OCM BOCES SCHOOL LIBRARY SYSTEM INTERLIBRARY LOAN FACT SHEET Getting the resources YOU need!

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1 ILL Policy OCM BOCES SCHOOL LIBRARY SYSTEM INTERLIBRARY LOAN FACT SHEET Getting the resources YOU need! Patron makes a request to library staff Library staff checks local school catalog Library staff checks local district catalog Library staff checks Online Union Resource Sharing Catalog (OURS) - If resource is in OURS, request via electronic ILL (school to school) for participating districts CoSer Periodicals, books, CDs, DVD, books on tape, videos and other formats available via EILL For media check CRC WebMax If resource is not located, contact SLS to request an Expanded ILL (beyond school to school) for participating districts in CoSer [email protected] (315) (FAX) (315) (PHONE) TERMS USED: OCM BOCES: Onondaga Cortland Madison BOCES SLS: School Library System ILL: Interlibrary Loan (school to school) EILL: Expanded Interlibrary Loan (beyond school to school) OURS: Online Union Resource Sharing Catalog SCHOOL CODE: SLS code identifies district/building (e.g. Chittenango High School = CHhs) School code list available in SLS Directory or Addendum SLS LISTSERV GUIDELINES [email protected] Check everyday to have timely delivery and response. SUBJECT LINE of an SLS-L Listserv message should have "ILL," the grade level (Elem, Middle or High School) and the title of the material. Always reply with history. Every message includes: sender's name, building & district. Onondaga-Cortland-Madison BOCES School Library System Page 8

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3 ILL Policy INTERLIBRARY LOAN POLICY I. DEFINITION An interlibrary loan (ILL) is a transaction in which library materials, or copies of materials or resources are made available by one library to another library upon request. II. III. PURPOSE The purpose of interlibrary loan, as defined herein, is to provide access to library resources not available within individual libraries. SCOPE A. Resources (e.g. print, non-print, film, CDs, serials, cassettes, fiche) may be requested from another library through the School Library System in accordance with the established standard loan period of four (4) weeks or less, including delivery time, at the discretion of the lender. B. The following types of materials will ordinarily not be loaned but could be available by special arrangement. 1. Rare, unique or valuable materials that would be difficult or impossible to replace. 2. Bulky or fragile items which would create shipping problems. 3. Resources in demand at the lending library. 4. Resources with district and/or building restrictions (e.g. reference books). 5. Books published within the past 12 months may not be available for Interlibrary Loan through the School Library System because of lenders loaning policy 6. Requests for multiple copies of one title will be honored at the discretion of the lending library. 7. The lending library may limit the number of items loaned pertaining to a single subject. C. The loan of any resources will be left to the discretion of the school library media specialist (LMS) at all times. IV. COPYRIGHT COMPLIANCE The copyright law shall be adhered to at all times. Please refer to the section on Copyright Guidelines. V. TYPES OF REQUESTS OURS (Online Union Resource Sharing) provides school-to-school interlibrary loans for members in CoSer 572. Library Media Specialists, staff and students use the Online Union Resource Sharing (OURS) Catalog in their school s library and classrooms for instruction and to locate resources in area schools for sharing through school-to-school interlibrary loan. Subscription member s fees include the handling and delivery of all interlibrary loan transactions between schools. Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 9

4 ILL Policy Participants will need a user name/password to access the service. There are two main types of requests and various methods to complete these transactions. A. Two Main Types Of Requests: 1. SCHOOL-TO-SCHOOL LOANS (ILL): SLS encourages the use of electronic ILL requests. If the item is located using OURS, an online request should be made using the Request ILL function on OURS. Those not participating in CoSer should complete requests via or telephone directly to the lending library. 2. EXPANDED INTERLIBRARY LOAN (EILL): If items are not found in OURS they may be ordered through the Expanded ILL Service. This is a fee-based service for participating districts in CoSer 572-2A. The expanded interlibrary loan component includes verification and solicitation of books, periodicals and audiovisual resources from sites outside the jurisdiction of Onondaga-Cortland-Madison County component school districts. These sites include: New York State Library, Onondaga Public Library, academic, public or special libraries within the United States. The SLS will provide resources from international locations when appropriate. If you use the interlibrary loan services from the SLS office, this service is appropriate. Expanded ILL requests should be sent to the Interlibrary Loan clerk at SLS. These requests should be made by , fax or BOCES delivery, not by telephone unless there is a question regarding verification. EILL requests require the following information: Books: title, author, format, copyright date, publisher and the requesting school s school code. An ISBN or LC number is helpful. Periodical Articles: name of publication, volume, number, date, pages, article title, author, and the requesting school s school code. An ISSN number is helpful. Non-print resources (as many of the following as possible): format; publisher, title, copyright date, ISBN, running time, and requesting school s school code Copyright guidelines regarding interlibrary loans are located in the Copyright section of this manual. B. Methods Available To Complete These Requests LMS staff first verifies the request in OURS to determine which libraries hold the needed item(s). All interlibrary loan requests from students, faculty and staff must be submitted by school library personnel in the building/district requesting the loan. 1. An electronic interlibrary loan form is provided for school-to-school transactions. Please refer to ILL Procedures for explanations of the process. 2. The SLS listserve can be used for more than 5 multiple copies. However, borrowers must use all procedures that will increase the efficiency of these type of requests and eliminate unnecessary steps for lenders. (ex titles, grade level, quantity, not needed after dates, etc.) Lenders may want to confirm request with borrower before processing these loans to avoid unnecessary duplication. Blanket requests to Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 10

