Interlibrary Loan

• The Search Process
• Timing
• Costs
• A Frequently-Asked Question
• Placing a Request
• Filling out the Form
• Receiving and borrowing
• What can I Request?

The Search Process

How does the library find and request ILLs?
We begin by searching a network of linked library catalogs called the Vermont Automated Library System (VALS). In most cases, we request materials directly from libraries through an automated form. In keeping with the Vermont ILL code, we approach libraries in a particular order: public libraries first and colleges last. When borrowing from some institutions, such as UVM and Dartmouth, we must use the Vermont Department of Libraries (DOL) as a mediator.

What if no libraries in Vermont have what I need?
If we do not find the item you need in Vermont, we submit the request to librarians at the Vermont DOL, who look for locations outside the state. This takes longer, so if you would prefer not to go that extra step, please let us know.

Timing

How long will it take?
It's best to assume at least 10 days, and longer for an out of state ILL, especially if the item is obscure. On the other hand, ILLs sometimes arrive in just a few days.

Isn't that a long time for most requests?
We are always striving to make the service more efficient, but Brooks is one of the busiest interlibrary locations in the state. We thank you for your patience, and hope you agree that the results are worth the wait.

What if I have a deadline?
Please let us know by filling in a date on the section of the form that says "not of use after (mm/dd/yyyy)." We will do our best to honor deadlines, but we cannot guarantee success.

How will I know the status of my request?
Check at the reference desk, or consult your confidential patron account on the online catalog. If you find a "Hold" request for your ILL, it means we have requested it. That usually means it will arrive soon.

What if I find my own copy and no longer need ILL?
Please call or e-mail right away to cancel your request.

Costs

Is there a fee for ILL?
No; ILL is a free service. However, some lending libraries charge for loans or photocopies and we pass that fee on or share it with the patron. We never incur fees, without your prior permission. The following Q&As describe some of these situations.

What about postage charges?
The library budgets for postage charges as part of its operating expenses, but these charges are substantial. If you can help fund the ILL program by paying one-way postage for your item, we are very grateful. When you receive your ILL, the postage cost will be highlighted on the band.

Why does the form ask for a fee limit for out of state ILLs?
Although many libraries outside the state will lend ILL materials at no cost, some routinely charge a fee. Most of these fee-based locations charge $10 or more. That is why the choices on the form begin with $10. You can always check off $0, however, which means that you only wish to obtain the item if it is available free of charge. Also, we might still get the item at no cost even if you check the $10 box. DOL always looks for free locations first. If you do not indicate an amount, we will assume it is $0.

Can't you find out if an out of state loan will cost money, and then I'll decide?
Sorry, but Brooks and the Vermont DOL handle so many requests that the only efficient way is to obtain permission for fees ahead of time.

Any other possible fees?
Sometimes libraries charge for photocopies of lengthy articles. If you request an article, please indicate your upper limit for copying fees. If you do not indicate an amount, we will assume it is $0.

So what's the advantage of saying I would pay for a loan or a copy?
It simply broadens our options and makes it more likely that we will be able to fill the loan. Individual patrons know their own circumstances and whether or not it would be worth the expense to increase their chances of obtaining the item.

A Frequently-Asked Question

May I use ILL to obtain books for college work?
Students may use Brooks' ILL service for materials for college projects. However, most colleges have more direct access to other academic collections - for example, CCV students can search and request materials directly from state colleges and have the materials sent to their homes. The Reference Librarian can help you find out more about what is available through your college library.

Placing a Request

What's the first step?
Please check the Brooks Memorial Library online catalog to make sure we don't already own the item. If you are unsure about your catalog search, a library staff member can help. If you do not find the item, please fill out an ILL request form at the reference desk.

Is there a limit on number of request?
Patrons may request up to five (5) ILLs per week. If you are working on a time-limited project and need more than that, please discuss your situation with the reference librarian, and we will honor your request if we can.

Can I search on my own?
Worldcat is a free online database that might help you identify materials to request through ILL. Brooks Memorial Library cardholders also have access to Books in Print Online. It is not possible, however, to request items directly from the lending libraries; a library must place the request on your behalf.

