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Interlibrary Loan

 

FAQ - ILL

Interlibrary Loan (ILL) Young Library (main campus) — Frequently Asked Questions

If your question is not a Frequently Asked Question, contact Interlibrary Loan for an answer.
 

 
  1. How do I submit ILL requests?
  2. How long will it take to receive my ILL material?
  3. What if I need something more quickly than the average ILL time?
  4. Is there a limit on the number of requests I can make?
  5. Why do I have to fill out a separate form for each item I request?
  6. Does ILL cost anything?
  7. How long can I keep books I borrow through ILL?
  8. Can I renew ILL books?
  9. Is there anything I can't get through ILL?
  10. I need several dissertations or theses for my research. Can they be acquired through ILL?
  11. Do I need to check ILL books out at my Pick-up site?
  12. Where do I return my ILL books?
  13. My ILL books are overdue — how much will I own in fines?
  14. How can I check the status of my request?
  15. How can I tell if another library has what I'm looking for?
  16. Can I have my ILL materials delivered closer to my office/dorm?
  17. Will you deliver items to my home or fax an article to me?
  18. We only have this on microfilm, in reserves or in Special Collections. Can I borrow another copy through ILL?
  19. Someone has a UK book checked out, or it is missing. Can I request it through ILL?
  20. The article I need has been torn out/my journal issue is at the bindery/the issue I need is lost or not received. Can I order it through ILL?
  21. I have received cancellations for ILL requests that I've made because UK Libraries owns the title. I thought I covered all avenues for identifying what UK owns. How did you find what I missed?



    1. How do I submit Interlibrary loan requests?

ILL requests may be submitted using a variety of methods, all of which require that you be a registered ILLiad user. If you have not registered in ILLiad, please use the First Time Users tab on the ILL home page. After registering you may then submit requests in the following ways:

  • After logging-in to ILLiad, select the appropriate form from the menu for the type of material you are requesting. Complete the form and click the Submit button.
  • When searching WorldCat, identify the material that you need and click on the ILLiad or Interlibrary Loan link in the item record. The Login screen for ILLiad will appear — login and the item will automatically be populated on the form. Review and edit the form as needed then click the Submit button.
  • When searching the Kudzu catalog (A combined catalog of 18 Southeastern Research Libraries and the Center for Research Libraries), retrieve the record for the item needed, Click the Interlibrary Loan button in the upper right-hand corner of the request, and in the upper left-hand corner of the record click the "request this item from another library" option. The login screen for ILLiad will appear — login and the item will automatically populate the form. Click the Submit button.
  • When searching databases that provide the Get Text at UK, click the link and if the item is not held in full-text, and not found in InfoKat, click the "request document via UK ILLiad Interlibrary Loan", login to your ILLiad account and review the form for accuracy and submit the request.

2. How long will it take to receive my ILL material?

ILL delivery time generally takes about two weeks for loans and one week for photocopies. Turnaround time depends on many factors, however, including the scarcity of the title you need. In mid-semester especially, plan for your work well in advance. Please allow several weeks before your deadline to get your most important materials.

3. What if I need something more quickly than the average ILL time?

ILL offers priority service for UK faculty, staff and graduate students. Let ILL staff know when you would like the material and whether you could still use it after your deadline. Simply add the 'need by' date in your request's Notes field. Each request form in ILLiad contains a Notes field to communicate this and other important pieces of information, including where you can change the "Need By" date. Undergraduates may search the Kudzu catalog for items needed through ILL. If any Kudzu Library owns and can supply the requested material, those libraries agree to supply UK with expedited service; therefore material from these libraries can generally be expected in about a week after submitting the request. ILL always uses the fastest appropriate method to obtain materials. Due to the many factors influencing delivery time, ILL cannot guarantee that we will be able to meet a specific deadline.

4. Is there a limit on the number of requests I can make?

ILL currently has no limit to the number of requests you can make at a time. However, during peak or heavy traffic periods, ILL staff may request that patrons prioritize requests, or the ILL staff will prioritize the requests for them. The ILL staff will always attempt to process at least five requests from any individual during a work day.

Interlibrary Loan Services will be happy to speak with you about your need for an exception, so please contact us.

5. Why do I have to fill out a separate form for each item I request?

There are two reasons for this:

First, it's the law — ILL must be able to prove that we are complying with copyright law. Guidelines developed to help interlibrary loan operations comply with Section 108 of the Copyright Act of 1976 require us to retain documentation on all ILL photocopy requests for three years. Moreover, we must be able to prove that the maker of each copy request is aware of her/his responsibilities under copyright law. See our website on Copyright for additional information.

Secondly, your original request is numbered with a transaction number to identify that item as yours. It is also numbered so that it can be tracked to make sure it is ordered, received, delivered to you and then sent back to the lending library correctly. We don't want to lose your request or a book which was lent to us.

