University of Central Florida Libraries
7/28/2014
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Interlibrary Loan

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Lending to other Libraries

Hours: 9:00a - 4:00p
Monday - Friday

Call ILL: 407-823-2383
Email ILL: illbor@ucf.edu

Frequently Asked Questions / Policies

Who may use Interlibrary Loan and Document Delivery Services?

Current faculty, students and staff from the University of Central Florida may use Interlibrary Loan and Document Delivery Services. Retired and visiting faculty are eligible for special privileges if they have a Special Borrower card (the color is goldenrod) from the Circulation department.

While this service is available to faculty, staff and students at other State University Libraries (SUL), patrons are strongly encouraged to use their home institution when using Interlibrary Loan. Patrons at other SUL universities must include their 14-digit Library ID number on their requests.

Special Borrowers cardholders, including UCF Alumni, and those not affiliated with UCF or another SUL library can use the UCF Libraries' fee-based service InfoSource to obtain materials not held by the UCF Libraries. You may also use your local public library's interlibrary loan services.

What is the difference between Interlibrary Loan and Document Delivery Services?

Interlibrary Loan refers to items that are not owned by the University of Central Florida Libraries. These are materials that are borrowed from other libraries. The Department will submit a request on your behalf to one of the 9000 libraries.

Document Delivery refers to items that are owned by the University of Central Florida library and CMC Library or the Rosen College of Hospitality Management.

Who has Document Delivery Services privileges?

Faculty and students taking distance-learning classes are eligible for document delivery services. Students taking classes at the UCF main campus are not eligible for Document Delivery Service.

What is a returnable?

A returnable is any item that needs to be returned to the library. Examples are books, videos, sound recordings, etc.

What is a non-returnable?

A non-returnable is any item that does not need to be returned. Examples are articles or anything that has been photocopied for you.

What can I request?

You may request standard types of materials including: books, articles, theses, or proceedings.

Multimedia materials such as cassettes, videos, compact disks or CD ROMs may be requested but may be difficult to obtain due to lending restrictions at the lending library. Unless available in microforms, these materials are not generally available for loan:

  • Pre-1800 imprints
  • Rare books
  • Newspapers
  • Manuscripts
  • Genealogical materials such as vital records, country records, etc.

What is generally not available for loan through interlibrary loan?

There are several types of requests that will be denied immediately due to high demand or popularity, they are:

  • Requests for popular videos that are owned by the local video rental stores
  • “Best Sellers” (currently in high demand and are available at the public library)
  • Genealogical materials such as vital records, county records, etc.
  • Standards Documents will be purchased on a limited basis for faculty only

What if I am submitting requests for a faculty member?

If you are working for a professor, please submit the requests in the professor’s name, not yours. While it is acceptable to submit article requests in the graduate students name, it is unadvisable to submit a loan in your name. Whoever’s name is on the request is responsible for the item, from the time that the loan is checked out until the item has been returned. If the item is overdue or becomes lost, the fines that are accrued will be placed on the cardholder.

How can I submit a request to the Interlibrary Loan and Document Delivery Services?

You are required to submit your requests electronically. Submitting your requests electronically reduces the processing time to transmit and receive the request from other libraries.

Can I order dissertations?

Yes. The Library’s Interlibrary Loan Department has agreements with the various consortiums to borrow dissertations written at its member institutions. Other U.S. and Canadian dissertations may sometimes be available for loan. Foreign dissertations are hard to borrow and can take up to 9 months to obtain.

How much will it cost me?

Interlibrary loan requests are free to faculty, staff and students up to $25.00. If the charges are greater than $25.00, we will cancel the request and ask you to resubmit the request with a note saying that you will pay the additional fees. Ninety-five percent of the requests are free to patrons.

Is there a limit on the number of requests I may place?

Yes. No more than 20 requests may be “active” for any patron.

How long will it take to receive the item that I requested?

On average, a loan takes approximately 9 business days, and photocopies take 5 business days. Many factors affect the average time it takes to arrive, such as policies and procedures of the lending institution, the type of material, where the item is coming from, how the item is being transported (FedEx, U.P.S., Courier, U.S. Mail or electronically), and whether or not the citation was given to the Interlibrary Loan Department correctly.

