Asa H. Gordon Library Savannah State University Interlibrary Loan Department POLICIES AND PROCEDURES MANUAL Revised May 2011

Transcription

1 Asa H. Gordon Library Savannah State University Interlibrary Loan Department POLICIES AND PROCEDURES MANUAL Revised May 2011

2 1. Introduction The Interlibrary Loan Department borrows books and obtains photocopies of articles from other libraries, for eligible patrons, to support the educational and research needs of Savannah State University students, faculty, and staff. SSU interlibrary loan staff will also lend materials (books and articles) to other libraries. 2. Eligibility Savannah State University faculty, staff, and enrolled students are eligible for interlibrary loans. To determine if a student, faculty, or staff member is eligible, circulation staff must check for a validated SSU Institution ID number and patron barcode. The Interlibrary Loan Department will not process requests for anyone who is not currently enrolled or employed by Savannah State University. 3. Departmental Functions The Interlibrary Loan Department at SSU performs two functions within the department: a. Borrowing by requesting materials from another library for SSU patrons. b. Lending by sending SSU materials to other libraries for their patrons. 4. Affiliations and Agreements Savannah State University has agreed not to charge the libraries that are part of an acknowledged affiliation or agreement, lending fees. In return, these libraries have agreed not to charge Savannah State University borrowing fees. The Interlibrary Loan Department maintains agreements with the following groups: GOLD University System of Georgia LYRASIS SSU faculty may request loans that require payment to borrow. Funds to support these loans are budgeted for each college by the Director of the Library and may be used until the total amount has been expended. Invoices for payment are submitted to the administrative secretary; a photocopy of the invoice is filed in the Interlibrary Loan Department. All invoices forwarded should be signed and dated by the appropriate ILL Librarian/Library Assistant. 5. Submitting a Request to Borrow To submit a request, faculty, staff, and currently enrolled students must observe the following procedures: a. Circulation staff refers all patrons who wish to submit an interlibrary loan to a reference librarian. b. The reference librarian performs a reference interview. The following questions are generally asked: 1. Have you searched the GIL catalog (including the Universal Catalog) for the material? If the patron has not searched the catalog, the reference librarian should show the patron how to do a search. 2. Have you searched Galileo or JSTOR for articles in case books are not required? c. If the patron searched both the GIL catalog and Galileo, or other databases and

3 the desired information was not found, then the reference librarian directs the patron to ILLiad, the online web-based form for interlibrary loans. d. The patron fills in all the appropriate information at the ILLiad page. The patron must set up an account with a user name and password. After the patron has established an account within ILLiad, the patron enters the appropriate information into the required fields. The following information must be supplied in ILLiad for the request to be processed quickly and efficiently. 1. Book Form within ILLiad a. Author of book b. Title of book c. Publisher d. Copyright date 2. Article Form within ILLiad e. Name of periodical f. Name of author g. Title of article h. Volume number i. Issue number j. Date k. Page numbers i. Total number of pages e. All requests should be returned to the patron for re-submitting if key required information is missing. ILL library assistants should confer with the ILL librarian or a reference librarian when information supplied is questionable, incomplete or vague. 6. Processing a Request After a request has been submitted, it is retrieved via ILLiad to be processed. It is the responsibility of the ILL Department to process the request, receive the material, inform the patron the material is available at the circulation desk, and return the material to the lending library when it is due. Before a request can be sent, the following checks must be observed: 1. Check Voyager to ensure the patron is in good standing (i.e. no outstanding fees or overdue books). If the patron has a fee, or overdue book, an is sent to the patron stating that the interlibrary loan request cannot be processed because they are BLOCKED. 2. Check the catalog and/or GALILEO databases for articles to ensure the library does not own the material. If the library does own the material, an is sent to the patron stating that the item is available from the library, or as a GE request; or from the data bases if the request is for articles. 3. All Interlibrary loan requests for books from SSU students will not be processed when received three (3) weeks prior to the end of each semester and/or summer session. Requests are also suspended during the University s Christmas holidays/winter break. 7. ILL Limits and Loan Period A. Undergraduate students may submit up to 10 requests per week. B. Graduate students may submit up to 20 requests per week. C. Faculty may submit unlimited requests as long as copyright policies are followed. D. Books requested through ILL are loaned for 4 weeks with one renewal.