Filling out the Form

What if I do not know important details, such as the name of the author?
Please visit or call the reference desk for help. If pressed for time, please just fill out the form as best you can, and we will call you if we need to clarify.

What if I do not know a specific title and just need materials on a subject?
The Reference Librarian can help identify relevant titles. If you visit when no one is on duty, you can fill out a Request for Information form and a librarian will call you.

Why does it say "where...cited," and what should I put in that part of the form?
The more information we have, the more likely we are to be able to fill your request. Please be as specific as you can about where you heard about the item. If it was cited in another book, what was the book? If you found it on the Internet, what site?

Do I have to include an e-mail address?
An e-mail address is helpful for communications, but is not required. For more about e-mail vs. telephone, please see "How will I know my ILL is in?"

Submit a request online:
Books, Movies, and Audio Recordings or Periodical Articles and Microfilm request forms.

Receiving and borrowing

How do materials get here?
Via U.S. Mail or other courier service.

How will I know my ILL is in?
If your library patron record includes an e-mail address, our circulation system will automatically generate an e-mail notice when your ILL item is in. If your patron record does not include an e-mail address, we will call you. We will only contact you once. If you are not sure whether your patron record includes an e-mail address, please inquire at the circulation desk.

How long can I keep the item?
The due date is determined by the lending library. It will be noted on the paper ILL band. Please leave the band on the item! The loan will also appear on your confidential patron record, accessible with your library card number and PIN online.

May I renew ILL materials?
Most ILLs can be renewed for one two-week period. However, unlike our own books, you cannot renew an ILL electronically through our catalog. You must call or visit the library to request the renewal. Please request renewals before the item is due. In cases where the lending library specifies "no renewals," we note it on the band.

What if the item is overdue?
ILL items are subject to the same overdue fines and rules as other library materials.

What if an ILL is lost or damaged?
Please speak with the Reference Librarian or ILL Clerk as soon as possible. While it is important to return all library materials in good condition and in a timely manner, it is especially important to take good care of ILLs. In cases of loss or damage, we will contact the lending library to find out their policies and requirements. Be advised that some libraries charge high replacement costs for lost materials.

How long do I have to pick it up?
You may pick up your ILL item at any time, but the due date is already set when it arrives, so the sooner you pick it up, the more time you will have to use it.

How does it get checked out to me?
When we request an ILL, we make a temporary "hold" record for the item in your account. When it arrives, we check the item out to you using the due date assigned by the lending library. When you come to pick it up, it is already checked out.

How do I know when it is due?
The due date is recorded on the band we place on the item when it comes in. Please leave the band on the item! The loan will also appear on your patron record, so you can access that information through our confidential account management system online.

What can I Request?

May I request newly-published materials?
In general, we cannot obtain new items on ILL because the national Interlibrary Loan Code specifies that materials must be at least six months old before they are requested.

So what are my choices if I want something new?
You can wait a few months and place the request again, or you can fill out a Suggestion for Purchase slip at the reference or circulation desk. If our collection librarian decides to purchase the item, you will be notified when it is available. You will only receive a call if we obtain the item.

May I request an ILL for an item that's checked out?
No; ILL is only for materials that the library does not own. However, if our copy is marked "lost" or "missing," we can request an ILL copy for you.

May I request multiple copies of a title for my book group?
No; individual group members must initiate their own ILL requests.

May I request videos or audio recordings?
Yes; however, we do not routinely request these formats from out of state locations. If we do not find your video or audio in Vermont and you have a compelling need to obtain it (for example, if it is part of a research project or presentation), please speak with the Reference Librarian and we will honor your request if we can.

May I request magazine or news articles?
Yes; but please check with a reference librarian first to make sure we don't already have the article in the library. If we request an article for you, it will usually arrive as a photocopy, a computer printout, or an e-mail attachment. You are allowed to keep printouts, usually at no charge. If the article arrives as an e-mail and you have provided an e-mail address, we will forward it to you. (See earlier notes about possible fees for some articles).

May I request microfilm or microfiche?
Some newspapers and other documents are only available in microform, and we sometimes obtain these for use in the library.

May I borrow a whole issue of a periodical on ILL?
No; in general, libraries do not lend whole issues, but we can help you find references to specific articles in journals and magazines and then request copies of those articles for you.