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Grand County Public Library Interlibrary Loan Policy
The Grand County Public Library provides interlibrary loan (ILL) services to library patrons in accordance with the provisions of this policy. The Utah State Library Interlibrary Loan Circulation Policy and the Interlibrary Loan Code for the United States, prepared by the Reference and User Services Association, serve as a foundation for ILL service at the Grand County Public Library (see appendix A and B).
I. Definition of Interlibrary Loan
An ILL is a transaction in which library material or a copy of the material is made available by one library to another.
II. Purpose of Interlibrary Loan
The purpose of the Grand County Public Library ILL system is to address the research and recreational needs of patrons whose material requests are beyond the scope of the collection of the Grand County Public Library. The rural demographics of the Grand County Public Library limit research, recreation, and other information-seeking patrons. The ILL system enables patrons to reach beyond the collection of the Grand County Public Library to library collections throughout Utah and the rest of the United States.
III. Interlibrary Loan Rules
The following rules are in place to ensure efficient operation of the ILL system:
1. Patrons can request, via ILL, material not available in the collection of the Grand County Public Library.
2. The Grand County Public Library will not ordinarily request via ILL the following types of materials:
a. Rare or valuable material.
b. Bulky or fragile items that are difficult to ship.
c. Material in high demand at the lending library.
d. Material with local or reference circulation restrictions.
e. Unique material that would be difficult or impossible to replace.
f. Material signed by author or from private collections.
g. Entire issues of periodicals (photocopies will be made of individual articles).
h. Materials that can be obtained only by FOIA request.
3. All patrons (as defined by the circulation policy) are eligible for ILL service provided they have no history of excessively late or lost materials. Patrons with a history of returning ILLs late may be suspended from using the ILL system.
4. In accordance with Utah State Library ILL policy, the Grand County Public Library always checks availability in the Utah State Library’s online catalog before submitting an interlibrary loan request, and the Utah State Library serves as an intermediary between the Grand County Public Library and other libraries when requesting ILL materials.
5. Requests will be filed electronically with the Utah State Library to insure prompt delivery. However, borrowers must expect a 2-6 week delivery time and must fill out the ILL request form clearly and completely to avoid delay in material delivery.
6. The Grand County Public Library will promptly and efficiently process all ILL requests and promptly and efficiently return borrowed materials to their lending library.
7. The number of ILL requests must not exceed five at one time from one patron.
8. Patrons will be charged for fulfilled ILL material requests and overdue ILL materials according to the Grand County fee schedule for the Grand County Public Library.
9. Occasionally a lending library will charge an additional fee to lend an item or send a photocopy. Under this circumstance the patron will be informed of the additional fee and given the opportunity to cancel their request.
10. The Grand County Public Library due date on each ILL record reflects one week prior to lending library due date to allow time for shipment.
11. Request for renewal of materials is permitted, however, requests can only be granted by individual lending libraries.
12. Replacement cost for lost/damaged materials will be determined by the lending library.
13. All materials more than four weeks overdue will be considered lost, and the patron will be responsible for the cost of the material, due and payable to the Grand County Public Library within thirty days after receiving the invoice for the lost material.
14. Submission of an ILL request does not guarantee retrieval.
Adopted by the Grand County Public Library Board of Directors on September 10, 2008 and revised/reapproved on September 23, 2009, February 17, 2010 and August 24, 2011.
Appendix A.
Utah State Library ILL Circulation Policy
1. The State Library Division (Utah State Library) maintains a collection of general interest books, state and federal documents, and library-related periodicals, as well as a small number of videos and audio tapes. Most of this material is available for circulation to Utah Libraries and State Agencies.
2. Material in the collection can be located and requested by using the State Library Catalog. If your library or agency does not have Internet access, you may request material by mail:
State Library Division, Attn: Information
Services
250 N 1950 W Suite A, Salt Lake City, UT 84115
or phone (1-800-433-1479), or fax (1-801-7156767)
Instructions on how to use the State Library Catalog can be accessed on the Catalog web page.
All Libraries and Agencies requesting materials will need an access code which allows requests to be placed in the Library's catalog, and to request materials not in the catalog. To obtain an access code, contact Ruth Anne Hansen or Craig Neilson.
3. Material from the collection is normally checked out for six weeks if there are no other requests for it. This includes time for mailing in both directions. The due date indicates when the material should be back in our hands. Renewals can be requested on material through the Catalog, or, if no Internet access is available, by mail or phone (see above), provided there are no other requests for the material. Material may be renewed up to two times for six week each. Material must be renewed before the due date.
4. Material requested from the collection will be checked out for four weeks if there are other requests pending. No renewals are allowed if there are other requests pending.
5. Materials not in the collection may also be requested from the State Library by Libraries who are not members of OCLC and by State Agencies. These requests should be made on the InterLibrary Loan (Title) Request Form. If no Internet access is available, you may request material by mail, phone, or fax (see 2 above). These materials are subject to availability. The duration of these loans is based upon the policies of the lending libraries. Renewals are allowed on some of these materials but the State Library must be notified before the due date.