4 8. Materials that may be Requested Circulating books, theses, dissertations or music scores, and missing or lost items may be requested. Photocopies of non-circulating materials, mainly periodical articles, can be requested in accordance with copyright law. Note: If an item is determined missing or lost, the OPAC record is updated to reflect the item s status. 8. Materials that may be Requested Circulating books, theses, dissertations or music scores, and missing or lost items may be requested. Photocopies of non-circulating materials, mainly periodical articles, can be requested in accordance with copyright law. Note: If an item is determined missing or lost, the OPAC record is updated to reflect the item s status. 9. Materials NOT Available for Loan The following materials are generally not available: A. Reference books B. Microfilm or fiche C. Entire periodical volumes or issues D. Newspapers E. Audiovisual materials F. Best sellers/new books (including textbooks) G. Fragile, bulky or special collection materials H. Computer disks 10. Copyright Restrictions The copyright law of the United States (Title 17, United States Code) governs the making of photocopies and other reproductions of copyrighted materials. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproductions. One of these specified conditions is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement. Savannah State University Library reserves the right to refuse to accept a copying orders if, in its judgment, fulfillment of the order would involve violation of copyright law. 11. Photocopies of Journal Articles The copyright law does not provide a quantitative definition of how many photocopies from a journal can be received by a library for interlibrary loan. The National Commission on new Technological Uses of Copyrighted Works (CONTU) in 1978 issued guidelines to help libraries comply with the copyright law. For a given periodical title within a given year, the library is allowed, under the guidelines, to obtain an institutional total of 5 photocopies of articles published within the past 5 years from the current year. The sixth time the Interlibrary Loan Department is asked to get an article; the library must look at the following alternatives: 1. Pay a royalty to the owner of the copyright for each photocopy obtained. This royalty will be passed onto the requesting individual. 2. Purchase an original copy of the work or attempt to borrow the entire work (usually impossible).

5 3. Decline to fill the request (sometimes necessary). 4. Wait for a new calendar year when the count of 5 begins again. 12. Fees, Lost Books, and Over Due Notices Any fees that are assessed by the lending library will be paid by the Savannah State University patron who is making the request. The patron will be asked if he or she is willing to pay for the material. If the patron is willing to pay, the Interlibrary Loan Department will send for the material. If the patron does not want to pay for the material, the request will be cancelled. If the patron loses the material, the Interlibrary Loan Department will contact the lending library to determine the cost of the material (i.e. the cost of the book and any processing fees). This cost will be paid by the patron, with borrowing privileges suspended until payment has been made. This policy also covers books that are lost by patrons borrowing SSU library materials. The replacement cost of a lost item is verified in Books Index with Reviews or from other book sellers. A $15.00 processing fee is added to the replacement cost. ILL materials are considered lost if they have not been returned after 60 days of being overdue. Library ILL staff will generate the first overdue notice after the item becomes 30 days overdue. The second notice along with an invoice is sent after the book becomes 60 days overdue. Any library that wishes to borrow materials from Savannah State University, that is not part of GOLD, the University System of Georgia, or LYRASIS, must agree to pay a $5.00 postage fee before the material is sent. A list of borrowing institutions that fail to send the $5.00 fee is maintained by ILL staff and materials will not be loaned to anyone on the list for a 12 month period (January-December), and if the fee remains unpaid after 3 requests by SSU library staff. 13. Interlibrary Loan In-House Procedures 1. Interlibrary loan requested materials are claimed at the library s circulation desk. 2. Patrons picking up books must sign for the items when they are picked up, and when the items are returned. The interlibrary loan claim and return log book is kept at the circulation desk. 3. Interlibrary loan articles requested by SSU faculty and staff for pick up at the library will be held for 7 days. Articles unclaimed after 7 days will be mailed via campus mail. Articles requested by students for pick up at the library will be held for 30 days; all unclaimed articles after 30 days will be discarded 14. Procedures for Using ILLiad 1. Click on the ILLiad client icon on the desktop. 2. Log in using your username and password. 3. There are two functions within ILLiad: Borrowing and Lending. To navigate between the statuses, you select File. Click on the necessary function to begin. 4. See the ILL policies and procedures manual for Borrowing and Lending for a more complete description of using Illiad.