6. Does ILL cost anything?

Most ILL requests cost the Library about $20 to acquire the material for our patrons, but some libraries and vendors charge more to supply them. ILL will absorb up to $40 of the cost of ordering any item. If we determine that filling the transaction will exceed $40, ILL staff will contact you for your approval to bill you (added to Library Account and payable at the Young Library Fines/Fees window) for the overage. We may advise you to contact the Library selector for your subject area to see if the library can purchase the item for the collection.

7. How long can I keep books I borrow on ILL?

The loan period for the borrowed item is set by the supplying library, in most cases approximately three weeks. Occasionally, however, the lending library may restrict a loan to a shorter time period. If the lender gives us a much longer loan period, we pass that on to the borrower. Since the lending library sets these limits, we must respect their wishes if we expect them to continue sharing their collections with us. The Center for Research Libraries Catalog (CRL), of which the library system is a member, will grant very extended loan periods. Check CRL's online catalog (also available in the Kudzu catalog) to see if they hold the title you need.

8. Can I renew ILL books?

You can tell if a book is renewable by looking at the ILL label on the blue band around the cover of the item. If there is not a line stating "No Renewals," then you can renew the book yourself through your ILLiad account. To request a renewal through your account, the renewal request must be submitted at least two days before the due date of the item. After logging-in to your ILLiad account, scroll down to the View Section (left column menu section) and choose "Checked out items/Renew Checked out items". Choose the transaction number of the item you wish to renew and click Renew Request at the top of the transaction. Renewals will give you a two week extension from the original due date, contingent on the lending library approving the renewal. Once you place a renewal, we contact the lending library. If the renewal is granted, you will not hear from us and your due date will be two weeks from the original due date. If the lending library declines our request, we will recall the book from you for immediate return.

If the due date is two days from expiring, or has expired, contact the ILL staff via phone or email — our staff will contact the library to see if the item can be renewed on your behalf.

You only get one renewal and only for two weeks. We expect the patron to ask for the renewal within two days of the original due date. The new due date is two weeks from the original date. If you renew past the due date, expect to get less than two weeks. Again, it is prudent to plan your work well: Read your ILL books before the ones that UK owns. If your book states "No Renewal" on the ILL sticker, then you cannot renew the book and it needs to be returned by the date stated on the cover.

9. Is there anything I can't get through ILL?

There are some materials that we generally cannot borrow. Our own library's policy is useful for determining your potential success in borrowing special items from other libraries.

UK generally does not lend these categories of items to other libraries:

  • Entire recent issues or volumes of periodicals — current or bound
  • Textbooks (ILL staff check requests against a list provided by the campus bookstore)
  • Audiovisual materials, such as videocassettes, films and sound recordings
  • Special Collection items, such as rare books, manuscripts and archives
  • Reference books
  • Unpublished papers (with the exception of dissertations and theses, which many libraries lend)
  • Original copies of newspapers
  • Reserve materials
  • E-Books

In addition to these common non-circulating items, some libraries restrict loans for genealogical research materials, dissertations and theses, newspapers on microfilm, and original papers. Then again, some libraries do lend these, even if they place a "library use only" or "no renewal" restriction on them. We will be happy to try to borrow them.

The UK Libraries holds membership in the Center for Research Libraries Catalog (CRL), which will lend almost anything in its collection. If CRL has an item in these categories, we will try to get it.

Finally, a few publishers specialize in converting special collections to microfilm for libraries to purchase. If we can locate a special item on microfilm, such as an archival or manuscript collection, or even an old or rare imprint, we have a good chance of obtaining it.

If your research requires you to use unobtainable materials, you will need to budget time and funds to travel to the material.

10. I need several dissertations or theses for my research. Can they be acquired through ILL?

Generally ILL is able to acquire on loan a circulating copy of a dissertation or thesis from the granting institution. Be advised that the circulating copy is often in microfilm format. Some granting institutions will not loan their dissertations/theses in any format. In this instance we look to see if another library may have acquired a copy and borrow from that library. If neither of these options are available to ILL, our staff will send you a cancellation notice. Prior to submitting a request for a dissertation you should check the Proquest Dissertations and Theses database: in many instances the title may be available in PDF format through this service provided by the Library. ProQuest also provides a purchase option if individuals want to acquire a personal copy, or you may contact the Library selector for your subject area to see if the library can purchase the dissertation/thesis for the UK collection.

11. Do I need to check ILL books out at my Pick-up Site?

Yes. When you pick-up your ILL materials, the staff at the pick-up site will check the items out to you.

12. Where do I return my ILL books?

You may return books to your designated pick-up site, or, during any hours that Young Library is open, to the Young Library Circulation Desk. Please do not remove the blue wrapper from the book as it helps uniquely identify ILL materials. Do not use book drops for the return of ILL material.