5 ILL Policy the entire listserv are inappropriate and the listserv is not to be used in that way. Please refer to ILL Procedures for explanations of the process. 3. Telephone requests should be considered only as a secondary option to electronic requests or in the case when ILL verification is needed. VI. RESPONSIBILITIES OF THE BORROWING LIBRARY A. Responsibilities Specific To School-To-School (ILL) Loans 1. The borrowing library and its users must comply with the conditions established by the lending library and/or SLS. 2. The borrowing library must first verify that the material is not available from its own collection (OPAC). 3. Full-text resources are often available through one of the online databases available to the school. If the item requested is a specific journal article, it is important that the borrower check available online databases for full text reprints before requesting a loan. Database subject searches are considered part of Expanded Interlibrary Loan (EILL) services. 4. The borrowing library is responsible for the safety of all resources borrowed from other libraries. If the borrowing library permits users to use the resources outside the borrowing library, the borrowing library is responsible for: a. Charging the materials out in a verifiable manner. b. Soliciting the prompt return of resources on or before the due date via established delivery service. 5. The borrowing library is responsible for reporting damaged and/or lost materials to the lending library and/or the OCM School Library System as soon as possible. The borrowing library/school district will assume the financial responsibility of replacing lost or damaged resources. 6. The borrowing library will keep statistical records of all school-to-school interlibrary loan requests and transactions, in a manner specified by the School Library System. Copies of these statistics will be submitted upon request to the SLS on a semi-annual basis. Refer to Appendix section for a copy of this form. B. Responsibilities Specific To Expanded ILL (EILL) Loans 1. The borrowing library and its users must comply with the conditions established by the lending library and/or SLS. 2. The borrowing library must first verify that the material is not available from its own collection (OPAC) and OURS. 3. Full-text resources are often available through one of the online databases available to the school. If the item requested is a specific journal article, it is important that the borrower check available online databases for full text reprints before requesting a loan. Database subject searches, however, are considered part of Expanded Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 11

6 ILL Policy Interlibrary Loan (EILL) services when resources cannot be located in the local collection. These resources include OCLC and the New York State Library. 4. The borrowing library is responsible for the safety of all resources borrowed from other libraries. If the borrowing library permits users to use the resources outside the borrowing library, the borrowing library is responsible for: a. Charging the materials out in a verifiable manner. b. Soliciting the prompt return of resources on or before the due date via established delivery service. 5. The borrowing library is responsible for reporting damaged and/or lost materials to the OCM School Library System as soon as possible. The borrowing library/school district will assume the financial responsibility of replacing lost or damaged resources. 6. As the School Library System borrows on your behalf in EILL, it is critical that materials are returned on time and in good condition. Failure to maintain a positive relationship with loaning agencies will impact lending privileges. VII. RESPONSIBILITIES OF THE LENDING LIBRARY A. The lending library is to decide if a resource is eligible for interlibrary loan. B. The lending library should respond to requests as promptly as possible. C. The lending library is responsible for marking its ownership clearly on each item loaned (The item must be labeled with your building name; not just the district). D. The lending library will determine renewal loan privileges. E. The lending library will determine replacement prices of in-print and out-of-print resources by using a comparable fair market value, and will notify SLS and/or the borrowing library of the cost. If a replacement item is offered, the lending library reserves the right to determine the exact nature of replacement, i.e. payment, same book, or equivalent title. A processing fee for SLS handling of EILL replacements will be added to the replacement cost. F. The lending library will keep statistical records of all school-to-school interlibrary loan requests and transactions, in a manner specified by the School Library System. Copies of these statistics will be submitted upon request to the SLS on a semi-annual basis. Refer to Appendix section for a copy of this form. Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 12

