SUS INTERLIBRARY LOAN GUIDELINES 
 

General Statement:

The stated collective goal of the State University System  Libraries is to increase access to scholarly materials for SUS students, faculty and staff.  In support of this goal, the SUS Interlibrary Loan Subcommittee strives to establish guidelines and procedures designed to provide liberal resource sharing at the highest priority for the benefit of all SUS students, faculty, and staff. The objective is to enhance interlibrary loan services available to all SUS clientele with greater access to the collections of each library, generous circulation of all types and formats of library materials, and faster document delivery. 

The committee recognizes and acknowledges that these guidelines and procedures will require the awareness and active participation of SUS library staffs and administrations if these guidelines are to become a true reflection of resource sharing practice among the SUS.  The committee urges the library administrations to encourage full participation and cooperation. 

Guiding Principles:

  •  The mission of each SUS Library is to provide for the information needs of its primary clientele wherever they may be located.
  • Each library is responsible for developing collections in support of the academic programs of the parent institution.  Interlibrary loan is an integral part of providing access to needed library materials.
  • Resource sharing activities recognize the necessity to augment physical library collections with access options.  However, interlibrary loan is not to be used as a replacement for responsible collection development.
  • A high level of cooperation, consideration and communication is required among the staffs of each SUS library in order for liberal, expedited resource sharing to succeed.

Participation:

These guidelines are designed for the main libraries at the primary campuses and the significant branch campuses of the ten state universities.  All branch libraries and special libraries are encouraged to participate to whatever extent that is possible.  Currently the participating libraries are: 
    Florida A & M University - Coleman Library 
    Florida Atlantic University - Boca Raton Campus Library 
    Florida Gulf Coast University Library 
    Florida International University 
        North Miami Campus Library 
        University Park Campus Library 
    Florida State University - Strozier Library 
    University of Central Florida - Library 
    University of Florida - Smathers Library 
    University of North Florida - Carpenter Library 
    University of South Florida 
        Tampa Campus Library 
        St. Petersburg Campus Library 
        Sarasota Campus Library 
    University of West Florida - Pace Library 

Scope of materials available for loan.

 All materials available for general circulation among the primary clientele will be available for interlibrary loan among the SUS Libraries.  Beyond this basic resource sharing tenet, the SUS Libraries are to provide to each other, library materials from non circulating collections and materials in varied formats whenever possible.  Special conditions of use or shipping  may be imposed in order to supply such materials.  There shall be no automatic restrictions on lending materials not normally available for interlibrary loan.  Requests for such materials should be reviewed on a case by case basis and every reasonable attempt should be made to fill the request.  Libraries should not request materials from collections or in formats that they are unwilling to lend to other SUS libraries. 

Exceptional loan periods or special packaging/shipping procedures may be deemed necessary by the lender for the protection and security of the materials in transit. Borrowing libraries must abide by the restrictions imposed by the lender and take full responsibility for the materials once received. Materials must be returned to the lender using similar packaging and delivery methods as received. Materials that may require special consideration include but is not limited to: 

     In-process 
     Non Circulating 
     Non print items 
     Realia 
     A/V 
     Kits 
     Reference materials 
     Periodicals 
     Microforms 
     Expensive or oversize materials 
     Newspapers 
     Fragile/poor condition materials 
     Dissertations/theses 
     Special Collections materials 
     Rare books, archival materials, manuscripts 
     Newly published titles (current year) 

Responsibilities of Borrowing (Requesting) Libraries

  • Establish and maintain an interlibrary loan policy and make it available at Library's web site.
  • Provide full bibliographic information on article requests, as well as copyright compliance indicators (ccg, ccl).
  • Adhere to, and make patrons aware of,  restrictions imposed by supplying libraries.
  • Request renewals a minimum of three days before due date.
  • Compensate or replace  lost or damaged library materials in accordance with the preference of the supplying library.
  • Verify bibliographic information for each request.
  • Verify holdings of potential suppliers.
  • Return materials promptly, with documentation for easy identification.
  • Update OCLC/RLIN records promptly.
  • Use DLLI courier for document delivery whenever possible.
  • Arrange and accept expenses for delivery by priority mail (FEDEX, UPS).
  • Consider "Rush Requests" carefully, balancing the need of the patron and the burden such requests impose upon the supplying library.
  • Compensate the owning library for lost or damaged material.
Responsibilities of Lending (Supplying) Libraries 
  • Establish and maintain an interlibrary loan policy and make it available on Library's web site.
  • Ship materials via DLLI Courier service whenever possible.
  • Provide photocopies via DLLI Courier, 1st class mail, ARIEL or FAX upon request.
  • Respond to rush requests within 24 hours.
  • Provide documentation for lost/damaged library  material to borrowing library for compensation.
  • Provide request identification with library materials shipped to borrowers.
  • Consider requests for traditionally non circulating  materials on a case by case basis.
  • Process and respond to SUS ILL requests within two working days.
  • Update OCLC/RLIN records promptly.
Submitting SUS ILL Requests: Submit requests  via OCLC ILL Subsystem, or RLIN ILL System whenever possible in order to facilitate tracking and statistical records.  Copies of such request forms, or ALA request forms may be sent via ARIEL or FAX to alert lender of an urgent or special request. 

Turnaround goals: SUS ILL requests should be processed within two days and shipped within three days of receiving the request. Our goal is to receive materials within five days of submitting the request. 

Loan Periods:  SUS Libraries will establish 3 week loan periods for ILL materials, excluding travel time, whenever possible.  Shorter or longer periods may be established on a case-by case basis for special materials. One renewal request should be allowed whenever possible. Renewal requests should be made at least three days before due date. 

Recalls: Lenders may recall borrowed materials in accordance with their established ILL policies.  (Items should only be recalled when requested or needed by another patron.) Borrowers will adhere to  recall policies of lenders and make every effort to expedite recall requests. 

Delivery Methods 

Photocopies:  Copy requests should be supplied via  ARIEL, FAX, DLLI Courier, or 1st class mail upon the request of the borrowing library. 

Originals: Books, microforms and other library materials (returnables) should be delivered via DLLI Courier, whenever possible.  Any delivery service the lender chooses that assures similar secure transit and timely delivery is also acceptable.  Insurance options are determined by the owning institution. Expenses and arrangements for delivery by priority mail will be the responsibility of the borrowing institution. 
 

  Revised 10/19/98 GC