What is the difference between RUSH requests and Regular request?

Journal articles that are needed within 24 hours and books that are needed within 5 days are considered RUSH requests. RUSH requests should be made only in extreme cases, such as for grant proposals or meeting publisher deadlines. All requests will be handled on a first-come first serve basis. If you need a RUSH request, please call 407-823-2383 to let us know that a RUSH is required.

How can I speed up my request?

Make sure all the information you provide on the request is correct and complete. If you are requesting an item that may be difficult to obtain, such as a manuscript or an obscure international title, write down as much information as possible, including the institution that may own the item. Include the index, database, or other source where you found the item you are requesting, such as Agricola, Compendex, Medline or a print bibliography.

Can I borrow textbooks to be used during a semester from Interlibrary Loan?

No. Textbooks for classes should be purchased through normal venues. The Interlibrary Loan office cannot order textbooks.

Can I submit requests for items that are on Reserve from Interlibrary Loan?

No. Items that are on Reserve are not available through the Interlibrary Loan Department.

Can I place Interlibrary Loan returnables on Reserve?

No. Interlibrary Loan returnables have a short turnaround time that must be adhered to.

Do I need to locate a library that owns the material I need?

No. You only need to identify the specific item you want. We have many resources to find locations for materials.

Are there any restrictions on materials that will be sent to me?

Some lending libraries may stipulate “in use library only”, “no photocopying”, or “no renewals.” These restrictions will be clearly marked on the book label and on the arrival notification letter, and must be adhered to.

Will the Interlibrary Loan and Document Delivery Services fill in-house (University Libraries-owned) requests?

The Interlibrary Loan and Document Delivery Services Department will not pull items that are currently on the shelf at the main library, unless you meet the following requirements:

  • Have regional or branch library affiliations and ask to have the item sent to a UCF regional or branch library, or
  • Is part of the Distance Learning program.

How long may I keep an interlibrary loan returnable?

It all depends upon the policies of the institution that lent the item to us. We need to abide by the due dates that they have imposed. The average loan period is 3 weeks for books.

Can I renew my interlibrary loan materials?

Interlibrary Loan renewals are generally not allowed. Renewal requests must be made before the book is overdue. Please contact the Interlibrary Loan Department 407-823-2383 to renew items. Please be aware that even if the Interlibrary Loan department requests a renewal, the lending library may say no.

We are unable to ask for a renewal until the week before the returnable is due. If you would like to ask for a renewal, please call us about 5 days before the returnable is due.

If I am from one of the branch campuses and I request an item from the main campus to be sent to me, how long can I have the returnable?

The Interlibrary Loan Department and Document Delivery Services Department will pull the requested book and check the item out on your WebLuis Library Account. Go to http://www.library.ucf.edu/Circulation/check.htm to view the loan period and to renew your materials.

How will I know when my materials come in?

The Interlibrary Loan Department notifies you by e-mail when your material arrives. If you have requested an article and it is less than 50 pages, you will receive the article electronically, unless you have elected to pick up the materials from the Circulation Desk.

If you requested an item to be sent to a branch campus, you will be notified when the item arrives at the branch campus.

Where do I pick up my interlibrary loan items?

You may pick up the requested items at the circulation department of the library that you picked in your patron profile.

Where do I return the interlibrary loan items?

Returnables may be returned to a branch campus of the University of Central Florida, but you are still responsible for the item until it arrives at the University of Central Florida main campus.

You may return the returnables to one of the following places:

  • At the Circulation Desk of the following institutions:
  • UCF Main Campus
  • Universal Foundation Library at the Rosen College of Hospitality Management
  • UCF at Cocoa
  • UCF at Daytona
  • UCF at South Lake
  • UCF at Melbourne
  • UCF at Palm Bay
  • UCF at Titusville

Do not return the book to a campus that does not have an association with UCF or does not have a library. If you return the borrowed item to an institution that is not listed above, you are still accountable for the item until the returnable has been cleared through the Interlibrary Loan and Document Delivery Services Department.

