UL Lafayette: Library: ILL: Borrowing Policy

Edith Garland Dupré Library -- Interlibrary Loan

ILL Borrowing Policy

Additional policies and procedures exist that might be applicable.

Hours of Operation

7:30 AM - 4:45 PM -- Monday through Thursday

7:30 AM - 12:15 PM -- Friday

After hours ask Reference Desk

NEW! There is a $2.00 non-refundable processing fee for each copy request. [Implemented Fall 2012]

The Interlibrary Loan Department supports the research and educational needs of the University of Louisiana at Lafayette community by providing access to information and materials not held in the Library's collections. The Department conducts all transactions in accordance with the Louisiana Interlibrary Loan Code, the National Interlibrary Loan Code, ALA Interlibrary Loan Code and U. S. Copyright regulations.

Materials obtained through Interlibrary Loan are for the exclusive use of the individual submitting and/or signing the application.

NOTE: The patron is responsible for the material from the time it is picked-up from the ILL Office until it is returned to the Interlibrary Loan Office.

The individual borrower is responsible for any infringement of the Copyright Law regarding materials on loan from other libraries.

ELIGIBILITY

This service assists and supports the research needs of UL Lafayette faculty and staff, current and retired, and enrolled students of the University of Louisiana at Lafayette.

Anyone having overdue library or Interlibrary Loan materials or a blocked record is not eligible until the record is cleared.

Please note: Undergraduates must have faculty signature for loans. Undergraduate students should ask the Reference Staff for assistance in finding materials available at the UL Lafayette Library. An "Interlibrary Loan Undergraduate Privileges" form must be on file for all undergraduates requesting loans. This form must be approved and signed by a faculty member. The faculty member accepts responsibility for all materials obtained on behalf of that student with their signature.

FEES

There is usually no charge for borrowing returnable materials through Interlibrary Loan. Some institutions, however, do charge. If there is a fee involved, the patron's approval is obtained before submitting the request.

There is always a handling fee for photocopies. Patrons are charged a non-refundable $2 processing fee for each article requested. This fee is charged to the patron’s Cajun Cash account (Cajun Card) at the time the request is handled.

Some institutions charge a transaction fee or as much as $10.00 - $25.00 with some charging an additional "per page" fee of $.01 - $.50 per page. The patron is notified for fee approval if the providing institution charges

The patron is responsible for the following fees:

Borrowing and copyright fees
Rush order fees
fees or fines resulting from late return, loss, damage, or mutilation of borrowed materials by the patron or while the responsibility of the patron

NOTE: An institution may issue an invoice for an overdue book. Some institutions charge a non-refundable fee once an invoice has been generated. This fee varies but may be as much as $50 or more.

All fees must be paid via Cajun Cash (Cajun Card), Departmental Charge Account, or money order with Cajun Cash as the default method of payment.

Departmental Charges: Written permission must be obtained and verified prior to a patron being able to charge to departmental account. A Departmental Charge Approval form must be on file in the Interlibrary Loan Office for interdepartmental charges. A form is provided for your convenience.

When using this method of payment you should include "Departmental Charge" in the "Comments" of your request as Cajun Cash is the default method of payment.

PRE-SUBMISSION REQUIREMENTS

Check UL Lafayette's Online Catalog.

Before ordering, make certain Dupré Library does not own the material you are requesting by using the Library’s Online Catalog. We do not order materials owned by UL Lafayette Libraries. If the item is not on the shelf or in use by another patron, contact the Circulation Staff for information regarding Recalls, Traces, and/or Holds. They will recall and hold or trace and hold the item for you. The Circulation Department must declare the item lost, missing or unavailable in order for Interlibrary Loan to submit the request

Consult the Reference Staff.

A Reference Librarian may be able to determine if the material, or similar material, can be found locally or in electronic format.

Materials that usually can be requested and/or obtained…

• Materials not owned by Dupré Library
• Books or monographs, government documents, proceedings, technical reports, microforms, etc.
• Theses and dissertations when circulating copies are available
• Photocopies of journal articles, book chapters, etc. within copyright

Materials that usually cannot be requested or may be difficult to obtain…

• Materials owned by Dupré Library
• Reference, genealogy, reserve, archival and special collections materials
• New books or current year publications
• Periodical issues or volumes, some proceedings and technical reports
• Textbooks, materials for class, reserve, or group use
• Maps, fragile, rare or valuable materials, pre-1900 materials
• Software and computer programs, audiovisual materials, film and microforms

INITIATING REQUESTS

Currently we do not limit the number of requests an individual may submit per day. However, we reserve the right to limit the number of requests ordered for an individual daily. Multiple submissions from an individual will be queued with requests from other patrons at the discretion of the Interlibrary Loan Staff.

