Illinois.
2. Materials available: Hewes Library attempts to maintain as generous a lending policy as possible. Any book in our main collection not currently in use may go out. Any government document in our depository not currently in use may go out. Requests for microfilm/microfiche and audiovisual materials will be handled by the Access Services Manager on a case-by-case basis. Reference materials, curriculum lab materials, reserve materials, periodicals, rare or valuable materials, musical recordings (both CD and LP), and archival materials are not available for loan. On-site use of non-circulating collections is available.
3. Processing time: service will be given as speedily as conditions permit. It is our goal to process requests from other libraries within 2-3 days.
4. Charges: we are happy to not charge other libraries for Interlibrary Loan requests. We make every effort to encourage reciprocal agreements with others and often as possible. We are proud to be members of the Alliance Library System and LVIS (Libraries Very Interested in Sharing).
5. Procedures: Hewes Library will accept requests by OCLC, ALA forms, fax, e-mail, telephone, and U.S. mail. This information may be found in the OCLC Name-Address Directory.
6. Loan duration / restrictions: books are on loan for 30 days. Photocopies do not have to be returned. Depending on condition and format, some items may be restricted to "in library use only."
7. Renewals: most items will be renewed for an additional 30 days. Renewal requests should be made before the due date whenever possible. We reserve the right to recall an item if overdue, or if needed for an on-site patron.
8. Overdues / lost items: when an item has been overdue for three (3) weeks, it will be recalled and/or a note requesting status will be sent. When an item has been overdue six (6) weeks, a bill will be sent to the borrowing library requesting payment.
9. Responsibilities:
   • Hewes Library shall implement lending policies with due consideration for the needs of its primary clientele.
   • Copies of this Interlibrary Loan policy statement shall be available upon request. This policy is also available via the OCLC Name-Address Directory.
   • Hewes Library shall notify the borrowing library promptly if materials are not being sent.