What happens if interlibrary loan material is lost or damaged?

You, the borrower, are financially responsible for damage to, or loss of, interlibrary loan materials from the time you pick them up, to the time they are returned to the Interlibrary Loan office. You are responsible for damage caused by photocopying, even if no specific photocopy restrictions are noted on the material. Should any damage occur, report it to the Interlibrary Loan office. Do not attempt to make repairs yourself.

What are the book labels on the front of the Returnable?

A book label giving the due date and any other conditions set by the lending library is on each item. This label should not be removed. The returnable must be returned to the library by the due date. Any paperwork that accompanies the book should also be kept with the book.

The policies on interlibrary loan materials are set by the lending libraries. In order to maintain our reputation as a borrowing library and our privilege to borrow, we must adhere to the due dates and restrictions imposed by that library. Please help us to keep good relationships with other libraries by returning your materials in a timely manner.

The library catalog (WebLuis) says that the University of Central Florida libraries own the material I’m looking for, but I can’t find it. What should I do?

If you know that what you need is in the University Libraries collection but you can’t find it, ask for a search to be conducted by the Circulation Department. If the search is unsuccessful, request the item through Interlibrary Loan. If the item has been searched and not found by the Circulation Department staff, please tell us in the comments field of the Interlibrary Loan request.

What if the item is checked out? Can I still request the item on Interlibrary Loan?

If the item is currently checked out, please ask the Circulation Department to place a recall on the item.

How does the Interlibrary Loan Department find the material?

We use the WorldCat online database, containing the holdings of nearly 9,000 libraries worldwide, to locate and request most materials. Some items, such as dissertations, patents, and other specialized materials, are available through document suppliers and from other sources.

What is an alternative to Interlibrary Loan?

All UCF faculty, students and staff with valid ID cards have borrowing privileges at other State University Libraries.

Will I be sent an overdue notice?

You will be sent an overdue notice when the interlibrary loan returnable is not returned by the due date. Failure to return materials by the due date or respond to overdue notices will result in a block on ILL privileges and circulation privileges through WebLuis until your record is cleared.

Note: Failure to return interlibrary loan books promptly in response to the overdue notice will result in a bill that will immediately be forwarded to the Cashier’s office for payment. Replacement charges typically range from $75.00 to $150.00 and up, and are sent by the Lending Library. Unpaid Cashier bills result in the inability to register for classes or to receive grades.

What if my item has been recalled?

If you receive a notice that a returnable you borrowed has been recalled, return the item immediately to the Interlibrary Loan office. The Interlibrary Loan and Document Delivery Services Department will attempt to find another copy for you, if requested. Your circulation record will be BLOCKED if you fail to return a recalled item within 5 days. All blocks on your record will be removed when the overdue item is returned.

Note: Failure to return interlibrary loan books within 15 days of the 1st recall notice will result in a bill that will immediately be forwarded to the Cashier’s office for payment. Replacement charges typically range from $75.00 to $100.00. Unpaid Cashier bills result in the inability to register for classes or to receive grades.

What are other reasons that my ILL account would be blocked?

Your record may be blocked for other reasons, including failure to abide by lending library restrictions or University of Central Florida library policies.

Why must I pick up my materials myself?

The University of Central Florida Libraries respect and promote the individual's right to privacy concerning use of library resources and materials. Library accounts are maintained with the highest degree of security. Information within library accounts may be used only for the purpose of providing library services. This information is not shared with any other individual, including family members. Library staff will not reveal the identify of patrons or materials checked out, except as required by law (Florida Statute Section 257.261).

My library card does not work? What am I supposed to do now?

If your library card does not work, there are a couple of questions that need to be asked.

  • Is this the first time that you’ve used the library’s electronic databases? If so, you need to activate your library card.
  • Have you ever checked out books from UCF before? If not, you need to activate your library card.

What happens if I submit requests and I have not activated my card?

The Interlibrary Loan and Document Delivery Services Department will attempt to contact you by email. Failure to respond within three working days will result in a cancellation of requests.

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