7 ILL Policy VIII. RESPONSIBILITIES OF OCM BOCES SCHOOL LIBRARY SYSTEM A. The OCM School Library System will arrange for the transportation of interlibrary loan materials using existing delivery systems wherever possible. B. The OCM School Library System will assume responsibility for any resources lost or damaged beyond repair while in transit. C. The borrowing library is responsible for resources borrowed from other libraries with the EILL system. However, if the borrowing library presents proof that all avenues of collection for lost or damaged materials have been exhausted, the OCM SLS will provide funds to help cover losses. D. The OCM School Library System will act as an intermediary as necessary in arranging loans and in soliciting the return of overdue resources. E. The OCM School Library System will make a serious effort to avoid concentrating the burden of requests on a few lending libraries. IX. METHOD OF DELIVERY The lending library may select the most satisfactory method of loan. Possibilities might include: A. Sending the resource, properly packaged and labeled, to the requesting school via the existing delivery service. B. Photocopying from a print resource (journal article, short reference from a book, etc.) within the guidelines of the copyright law. Refer to Copyright Guidelines section. C. Electronic transmission of resource ( /fax) within the guidelines of the copyright law. X. PHOTOCOPYING A. The copyright law shall be adhered to at all times. Please refer to the Copyright Guidelines section. B. A maximum of thirty-two (32) pages per request will be supplied by the OCM School Library System. This amount is consistent with the New York State Interlibrary Loan Policy. Requests beyond this number of pages will be made only in cases where the borrower agrees to pay at the rate established. C. The OCM School Library System will provide back-up photocopying from either hardcopy or microfiche for member libraries on an as needed, case-by-case, basis within the guidelines of the copyright law. D. The lending library will supply a reasonable number of free pages in accordance with SLS policies Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 13

8 ILL Policy XI. DURATION OF LOAN A. The standard interlibrary loan period is four (4) weeks but is up to the discretion of the lender. The lender should clearly state the due date of materials being loaned. B. All resources on loan are subject to immediate recall by the lending library. C. All interlibrary loan material should be returned promptly on or before the due date established by the lending library. If there is a need to extend a loan, please contact either the school from which it was borrowed or, for an EILL, the Interlibrary Loan department in the School Library System prior to the due date. Please refrain from holding on to the resources longer than absolutely necessary. XII. VIOLATION OF POLICY Continued disregard of any provisions of this policy is sufficient reason for the suspension of a school's interlibrary borrowing privileges. XIII. POLICY REVIEW This policy shall be reviewed on a regular basis and revised when necessary by the OCM BOCES School Library System Council and Liaisons. For additional support in the area of interlibrary loan policy, consult Click on "Search the Website" and type in "interlibrary loan policy" Approved December 11, 2002: System Council Onondaga-Cortland-Madison BOCES School Library System Page 14

9 Copyright COPYRIGHT GUIDELINES The Interlibrary Loan Policy of the OCMBOCES School Library System requires that the School Library System and its members adhere to provisions of the Copyright Law (Title 17 U.S. Code) at all times. In order to facilitate compliance, the following guidelines for interlibrary loan shall apply: I. BORROWING LIBRARY The borrowing library is responsible for indicating the legality of all ILL requests. The borrowing library is also responsible for maintaining records of its requests for three years. A. Refers to Section 108 (g) (2) of the Copyright Law and its guidelines. 1. Periodicals a. During the current calendar year the borrowing library has not requested more than five copies of articles in any given periodical published within five years of the date of request or b. The borrowing library subscribes to, or has entered an order for a subscription to the periodical. 2. Monographs or Other Works a. Within any calendar year, the borrowing library has not requested more than five copies of or from any given work (including collective works, monographs or phonorecords) during the entire period when the material shall be protected under copyright.* b. The borrowing library owns the work, or has ordered the work, and it is unavailable. * B. Refers to other provisions of the copyright law. 1. The request becomes the property of the user when: a. The requested photocopy is from a periodical published more than 5 years prior to the date of request, and therefore not covered by the Copyright Compliance Guidelines. b. The request is for a substantial part of a work or an entire work where the library has determined after reasonable effort that a copy cannot be obtained at a fair price. c. A request for a copy of a book or periodical is made for a teacher in conformity with: 1. Classroom Copying in Not-For-Profit Education Institutions (information located in Classroom Copying Guidelines). Or 2. *Guidelines for Educational Uses of Music Onondaga-Cortland-Madison BOCES School Library System Page 15

10 Copyright 2. The request becomes part of the requesting library's collection when: a. The request is for a replacement copy of a damaged, deteriorating, lost, or stolen work when the requesting library has determined, that after a reasonable search, an unused replacement copy is not available at a fair price. b. The requesting library believes that the reproduction and distribution of the copy would be a fair use due to the circumstances of the request. II. LENDING LIBRARY It is the responsibility of the lending library to affix the following notice on the first piece of each item photocopied: Notice: This material may be protected by copyright law (Title 17 U.S.Code) * Fair use allows copying without permission from, or payment to, the copyright owner where the use is reasonable and not harmful to the rights of the copyright owner. Registrar of Copyrights, 1975 Onondaga-Cortland-Madison BOCES School Library System Page 16