You may request material by…

• Registering and establishing an ILLiad account. Please do not reregister if you have an existing account. The Interlibrary Loan Staff can assist you with access to your account if you have problems.
• Logging on to ILLiad account and submitting your request.
• Or by using WorldCat, available online from the Reference Online Center WebPages (http://library.louisiana.edu/Ref/Databases/title.shtml#W).
• You should read the Interlibrary Loan Page, Interlibrary Loan Policies and ILLiad FAQs before using this service, as use of the University of Louisiana Interlibrary Loan System signifies your agreement to abide by all of its policies and procedures

To expedite your request you should…

Submit one request per item desired.
Submt legible and complete citation information
- Citation should contain all available bibliographic information including the correct and complete title.
- Do not submit requests with abbreviations, or "best-guess" titles.
- Ask the Reference Staff for assistance in obtaining correct titles.
- The American Library Association Interlibrary Loan Code requires taht we supply lenders with complete and accurate descriptions.
Provide the citation source or where you found the citation. This assists in the verification process.
- If found in printed material, you should note the title, volume, year, page number and any available information on your request.
- If you used an electronic database to find your citation, please note which database as well as words used in your search so taht we may duplicate your search if necessary.
Provide the International Standard Serial Number, ISSN, or International Standard Book Number, ISBN, if available.
Have appropriate amount in your Cajun Cash Account or photocopy reequest fees.
Use your UL Lafayette email address as your ILLiad contact.

Your ILL request may be delayed or cancelled when:

Your citation is incomplete or contains incorrect information. Without complete and/or accurate information, it is often difficult and/or impossible to fill a request.
The request has to go to many libraries before one can agrees to supply the item.
No library is willing to supply the material. Holdings may be limited or the item may be a reference, gelealogy, or special collections item and is non-curculating.
The material is not yet published, new or a current year publication.
The material is in especially high demand and is in circulation.
The item is a textbook, especially if currently used by this university.
The material is especially rare, such as an archval collection, historic document, or a dissertation with no circulating copy.
The material is published and primarily held in foreigh countries.
Material already available at Dupré Library. If we verify that we own the material, we may cancel your request and notify you. If we own the material and it is not on the shelf or is in circulation, you are asked to complete the Trace/Hold or Recall/Hold process with the Circulation Department.
You do not have sufficient funds in your Cajun Cash account to cover your processing fee(s)

The Interlibrary Loan Staff will notify you by e-mail when your material arrives. The Interlibrary Loan staff will telephone when your material arrives if an email address is not available.

When materials are not available through Interlibrary Loan, we may suggest visiting a holding library if one exists in state or suggest an alternate item that may suit your needs. The Reference Staff can assist you in finding other materials to complete your research.

PHOTOCOPIES

Photocopies for UL Lafayette patrons are primarily ordered from other libraries. We maintain reciprocal agreements with many libraries to keep our costs and costs to our patrons down. Patrons are charged a non-refundable $2 processing fee for each article requested. This fee is charged to the patron’s Cajun Card account at the time the request is handled. If we are able to obtain your material from a reciprocal provider, photocopies are free upon payment of the processing fee. You are notified via email for invoice approval if we must obtain from a non-reciprocal institution. You must respond via email that you are willing to pay the charges. These charges are in addition to the processing fee.

Delivery of Articles – Articles are primarily delivered electronically via a link and password emailed to patrons using their UL Lafayette email account. We are unable to deliver electronically to any non- UL Lafayette email account. If for some reason we cannot deliver your photocopy electronically, the method of delivery will default to hold for pick up at the Circulation Desk.

Dupré Library may order only five articles per year from a single journal title for all UL Lafayette users, according to current copyright practice. When request(s) exceed copyright limits, copyright fees must be paid; you will be notified. Additional copies from the same title must be purchased from commercial document delivery services which charge processing or handling fees plus copyright fees. For a list of Commercial Document Deliver Providers see URL: http://louisiana.libguides.com/commdocdel.

We use commercial providers under the following conditions:

1. Patron requests that an item is rushed and would like next day delivery. Interlibrary Loan Staff has determined that no OCLC provider is likely to provide material within the allotted time. Most document delivery providers offer 24-hour delivery. All costs are passed along to the patron.
2. Patron's request(s) exceed copyright limits. Copyright fees must be paid and are paid through the document delivery provider. All costs are passed along to the patron.
3. Dupré Library reached the maximum copyright limit for a journal title according to current copyright practice. Additional copies from the same title must be purchased from commercial document delivery suppliers. All costs are passed along to the patron.
4. The Head of Interlibrary Loan, Assistant Dean, Associate Dean or Dean may decide that an item should be requested through a document delivery service. The patron's cost or fee will be determined on a case-by-case basis.

Patent - Requests for patents must include the patent number and should include language and country. Cost per patent can average $15.00 to $20.00 but may run even higher. You are responsible for all costs incurred. If you are not willing to pay as much as $20 per patent, you may state the maximum you are willing to spend. If the fee is more than the maximum cost you have set, we will contact you for approval before completing the transaction.