6. Your Library or Agency is responsible for all materials requested from the State Library which are loaned from our collection or obtained from another library.
 | You will be notified when materials requested are not available. Please notify us when materials received from libraries other than the Utah State Library are returned to the lending library. You can make this notification by filling out the InterLibrary Loan Status Form or by mail, phone, or fax. |
| Bookmobile Libraries: Please have material shipped to your library for distribution to the patron when possible. If material is sent directly to the patron you will be notified when material is shipped, either via e-mail or other means. This program aims to ensure that your library has better control over the circulation of these borrowed materials; (the State Library will not maintain records on individual patrons; once material is mailed directly to the patron, your library or agency is responsible for reporting on its status and its return to the lending library). Having materials shipped to your library for distribution means that the patron has access to a wider array of materials, as most lending libraries will not loan materials directly to private individuals. This policy also recognizes the fact that the patrons requesting the materials need to maintain a close link with their local library. |
| The borrowing Library or Agency will be responsible for maintaining due care of the materials, requesting renewals, and returning the materials before the due date. (Materials loaned from outside of the State Library collection are normally returned directly to the lending library.) |
7. All materials more than four weeks overdue will be considered lost, and the library or agency will be responsible for the cost of the material, due and payable to the Utah State Library Division within thirty days after receiving the invoice for the lost material. Libraries or Agencies with more than seven items from the State Library collection overdue or more than 10 items borrowed from other libraries overdue will be eligible to receive additional items when materials have been returned or payment for cost of the material has been received.
8. Please contact Craig Neilson if you have any questions or comments about this policy.
Appendix B
Prepared by the Interlibrary Loan Committee, Reference and User Services Association, 1994, revised 2001. Approved by the RUSA Board of Directors January 2001.
The Reference and User Services Association, acting for the American Library Association in its adoption of this code recognizes that the sharing of material between libraries is an integral element in the provision of library service and believes it to be in the public interest to encourage such an exchange.
In the interest of providing quality service, libraries have an obligation to obtain material to meet the informational needs of users when local resources do not meet those needs. Interlibrary loan (ILL), a mechanism for obtaining material is essential to the vitality of all libraries.
The effectiveness of the national interlibrary loan system depends upon participation of libraries of all types and sizes.
This code establishes principles that facilitate the requesting of material by a library and the provision of loans or copies in response to those requests. In this code, "material" includes books, audiovisual materials, and other returnable items as well as copies of journal articles, book chapters, excerpts, and other non-returnable items.
1.1 Interlibrary loan is the process by which a library requests material from, or supplies material to, another library.
2.1 The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, material not available in the user's local library.
3.1 This code is intended to regulate the exchange of material between libraries in the United States.
3.2 Interlibrary loan transactions with libraries outside of the United States are governed by the International Federation of Library Associations and Institutions' International Lending: Principles and Guidelines for Procedure.
4.1 The requesting library should establish, maintain, and make available to its users an interlibrary borrowing policy.
4.2 It is the responsibility of the requesting library to ensure the confidentiality of the user.
4.3 Some requesting libraries permit users to initiate online ILL requests that are sent directly to potential supplying libraries. The requesting library assumes full responsibility for these user-initiated transactions.
4.4 Requested material should be described completely and accurately following accepted bibliographic practice.
4.5 The requesting library should identify libraries that own the requested material. The requesting library should check and adhere to the policies of potential supplying libraries.
4.6 When no libraries can be identified as owning the needed material, requests may be sent to libraries believed likely to own the material, accompanied by an indication that ownership is not confirmed.
4.7 The requesting library should transmit interlibrary loan requests electronically.
4.8 For copy requests, the requesting library must comply with the U.S. copyright law (Title 17, U.S. Code) and its accompanying guidelines.
4.9 The requesting library is responsible for borrowed material from the time it leaves the supplying library until it has been returned to and received by the supplying library. This includes all material shipped directly to and/or returned by the user. If damage or loss occurs, the requesting library is responsible for compensation or replacement, in accordance with the preference of the supplying library.
4.10 The requesting library is responsible for honoring the due date and enforcing any use restrictions specified by the supplying library. The due date is defined as the date the material is due to be checked-in at the supplying library.
4.11 The requesting library should normally request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan.
4.12 All borrowed material is subject to recall. The requesting library should respond immediately if the supplying library recalls an item.
4.13 The requesting library should package material to prevent damage in shipping and should comply with any special instructions stated by the supplying library.
4.14 The requesting library is responsible for following the provisions of this code. Disregard for any provision may be reason for suspension of service by a supplying library.
5.1 The supplying library should establish, maintain, and make available an interlibrary lending policy.
5.2 The supplying library should consider filling all requests for material regardless of format, but has the right to determine what material will be supplied on a request by request basis.
5.3 It is the responsibility of the supplying library to ensure the confidentiality of the user.
5.4 The supplying library should process requests in a timely manner that recognizes the needs of the requesting library and/or the requirements of the electronic network or transmission system being used. If unable to fill a request, the supplying library should respond promptly and should state the reason the request cannot be filled.
5.5 When filling requests, the supplying library should send sufficient information with each item to identify the request.
5.6 The supplying library should indicate the due date and any restrictions on the use of the material and any special return packaging or shipping requirements. The due date is defined as the date the material is due to be checked-in at the supplying library.
5.7 The supplying library should ship material in a timely and efficient manner to the location specified by the requesting library. Loaned material should be packaged to prevent loss or damage in shipping. Copies should be delivered by electronic means whenever possible.
5.8 The supplying library should respond promptly to requests for renewals. If the supplying library does not respond, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan.
5.9 The supplying library may recall material at any time.
5.10 The supplying library may suspend service to a requesting library that fails to comply with the provisions of this code.
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2008 Grand County Public Library. All rights reserved.
Revised:
Wednesday, November 30, 2011 |
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