13. My books are overdue — how much will I owe in fines?

It depends. ILL materials kept extremely overdue (more than two weeks past due) will result in UK libraries charging a $20 nonrefundable fee.  ILL staff will notify you via email three days in advance of this charge being placed. In addition, the supplying library may also charge a fine for overdue books. If a loan ordered via ILLiad is over seven days overdue, you will be blocked from using ILLiad.

If items remain overdue, you may be blocked from using other library services (e.g., Circulation), and you may be billed for the replacement cost of the overdue item.

14. How can I check the status of my request?

ILLiad provides tracking of all current and past requests. Simply log into your ILLiad account, all outstanding (active) requests will appear on the main menu with status provided. If your request is not in the outstanding list, choose All requests under the View option. Check for your transaction and status from this list. If you need an explanation of the status, you may contact Interlibrary Loan.

15. How can I tell if another library has what I'm looking for?

WorldCat is a database that contains records of over 30,000,000 titles and holdings from over 10,000 libraries worldwide. When you have identified an item to borrow and determined that our Library (symbol KUK, KUM, KNE) does not own the title, click the ILLiad link to submit your request. The database we use to order your requests uses the information within WorldCat. Kudzu can also give you holdings of libraries that we order from regularly. The Kudzu catalog also provides a link to ILLiad after retrieving the unique citation for an item that UK Libraries does not own.

16. Can I have my ILL materials delivered closer to my office/dorm?

ILL offers several pick-up locations that may be more convenient to your work or study site. These locations include:

If you want to change to a location from the one you chose when you registered the first time in ILLiad, login to your ILLiad account, from the main menu under Tools choose "Change User Information." Scroll down to the Pick-up location and from the drop down menu select the new location for pick-up. Click on the submit button to send the new information to ILL staff.

17. Will you deliver items to my home or fax an article to me?

No, ILL does not deliver to home addresses or via fax. If this is a problem, contact the ILL staff for possible exceptions.

ILL does provide electronic delivery of articles that are posted to your account. See the ILLiad FAQ for details.

18. We only have this on microfilm, on Reserve or in Special Collections. Can I borrow another copy through ILL?

No. Our policy is to avoid borrowing items that we own, regardless of format or location. Items held in other UK Campus Libraries and on Course Reserve are also not available for Interlibrary Loan. The Libraries purchase materials for permanent retention in order to provide on-site access to the content UK patrons need most urgently. Often we face a choice between having the collection in microformat or not owning it. In practice, items such as ERIC documents are only available in microfiche (although many ERIC documents can be accessed electronically via the ERIC database).

19. Someone has a UK book checked out, or it is missing. Can I request it through ILL?

Yes, If the item you need is lost or missing or checked out, you may order the item via ILLiad. Another option for accessing a checked-out item is to place a Hold/Recall in InfoKat or contact library staff at the Circulation Desk to conduct a search.

20. The article I need has been torn out/my journal issue is at the bindery/the issue I need is lost or not received. Can I request it through ILL?

Yes, in most cases. In the case of the journal issue being at the bindery, before making your ILL request, please check to see if the print journal may also be available in electronic format. Check the Library's E-Journals Database to determine if the issue you need is available. If not available in electronic format, check the issue's status at the Periodicals desk or at the campus library holding the journal to determine when it is expected back. When you order the item using ILLiad, add the following note to the request's Notes field, as appropriate: Item at Bindery, Article Missing, or Issue Missing.

21. I have received cancellations for requests that I've made because UK Libraries owns the title. I thought I covered all avenues for identifying what UK owns. How did you find what I missed?

Here are some of the reasons that may have contributed to your not identifying items held by UK Libraries, including tips that may prove helpful for you in locating material in the future.

The Libraries have many uncataloged collections (not listed in InfoKat). A major example is federal government publications published prior to 1976. If the item you need has been published by a federal agency, contact your Reference Desk staff for help determining if the item is owned. Meet with the Reference Librarians to learn about other collections in your research area that are uncataloged. They can provide you with a wealth of additional information on finding items that UK Libraries owns but that is not discoverable by searching InfoKat.

A typo in an InfoKat search will not retrieve the item you seek. Look for typing errors and remember to delete the words "a," "an," or "the" when one of them is the first word of the title (or equivalent words in other languages).

Searching WorldCat and looking at library holdings may indicate that KUK (University of Kentucky Libraries) owns the title. Look also to see if KUM (University of Kentucky Medical Center Library) or KNE (University of Kentucky Law Library) owns the item. When using WorldCat you may discover multiple records for the same title — UK may have cataloged the item using an alternate record.

UK Libraries owns many journal titles in electronic format. In addition to searching InfoKat, search the E-Journals Database to see if we have the journal title you need.