Patent - Requests for patent must include the patent number and should include language and country. Cost per patent can average $15.00 to $20.00 but may run even higher. You are responsible for all costs incurred. If you are not willing to pay as much as $20 per patent, you may state the maximum you are willing to spend. If the fee is more than the maximum cost you have set, we will contact you for approval before completing the transaction.

LOANS

Borrowed items should be returned to the INTERLIBRARY LOAN OFFICE or the REFERENCE DESK on or before the due date and must not be returned to the Circulation Desk, in the book drop, or in the mail. The patron is responsible for returnable materials from the time it is picked up in the Interlibrary Loan Office until is properly returned. Any fee or fine resulting from an improperly returned item is the responsibility of the patron.

Dissertation or Thesis Some institutions do not loan this type of material, while others charge as much as $20 or more per loan. Sometimes this material is only available on microfilm. Some dissertations are available through UMI, University Microfilm Inc. For fast delivery, we can order, for you, your own copy of a dissertation by using UMI's Dissertation Express. An unbound, shrink-wrapped copy is delivered within 3-4 working days at a cost of $31.00 each. The fee must be paid before we submit the request. The ILL Department can place your order through Dissertation Express or you may choose to request the dissertation from UMI yourself. You can call them at 1-800-521-3042, obtain an application from the Interlibrary Loan Department or visit their website at http://www.umi.com/hp/Products/DisExpress.html. They accept major credit cards.

Conference proceeding or technical report may or may not circulate dependant upon the holding institution. Organization, date, place, or any information available should be noted and will assist us in filling your request.

Microform - Some institutions do not loan microfilm, microfiche, microcard, etc. When provided, all microforms are "library use only" and must be turned in daily.

Newspaper Reel - You must provide the title of the newspaper, city, state, and date(s) as well as any other available information. Sometimes several cities publish newspapers with the same title.

SPECIAL CONDITIONS OR TERMS - All loans are subject to terms and conditions set by the lending institution. Some loans are granted based upon special conditions, terms or restrictions. In the case of "Library Use Only" the patron's university ID must be left with the monitoring department, usually the Interlibrary Loan Staff or the Louisiana Room Staff, and the item must be used in the specified area, usually the Reference area or the Louisiana Room. If an item is "Library Use Only - Archives or Special Collections" the ID must be left with the Louisiana Room staff and used in the Louisiana Room. Conditions and terms set by the lending library must be adhered to. Notify the Interlibrary Loan Department or the monitoring department when you no longer need the materials so they can be returned.

RENEWALS - Every effort should be made to use materials in the time allowed by the lending institution. A renewal is sometimes granted and is an added courtesy. It should be applied for within 5 days of the due date. Please Note: ILLiad will not allow renewals outside of this 5-day period. Renewals cannot be placed on overdue materials. Second renewals are not allowed.

RECALLS - All loans are subject to recall by the lending institution and must be returned immediately if recalled.

STATUS CHECK - You may login to your ILLiad account at any time to check the status of your request. Click here for an explanation of ILLiad borrowing statuses.

LENGTH OF TIME: Though every attempt is made to provide the materials requested in a timely manner, it sometimes takes several attempts or tries to find an institution able and/or willing to lend the item you need. If a request is unfilled, we continue to submit the request until the "Not Needed After Date." We may resubmit the request several times, ranging from 1 to 5 institutions per attempt and may resubmit the request until we have exhausted all lenders. You should login to your ILLiad account periodically to check the status of your request.

INFORMATION NEEDED TO REQUEST A …

Book

author(s)
complete title
edition, publisher, place, date
ISBN if available
- Providing the ISBN expedites the completion of your request.
- Publisher, place/date of publication and edition helps as some books have several editions, publishers, etc.
- If you are willing to accept any edition, please note that on your request.

Article

journal title
volume number
issue number
date
page numbers
article author
article title
ISSN if available
- Providing the ISSN expedites the completion of your request

Dissertation/Thesis

Author
Title
University, year
Dissertation Abstracts International Order No. if available

Conference proceeding or technical report

Title
Organization, author
date, place, or any information available

Patent

patent number
language
country

Newspaper Reel

Title
city, state
date(s)
any other available information.
- Sometimes several cities publish newspapers with the same title.

Deborah L. Johnson, Head of Interlibrary Loan
Yolanda Landry, Interlibrary Loan Assistant
Dan Phillips, Interlibrary Loan Assistant

Telephone: 337.482.6035 or 337.482.1612· Fax: 337.482.1176
E-mail: ill@louisiana.edu· Odyssey: 130.70.253.195 • Ariel: 130.70.132.198

Document last revised Tuesday, August 14, 2012 2:51 PM

© Copyright 2003 by the University of Louisiana at Lafayette
Edith Garland Dupré Library, PO Box 40199, Lafayette LA 70504
Circulation Desk: 337/482-6025 · Reference Desk: 337/482-6030
Location: 400 E Saint Mary Blvd · E-Mail: reference@louisiana.edu