11 Copyright CLASSROOM COPYING GUIDELINES I. SINGLE COPIES FOR TEACHERS A single copy may be made of any of the following by or for a teacher at his or her individual request for his or her scholarly research or use in teaching or preparation to teach a class from any of the following: A. A chapter from a book. B. An article from a periodical or newspaper. C. A short story, short essay or short poem whether or not it is from a collective work. D. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper. II. MULTIPLE COPIES FOR CLASSROOM USE Multiple copies (not to exceed in any event more than one copy per pupil in a course) may be produced by or for the teacher giving the course for classroom use or discussion, provided that: A. The copying meets the tests of brevity and spontaneity as defined below: Brevity 1. Poetry a. A complete poem if less than 250 words and if printed on not more than two pages. Or b. From a longer poem, an excerpt of not more than 250 words. 2. Prose a. Either a complete article, story or essay of less than 2,500 words. Or b. An excerpt from any prose work of not more than 1,000 words or 10 percent of the work, whichever is less, but in any event a minimum of 500 words. Each of the numerical limits stated in 1 and 2 above may be expanded to permit the completion of an unfinished line of a poem or of an unfinished prose paragraph. 3. Illustration a. One chart, graph, diagram, drawing, cartoon or picture per book or per periodical issue. Onondaga-Cortland-Madison BOCES School Library System Page 17

12 Copyright II. MULTIPLE COPIES FOR CLASSROOM USE (continued) 4. Special Works a. Certain works in poetry, prose or in "poetic prose" which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. b. An excerpt comprising not more than two of the published pages of such special work and containing not more than 10 percent of the words found in the text thereof, may be reproduced. Spontaneity 1. The copying is at the instance and inspiration of the individual teacher. And 2. The inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission. B. The copying meets the cumulative effect test as defined below: Cumulative Effect 1. The copying of the material is for only one course in the school in which the copies are made. 2. Not more than one short poem, article, story, essay or two excerpts may be copied from the same author, no more than three from the same collective work or periodical volume during one class term. 3. There shall be no more than nine instances of such multiple copying for one course during one class term. Limitations stated in numbers 2 and 3 above shall not apply to current news periodicals, newspapers, and current news sections of other periodicals. C. Each copy must include a notice of copyright. III. PROHIBITIONS AS TO I AND II Notwithstanding any of the above, the following shall be prohibited: A. Copying shall not be used to create or to replace or substitute for anthologies, compilations or collective works. Such replacement or substitution may occur whether copies of various works or excerpts therefrom are accumulated or reproduced and used separately. B. There shall be no copying of or from works intended to be "consumable" in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets and like consumable material. C. Copying shall not: 1. Substitute for the purchase of books, publishers' reprints or periodicals. 2. Be directed by higher authority. 3. Be repeated with respect to the same item by the same teacher from term to term. D. No charge shall be made to the student beyond the actual cost of the photocopying. Onondaga-Cortland-Madison BOCES School Library System Page 18

13 Copyright EDUCATIONAL USES OF MUSIC I. PERMISSIBLE USES A. Emergency copying to replace purchased copies which for any reason are not available for an imminent performance provided purchased replacement copies shall be substituted in due course. B. For academic purposes other than performance, single or multiple copies of excerpts of works may be made, provided that the excerpts do not compromise a part of the whole which would constitute a performable unit such as a selection, movement or aria, but in no case more than 10 percent of the whole work. The number of copies shall not exceed one copy per pupil. C. Printed copies which have been purchased may be edited or simplified provided that the fundamental character of the work is not distorted or the lyrics, if any, altered or lyrics added if none exist. D. A single copy of recordings of performances by students may be made for evaluation or rehearsal purposes and may be retained by the educational institution or individual teacher. E. A single copy of records of performances by students may be made for evaluation or rehearsal purposes and may be retained by the educational institution or an individual teacher for the purpose of constructing aural exercises or examinations and may be retained by the educational institution or individual teacher. (This pertains only to the copyright of the music itself and not to any copyright which may exist in the sound recording.) II. PROHIBITIONS A. Copying to create or replace or substitute for anthologies, compilations or collective works. B. Copying of or from works intended to be "consumable" in the course of study or of teaching such as workbooks, exercises, standardized tests and answer sheets and like material. C. Copying for the purpose of performance, except as in I (A) above. D. Copying for the purpose of substituting for the purchase of music, except as in I (A) and I (B) above. E. Copying without inclusion of the copyright notice which appears on the printed copy. Onondaga-Cortland-Madison BOCES School Library System Page 19

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